ExCom Monthly Planning Checklist
Plan monthly officer tasks for DCP, agendas, dues, guests, minutes, member follow-up, and meeting quality so every ExCom owner knows what needs attention before the next meeting.
Assign each recurring club officer task to an owner, due window, status, and priority.
[Club Name] Club Officer Calendar Month: [Month] ExCom meeting: [ExCom Meeting Date] Tasks tracked: 5 Done: 0 Open: 5 High priority open: 2 Blocked: 0 Completion rate: 0% Officer calendar rows: Confirm next meeting agenda and role gaps | Owner: VPE | Due: Week 1 | In progress | High priority | Check speakers, evaluators, timer, and backup roles Review DCP progress and education awards | Owner: President | Due: Week 1 | Planned | High priority | Add action items for stalled goals Send guest and member follow-ups | Owner: VPM | Due: Week 2 | Planned | Normal priority | Use guest list, attendance notes, and mentor needs Check dues, budget, and receipts | Owner: Treasurer | Due: Week 3 | Needs review | Normal priority | Prepare update for ExCom meeting Publish meeting recap or social post | Owner: VPPR | Due: Week 4 | Planned | Low priority | Include awards, photos with permission, and next meeting details Next ExCom follow-ups: VPE: Confirm next meeting agenda and role gaps (In progress, due Week 1) President: Review DCP progress and education awards (Planned, due Week 1) VPM: Send guest and member follow-ups (Planned, due Week 2) Treasurer: Check dues, budget, and receipts (Needs review, due Week 3) VPPR: Publish meeting recap or social post (Planned, due Week 4) Officer note: review this calendar with the Club Success Plan, DCP tracker, dues tracker, minutes, and meeting planner so owners leave the ExCom meeting with clear next actions.
Source-aware planning workflow
Toastmasters’ official officer tools provide the handbook, Club Success Plan, Distinguished Club Program, and club-quality resources. This page turns those references into a lightweight monthly checklist; it does not create a universal officer schedule or replace your club’s governing choices.
Step 1
Check the meeting frequency, location, officer terms, additional offices, and rules of order recorded in the club’s Addendum of Standard Club Options. Use those choices to set realistic due windows instead of copying another club’s calendar.
Step 2
Use the Club Success Plan and current Distinguished Club Program manual for program-year direction, then write the next concrete action, owner, and review date in this local tracker. A row should make the next handoff obvious, not pretend to be an official status report.
Step 3
At the ExCom check-in, review upcoming agendas and role coverage, education progress, guest and member follow-up, dues or receipts, training, and open risks. Keep the conversation focused on support and decisions rather than collecting unnecessary personal data.
Step 4
Before the next meeting, mark what is done, move blocked tasks to a named owner, and carry decisions into the club’s minutes or approved system. This calendar is a planning aid; it does not replace Club Central, official minutes, or the current handbook.
A local row can say “Treasurer — review receipts — Week 3 — in progress.” It cannot prove that dues were submitted, a DCP goal was credited, or an officer list was updated. Verify those outcomes in the current Toastmasters systems and records.
Track owners, dates, status, and the next action. Keep personal contact details, health information, and sensitive member observations out of a shared calendar; move decisions to approved minutes or systems.
It is a monthly planning checklist for the club executive committee, covering recurring officer work such as meeting planning, DCP progress, dues, minutes, guest follow-up, and member support.
The President usually facilitates it, while each officer owns their assigned tasks. The Secretary can use it to prepare ExCom minutes and action items.
Review meeting quality, speech scheduling, DCP progress, membership follow-up, guest conversion, dues or finance items, Club Central tasks, officer training, and open action items.
Yes. Minutes record what happened and what was decided. The officer calendar is the working checklist that helps officers prepare before the meeting and track what is still open.
No. Meeting frequency, officer terms, additional offices, and operating choices can vary. Confirm the club’s Addendum of Standard Club Options and ask the current officers before treating a row as a requirement.
The Club Success Plan sets a club’s program-year priorities and the Distinguished Club Program manual describes recognition goals. This local calendar schedules owners and check-ins; it is not an official DCP report or Club Central record.
Keep shared rows to the minimum needed for the task: an owner, due window, status, and action. Avoid private contact details, health information, or sensitive attendance notes; use approved club records for anything confidential.