easy-Speak Advanced Tasks for Club Officers

Site: Coach Carole's Online Learning
Course: easy-Speak Made Easy
Book: easy-Speak Advanced Tasks for Club Officers
Printed by: Guest user
Date: Thursday, October 17, 2019, 1:40 AM

Description

A series of chapters containing instructions and advice for Advanced Tasks of Club Management

1. Learning Objectives

On completion of Advanced Tasks, Club Officers will be able to perform the following tasks confidently in easy-Speak:

  • Create Users
    • add new user
    • add a guest speaker to a meeting
    • assign a speech role to a guest speaker
  • Analyse the charts:
    • roles
    • communication
    • participation
    • leadership
  • Manage Leadership Manuals
  • Manage the Discussion forum
  • Manage Role Allocations 
  • —Create Committee Meetings
  • Send Club Mass emails
  • Update front page

2. Create Users

Create a New User

It is very important that a person has ONLY ONE user identity in the system which contains all the information about that person. 
This makes it easy for them - one login to remember - and it also makes it easy for you to pick up the member's past speeches and share information on current achievements. 
If you have someone who already has a username, ask them for it (or use Search>User Search from the menu to find their username) and connect them to your club using the 'Input the user's username' option on the add-user pop-up screen. Do NOT create a new identity for them. 
This article explains how to connect an existing system user to your club: http://easy-speak.org/kb.php?mode=article&k=52

If you are a club officer where the setting in the Club Officer Control Panel for 'Change Member Data' is set to allow access to members' detail then you are also able to add new members for the Club. (Normally this would be set for the VP-Education, Treasurer and the VP-Membership)

If this option is available to you, the 'Add User' button will display:At the top right of the Userlist screen and 
On the right of the Agenda screen (just above the meeting agenda print buttons). 
If your club does not use the easy-Speak system for club management this button will also show on the club officers screen 
Clicking on the 'Add User' button will take you to a screen where you may create a new user on the system by entering a new username, password, e-mail address, name and telephone numbers etc. and add them as a member of your club. 
It's a good idea to pick a username that is meaningful but does not fully disclose the user's full name if they wish to keep that hidden from the public.

* When creating a new user you must select the member status (Full member, Visitor etc) and may assign a mentor and a computer 'buddy' for non-computer users. 
* You may also select the existing member that introduced this new person to the club. If your club uses the membership campaign feature the new user's name will then be shown in the membership campaign charts.

The system will automatically send an e-mail to the new user to tell them that they have been added to the site as a member of your club and advise them of their username and password.

If you clicked on the 'Add User' button from the Agenda screen the system will suggest the meeting date as the date that this person joined your club and also show the new member as intending to come to the meeting. 
If the meeting has already been 'closed', and the actual results entered, the new member will be shown as having attended the meeting.

If your club does not use the easy-Speak system for club management, the items marked '*' in this article are not relevant to you and will not be displayed when you add a user to the system.

More information about the Club Officers Control Panel is available here: 
http://easy-speak.org/kb.php?mode=article&k=28

If you have many users to create, the import from a spreadsheet facility may be of interest: 
http://easy-speak.org/kb.php?mode=article&k=43

Information about membership status is shown here: 
http://easy-speak.org/kb.php?mode=article&k=31

2.1. Add a guest speaker

Adding a Guest Speaker to the user list

You may wish to allow a non-member of your club to make a speech - for example as the target speaker in an evaluation contest, or as a guest speaker from another club at your club meeting.

To do this:

  1. If they have already visited your club they may be in your club membership list with a status of 'Visitor' or 'Guest'. 
  2. If this is the case, click on the edit icon next to their status in your club and change it to 'Special Guest' or 'Guest Speaker'.

If not. 

  1. Establish whether your guest speaker is a member of another club using easy-Speak.
  2. If they ARE:Connect them to your club by searching for them or entering their username on the 'add user' screen 

More information about how to do this is shown here: 
http://easy-speak.org/kb.php?mode=article&k=52

Note: If they are not a member of a club using easy-Speak you must create them as a new user: 
http://easy-speak.org/kb.php?mode=article&k=50

See below for an example of the Guest list for King Arthur's Playground club site. Minnie has recently added Harry Potter as a Guest Speaker for the meeting; he was already a Potential member of the club.

guest list

2.2. Assign guest speaker roles

Assigning Guests a speech role

Once they have 'speaking rights' at your club they will be able to place their intended speech into the queue and designate it for presentation at your club - or you will be able to do this for them: 
http://easy-speak.org/kb.php?mode=article&k=45

When the speech is in the 'queue' of speeches available for your club you will be able to assign it to the meeting as you would a speech for a club member.

You may read more about Membership Status and how to change what different status members may do in this article: 
http://easy-speak.org/kb.php?mode=article&k=31

Minnie now requests a speech on behalf of Harry Potter who she can now see in the meeting as the guest speaker.

harry potter guest speaker

Let's have a look at the agenda for April 1st meeting, now that Minnie has scheduled a speech for Harry Potter.

harry potter scheduled speech

3. Analyse the charts

The Club 'Member Charts'

The club 'Member Charts' provide an overview of what is happening in your club. They give information to help your club officers run a successful and enjoyable club.

There are currently ten charts available, each of which is presented in a format suitable for viewing on a computer screen with an alternative format suitable for printing. To print a chart select the icon called Printable and click Go. easy-Speak then provides a view of the chart ready for printing.

Note: The printable formats do not show selection boxes - use the 'back' button on your web browser to return to the previous screen and make a new selection.

Each of the first six charts charts lists detail about current 'full members' of your club and may be sorted by the date that they joined your club or by name etc.

Three of the charts may be used to 'look ahead' at future meetings. The default choice of 'look ahead' is set in the club control panel but you may change this selection when using the screen.

Note: no data is available for past meetings where the club officers have not yet confirmed actual attendance and role assignments. An error message is displayed and the meeting date coloured red.

All the charts include hot-links back to the member's profile, the meeting detail, the Knowledgebase article about that role etc etc. If it's blue it will take you somewhere relevant if you click on it. 

All of the charts which display icons (rather than words) will also show more detail if you hover with your cursor over the icon. For example, hovering over a speech icon will show the title of the speech and the date that it was presented (or is scheduled to be presented)

Let's take a look at a few of these charts and analyse the displayed information for members of the King Arthur Playground club.

We will take a closer look at the first six charts: 

  1. Roles
  2. Communication
  3. Participation
  4. Roles by member
  5. Roles by meeting
  6. Leadership

3.1. Roles Chart

Roles History for King Arthur's Playground club

To access the chart select Role History in the drop down list for This Club on the main menu.

This chart lists each of the main meeting roles for the club with a coloured tick showing which members have performed each role. The colour of the tick indicates how recently each member took each role and clicking on it will take you to the meeting for the last time they did it.

Up to ten roles may be presented in the chart - the choice is made in the club control panel for your club.

role history

As VPE Minnie can now print and analyse this chart to plan ahead for role allocation in the future. For instance, the chart shows the following:

  • Mickey Mouse and Tarzan of the Jungle have not recently performed a role. 
  • Several members have performed specific roles twice recently.
  • Peter Pan and Snow White have performed the timer role recently but no other roles or speeches
  • King Arthur and Lancelot have both given either speeches or evaluations but no other roles recently

What other patterns do you see in the Role History chart? How will these influence the way that Minnie assigns roles in the next few meetings?

You can post your answers to these questions in the Discussion Forum for this topic.

3.2. Communication Chart

Communications Chart for King Arthur's Playground club

Access the chart from the Communications Chart option in the drop down for This Club on the main menu.

This chart shows each member's progress towards Competent Communicator or Advanced Communicator etc. It lists each manual that a member is working on and shows the speeches that:

  • have been presented (green ticks),
  • are scheduled for future meetings (a clock) or
  • are requested but as yet not scheduled (question mark). 

The member, their mentor, computer buddy and the club VPE may click on the manual name to see a complete summary of all speeches in the manual or click on the gavel icon to the right of the name to see the member's personal progress screen. 

The VPE may send an e-mail or access a member's profile directly from this screen to book additional speeches into the 'queue'.

Let's have a look at the current Communication Chart for members of the King Arthur Playground club.

communications chart

As VPE Minnie can now print and analyse the information prior to scheduling speeches for future meetings. For instance the chart displays the following:

  • Donald Duck has recently completed his Competent Communicator manual
  • Lancelot du Lac and Little Mermaid are  close to completing their Competent Communicator manual
  • Peter Pan and Tarzan of the Jungle are close to completing their Advanced Communicator Bronze
  • Little Red Riding Hood does not have any requested or scheduled speeches in the near future.

What other patterns can you see in the Communications Chart? How will these influence the way that Minnie assigns speaking roles in the next few months?

You can post your answers to these questions in the Discussion Forum for this topic.

3.3. Participation Chart

Participation Chart for King Arthur Playground club

The participation screen displays multiple past meetings (coloured yellow) with icons indicating speakers, evaluators, other roles and attendance. This screen may be filtered to show a single role only.

You may use this screen to look ahead and plan roles for future meetings. The meeting dates are coloured green for future dates.

Let's take a look at the Participation Chart for King Arthur's Playground members.

participation chart

Any club officer can now print and analyse this chart when considering the overall participation of club members in the meetings.

If the officer wants to look ahead for more future meetings, they can select the number from the drop down list for Look ahead up to ## Meetings.

As VP membership Snow White can check on those members who have not indicated their attendance for next future meeings, and who may appear to be losing interest. For instance the chart displays the following:

  • several members have not advised on their attendance at the April 15 meeting
  • Tarzan has been absent for a long time and has not yet indicated his attendance at future meetings either, he may be losing interest

What other patterns can be seen in this Participation Chart? What actions may need to be taken by Snow White the VP Membership?

You can post your answers to these questions in the discussion forum for this topic.

3.4. Roles by member

Roles by Member Chart

You can access this chart from the Roles by Member option in the drop down list for This Club on the main menu.

This is very similar to the participation chart, but uses words rather than icons to describe progress. This means that there is only room for eight meetings on the screen or four on the printed version.

Here is an example of the Roles by Member chart in screen view and print view.

roles by member

roles by member printable

3.5. Roles by Meeting

Roles by Meeting Chart

You can access this chart by selecting Roles by Meeting option from the drop down list in This Club on top menu.

This is very similar to the List by Member, showing the same information but presenting it by role and then showing the members that took each role at each meeting. You may find it convenient to print this chart 'looking ahead' several meetings and circulate it at a meeting as a 'sign-up' sheet.

Here is an example of the Roles by Meeting chart for the King Arthur Playground club in printable view.

roles by meeting printable

Note: when you are looking at the charts you have the option to change to another chart using the drop down selection list at the top of the chart window. If you also choose the printable view by clicking that option on the right hand side, and then click Go, all subsequent charts will display ready for printing.

roles selection tools

3.6. Leadership Chart

Tracking Leadership Awards

The easy-Speak system will help your club to keep track of each member's progress in completing each of the projects for the CL award and the AL awards.

This process is partly automated for meeting roles in the clubs that use the full easy-Speak system to plan meetings, track speeches and roles etc. 

Note: Registering that the member has completed the meeting role and had the evaluation entered in their leadership manual is shown in the CL record automatically when the meeting 'actuals' are recorded.

Leadership activities, other than those achieved by completing meeting roles, may be recorded manually for each member by the Club Vice President of Education. 

The detailed Leadership Track information is available to each member and to their mentor (and their computer 'buddy' if assigned) by clicking on the award name in the Leadership Chart and is also displayed in the screens 'My CL|AL Progress'.

Detailed information for each member is available to the VPE for all members of their club.

Let's have a look at the leadership chart for the King Arthur Playground club.

leadership chart

As VPE, Minnie can now print and analyse the leadership progress for members of the Playground club. The legend at the bottom right of the screen assists in that process.

leadership chart legend

The chart is useful to the VPE prior to assigning roles in meetings. For instance Minnie can see the following details from the chart above.

  1. Several members have not yet been assigned to roles in future meetings
  2. Only a few members have requested a role for future meetings
  3. A few members are working on advanced leadership manuals

Minnie can also adjust the chart to record additional leadership manuals that members may be working on, concurrently or sequentially.

View the next sub-chapter to see how Minnie takes care of that.

4. Manage Leadership Manuals

Adding a Leadership Manual

Login as the VPE and follow these steps to record which Leadership Manual a member is using.

  • Go to This Club dropdown list from the top menu.
  • Select the Leadership Chart
  • A list of club members is shown with progress for each Leadership manual.
  • If you have system permission as VP Education for this club there will be '+' characters in the far right column for each member.
  • Click on the '+' and select the leadership manual that this member is working on
  • You will be returned to the Leadership Track chart

Let's have a closer look at this process as Minnie adds a leadership chart for Donald Duck. Minnie selects the + symbol to the right of Donald's record and the following popup screen appears.

new leadership manual

Minnie can select the appropriate leadership manual by its initials in the drop down list before selecting the Submit button. The result for Donald is immediately shown in his Leadership track. See below.

new leadership track for Donald

Minnie can now move on and record an individual assignment from one of the CL projects for another member. 

See next sub-chapter

4.1. Recording leadership assignments manually

Manual recording

Login to easy-Speak as the VPE and follow these steps to record a Leadership assignment manually.

Note: if your club uses easy-Speak the leadership roles that are completed during a meeting will be updated automatically if they are confirmed when the meeting is closed. See instructions for Recording Leadership tasks at Meetings in the next sub-chapter.

As VPE, Minnie will follow these steps to add an assignment for Winnie the Pooh:

  • Go to the Club Leadership Chart screen.

A list of club members is shown with progress for each Leadership manual.

If you have system permission as VP Education for this club the manual names in the far right column will all be coloured blue with an edit button.

  • Click on the manual name (for example 'CL') for the member where you wish to record a project as completed.

    winnie cl progress popup

A detailed screen showing each of the assignments making up each of the leadership projects is shown for Winnie.

  • Click on the assignment name and an edit screen will pop up allowing you to enter the date that this assignment was completed.
    new assignment for winnie

Note: If you record a project completed in error you may delete it by pressing 'Remove' on this screen.

  • You will be returned to the detail screen showing assignments.
    winnies ah counter record
  • When you have finished making changes for this member click on 'Close Window'
  • You will be returned to the Leadership Track chart.
  • When all requirements for a project have been completed any remaining 'Not done' blocks will disappear
  • Click on 'Go' at the top right of the chart to refresh the project information

4.2. Recording leadership assignments at meetings

Leadership Assignments at Meetings

Login as VPE and follow these steps to record a Leadership assignment as part of the Meeting. Minnie is completing the leadership assignment for the next meeting on April 15 at the King Arthur's Playground club.

  • Make sure that all members who are working to complete their CL are listed with the CL progress bar on the Club Leadership Chart 
  • Look through the Club Leadership Chart for members who need to complete a specific role for CL and assign the roles needed to support them
    Minnie needs to assign herself a role of Timekeeper for her CL project 4:

    minnie timekeeper assignment april 15
  • Assign other roles for a meeting (possibly using Auto-Assign)
  • The agenda e-mail #3 gives each member with a role that may be evaluated for CL an explanation of the role and a request to bring their CL manual to the meeting - so send this mail.

    While Minnie is in the meeting assignment page she accepts the role of Timekeeper and it now shows on her leadership chart as a small clock icon for CL project 4.
    minnies new leadership record
  • Immediately prior to the meeting print the 'Checklist Report' which lists all the roles that could be evaluated for CL at the meeting and any members who may be evaluated for the 'Table Topic CL' if they have no other CL role in the meeting.
  • At the meeting, use the Checklist report to confirm that each member with a CL role has their manual and an Evaluator (Clubs vary in how they manage this, some assigning it as a specific meeting role to make sure that it happens and some using it as part of the SAA role)
  • Use the Checklist report when confirming actuals after the meeting, select the correct CL task for members who were evaluated and then save and close the meeting.

5. Manage the Discussion forum

The club discussion forum is a powerful tool in easy-Speak and it can save time for communicating with individuals, club officers or the whole club. The forum does need to be managed or 'moderated' to ensure that it keeps all club members informed.

Discussion Forum Topics

A forum can contain a number of Topics to facilitate any time discussions or conversations. Here's how the forum for the King Arthur's Playground Club looked earlier in April.

Discussion Forum April 7

Moderating the Forum

Let's take a look as Minnie has made some edits to the forum - she has now deleted one of the topics (no longer required). To do this Minnie selected the option to Moderate the forum from the permissions in her list -  the last option displayed on the right hand side below.

forum moderator permission link

Creating a Topic

Let's see how Donald Duck creates a new Topic in the forum. To do this he select the New Topic icon at the top left of the Forum. He then prepares a subject and enters his text, formatting with the tools provided. Donald has also selected the 'Notify me when a reply is posted' option at the bottom before submitting his post.

donald posts in forum

Now let's see how Daisy accesses the forum and posts a reply.

daisy posts a reply

Finally let's see how all of that looks in the Forum.

discussion forum april

You will notice that one Poll has been removed; a new welcome post is displayed - posted by Donald with one reply from Daisy.

6. Manage Role Allocations

One of the major tasks for the VPE is to allocate and manage the meeting roles effectively. There are some options available within easy-Speak to make these tasks simple.

Previous Meeting Roles

In an established club the VPE should first check previous Meeting Roles - this is done by selecting Roles by Meeting from the drop down list in This Club on the main menu. See the example below for King Arthur's Playground club.

roles by meeting

The VPE can also check the Roles by Member and help the Member make appropriate choices for roles at future meetings. This task may also be done by the VPM or the member's mentor.

See below for an example of the Roles performed so far by the members.

roles by member

You may notice that you can switch between charts by selecting the one required from the drop down list displayed on the top of each chart.

7. Manage Committee Meetings

easy-Speak provides a process for creating and notifying of Club Officer Committee meetings. This task may be performed by the President or VPE or Secretary of the club. Therefore one of the first things to do is to check that these roles have permissions to create meetings. This is done in the Control Panel.

Committee Meeting Creation Permissions

Minnie has the task of making adjustments to the permissions required for the new incoming club committee and the new President wants to be able to create meetings and send meeting emails, among other tasks.

Minnie first needs to access the Club Officer Panel from the Club Control Panel. See below for the Club Officer panel for the King Arthur's Playground club.

officer mainteance screen

Minnie selects the Edit icon for the President and makes some changes.

Here is the view of the Permission Settings for the President after Minnie has made those adjustments.

permission settings

7.1. Create Committee Meetings

The creation of a committee meeting is a similar process to creating a regular meeting, the only differences are that is open to Club Officers only and shows an Agenda of discussion points.

Below is an example of a current Committee Meeting page at King Arthur's Playground club.

committee meeting

Let's take a look at how a committee meeting is created. In this example Arthur is creating the next committee meeting scheduled for August 4, 2014.

Creating a committee meeting

Step 1: Select the Create Committee Meeting icon from the Membership Management panel on the left hand navigation bar.

committee meeting aug 4

Step 2: Complete the details of date, time, venue and message

Step 3: Click the Submit button at the bottom of the page.

Notice that Arthur has selected the date, starting time, venue and himself as the meeting manager. However he has not yet entered the meeting message, for the next committee meeting on August 4.

Tip: Once the club officers have chosen their preferred dates for committee meetings throughout the year, these can be created well in advance. Details for the agenda can be filled in prior to each meeting.

7.2. Notify Club Officers

Once the committee meeting has been created the President or VPE needs to notify the Club Officers and ask them to indicate their attendance. This can be done through the Contact Other Members in the My Communication panel.

Let's follow Arthur as he sends an email out to the current club officers.

Step 1: Select Contact Other Members (see below for the options provided)

user list for emails

Step 2: Select each of the club officer names by clicking the small box to the right of each.

Step 3: Click the Email icon at the top of the E-mail column.

Step 4: Complete the message and click Send e-mail icon at the bottom of the page.

Below is an example that King Arthur has sent out to club officers for the July 1 committee meeting. Notice that the names of the club officers he selected in the previous panel are now showing as Recipients.

email to club officers

8. Send Club Mass emails

easy-Speak provides a unique way of managing all communications out to the club membership. The Club Mass Email enables you to send to all members or just the club officers. The Contact Other Members enables you to send to specific members or just one.

Let's take a look as King Arthur prepares to send a club email out to officers in both years at the close of the year.

Sending Club Mass Emails

Step 1: Arthur selects the Club Mass Email icon in the My Communication menu.

send mass email to club officers

Here Arthur has selected just the officers and for both years.

Step 2: Key in the subject line and message

Step 3: Select Include a link to the next meeting? icon

Step 4: Click the E-mail icon at the bottom of the page.

See Arthur's example below.

changeover email

9. Update Front Page

Your easy-Speak front page is the portal for members entrance and should display information about your club in a meaningful way.

Amendments to the front page may be done by the VP Public Relations or the IT Support/Webmaster roles. They need to have full permissions (set in the Control Panel) to make all necessary changes.

Here is the latest example of how the front page of King Arthur's Playground Club is currently displayed:

playground portal

This is how it displays for Peter Pan, who is the club's IT support person. You will notice that he can see extra editing icons for changing the layout and/or the text. In the next sub-chapters we will take you through the steps for:

  • Editing Layout
  • Editing Text

9.1. Editing Layout

Permissions

If you are a Club Officer with the system permission to edit text you will see the edit text link on text items and a spanner (wrench) on the blog. 
Click there and you will be presented with an editor on the screen. 
Use the Submit button when you have finished your changes

If you are a Club Officer with the system permission to alter the page layout and add new pages you will see an Edit page layout link at the top left of your pages. Click on that link and you will be taken into edit mode. From there you may:

  • Click on a  Add Web-Part to add another item to the page in the selected location. You will be given a list of pre-prepared options that are available with a description of each. **
  • Click and drag an item around on the page and place it in another location.
  • Click on Edit Web-Part Edit settings to change the options for this item. (For example add/remove the border or title or change the officers which are listed) **
  • Click on Menu/Page (top right) to change the name of this page in the menu and to set the widths of each column
  • Click on [Add Page] at the bottom of the menu dropdown to add a new page
  • Click on [Add Menu] in the menu bar to add a second set of menu items and the first page in the new set (No more than two club specific menu items are permitted)

** Many of the web-parts have options that are made available when you click on 'Edit web part'

When you have finished editing the page use the link Save page layout to save your work.

While you are in edit mode you will see an additional item in the drop-down menu bar. Add page does exactly that and if you only have one set of menu items you will also see Add menu as an option to give you the possibility to create a second set.

(This article explains how system permissions are assigned to each club officer)

Reset Portal is also available to you.

CAUTION - this will remove all customisation and additional pages and take your website back to the standard six pages

9.2. Editing text

There are three levels of system permission for your website:

  • The regular user may see all the pages that you have made public but may not make changes to them
  • A Club officer with system permission to edit the content may change text and blog entries on the pages (generally VP-PR).
  • A Club officer may also be granted system permission to alter the page layout and add new pages (generally President and IT Support)

(You may change the system permission for officers in the Club Control Panel. Instructions here)

When you have full permissions for editing text in the portal page, you will notice an Edit Text icon available. Click that to enter the edit mode for each piece in the Web-part. Below is an example of how to edit the text in a new web part (Free Text) recently added to the portal page of King Arthur's Playground site.

edited text

This can be quite tricky at first, so take your time and make sure you plan ahead for the content. Check by saving text to see how it appears on screen for the viewers. 

editing text screen

10. Project 5: Tasks for Advanced Club Management

Now that you have practised these advanced tasks you make like to try them out in the King Arthur's Playground Club or your own.

Take your time with these and plan the content with your executive committee!

  • Add a guest speaker to a meeting - add another Disney character or another from your favourite Literature
  • Analyse the charts:
    • roles - check the roles that have been performed by your favourite member
    • communication - check the speeches that have been delivered by members
    • participation - check the attendance of members
    • leadership - add an additional Leadership track for an advanced member
  • Manage the Discussion forum - create a new posting in the forum
  • —Create a Committee Meeting - use the first Monday in the month for King Arthur's Playground club
  • Send Club Mass email - do this only in your own club.
  • Update the front page - do this only in your own club.

Please post your thoughts on what tool or function you liked using most in the discussion forum for Topic 3.

If you have any difficulty with these, refer back to the specific chapters in this e-book.