Building Club Websites
by Dale Hartle, District Webmaster
This page has information and resources for building and maintaining a Toastmasters club website, and a list of the Best New Zealand Club Websites since 2006.
Visitors to club websites arrive via Google searches
According to Toastmasters who are webmasters of club and District websites, over 80% of new members are now coming from people searching the internet looking for self-improvement courses, public speaking or presentation skills programmes. Sometimes they have a particular event they need to develop skills for, such as a conference or wedding. Sometimes they have a new year's resolution to fulfill! Toastmasters is just what they are looking for.
A club website has two main purposes:
- to attract new members,
- and to keep current members informed.
So what's involved in setting up and running a club website? Download and print "E-toastmasters - a guideline to building club websites" and the Toastmasters International Use of Web Pages. Many clubs now use the FreeToastHost club website building online application. Some of the features and functions described on this page do not apply as they may be built in to the software, or not available.
Competent Leader Projects
With Toastmasters struggling to gain and retain members, clubs must give serious attention to the design, content and maintenance of their club websites as a promotional and marketing tool to our web-savvy audience who do research online before making contact. There are two projects in the Competent Leadership Manual which are ideal for people interested in learning how to create and maintain a club website.
Project 6 - Assist the Club Webmaster by helping to maintain the website, an opportunity to practise planning, preparation and organisation skills
Project 10 - Serve as Club Webmaster, an opportunity to practise planning, preparation, organisation and team-building skills
Toastmaster Magazine Articles - May 2009:
- What's New with Web 2.0? - how to make the most of online innovation.
- Do you Blog? - maximising your web presence by showcasing your expertise
- My Turn: Toastmasters in the Social Networks - how to refine what you do online.
Club Website of the Year Award 2012
Best Club Website: NO AWARD
Highly Commended: Upper Hutt Toastmasters Club and Kaiapoi Toastmasters Club.
Read the Judges Comments and analysis.
The criteria for this award is listed in the District 72 Procedures, page 18.
Club Website of the Year Award 2011
Winner: Terrace @ 12 Toastmasters Club 7243
Webmaster: Alex Dean, VP Public Relations
Read the Judges Comments and analysis.
Club Website of the Year Award 2010
Winner: Rangiora Toastmasters Club
Highly Commended: Upper Hutt Toastmasters Club
Read the judges comments and analysis.
Club Website of the Year Award 2009
Winner: Turbine Talkers Toastmasters Club
Club Website of the Year Award 2008
Winner: Turbine Talkers Toastmasters Club
Highly Commended: Kaiapoi Toastmasters Club
Read the judges comments and analysis.
Club Website of the Year Award 2007
Winner: Turbine Talkers Toastmasters Club, webmaster Joji JacobHighly Commended: Hereford Street Toastmasters Club and Kaiapoi Toastmasters Club
Read the judges comments and analysis.
Club Website of the Year Award 2006
This is a virtual award for the best club website of the year.
Winner: Turbine Talkers Toastmasters Club, webmaster Joji Jacob
Highly Commended: Kaiapoi Toastmasters Club and Eden-Epsom Toastmasters Club.
Read the judges comments and full analysis
For more information, email webmaster@toastmasters.org.nz.
Nine elements for a successful club website
(by Jennifer Stewart, from http://www.write101.com/101web.htm. Reprinted with permission)
1 - Visual Impact
The home page is your billboard - it creates an immediate impression on visitors to your site, so it's got to create the right impression. It should loo
- Clean
- Uncluttered
- Professional
- Attractive
2 - Purpose
Your club website must give people a reason to stay on your site by answering the question "what's in it for me?"
This could be
- Information and resources
- Entertainment
- Advice
- Help with a problem
- Links to useful sites
Make sure all information is has copyright clearance, or is copyright free, and complies with the Toastmasters International Internet Guidelines.
3 - Loading Time
The home page must load as quickly as possible. It must be kept simple and fast to keep the attention of your web visitor.
4 - Colour, layout and graphics
The graphics and layout of the home page contribute to that first impression. Page size should be around 30KB. Images should be optimised for web viewing and be between 6-8 KB in size. Each additional 2KB adds approximately one second to loading time. Consider the effect you wish to create and choose text and page background colours that are appropriate. When placing images of people, faces should 'look' to the centre of the page.5 - Readability
This refers to the way the words look on the page. Words need to stand out on the page, surrounded with plenty of white space. Dividing text into columns helps readability. Use plain fonts which are easy to read.
6 - Segmenting and signposting
Break up pages into small chunks, dividing horizontally with use of headings and subheadings, using a consistent font type and size. You need to make it easy for your visitors to glance at the page and take in all the key points, so that if they see anything of interest to them, they'll stay and keep reading.
7 - Navigation
Your main navigation bar should run down the left side of the page because we're accustomed to reading from left to right and from top to bottom, and we're accustomed to finding navigation bars on the left of web pages. An alternative is to place your navigation bar across the top of the page.
- Group items in the navigation area so that similar items are next to each other.
- Don't provide multiple navigation areas for the same type of links.
- Don't include an active link to the home page ON the home page.
8 - Privacy
Ensure that potential members feel confident dealing with you by telling people exactly what you're doing to safeguard their privacy by having a separate page which details your security policy, especially towards email addresses.
9 - Content - words, images, downloadable files
Effective content writing is one of the most critical aspects of all web design. Most users scan online content rather than carefully reading. Therefore you must optimise content for scannability and craft it to convey maximum information in few words.
This list of suggested Club website content was compiled from a study of international district and club websites, and New Zealand club websites and is by no means exhaustive. Still it gives you plenty of ideas.
- Features and benefits of Toastmasters membership
- Membership promotion ideas
- Club calendar and forward programme
- Club newsletter
- Member information
- Educational topics and articles
- Explanation of Toastmasters programme
- Post-a-speech
- Online Toastmaster forms
- Club member photo gallery
- Links to Speech Resources
- Links to Toastmaster Resources
- Personal quotes and endorsements
- Free offers
- Upcoming events
- Speech contest information
- Map and directions to meeting venue
- Toastmaster Frequently Asked Questions
- Member Goal Book
- Member progress cards
- History of Toastmasters and your club
- Club brochures and pamphlets
- List of club resources/library
- Member recognition/achievements
- Quotes of the day/week/month
- Club meeting reports
- Club committee meeting minutes
- Sample meeting agendas
- Weekly email - using e-groups
-
Ask a Toastmaster - "TalkLine" - email a toastmaster for help or to ask a question
- Links to other club websites in area
- Information Request Form
- A Toastmasters Glossary
- Various Toastmaster logos
- Organisation charts
- Guest book - visitor sign-in
- Handy tips on things
- Archive section
Checklist for a club website
This checklist was compiled by the District Webmaster after studying District and Club websites all over the world, combined with good website practices. Check your club website against this list to see if it is compliant. Club websites must substantially comply with this list before a link will be made from the District Website in the Club Finder.
This is not an exhaustive list, but gives you a good idea of best practices. For more information, refer to the Reference Material below.
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FEATURES |
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Club identifying information: |
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Official Toastmasters International Logo, top left/centre/right of home page |
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Club name top left/centre/right of home page |
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Club ID number |
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Area ID number |
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District ID number |
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Club slogan or unique identifier |
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Toastmasters slogan - Better Listening, Better Thinking, Better Speaking |
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Contact details: |
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President's name, phone, email address |
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Other club officers contact details (eg VP Membership or Public Relations) |
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Club Postal address |
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Club Toastmasters email address |
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Meeting venue: |
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Location description |
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Map (either scanned or linked to an online map site etc) |
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Driving/parking instructions |
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Contact details for more information |
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Meeting details: |
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Meeting Day, starting/finishing time or meeting length |
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Forward meeting schedule of dates |
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Contact details for more information |
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Other contact details: |
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0800 PEOPLE |
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Club webmaster email |
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Club email address should be standard Toastmasters New Zealand club email address: |
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Links: |
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Link to District 72 website (http://www.toastmasters.org.nz) |
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Link to Toastmasters International website (http://www.toastmasters.org) |
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Links to other local club websites |
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Links to speaking resources on other websites |
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Links to other relevant useful websites |
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Toastmasters newsgroup (alt.org.toastmasters) |
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All links open in new browser window |
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All links clearly indicate name of website, url and short description of what's there: |
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Website information: |
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Last updated date (time not necessary), in NZ format (not US format) |
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Webmaster's name |
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Webmaster's email address |
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Feedback email link for corrections goes to Webmaster |
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Copyright statement for club website |
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Window title has club name and page title |
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Every page correctly named (eg Member Information, About our Club, not new_page_2.html) |
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Visitor counter* |
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Enquiry form* |
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Guestbook* |
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Website hosting details if acknowledgement required for free hosting |
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Website sponsorship details if acknowledgement required by sponsor |
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Frames scroll and display correctly |
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Themes used consistently and correctly |
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Publishing program used recorded in source code header |
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Page metadata correctly completed in source code - Keywords - Description |
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Author of website recorded in source code header |
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Site search function* |
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Ranking in major search engines |
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Formatting and style of pages: |
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Light background page colour |
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No background pattern (eg no watermarks, no texture or pattern) |
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Body text font uses standard fonts (Arial, Helvetica, Verdana, Tahoma, Times Roman) |
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Body text colour is black or dark blue (or other dark colour) |
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Body text is resizable in browser - larger and smaller |
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Clear navigation structure - Left hand side vertical or top horizontal links |
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ALT text (alternative text) on all images |
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Downloadable files as Adobe Acrobat or Word rich text format, open in separate window |
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Site History - Updates giving date and details |
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Toastmaster Statements: |
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Vision statement of Toastmasters International |
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Mission statement of Toastmasters International |
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Mission of District |
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Mission of Club |
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Toastmasters International Trademark Acknowledgement Statement |
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Content: |
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Welcome or introductory statement |
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About the Club - history |
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Club goals for year and progress |
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Current Events |
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Club Newsletter |
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Tutorials |
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Educational resources |
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Photos |
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Features and benefits of Toastmasters |
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Description of Toastmasters programmes |
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Member information |
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Frequently asked questions and answers |
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Testimonials |
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Meeting reports |
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Club officer lists |
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COMPLIANT - YES/NO |
*Optional features
Undesirable website features
This list was compiled from a study of all the District Toastmaster websites, and various readings.
- A splash page - an opening page
- Slow downloading - huge images downloading
- Images not optimised for web viewing
- Using a poor Frontpage theme with ugly colour schemes
- Out of date content
- Changing page designs - moving out of theme on subpages
- Garish colour schemes
- Spelling/grammar errors
- Poor page layout
- Poor quality images - grainy, fuzzy
- Scrolling status line messages and scrolling marquees
- Flashing gifs
- Swivelling words
- Text too large, all in capitals, too many colours
- Busy backgrounds
- Banner advertisements
- Poorly formatted tables
- Downloading pdf files without warning on filesize or download time
Tips for taking digital portrait photos
- Your subject should look to their left, not right. Then images can be placed on the left of the webpage looking into the page, which is more natural for English speakers who read left to right.
- Always take portrait photos against a plain background. This avoids having lampposts, trees and other items sticking out of their head and reduces the need for touching up the photo.
- Always take the photo slightly zoomed out so that there is plenty of cropping area. A soft edge oval shape looks good, and pulls the focus in on the subject.
- The subject should always look at the camera. It is quite disconcerting having the subject looking away into space.
- The subject should sit or stand straight on or with shoulders slightly to one side.
- Make sure the subject always keeps their head straight, and smiles, showing some teeth if possible, with a natural pose.
- The subject should wear light coloured plain clothing. Black just gets lost and is impossible to lighten up without getting the washed out look.
- Try to have an even light source, and always use a flash, even if there is sufficient light. If wearing a hat which shades the subject's face, definitely use a flash.
- Take lots of photos, because the first few are usually no good, and the subject relaxes by the 5th and you get a great shot which they are happy with.
