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by Dale Hartle, District Webmaster
This page has information and resources for building and maintaining a Toastmasters club website.
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.
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
26 August 2008: This article appeared in the Upper Hutt Leader advertising the launch of the Upper Hutt club's website.
There were five entries in the 2008 Awards. The winner was announced at the District 72 Convention on Sunday 19 May 2008 at Rotorua.
The following clubs were entered:
Kaiapoi - www.ktm.org.nz
Hereford Street - www.herefordtoastmasters.org.nz
Varsity - http://www.varsitytm.org/
Northside - http://northsidenz.freetoasthost.com/
Turbine Talkers - http://www.turbine.wellington.net.nz/index.htm
Winner: Turbine Talkers Toastmasters Club
Highly Commended: Kaiapoi Toastmasters Club
Read the judges comments and analysis.
Thank you to all the clubs who entered this award for 2008. Please read the comments and visit the websites to find out what makes a winning club website.
For more information, email webmaster@toastmasters.org.nz.
This is a virtual award for the best club website of the year. The criteria was approved at the November 2005 Invercargill Convention and are now part of District 72 Policies. Refer to page 20 - Appendix 2 of the District 72 Policies has all the relevant details.
There were nine club websites entered in the 2007 Awards.
The number of entries was disappointing, even though the competition was promoted throughout the District on several occasions, and considering there are now over 60 club websites. The aim of the contest is to help improve the standard of design and content of club websites, which are now a primary contact point for prospective members, and a useful resources channel for current members.
The winners were announced at the District 72 Convention on Sunday 20 May 2007, and the results and judges comments are listed below.
The following club websites were entered for this award in 2007:
Chartered Chatterers
Hibiscus Coast
On Air
Twilight Talkers
Kaiapoi
Hereford Street
Turbine Talkers
Business Breakfast
WOW
Winner: Turbine Talkers Toastmasters Club, webmaster Joji Jacob
Highly Commended: Hereford Street Toastmasters Club and Kaiapoi Toastmasters Club
Read the judges comments and analysis.
Thank you to all the clubs who entered this award for 2007. Please read the comments and visit the websites to find out what makes a winning club website.
For more information, email webmaster@toastmasters.org.nz.
This is a virtual award for the best club website of the year.
The following club websites were entered for this award in 2006:
Eden Epsom
Johnsonville
Kaiapoi
Kapi-Mana
Karori
Maungakiekie
Northrise
Ohariu
Onehunga
Pioneers
Public Service
Rangitoto
Te Aro
Telecom Talkers
The Gourmet
Turbine Talkers
Varsity
Wellington
WOW
The winner was announced at the Christchurch May 2006 Convention.
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.
(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 look
- 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.
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:
(clubname @ toastmasters.org.nz) |
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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:
(eg "Speaker Resources http://www.speakersforyou.com) A comprehensive list of speaker resources and information")
or give login instructions if necessary |
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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
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.
Websites
http://www.webpagecontent.com/
Wellington writer and trainer Rachel McAlpine's website on web page writing
http://www.useit.com/
Jakob Neilsen's website packed with articles on usability issues
http://www.toastmasters.org
Go to Info for Members, District websites (spend some time looking around other District websites for ideas). Download the Internet Guidelines as well. (6KB pdf)
http://www.homestead.com/toastmasterDan/files/
Creating club websites for Free! (District 9 club resources)
Web Site Design Goodies by Joe Burns, published by Que, 2002
Designing Web Usability by Jakob Nielsen, published by New Riders, 1999
HomePage Usability - 50 Homepages deconstructed, by Jakob Nielsen, published by New Riders, 2001
Web Word Wizardry by Rachel McAlpine, published by Corporate Communications, 1999
"Make your Website your best PR Tool" - an article in The Toastmaster, April 2006, page 30
"Want a Successful Club Website?" - article in The Toastmaster, May 2004, page 23
"Dress Up Your Web Site" - article in The Toastmaster, May 2004, page 26
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