Meeting Duties

Toastmaster

The Primary responsibilities of the Toastmaster are to act as genial host and conduct the entire educational program. You will set the tone of the meeting and should endeavor to create an atmosphere of interest, expectation and receptivity. Remember that careful preparation is necessary in order to have a smoothly run meeting

Prior to the meeting

• Consider if you want to create a special theme for the meeting. If so, notify participants
• Call the Table Topics Master to discuss duties. Provide them with a list of program participants to insure the major participants will not be called on for Table Topics
• Call all speakers in advance to remind them that they are speaking. Find out their speech title, manual project number, purpose to be achieved, time requested, and something interesting about themselves, which you can use when introducing them
• Call the Chief Evaluator to confirm the assignment. Ask him/her to call the other members of the evaluation team and remind them of their responsibilities
• Prepare introductions for each speaker
• Prepare remarks, which can be used to bridge gaps between program segments. You may never use them, but you should be prepared to avoid possibly awkward periods of silence
• Make the written agenda, and make enough copies for members and guests

At the meeting

• Arrive early in order to finish any last-minute details and hand out agendas.
• Check with the speakers for any last-minute changes.
• Sit near the head of the table for quick and easy access to the lectern

During the meeting

• Preside with sincerity, energy, and decisiveness. Make the audience feel that all is going well
• Always lead the applause before and after each table topic, prepared speaker, and evaluators
• Prior to beginning the manual speeches, brief the audience on the meetings "helper" functions and methods. Identify the Grammarian/Ah Counter, Timer, Listening Post/Jester, and Vote Counter. Have these team members briefly state the purpose of their jobs. Be sure that the Grammarian shares the "Word of the Day."
• Remain standing near the lectern after your introduction of the speaker and until they have acknowledged you and assumed control of the meeting; then be seated
• Introduce the Table Topics master as you would any other speaker. If he/she forgets to call the timer's report, you do it
• Introduce each speaker in turn
• At the conclusion of the prepared speeches, request the Timer's report
• Introduce the Chief Evaluator as you would any other speaker; he/she will then introduce the other members of the evaluation team
• Return control of the meeting to the Presiding Officer

The purpose of Table Topics is to give members practice in "thinking on their feet", and to allow members not otherwise acting in a speaking capacity during the meeting to have an opportunity to speak. Topics should be prepared with some theme or other thread of continuity. Originality is desirable, and the members should be encouraged to have fun

Prior to the meeting

• Check with the Toastmaster to find out if a theme meeting is scheduled. If so, prepare topics to carry out that theme. If not, choose a theme. Do not repeat the previous week's Topics ideas
• Find out who the prepared Speakers, Evaluators, Chief Evaluators and Toastmaster are so you can call on the other members first. Only if time permits should you call on the program participants (speakers last). Visitors should not be called upon to participate unless they are asked prior to the start of the meeting
• When choosing your specific questions: Select ones that will inspire the speakers to expound on them give their opinions, etc. The questions should not be too long or complicated
• Keep your comments short. Your job is to give others a chance to speak, not to give a series of mini-talks yourself
• Remember the two-fold purpose of Table Topics: (1) to give all Toastmasters in the room an opportunity to speak, and (2) to get people to learn to "think and speak on their feet."

During the meeting

• When introduced, briefly state the purpose of the Table Topics session
• Set the stage - keep your remarks brief but enthusiastic. Encourage speakers to use the "Word of the Day."
• Keep the program rolling. If the Timer has not explained the maximum time for responses, and if there are new members or visitors present, explain the timing and the lights. - State the question briefly - then call on a member. You want to hold everyone's attention - each one is thinking of a response should he/she be called on to speak - and give everyone an opportunity to improve better listening and thinking skills
• Call on speakers at random (avoid going around the room in the order in which people are sitting)
• Give each person a different question (unless one person is asked to give the "pro" side and another "con" side of a question.)
• Watch your total time. Check the printed agenda for the time allotted to Table Topics and the number of prepared speakers on the schedule. Adjust the number of questions based on the time available. Even if your portion started late, end on time to avoid the total meeting running overtime
• At the conclusion of your portion, request a Timer's report

The Primary responsibilities of the Chief Evaluator is to evaluate everything which happens during the meeting - this includes responsibility for the Evaluation Team who evaluates the prepared speakers and the evaluation section of the meeting. You will take control of the meeting for that portion and return control when the evaluation portion has concluded

Prior to the meeting

• Check with the Toastmaster to verify the program format and the number of prepared speakers
• Call all of the evaluators to brief them on their job and to remind/inform them of whom they're evaluating. Suggest they call their speaker to discuss any special evaluation requirements for the speech

At arrival of the meeting

• Greet all Evaluators and ensure they have their Speaker's manual. If an Evaluator is not present, consult with the VP Education and arrange for a substitute or find a volunteer
• Verify each Speaker's time and notify the Timer
• Sit near the back of the room to allow full view of the meeting

During the meeting

• Take notes on everything that happens (or doesn't that should). Did the meeting and each segment, start and end on time? Were there unnecessary distractions that could have been avoided?
• Observe everything. Look for good and unacceptable examples of preparation, organization, delivery, enthusiasm, observation, and general performance of duties. You are not evaluating the Speakers, but you may add something that an evaluator may have missed. Take notes, using a checklist, if you wish
• When introduced to conduct the evaluation phase of the meeting, go to the lectern and introduce each evaluator. After each recitation, thank the Evaluator and lead the applause
• Wrap up by giving your general evaluation of the meeting, using the notes you took during the meeting. You may comment on the quality of the evaluations, but do not repeat what the evaluators stated

The Primary responsibilities of a speaker are to prepare and give a speech from an advanced or C&L manual. Each speech time is indicated in the objectives for the speech

Prior to the meeting

• Check the meeting schedule to find out when you are scheduled to speak. All speeches should be manual speeches
• Before the meeting, talk to your evaluator. Discuss with him/her your speech goals and personal concerns. Emphasize where you feel your speech ability needs strengthening
• Prepare an introduction of you and your speech to be presented by the meeting Toastmaster

Upon arrival of the meeting

• Arrive early. Check your props, overhead projector, microphone, lighting, etc. before everyone arrives at the meeting
• Sit near the front of the room or head of the table for quick and easy access to the lectern
• Carefully plan your approach to the lectern and speech opening
• Provide your speech introduction to the meeting Toastmaster
• Provide your speech manual to your evaluator

During the meeting

• Give your full attention to the speakers at the lectern. Try to avoid studying your speech notes while someone else is talking.
• Before beginning your speech, acknowledge the Toastmaster and the audience (Toastmasters and guests)
• If you are running out of time during your speech, condense your speech so as to finish within the maximum time. Never thank the audience and return control to the meeting Toastmaster. Always wait for the meeting Toastmaster at the lectern, and then return to your seat
• During the evaluation of your speech, listen intently for what you did well and suggestions for improvement

After the meeting

• Get your manual from your Evaluator. At this time discuss any questions you may have concerning your evaluation to clarify any misinterpretations
• Have the VP Education initial the Record of Assignment in the back of your manual

The Primary responsibilities of an Evaluator are to give a speaker an oral and written evaluation of their speech. Part of the purpose of the evaluation is to help the speaker become less self-conscious. This requires that you become fully aware of the speaker's skill level, habits and mannerisms as well as their progress to date. If there is a technique the speaker uses or some gesture made that receives a good response from the audience, tell the speaker to encourage them to use it again

Prior to the meeting

• Review carefully the Effective Speech Evaluation manual that came in your new member packet from Toastmasters International
• Communicate with the speaker to find out the manual project he/she will be presenting. The discussion should include the goals of the speech and what the speaker hopes to achieve. Find out exactly which skills or techniques the speaker hopes to strengthen
• Prepare by studying the objectives of the project as well as the evaluation guide. Remember, the purpose of an evaluation is to help people develop speaking skills in various situations, from formal presentations to meetings. By active listening and offering useful advice, you motivate members to work hard and improve. By showing the way to improvement, you open the door to strengthening their ability

Upon arrival of the meeting

• Look for the speaker and get their manual. Confer with the speaker one last time to see if there are any specific things for you to watch for during the talk

During the meeting

• Record your impressions of the speech in the manual along with your answers to the evaluation questions. Be as objective as possible. Remember that good evaluations may give new life to discouraged members and poor evaluations may dishearten members who tried their best. Always leave the speaker with specific methods for improving their speaking
• When introduced, stand and give your oral evaluation report. Begin and end your evaluation with a note of encouragement or praise. Though you may have written lengthy responses to manual evaluation questions, do not read the questions or your responses. Your oral evaluation time is limited. Do not try to cover too much in your evaluation
• Praise a successful speech and specifically tell why it was successful. Do not allow the speaker to remain unaware of a valuable asset such as a smile, a sense of humor, and a good voice. Do not allow the speaker to remain ignorant of a serious fault or mannerism; if it is personal, write it but don't mention it aloud. Give the speaker the deserved praise and tactful suggestions in the manner you would like to receive them when you are the speaker

The Primary responsibility of the Grammarian is to comment on the use of the English language during the meeting. In addition, select "Word of the Day" - introduce it and encourage its use throughout the meeting. Count "ums" and "ahs" for speakers.

Prior to the meeting

• Research the "Word of the Day". It should be a word that will help us increase our vocabulary and can easily be incorporated into everyday conversation but which is different from the way we usually express ourselves. An adjective or adverb is suggested since they are more adaptable than a noun or verb, but feel free to select your own special word
• In letters large enough to be seen from the back of room, print your word and a brief definition. Prepare a sentence as an example of how to use your word

Upon arrival of the meeting

• Place your visual aid at the front of the room where all can see it.

During the meeting

• Briefly explain role of the Grammarian, for the benefit of new members and guests
• When introduced by the meeting Toastmaster, announce the Word of the Day, state its part of speech (noun, etc.), define it, use it in a sentence, and request that anyone speaking during any part of the meeting use it
• Throughout the meeting, listen to everyone's word usage. Note any awkward use or misuse of language (incomplete sentences, sentences that change direction in midstream, incorrect grammar, malapropisms, etc.) with a note or who erred. Also note good/creative uses of words. Note who uses the Word of the Day or a derivative of the word
• Count "ums" and "ahs"
• Following Table Topics, when called upon by Toastmaster, report on usage of the Word of the Day
• When called on by the meeting Toastmaster, give your report. Try to offer the correct usage in every instance where there was misuse instead of only explaining what was wrong. Report on creative language usage. Report number of "ums" and "ahs" for each speaker. As time permits, lead brief "listen Up" quiz - ask audience 3-4 questions about content of meeting (especially topics and speeches)

The Primary responsibilities of the Timer are to keep track of speech, table topics, and evaluation time

Prior to the meeting

• Confirm scheduled participants with the Toastmaster and General Evaluator
• Confirm time requirements for each prepared speech with the speakers
• Write out your explanation in the clearest possible language, and rehearse it. Be sure to emphasize the timing rules, and how timing signals will be given for the benefits of guests

Upon arrival to the meeting

• Get timing equipment from the Sergeant-at-Arms. Insure you understand how to operate the stopwatch and timing lights/cards, and verify they are in good working order
• Sit where the signal device can be easily seen by all (usually back center of the meeting room.). If the Sergeant-at-Arms already has the timing equipment positioned, sit at the place containing the lights and stopwatch

During the meeting

• When introduced, explain the timing rules and demonstrate the use of the timing lights
• Throughout the meeting, signal each program participant as indicated below
• Record each participant's name and time used
• When called to report by the Toastmaster, stand and announce the timing results. Announce the speaker's name, whether they qualified or were over/under time, and the exact time taken
  • Topics speakers must speak a minimum of 60 seconds and maximum of 2 minutes 30 seconds
  • Prepared speakers must be +-30 seconds of allotted time
  • Evaluators must speak 2-3 minutes. Minimum of 1 minute 30 seconds and maximum of 3 minutes and 30 seconds
• At the end of each education portion, collect the ballots and tally results
• Present Best Speaker, Evaluator, and Table Topics winners to the Toastmasters

After the meeting

• Return the stopwatch and timing lights/cards to the Sergeant-at-Arms
• Provide recorded times to the Club Secretary for recording in the meeting minutes