Club Health Visit Worksheet
Toastmasters Area Director Club Visit Report Template
Prepare for an Area Director visit, document club health, DCP status, officer training, meeting quality, risks, recommendations, owners, and ExCom follow-up actions.
Source and scope
Use this as a preparation and follow-up aid
Toastmasters’ official Area Director's Club Visit Report (Item 1471) helps an Area Director evaluate club quality through the six Moments of Truth and submit the official report through the district process. This SpeechTimer worksheet is an independent note and action aid: it can organize a conversation, but it does not replace District Central, the official form, current governing documents, the DCP system, or a district leader's direction.
Before the visit
Prepare the evidence and the welcome
- 1Share the current agenda, meeting format, access details, and the club’s preferred contact with the Area Director before the visit.
- 2Bring the Club Success Plan, current DCP view, officer-training status, membership/education context, and one recent meeting example.
- 3Tell role owners what the visit is for: support and club-quality improvement, not a surprise performance test or a replacement for official reporting.
- 4Ask members and guests for permission before recording names, quotes, photos, attendance context, or private concerns in a report.
- 5Choose the ExCom meeting and review date where recommendations will become owners, dates, and a small next action.
Six Moments of Truth
Observe the member experience
First Impressions
Can a guest find the meeting, receive a welcome, understand what is happening, and choose how to participate?
Membership Orientation
Does a new member receive a clear education, mentor, role, and next-step handoff?
Fellowship, Variety, and Communication
Does the club create a friendly, varied, supportive learning experience between meetings as well as during them?
Program Planning and Meeting Organization
Are agendas, roles, speakers, evaluators, timing, and meeting details prepared and visible?
Membership Strength
Does the club attract, involve, and retain enough members to sustain its learning program?
Achievement Recognition
Can members see progress, receive useful recognition, and understand what opportunity comes next?
Visit recommendation rows
Convert the visit conversation into owners, deadlines, and ExCom follow-up.
After the visit
Make the report useful after the conversation
- 1During the visit, record observations and examples separately from interpretations or recommendations.
- 2Before the Area Director leaves, confirm which questions need district help and who will supply the next source or answer.
- 3Within the next ExCom meeting, convert recommendations into an owner, backup, due date, status, and review date.
- 4Connect actions to the Club Success Plan, DCP work, Moments of Truth, or the meeting-quality rhythm when the connection is real.
- 5At the review date, close, revise, or escalate each action; do not leave a report as an unowned archive.
Privacy and fairness
Document the task, not unnecessary personal detail
A visit report should help a club act without turning private member context into a public scorecard. Use aggregate observations when possible, ask permission before naming a person or sharing a story, and keep credentials, payment details, evaluations, health information, attendance context, and private complaints in the club's approved systems. This worksheet stores its current report only in the browser until you choose to copy it; clear shared devices after the handoff.
- -Describe the observed condition and next task, not a member's diagnosis or private history.
- -Separate official requirements, club decisions, Area Director advice, and a local experiment.
- -Use owners and review dates to create accountability without public shaming.
Copyable club visit report
[Club Name] Area Director Club Visit Report Visit date: [Visit Date] Area Director: [Area Director] Membership count: [membership count] DCP status: Review needed Officer training: Not reviewed Meeting quality: Stable Guest/member experience: Needs follow-up review Club strength: Members are supportive and meetings have a clear structure. Main risk: Follow-up actions need clearer owners and deadlines. Recommended ExCom actions: Membership | Recommendation: Review guest follow-up and renewal risks | Owner: [unassigned] | Due: [date] | Status: Open Education | Recommendation: Identify members close to Pathways completions | Owner: [unassigned] | Due: [date] | Status: Open Meeting quality | Recommendation: Improve role confirmation and timing visibility | Owner: [unassigned] | Due: [date] | Status: Open Summary: 0 assigned, 3 open, 0 done, 0 need district help. Next ExCom step: review these actions in executive meeting minutes, confirm owners, and connect them to DCP, Club Success Plan, and Moments of Truth follow-up.
Related club health tools
Area Director Club Visit Report FAQ
Who should use an Area Director club visit report template?
Club Presidents, VPEs, Secretaries, Area Directors, and ExCom teams can use it to prepare for a visit, document the discussion, and convert recommendations into follow-up actions.
What should be included in an Area Director club visit report?
Include membership count, DCP status, Club Success Plan progress, officer training, meeting quality, guest and member experience, risks, recommendations, owners, due dates, and district support needs.
How should clubs follow up after an Area Director visit?
Review the recommendations in an ExCom meeting, record action owners in minutes, connect the work to DCP and Club Success Plan goals, and confirm progress before the next officer review.
Is this the official Toastmasters Area Director report?
No. This is an independent club worksheet and follow-up template. Confirm official reporting requirements with current Toastmasters and district resources.