Nobody Elected You to Try Your Best

 Most new Toastmasters club officers will fail.  This is not because they lack goodwill or enthusiasm.  They will fail because they mistake the title for the job.  Seventy per cent of Toastmasters clubs miss Distinguished Club Programme status every single year.  Roughly forty per cent of clubs that lapse do so within three years of charter.  The cause, in the overwhelming majority of cases, is not member apathy.  It is officer failure.  It is not the members who let the club down.  It is the people who put “President” or “Vice-President” on their LinkedIn profile and then discovered that a title is not a competency.

The structural problems of a Toastmasters Executive Committee are the structural problems of every organisation.  Leadership does not change character because the stakes are smaller.  It changes scale.  The failure modes stay the same.

The Illusion of Competence

Dr. David Alan Dunning and Dr. Justin Kruger published their landmark study in 1999.  The finding still embarrasses people twenty-five years later.  Incompetent individuals overestimate their own competence, precisely because they lack the metacognitive machinery to see the gap.  In a Toastmasters club, this shows up as the member who attended meetings for two years and concludes they understand how the club runs.  They do not.  Watching a meeting and running one occupy entirely different cognitive territory.  The member discovers this the moment they take office.  By then, the damage has usually started.

Aristotle made a related point in the Nicomachean Ethics, two thousand four hundred years before Dunning and Kruger got their names on a bias.  A person is not virtuous because they once acted virtuously.  Virtue is a disposition, sustained across time and pressure. Leadership works the same way.  You are not a leader because you hold a title.  You are a leader when you exercise leadership consistently, particularly on the days you would rather not.

Niccolò di Bernardo dei Machiavelli offered a diagnostic tool for spotting this early. “The first method for estimating the intelligence of a ruler is to look at the men he has around him,” he wrote in The Prince.  Apply that to a club.  The first method for judging a Toastmasters club is to look at who stood for office and who the membership elected.  A club that routinely elects the unprepared has a culture problem.  Training will not fix a culture problem.  Only the membership can.

Three Tiers, Constantly Confused

Every officer operates at one of three levels — strategic, tactical, or operational.  Confusing them is expensive.  The President sets direction, owns the relationship with the sponsoring organisation, and builds the succession pipeline from day one.  The Vice-Presidents translate that direction into term plans, recruitment pipelines, and educational programmes.  The Secretary, Treasurer, and Sergeant-at-Arms keep the machine running week to week — records, funds, the room.

Plato drew this same tripartite structure in the Republic two millennia before anyone wrote an organisational chart.  Philosopher-kings direct.  Auxiliaries execute.  Craftsmen sustain.  Break any one layer and the whole structure collapses.  A President who personally sets up chairs has not demonstrated humility.  He has demonstrated that nobody trained the Sergeant-at-Arms, and that he does not trust anyone else to do it properly.  That is not devotion.  That is a governance failure wearing a modest smile.

Xenophon’s Cyropaedia makes the same point through Cyrus the Great, who delegated deliberately and held each tier accountable for outcomes, not effort.  Cyrus did not run the Persian imperial administration personally.  He built a structure where each level was resourced and accountable, then left it alone to function.  A President who is everywhere has not built a team. He has built a dependency, and dependencies collapse the moment he takes a fortnight off.

Role ambiguity is not a soft, forgivable failing either.  Dr. Susan E. Jackson’s and Dr. Randall S. Schuler’s 1985 meta-analysis, covering thirty-five years of role stress research, found that ambiguity about what a position actually requires directly impairs performance, raises anxiety, and reduces commitment.  In a volunteer organisation, where the rewards are intrinsic and patience for frustration is thin, ambiguity is corrosive faster than in any paid workplace.  This is why the training session exists.  It is not a courtesy.  It is damage control performed in advance.

The President: On the Spot, Not in the Room

Arthur Wellesley, 1^st Duke of Wellington, did not win at Waterloo through inspirational speeches.  He won because, in the weeks before June 1815, he personally reviewed supply lines and officer dispositions with an obsessiveness his peers found excessive.  “I was always on the spot,” he said afterwards, without a trace of false modesty.  The Toastmasters President who delegates everything and then vanishes until the annual awards night is not exercising trust.  He is discovering that the position he assumed he held has quietly eroded while he was not looking.

Contrast that with Charles-Maurice de Talleyrand-Périgord, who served under six French regimes — the Ancien Régime, the Revolution, the Directory, Napoleon, the Restoration, and the July Monarchy — and outlasted every one of them.  He did not survive through ideological flexibility alone.  He survived because he was genuinely, reliably good at his job.  Competence, not charm, is the only form of job security that no regime change can take away from you.  Officers who chase popularity over competence should remember that popularity has never once paid Toastmasters International's dues on time.

Talleyrand also understood restraint.  “Too much zeal offends where indirection works,” he warned.  Apply that to the micromanaging President who corrects every Vice-President’s every decision.  Constant intervention does not signal high standards.  It signals distrust, and it destroys the initiative of the very officers you are supposedly developing.  If you appointed the wrong people, that is your failure at selection.  If you appointed the right people and still cannot let them work, that is a different failure, and it is entirely yours as well.

Vice-President, Education: Building Habits, Not Counting Speeches

Aristotle’s concept of telos — the natural end towards which an activity is directed — cuts straight through the most common failure of this role.  The purpose of the educational programme is not speeches delivered.  It is members developed.  A Vice-President, Education, who fills the schedule without asking whether each speech advances a member’s actual goals, has confused busyness with effectiveness.  “We are what we repeatedly do.  Excellence, then, is not an act, but a habit,” Aristotle wrote, and the educational programme is, at bottom, a habit-formation system — for prepared delivery, for constructive evaluation, for listening.

Dr. Mihaly Csikszentmihalyi’s 1990 work on flow states adds the calibration mechanism.  Human beings perform best at the boundary between current capability and the next level up.  Too easy, and boredom sets in.  Too difficult, and anxiety takes over.  A new member thrown into an advanced Pathways project will panic and quietly disappear.  A veteran member handed nothing, but Ice Breaker-level roles will get bored and drift.  The Vice-President, Education, who does not know exactly where each member sits in their journey, cannot calibrate anything.  They are guessing, and guessing is not a programme.

The Prussian General Staff, refined under Field Marshal Helmuth Karl Bernhard Graf von Moltke, ran on a principle called Auftragstaktik — mission-based tactics.  Commanders issued clear intent, the what and the why, and left the how to subordinates trusted to exercise judgement.  The Vice-President, Education, should run the same model.  Communicate the goal — the Pathways target, the DCP contribution — clearly.  Then collaborate on the how, rather than dictating it.  A member who understands why they are doing a project prepares for it properly.  A member who has simply been handed a slot does not.

Vice-President, Membership: Guarding the Ones You Already Have

Plato’s guardians in the Republic were charged with preserving the existing community, not merely acquiring new territory.  Apply that to membership.  A club known for the quality of its member experience recruits based on reputation.  A club known for losing people recruits against its own reputation, and no amount of enthusiastic prospecting fixes that . The member who attended three months ago and quietly stopped deserves as much attention as the prospect who might attend next month.

Prof. Abraham Harold Maslow’s hierarchy places belongingness above physiological and safety needs, and below esteem and self-actualisation.  Members join Toastmasters for belonging as much as for skill.  They leave when belonging disappears, quietly, without drama, and usually without telling anyone why.  Dr. Teresa M. Amabile’s and Dr. Steven J. Kramer’s 2011 research, The Progress Principle, found that the single strongest driver of workplace motivation is visible progress on meaningful work.  It translates directly here.  Members who see themselves completing Pathways levels and taking on new roles do not need retention campaigns.  They stay because the experience itself rewards them.  Which means the Vice-President, Membership, and Vice-President, Education, are not separate departments.  They are the same retention mechanism, wearing two different hats.

The Athenian expedition to Sicily in 415 BC, recorded by Thucydides, remains the definitive case study in acquisition without consolidation.  Athens poured enormous resources into conquering new territory while neglecting the political cohesion and logistics needed to sustain the campaign.  The result was total destruction — not because recruitment of soldiers failed, but because nothing existed to sustain them once they arrived.  A Vice-President, Membership, who recruits aggressively while ignoring onboarding and mentorship is running the same experiment, with a marginally lower body count.

Vice-President, Public Relations: Reputation Is Not Decoration

Talleyrand again, this time at the Congress of Vienna, 1814–1815, representing a defeated France and somehow restoring its standing as a major European power — not through military recovery, but through the deliberate management of perception.  Perception is not a substitute for substance.  It is the vehicle that carries the substance to people who have never experienced it directly.

Asch's 1946 experiments on impression formation showed that information received first carries disproportionate weight in the final judgement — the primacy effect.  Dr. Edward Lee Thorndike’s Halo Effect, documented in 1920, showed that a positive impression in one domain bleeds into unrelated domains. A club whose first external touchpoint — a LinkedIn post, a web page — is polished and specific benefits from that halo.  Prospects assume the meetings themselves are equally professional.  A shoddy first touchpoint produces the identical effect in reverse, and no amount of quality inside the room will undo the damage of a bad first impression outside it.

The British SAS maintains a formal policy of never confirming or denying specific operations, and its global reputation remains unchallenged regardless, built on a small number of precisely chosen disclosures rather than volume.  Data from 2024 confirms the same principle at the Toastmasters scale.  LinkedIn posts featuring genuine member spotlights generate three times the engagement of generic club announcements.  A Vice-President, Public Relations, who posts once a month and calls it done has not done the job.  Specificity is the currency.  Noise is not a substitute for it.

Club Secretary: The Custodian Nobody Thanks

Roman administrators called this function the custos — the keeper. Rome’s extraordinary administrative durability across centuries rested on accurate, accessible records.  The Toastmasters Secretary occupies the same function on a smaller stage.  The charter, the Constitution, the minutes, the correspondence with World Headquarters — these are not bureaucratic trivia.  They are the documentary foundation of the club’s legal standing and institutional memory.

Napoleon Bonaparte dictated to multiple secretaries simultaneously and left behind over 22,000 letters and dispatches, preserved in the 32-volume Correspondance de Napoléon Ier.  He understood that an order unwritten is an order unverifiable, and an unverifiable order invites misunderstanding and evasion.  A motion passed in an Executive Committee meeting and never recorded in the minutes has the same practical effect as a motion never passed.  It cannot be enforced.  It cannot be appealed.  It cannot be built upon.

Dr. Murray R. Barrick’s and Dr. Michael K. Mount’s 1991 meta-analysis of over one hundred studies identified Conscientiousness as the single strongest personality predictor of job performance across nearly every occupational category.  The Secretary role demands it above every other trait.  A candidate who tends toward disorganisation and procrastination will fail in this role regardless of intelligence, charm, or enthusiasm.  Clubs that lose their charter rarely cite Secretary failure as the headline cause.  Check the timeline anyway.  The collapse almost always started there.

Club Treasurer: The Barings Problem in Miniature

In February 1995, a single trader in Singapore brought down Barings Bank — Britain’s oldest merchant bank, in business since 1762.  Nicholas William Leeson accumulated losses of £827 million because he controlled both the trading desk and the back-office settlement function simultaneously.  Nobody was watching the watcher.

The constitutional rule barring a Toastmasters Treasurer from serving two successive terms is not bureaucratic pedantry.  It is a direct, unsentimental response to exactly this failure pattern.  Long incumbency breeds comfort.  Comfort breeds informal shortcuts. Informal shortcuts, left unchecked long enough, breed catastrophe.  John Emerich Edward Dalberg-Acton, 1^st Baron Acton, put the underlying principle more elegantly than I ever could in his 1887 letter to Bishop Mandell Creighton: “Power tends to corrupt, and absolute power corrupts absolutely.”  A club that lets one person control the books indefinitely, without independent review by the Club Auditors, is not showing loyalty.  It is running the Barings experiment on a smaller, marginally less expensive scale.

Sergeant-at-Arms: The Environment Is the Message

The Broken Windows theory, proposed by criminologists Dr. James Quin Wilson and Dr. George L. Kelling in a 1982 Atlantic Monthly article, argued that visible disorder — broken windows, graffiti — signals the absence of social control and invites more of it.  A meeting room with a crooked banner, scattered chairs, and no one at the door sends the identical signal, and prospective members read it instantly, without needing to hear a single speech.

Xenophon’s Anabasis records his leadership of ten thousand Greek mercenaries retreating through hostile Persian territory in 401 BC after their generals were murdered. Strategic brilliance would have meant nothing if the army had starved on the march.  Survival depended entirely on operational execution — food, discipline, logistics.  The Sergeant-at-Arms is the club’s Xenophon.  Nobody applauds a straight banner.  Everybody notices, instantly and unforgivingly, when the room is a shambles.

The British Household Division inspects ceremonial uniforms to the nearest millimetre and rehearses drill movements thousands of times before a single public performance.  The purpose is not aesthetic vanity.  It is reputational signalling — every correct detail communicates that the institution takes itself seriously.  A Sergeant-at-Arms who sets the room to that same standard, thirty minutes before the meeting, rather than at the same time as it, is performing the identical function on a smaller stage.

How the Roles Interlock, and Why Systems Thinking Beats Talent

Dr. Donella Hager Meadows, in Thinking in Systems (2008), described the characteristic failure of any system run by people who understand their individual components but not the feedback loops connecting them.  Each officer optimises their own patch rationally, while the combined effect quietly degrades the whole.  A Vice-President, Membership, who recruits aggressively to hit a personal target, without checking programme capacity with Vice-President, Education, is creating a systemic problem while hitting an individual one.

The 1986 Challenger disaster remains the definitive case study.  The immediate cause was an O-ring failure.  The real cause was a communication breakdown between engineers who knew about the O-ring’s cold-weather limitations and a launch decision made without that knowledge crossing the organisational boundary in time.  The knowledge existed.  The mechanism to transmit it did not. Every Executive Committee runs the identical risk, on a mercifully lower-stakes stage, whenever officers stop talking to each other between meetings.

Attribution theory, developed by Dr. Fritz Heider and extended by Dr. Harold Harding Kelley and Dr. Bernard Weiner, shows that people systematically credit outcomes either to internal factors — their own effort and competence — or external ones, circumstances and bad luck.  Underperforming officers reliably reach for the external explanation.  “The members did not engage enough.”  “The timing was difficult.”  Distinguished Club Programme goals are specific, internal, and entirely within an officer's control.  They do not respond to market conditions.  An officer who misses a goal and blames the weather has learned nothing, and has simply protected their own ego at the club’s expense.

The Standard Has Not Changed, and It Isn't Going To

Plato’s ship of state offers the closing image.  A ship navigated by someone who does not understand celestial navigation will founder, regardless of how hard the navigator tries. Passengers do not care about effort.  They care about arriving.  An officer who tries hard and still misses the outcome has, from the members’ perspective, delivered the same result as an officer who never tried at all.  That is an uncomfortable sentence.  It is meant to be.

You were not elected to try your best.  You were elected to deliver a specific, measurable outcome.  Generalmajor Carl Philipp Gottfried von Clausewitz called the discipline required to see that through Entschlussigkeit — resoluteness of character, the courage to act decisively through friction and the thousand small difficulties that erode weaker commanders before the first real test arrives.  Resolution on the first day of term is easy.  Resolution sustained through the eleventh month, when nobody is watching, and the energy has drained out of the room, is the only version that counts.

The seven officer roles are not seven equal contributions to be graded on a curve.  They are seven necessary functions.  Remove one, and the whole degrades visibly and immediately, in front of the very members you were elected to serve.  An officer who does not understand their role has not merely failed themselves.  They have failed everyone who trusted them with it.

Aristotle’s eudaimonia — flourishing, not mere happiness — describes what's actually on offer here, if you take the role seriously.  The officer who publishes the programme on time, tracks the DCP goals, retains members, manages the accounts with precision, and sets the room before anyone else arrives is not simply doing a job competently.  They are exercising their full capacities in service of something worthwhile, which is as close to a definition of flourishing as Aristotle ever gave us.  The alternative — holding a title and exercising none of its responsibilities — is not a lesser version of the same thing.  It is a different thing entirely, and a considerably poorer one.

Know your role.  Own your role.  Execute your role.  There genuinely is no fourth option, however much certain officers wish there were.

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Terence Nunis, DTM | Division Advisor, District 80 Division M | Club Advisor, AIA Toastmasters | Past President & Founder, Awesome Toastmasters