Cold Calls and Cold Emails
Scripts to create new clubs
The content below was graciously provided by Julie Broady, DTM, Past District Director, District One Toastmasters, 2018-2019, member of Professional Women Toastmasters.
Breaking the ice:
The receptionist
Hello. My name is [Sally Toastmaster] with Toastmasters International. We are a worldwide organization specializing in communication and leadership skills. May I speak with the Human Resources dept or someone in charge of training programs?
The HR Department
Hello. My name is [Sally Toastmaster] with Toastmasters International. We are a worldwide organization specializing in communication and leadership skills. Have you heard of Toastmasters?
References:
A) Yes, I’ve heard of Toastmasters:
Great, you probably know that we focus on prepared speaking, impromptu speaking and receiving positive feedback.
We’d like [ABC company] to bring Toastmasters in house to help your employees.
For your industry, we already have [X company], [Y company], [Z] companies using our program. It’s working really well for them as a way to supplement their existing training programs—with minimal time expended by their HR depts.
Our teams support FULL IMPLEMENTATION of the program.
Would you be interested in hearing more?
(Then move to the pre-qualify mode….then close for pre-launch 1st appointment.)
B) No, I’ve never heard of Toastmasters:
We focus on improving prepared speaking, impromptu speaking and receiving positive feedback. Your employees would be able to practice on a weekly basis.
We’d like [ABC company] to bring Toastmasters in house to help your employees. For your industry, we already have [X company], [Y company], [Z] companies with a Toastmasters presence. It’s working really well for them as a way to supplement their existing training programs—with very low time expended by their HR depts.
Our teams support FULL IMPLEMENTATION of the program.
Would you be interested in hearing more?
(Then move to the pre-qualify mode….then close for pre-launch 1st appointment)
Handling gatekeeper objections: cold call
Toastmaster: “May I speak with the Director of Human Resources?”
Gatekeeper: “ May I take your name and phone number so that she can call you back?
Toastmaster: Sure. I’m with Toastmasters International.
What was your name again?….Mary. Well [Mary], we offer programs for your employees to enhance their communication and leadership skills.
What is the name of your HR Director? Ok… Susie Smith….
She doesn’t know me by name. Can you recommend a better way for me to make contact with [ ____ ]. I’m sure she is pretty busy these days.
Gatekeeper: “Well…. You might try sending her an email.”
Toastmaster: “Awesome. Thank you Mary. I’ll try that….. Is there an email address that I can use.
Gatekeeper: Yes, her email is ______@___.com
Toastmaster: And my phone # is also (619) 000-0000.
Hmmmmm… If I haven’t heard back from [ ____ ] within a few days, can you recommend a better day/time to call back?
Gatekeeper: Tuesdays and Thursdays are best
Toastmaster: Thank you! Mary, I hope to speak with you again when I call back. You’ve been such a wonderful voice to connect with today. These days, it’s rare to connect voice to voice. I hope to have the same opportunity with [ ___ ]!
Corporate Club Tip: Check for, and then emphasize the Toastmasters clubs that the organization may have in different cities.
Current list of corporate clubs →
Finding Their Why Tip: It’s important to identify the “why” they should sponsor the Toastmasters program. Several sample ice breaker questions include:
- How well do your employees convey their expertise to potential customers?
- Do they lead meetings efficiently?
- Do they offer constructive feedback and diplomatically deal with a wide range of people?
- Let the company representative speak, and answer their questions accordingly.
Handling gatekeeper objections: warm call
Toastmaster: “May I speak with [ y ] in Human Resources?”
Gatekeeper: “ Who is calling? Will she know what the call is regarding?
Toastmaster: Yes. My name is [ x ] with Toastmasters International. We spoke on the phone yesterday….she is expecting my call.
Gatekeeper: Please hold while I connect you…..
Handling objections: ‘just mail me’
Just mail me something:
I would love to mail some literature to you, is there an email address I can contact you with?
Then, once you’ve had a chance to review the information, perhaps we can chat for a few minutes on the phone. Do you have time next [Tuesday or Thursday]?
Handling objections: corporate handles programming
“Corporate Headquarters manages programs”
Most of our participating companies do as well! We would be happy to show you our extensive list of sponsoring global corporations, universities and organizations. After all, we serve over 143 countries.
Is there a contact person at your Corporate HR or Training Dept that you can refer me to?
Handling objections: training program
“We already have a training program”
That is wonderful! Most Companies do! But you see, Toastmasters isn’t designed to REPLACE your training. Instead, we help your people to USE your training better on the job.
Toastmasters will show your workforce how to speak impromptu, listen better, organize their speeches, use gestures, get to the point, and be persuasive. AND provide practice weekly.
Isn’t that something your company could use?
Handling objections: budget
“We can’t afford new programs…We finalized our 2018/2019 budget”
I understand…. It’s that time of the year.
Toastmasters can be structured so that your company doesn’t have to pay at all… or… with a very low cost structure …approximating less than $8 pp monthly.
Would you like to hear more?
Voicemail Script
Hello, this is ______________ with Toastmasters International.
I’ve been referred to you by ____________ to discuss the growth opportunities for your employees at [XYZ Company].
Toastmasters International is focused on improving the communication and leadership skills of individuals in over 143 countries around the world. We have a unique program that allows for full implementation by our team, which has saved time for hundreds of our corporate and educational sponsors.
I’d like to schedule a 15 minute discussion with you about the overview of our program in the next 2 – 3 weeks.
Which day of the week works best for you?
I can be reached at (email) or alternatively (phone#).
I look forward to speaking with you soon!
Follow-up to cold calls and cold emails
Thank you for your interest in starting a Toastmasters Club at your company.
Attached you will find the following information to review:
1) How to Start a Toastmasters Club
The cost to start a Toastmasters Club is as follows:
- $125.00 Charter Fee/Charter Kit
- One time New Member Fee of $20.00 per person
- Member Dues of $45.00 for six months per person
There may be a few miscellaneous costs depending on how the club is structured. Some companies pay all of the costs, some companies pay a portion of the costs and some companies have the employees pay all of the costs. There are several options available.
2) Flyer template for the Launch Meeting
3) Functionary Roles for the Launch Meeting
For the Launch Meeting we expect 30 or more people to attend. We recommend scheduling this 4-6 weeks in advance. Once you have decided on a date for your Launch Meeting, you can use one of the attached flyers to advertise your event to your employees.
At the Launch meeting, we will offer your employees three speaking opportunities as Grammarian, Timer, and Ah Counter. The attached file titled Sample Agenda will guide them. Each of them will be sitting next to a Toastmaster member. The member will brief them prior to the meeting and will help them during the meeting.
We will walk you through each step and are happy to answer any questions you may have.
Please feel free to contact me after you have reviewed the attachments.
Tip: Check for current prices
Download the following files:
Close the sale
Use these five strategies to finish your conversation with a commitment to move forward: Tie-up all the loose ends and close the sale.
- Initiate a plan to schedule a launch meeting with charter payments ($125) and paper work
I will email you the forms and we can proceed from there. I will email you the PR samples for you to advertise in your organization. I am looking forward to hearing back from you about the date and time of the launch meeting. Please feel free to email or call me if there is anything I can help. - Initiate a plan to schedule a launch meeting w/o charter payments ($125) and paper work
I will email you the forms and you can consider. It helps to get the charter kit. I will email you the PR samples for you to advertise in your organization. I am looking forward to hearing back from you about the date and time of the launch meeting. Please feel free to email or call me if there is anything I can help. - Set up an appointment to discuss in length
Thank you for your time. This confirms that we have a __(in-person, or phone, etc)__ appointment at _(time)_. I am looking forward to it. Meanwhile, I will email you the PR samples for you to consider. I am looking forward to our next appointment. Please feel free to email or call me if there is anything I can help. - Attend “Breakfast with TM”
Thank you for your time. This confirms that you will attend breakfast with TM at _location_ on _date_. I am looking forward to meeting you. Meanwhile, I will email you the PR samples for you to consider. Please feel free to email or call me if there is anything I can help. - Discuss later…
Thank you for your time. I will email you the information we have covered in this call. Please feel free to email or call me when you would like to discuss more/revisit the idea.
Tip: It’s okay if you don’t have the answers to some of their questions. Be honest. Make sure to find the answers for them later.
Additional tips