Downtown Dallas Speakers was struggling with the same problems that plague many Toastmasters clubs. As a mid-sized club with 32 active members, managing meeting schedules had become a significant burden for the club officers.
Sai Kumar, the Club President, was spending nearly 8 hours a week just managing the schedule. "I was constantly chasing people for role signups," she recalls. "It was exhausting." individual reminder emails to members. The club was using Easy-Speak, which cost them $150 annually, but the outdated interface made everything more difficult than it should be.
Their biggest pain points were:
In September 2024, after hearing about Toastmanagers from another club, Sarah decided to give it a try. The transition was surprisingly smooth—it took less than 30 minutes to set up the club and import all member information.
"I was amazed at how intuitive everything was," Sarah recalls. "Within half an hour, I had our entire club set up, all members added, and our next three meetings scheduled. It would have taken me days to do the same thing in Easy-Speak."
The smart scheduling algorithm immediately proved its worth. Instead of manually tracking who had done which roles and trying to distribute them fairly, Toastmanagers handled it automatically, ensuring everyone got equal opportunities to participate in different roles.
Imported all 32 members, set up club preferences, and scheduled the first three meetings. Sarah sent an announcement email with login instructions.
The first meeting with automated reminders saw a dramatic improvement—only 2 members forgot their roles, down from the usual 8-10.
By the end of the first month, all members were using the mobile app to check their schedules. No-show rates dropped to 6%.
The club is now running smoother than ever. Sarah spends less than an hour per week on scheduling, and member satisfaction is at an all-time high.
Automatic role assignments save hours every week
Automated reminders 7 and 1 day before meetings
Members check schedules on the go
Fair distribution tracked automatically
Professional meeting agendas with one click
Monitor member progress and achievements
Three months after switching to Toastmanagers, the transformation at Downtown Dallas Speakers is remarkable. The numbers speak for themselves:
But beyond the numbers, the club has seen qualitative improvements too. Member engagement is higher, meetings run smoother, and officers have more time to focus on helping members improve their speaking skills—which is what Toastmasters is really all about.
"The difference was night and day," Sai says. "Suddenly, members were signing up for roles weeks in advance because it was actually easy to do. And the automated reminders meant I didn't have to send nagging emails anymore."
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