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Author malcolmw  Date 23 Mar 17, 17:17  Views 12739
Description How to get your members' history up-to-date by uploading past speeches
Category Getting Started  Type Information
Article scope
easy-Speak information

Importing Members Speeches from a Spreadsheet

You may make a mass import of your past speech details by using the Import Tools available in the Club Control Panel.
Only one or two members in each club should have access to the Control Panel. Please refer here for more detail:
https://easy-speak.org/kb.php?mode=article&k=15

It is worthwile to import recent completed speeches for your members since this will give a complete record of achievement which may be displayed in the mentor screens and club achievements charts. You will also have all detail to hand, and may print this easily, when the member completes the requirements for CC etc.
The auto-allocation engine uses a member's, history including the number of speeches made, when making decisions about which member to assign to each role - so you will need to load some history to get reliable results. (Any member with CC or CL etc in their record is viewed as 'experienced' for the auto-allocation routine)

I suggest that you load all speeches already made from any workbook that your members have started but not yet completed. This will allow their full progress to be displayed up to the point that they complete the workbook (and earn a Competent or Advanced Communicator award).

If you are in the process of implementing easy-Speak for your club you should consider loading details of the last few meetings and use the 'Actual' screen to record what really happened. The benefit of doing this is that you can practice using the system without time pressure and that you will also create a history of recent meetings that will be displayed in the club charts.
If you intend to load the meeting history you should do this including the speech detail for those meetings. Speeches will NOT automatically be linked back to the meeting where they were presented if the meeting history exists when you load the speeches using this program.


Create a spreadsheet for the speeches that you wish to import. I suggest that you limit any one spreadsheet to 25-50 lines so that you may see more easily what is happening. There is an absolute maximum of 100 lines per spreadsheet.
A sample spreadsheet is available here: https://easy-speak.org/docs/easy-Speak/UploadSpeechesV2.xlsx

To make the process easier, and to avoid you having to type the full name of each workbook, all the workbooks are numbered within easy-Speak. A full list of these workbook numbers is shown when you start the import speeches program. The current list is also shown at the foot of this article.

The spreadsheet must have the following columns
:
Column A - Username. The username that they use on easy-Speak. This will be validated.
Column B - Workbook number. For example, '1' for the Comunication and Leadership manual.
Column C - Assignment in that workbook. For example, '1' for Icebreaker in the first manual.
Column D - Speech Title. for example, 'All about me'.
Column E - Date the speech was delivered. Use 'military' date format for your language for example, '23JAN2005'.
Column F - If you know the speech Evaluator , enter their username here. This is optional but, if entered, must be a valid member of your club.

You may have difficulties with Excel trying to reformat your dates - prevent this by placing a single quote in front of the date e.g. '25-DEC-2007

Demonstration Spreadsheet

Save the spreadsheet as a CSV file. In Excel - File> Save As> Save as type: CSV (MS-DOS).

Log on to easy-Speak.

Access the Club Control Panel and select the utility - Import Tools, Speeches.
Use the 'browse' button to select the speeches file from your PC.

If you use 'European' number formats on your PC (e.g. 123.456,56) Excel will change the character used to separate fields when it creates the CSV file.
Use the radio button to indicate that the information in your file is in this format.

Processing is in two stages and begins when you press the 'Start Import' button.

At the end of the first stage you will be presented with a summary of speeches that were accepted and another summary showing speeches that were not accepted along with reasons why. Each speech is shown with a line number from the file so that you can correct the error, delete the lines that have been accepted and re-submit the file.

At this point you may choose to continue and process the speeches that do not have errors or quit, correct the spreadsheet and return later.

Errors are high-lighted in red.

The system will try to assign any speech made since your club started using easy-Speak to the correct club meeting and will check that this member spoke at this meeting. Any non-match is highlighted in orange but not reported as an error since it may be a speech outside your regular Toastmaster meetings.
There is a rough validation on date - it must be a date in the last fifty years (and not in the future)

I strongly suggest that you first try the import routine with a very small file of say two speeches, check that everything worked the way that you expected by looking at the speech list for the club and for these users before you get busy with a mass upload of the full history.

Here is an explanation of the warning and error messages:

Warnings (Speech will be processed but check your data)

Not on easy-Speak

      - This speech has a date AFTER you started to use easy-Speak but the program could not find a meeting of that date where the member made a speech. This may be a speech made outside Toastmasters or it could be that you mis-typed the date. Check that you have used the 'Actuals' screen to confirm what really happened in all your meetings. (The 'participation' chart is an easy way to check this)


Speech already on file?

    - The member has already completed this task from this workbook and the date shown here is more than a week different from the one already on file. Maybe the member repeated a speech?

Errors (Speech will not be processed)

Invalid user name

      - This user cannot be found as a member of your club.


Invalid Workb'k or Asn't

      - The workbook or assignment was left blank or does not make sense (e.g. assignment 7 from one of the advanced manuals which only have 5 assignments)


Speech already on file

      - The member has already completed this task from this workbook and the date shown here is within a week of the one already on file.


Speech already assigned

      - The member record shows another speech made by this member at this meeting.


Invalid Speech date

      - The speech date was left blank or is a date in the future or more than fifty years ago.


Invalid evaluator

    - The evaluator may be left blank, but if entered must be a valid username for a member of your club.

List of Toastmaster workbooks used by easy-Speak (March 2017)

 

 1  Competent Communication Manual
 2  Communication and Leadership Program Old program up through 2002
 4  The Entertaining Speaker 2007-06
 6  Speaking to Inform 2006
 8  Public Relations
 10  Communicating on Television
 12  Speciality Speeches
 14  Persuasive Speaking
 16  The Discussion Leader (Now replaced by 'Facilitating discussion')
 18  Humorously Speaking 1998
 20  Technical Presentations
 22  The Professional Speaker 1997
 24  Storytelling
 26  Interpretive Reading
 28  Interpersonal Communication
 30  Speeches by Management 2010-03
 32  Special Occasion Speeches 2008-07
 34  Facilitating Discussion
 100  Better Speaker Series
 102  The Successful Club Series
 104  Leadership Excellence Series
 200  Competition & Other speeches
 201  Savoir communiquer
 202  Kompetente Kommunikation Competent Communication (German)
 203  Savoir divertir
 204  Parler pour informer
 205  Savoir animer une discussion
 206  Discours spécialisés
 207  L'orateur professionnel
 208  Présentations techniques
 209  Être persuasif
 210  Communiquer à la télévision (to translate) (à traduire)
 211  L'art de Raconter
 212  Communications interpersonnelles
 213  Discours pour occasions spéciales
 214  S'exprimer avec humour
 215  High Performance Leadership
 216  Success/Leadership projects
 217  Speeches by Management 2011-05
 218  Speeches by Management 2007-09
 219  Comunicación Competente 2009
 220  Success/Communication projects
 221  S'exprimer en leader
 222  Relations Publiques
 223  Discours spécialisés 2012?
 224  Lecture expressive
 225  Communicating on Video Was Communicating on Television 2011-05
 226  Der unterhaltsame Redner Translated 12/2011 from English Rev. 5/2011 2011-12
 227  Reden, um zu informieren Translated 12/2011 from English Rev. 5/2011 2011-12
 228  Der professionelle Redner Translated 12/2011 from English Rev. 5/2011 2011-12
 229  Geschichten erzählen Translated 12/2011 from English Rev. 5/2011 2011-12
 230  Humorvolle Reden Translated 12/2011 from English Rev. 5/2011 2011-12
 231  Überzeugendes Sprechen Translated 12/2011 from English Rev. 5/2011 2011-12
 232  中级沟通作业(简体) Competent Communication (Simplified Chinese) 2011-04,12
 233  中級溝通作業(繁體) Competent Communication (Traditional Chinese) 2011-04,12
 234  讲述故事(简体) Storytelling (Simplified Chinese)
 235  講述故事(繁體) Storytelling (Traditional Chinese)
 236  職 業 演講者 The Professional Speaker (Traditional Chinese)
 237  专业演讲者 The Professional Speaker (Simplified Chinese)
 238  知訊型演講(繁體) Speaking to Inform (Traditional Chinese)
 239  知讯型演讲(简体) Speaking to Inform (Simplified Chinese)
 240  勸說型演講(繁體) Persuasive Speaking (Traditional Chinese)
 241  劝说型演讲(简体) Persuasive Speaking (Simplified Chinese)
 242  娛樂型演講(繁體) The Entertaining Speaker (Traditional Chinese)
 243  娱乐型演讲(简体) The Entertaining Speaker (Simplified Chinese)
 244  幽默式演講(繁體) Humorously Speaking (Traditional Chinese)
 245  幽默演讲(简体) Humorously Speaking (Simplified Chinese)
 246  The Entertaining Speaker 2011
 247  Public Relations 2011-05
 248  慶典演講(繁體) N/A from TI - Special Occasion Speeches
 249  技術簡報(繁體) N/A from TI - Technical Presentations
 250  庆典演讲(简体) N/A from TI - Special Occasion Speeches
 251  技术简报(简体) N/A from TI - Technical Presentations
 252  職業演講者(繁體) N/A from TI - The Professional Speaker
 253  Speechcraft Part of the Success Communication Series 2012-12
 254  Dynamic Leadership
 255  Effective Coaching
 256  Innovative Planning
 257  Leadership Development
 258  Motivational Strategies
 259  Persuasive Influence
 260  Presentation Mastery
 261  Strategic Relationships
 262  Team Collaboration
 263  Visionary Communication
 264  コンピテントコミュニケーション
 265  プロフェッショナルなスピーカー
 266  情報を提供するスピーチ
 267  説得力のあるスピーチ
 268  物語の話術
 269  ユーモアのあるスピーチ
 270  楽しませるスピーカー
    
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