Scheduling Challenges

From what I saw, the biggest topic that came up at the last-chance TLI in Colorado Springs was the issue of scheduling challenges.

This include both getting members scheduled, and dealing with last minute scheduling changes.

There were a number of suggestions, but there was no one single solution.

For scheduling, the key thoughts are:
Find out what the member goals are, and how they align with the DCP and CL manual. Two possible ways to get this done is in a group meeting, with a member recording the goals; or with the the VP/Ed or other organizer meeting or querying members 1 at a time.
One of the things that can help is to know history and occurrences that a member had filled a role. This can be done as easy as having a spreadsheet.
Also for the VP/Ed, knowing exactly where people are in their CL can be a major value related to scheduling.

For last-minute dropped role, some thoughts:
Some clubs make the scheduled Toastmaster responsible for making sure roles are filled before the meeting, especially if they are responsible for the agenda.
Some clubs put the onus on the member who dropped, making them contact members without roles, who are supposed to be at the meeting, until they find someone to replace them.
Some even clubs call out, or even have a shame method for a member who drops at the last minute - though this doesn't seem to me to be the best option for a positive-directed Toastmasters club.
Some just allow members to let the whole group know that they are dropping the role and that anyone can pick it up. This can lead to meetings that are seriously shorthanded.
It may be possible to fill in roles using backup speakers, and perhaps requiring officers to be responsible for covering gaps.

In general, I think the backup speaker is a good idea, though I have yet to see a really good implementation.
Another valuable filler is making sure somebody, most likely a club officer, can always present a Successful Club Series presentation. The advantage with these is that they usually take very little preparation - and they can help improve club IQ.

Having a good number of members can be another way to make sure there are always plenty of speakers, without members feeling like they are being scheduled too much, or for a club to have a member who is always the one to step up to be a replacement speaker (even if they are very happy to do so, it may make members feel like they are not able to keep up).

Another choice is to fall back to a table topics only meeting.
While I think it is possible to have a table topics only meeting - I think it should be planned out, be something special, and add extra value such as winners getting certificates and public recognition.
I feel falling back to a table-topics only meeting is doing a disservice to the club and Toastmasters in general if there are any other options.
It is an okay method if you have only a few members due to a holiday week, but not every week.

In fact, I've observed that clubs that fall back to table topics only are often in a downward spiral of reducing member involvement. Don't let this happen to your club - no matter what, try to get at least one speech or something different and special if can't have at least one speaker. Make sure your officers can present a speech or a SCS (club series) speech.

What are your thoughts on scheduling?

Happy Speaking! Keep your Witz About you!