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Meeting Roles and Responsibilities
Call to Order, Sgt at Arms
This is usually done by
the Sergeant at Arms. This
call sets the tone for the meeting, so it should be lively and energetic.
If possible, do something related to the theme. Get the meeting off to a
good start, interacting with the audience if possible. Ask everyone to stand,
then lead the pledge of allegiance to the flag, or select someone to lead
the pledge, and then introduce the presiding officer.
The presiding officer
is the ranking club officer present. Usually this will be the president,
but if he or she is not present, then the VP Education takes over, and so
on down the hierarchy. Before
the Meeting
Note any guests; try
to say hello and note their names.
During
the Meeting
Follow the agenda. You will be speaking at the beginning and end of the
meeting, including the business portion of the meeting at the beginning.
Give any guests a chance to introduce themselves and
to comment on the meeting at the end. Invite them to come back and to join
the club if they seem at all interested. At
the end of the meeting, take note of any members who have not had a chance
to speak. Give them the opportunity to do so; everyone should have a chance
to speak at every meeting. That is why people join and keep coming back:
practice.You have command of the gavel and overall responsibility for the
meeting. If you have changes to suggest, negotiate them with the Toastmaster.
When providing the Inspiration
you have the opportunity to present a short (one minute max) mini-speech
on any topic of your choosing. You could tell a story, relate a personal
experience, or announce news. As the Greeter,
your responsibility is to greet each member and guest as they arrive at
the meeting with a smile, an appropriate salutation
and a handshake. Please plan to arrive
at least fifteen to twenty (15-20) minutes early to be sure you have name
tags, the sign-in book, “Guest-Letter” and pen. It is also your responsibility to
help guests:
·
Sign the guest book
·
Receive a nametag
·
Get a copy of the ‘Guest-letter’ which
includes information about the meeting
·
Meet the person(s) sitting next to him/her.
·
Learn about membership in Toastmasters (costs, member
involvement, etc.) if the VP of Membership is not in attendance.
If possible,
sit by the door to welcome in any late arriving guests.
The Jokemaster
not surprisingly delivers a joke to the group. This is good practice for
speeches, because humor really can help to win over a crowd. Remember to
keep the jokes tasteful and clean.
Before the Meeting
Select a suitable item to present to the group for raffling. It should be
something desirable, but definitely don't pay more than $10 or so. It's
always fun if you can pick an item related to the theme.
During the Meeting
Be creative
and talk up the item. Instruct everyone to write their name on the back
of their ticket(s), and deposit in the can. Be sure to give the price
for tickets: one for $1, or six for $5. Remind everyone that the proceeds
go to the club treasury to pay for ribbons, supplies and other club expenses.
This
is a short presentation on any topic relevant to public speaking. One
good source of topic ideas is the Toastmasters magazine that members
get every month. Revisiting subtleties of any of the basic manual areas
is another possibility: vocal variety, using props, gestures, organizing
a speech, etc. You could also give tips on evaluating, participating
in club and area contests, or give a report with suggestions from any
public speaking event you participated in or witnessed outside of Toastmasters.
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When You Are the Toastmaster,
you will gain experience coordinating and running a business meeting or
technical conference. This can be one of your most rewarding experiences
in your club work. You
are in charge! It is YOUR meeting. You can rearrange the agenda, try something
different, etc. You may find that members are subject to unexpected commitments
at the last minute, so you can adjust the meeting format in any way that
meets the need. You can also assign tasks to any member present in order
to fill all the jobs.
Prior
to the meeting
Reminders and introductions: Check with the Table Topics Master
and agree on a Theme for the meeting so that may be used in developing the
Table Topics. Contact each of the planned Speakers at least a few days in
advance to remind them that they are scheduled to speak. Interview them
to find out the title, manual project number, time requested, objectives
of the speech and some background on them to make your introduction. Contact
the General Evaluator and confirm their responsibilities. Ask the General
Evaluator to contact all members of the Evaluation Team (Time, Speech Evaluators,
Topics Master, Vote Counter, Ah Counter, Grammarian)
and remind them of their responsibilities. Prepare introductions for each
speaker, it is an important part of your role as TM. Prepare
remarks to "fill the gaps" between program. Evaluators:
Let evaluators know whom and which manual speech they will be evaluating.
Also give this information to the General Evaluator.
During the meeting
Agenda: Pass out a printed meeting agenda. If a meeting participant does
not arrive, assign someone else at the beginning of the meeting. Remember--you
are in charge; if members are shy about volunteering, then
ask individuals to do it, assigning the role to someone if needed.Introducing
speakers: When introducing a speaker, mention the manual and speech #, speech
objective, speech title and target duration.
Shaking Hands: Whenever transferring
the meeting to a speaker, evaluator, etc., hand the meeting off with a handshake.
Allow the participant to pass in front of you (not behind you) as they take
the floor. When they are done, they should return the meeting to you with
a handshake, allowing you to pass in front of them. In other words, the
person taking the floor moves to the front and is closest to the audience.
This clarifies who is in charge at any given moment.
Clapping: After making an introduction, you start the clapping and
keep it up until the participant has reached the front of the room and has
shaken your hand. Clapping is for welcoming and thanking the participant.
You set the supportive tone!
Time: Part of your job is making sure we start and finish on time. Ways
to adjust the overall meeting time include limiting the number of Table
Topics, asking the Table Topics Master, Grammarian, AH Counter, and General
Evaluator to be brief, and abbreviating your own introductory remarks.
Guests: If guests or new members are present, please briefly explain
the purpose of each participant as part of their introduction. For example,
"the purpose of the evaluator is to give the speaker immediate feedback
and to give the evaluator training in critical listening and impromptu speaking."
After the Meeting:
Make sure that the Vice President Education knows who spoke during your
meeting and which manual speeches they gave.
Grammarian
Like the
Ah Counter, the primary purpose of the Grammarian is to teach us to listen!
You do not need to be an expert--what you do need is the heightened awareness
of language that comes from critically examining the use of language throughout
a meeting. You have the opportunity to listen for (1) errors or awkwardness
and (2) examples of excellence (e.g., well-stated metaphors, correct use
of the Word of the Day, descriptive language). Try to offer the correct
usage in every instance where there was a misuse instead of only explaining
what was wrong. The scope of this job is up to you; you may confine your
remarks to the prepared speakers or comment on everyone's use of language.
Before the meeting, bring a "Word of the Day" (any
word you choose; you can check with the Toastmaster or Table Topics Master
to see what the Theme of the meeting is, and pick something appropriate)
along with a definition and an example in a sentence. During
the Table Topics portion of the meeting make sure you note which of the
Table Topics speakers use the word. Only they will be eligible for the
best table topics award at the end of the meeting.
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Before the Meeting
Find out the length of time for each of the speeches (they should be on
the meeting agenda).Make sure you have the equipment: lights, a timer, a
bell, and the timing sheet listing the length of time each functionary can
use.
During the Meeting
Time all functionaries and use the lights/bell to keep the meeting moving
on time. Describe your duties when called upon by the Toastmaster. Your
job is to keep the meeting running smoothly in a timely manner. Part of
sharp communication skills is the ability to get one's message across succinctly.
Explain the three lights: green means you have spoken for the minimum time;
yellow, the optimum time, and red means you must wrap it up. If you speak
for much longer (15-30 seconds) over the limit, then you will hear the bell,
which means stop talking and sit down.
Don't be shy about using the bell. If someone is taking too long, they are
cutting into someone else's time, or causing the meeting to go over time.
They also may not be aware of the time they are taking, and it is your job
to help them to become more aware. Ring that thing! During
Table Topics, contestants get the lights as follows: green (45 seconds);
yellow (1 min); red (1 min 15 seconds); bell (1 min 20 seconds)
Make sure you record which speakers qualified and which didn't. The Table
Topics master will ask for your report. After
each prepared speech, record the length of time each speaker took. The General
Evaluator will ask you to report this.
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The Ah Counter is present to help cure the annoying habit of "vocalized
pauses," ah, uh, mmm,
and other "filler" words.
Use the clicker
each time you hear an infraction. The loud click may sound unfriendly and
annoying, but it helps members become aware of their misuse of pauses.
DO NOT USE THE CLICKER DURING PREPARED SPEECHES AND DO NOT CLICK GUESTS.
Before the Meeting
Pay attention to the names of all participants and write
them down during a member’s introduction to aid you in your report
at the end of the evening.
During the meeting
Record the use of "ah" and other crutch words used by the members,
and don't be afraid to use the clicker each time you hear one. Listen also
for repeated words or run on sentences which overuse the word "and."
When requested by the General Evaluator give a quick report.
NOTE: Some newer members are especially sensitive to the
clicker sound or use "um" 3 or 4 times in a sentence. For these
people, use your best judgement. If the sound of the clicker obviously embarasses
them and stops them cold, or is overused, it becomes counter-productive.
In these cases, use the clicker once for every 3 or 4 infractions or so.
They'll still get the idea with the fewer clicks and not lose their train
of thought. However, be sure to record each infraction in your count for
your report.
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Like the Inspiration, this is a short (1 minute 30 seconds max) opportunity
to present a mini-speech on any topic of your choosing. You could tell
a story, relate a personal experience, or announce news. You could address
the meeting theme, but this is not necessary.
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Table
Topics Master
Table
Topics is the part of the meeting that allows unscheduled audience members
to participate. Optimally, everyone present should have an opportunity
to speak during a meeting. The Table Topics master prepares and issues
the topics. Each speaker may be given an individual subject, or a choice
of subjects may be presented from which the members can draw at random.
Check with the Toastmaster ahead of time to discuss the meeting theme.
Prepare topics around that theme.
Here is your chance to be creative! You can have us rise to any
challenge you care to present. Please remind the participants to practice
"mini-speeches" that have an opening, body and conclusion. Remind the participants that Table Topics
is simply an exercise in thinking on your feet -- it does not matter what
you say -- what matters is that you stood in front of a group and spoke.
Suggestion: you can have us focus on particular speaking skills, e.g.,
gestures, in order to use Table Topics as a skill-building workshop. Also
remind participants that their goal is to speak until the green timing
light comes on.
Finally, they do not have to address the topic--going off on a tangent
is fine as long as the result is a mini-speech with opening, body and conclusion. As Table Topics Master, you get to be
flexible! We vary the number of Table Topics in order to ensure that the
meeting ends on time. It is always a good idea to have a few extra ideas
just in case -- try to think of six to eight (ten max) ideas.
Maximum number of Table Topics: Everyone in the room who is not
otherwise on the agenda speaks (this could be quite a number of people,
say, up to ten if one of the speakers does not show up. The average number
seems to be five). It is wonderful when everyone seated in the room has
a chance to stand in front.
Minimum number of Table Topics: About three. It's a good
idea to end the Table Topics part of the meeting on time. You can ask
the Toastmaster to tell you "just one more" or "just two
more." The Toastmaster is keeping track
of the time (and can ask the Grammarian and General Evaluator to be brief).
You can also turn and ask the Toastmaster if there is time for one or
two more while you are up front. Other things to think about:
-
You can give more people an opportunity to participate if you keep your
own remarks brief. You do not have to say very much when introducing each
topic. - State
the topic twice, and then call on a person by name. That way, everyone
has to think about what they might say if called upon. Go ahead and make
everyone sweat!
Try to decide whom to call on ahead of time. Look
around the room before the meeting starts to figure out who is not already
on the agenda. This way you don't make the mistake of calling on someone
who is already on the agenda. If you are not sure of a name, ask the person.
You may also ask guests if they want to participate. Also, if you can't
call on everyone, try to pick the newest members first.
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Before the Meeting
Purchase food for the meeting. Usually these are light snacks, desserts,
fruit, cookies, drinks.
During the Meeting
Set up the food you brought. Be gracious and engage in conversation with
any guests or fellow members. Eat quickly as there is never enough time
at the break before it is time for the prepared speeches.
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Preparation is essential
to success when you are the speaker. Every speech should be well-prepared
and rehearsed to ensure quality. Remember, club members learn from one another's
speeches. Every speaker is a role model. Before the Meeting
Contact your evaluator ahead of time to inform him or her
which manual speech you will be giving. Discuss your speech goals (both
those in the manual and your personal goals) and any concerns you may have.
Remember to bring your manual to the meeting so that your evaluator can
fill in the Evaluation Guide for your speech. Give the Toastmaster of the
Day an introduction, including the following information:
- Name of manual,
speech number, speech name.
- Speech title.
- Requested time.
- Formal speech
objectives.
- Your personal speech
objectives.
- Anything else
you want your audience to know.
Get in the habit of writing
your own introduction. This is a useful thing to do for any conference or
meeting you attend at work or on the outside in which you will be introduced
by someone else.
Example 1: Today Molly Brown will be giving manual speech
#3, "Organize Your Speech." The time
is 5-7 minutes and her title is "Backpacking in the Hetch Hetchy Valley." The objectives
are (1) organize your thoughts into a logical sequence and (2) have a clear
opening, body and conclusion. Molly would also
like you to check for nervous mannerisms and whether she establishes eye
ontact with the entire room.
Example 2: Today Molly Brown will be giving Speech #1, "The
Technical Briefing," from the Advanced Manual
on Technical Presentations. The title is "Clean Water--What Happens
When You Turn On the Tap?" and the time is
8-10 minutes. The objectives are (1) using a systematic approach, organize
technical material into a concise presentation
and (2) tailor the presentation to the audience's needs, interests, and
knowledge levels. Molly will be giving this speech to an audience of high
school girls interested in environmental engineering. Please pretend you
are a high school science class and judge Molly's
content based on that knowledge level. Molly would also like to know whether
she engages your enthusiasm and interest, and how to do this better for
high school students.
During the meeting
Arrive early to make sure the room and any equipment you will be using are
ready. Take a seat near the front of the room. Before the meeting starts,
give your manual to your evaluator. After you are introduced,
take control of the meeting by shaking hands with the Toastmaster of the
Day. As you begin your speech, acknowledge the Toastmaster and the audience.
Plan your speech closing as carefully as your opening; it's the
finishing touch that will bring on the applause. Wait for the Toastmaster
of the Day at the lectern, shake hands to return control of the meeting,
and return to your seat. During the evaluation of your speech,
listen intently for helpful hints that will assist in building better future
talks.
After the Meeting
Get your manual from your evaluator, and discuss any questions you may have
concerning your evaluation. Have the Vice President Education
(or the senior officer present) initial the Record of Assignments in the
back of your manual.
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As evaluator, you will
give an oral evaluation of a speech during the meeting and a written evaluation
in the speaker's manual. 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 his or her 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 so he or she
will be encouraged to use it again.
Prior to the meeting
Interview the speaker to find out which manual project she or he will be
presenting. Discuss the speaker's goals. Study the objectives of the project
and the evaluation guide in the manual. Good preparation will allow you
to give a more effective evaluation. Review the Effective Speech Evaluation
manual.
During the meeting
Get the speaker's manual so that you can fill out the Evaluation Guide.
Here are some key points from the Art of Effective Evaluation
Workshop, one of a series of Leadership Workshops made available to us through
Toastmasters International. Evaluations are the key to how we
improve as speakers. Feedback lets us know how we are improving and gives
us ideas for changing our behavior. Each speech iterates this cycle. The
evaluator has three roles.
Motivator. Fuel the speaker's
desire for improvement. Encourage and inspire the speaker.
Facilitator. Show the speaker
how to improve. (Give constructive criticism: suggest alternatives to areas
that you think could be tried differently next time. It is safest to use
"I" language when doing this. For example, "I found the noise
your pen was making as you were clicking it throughout the speech distracting.
You could try keeping your pen in your lapel pocket or placing it on the
lectern while you are speaking. "This kind of criticism is easier to
accept than "Everyone thought the pen noise was terribly distracting
"Did you poll everyone in the room? How would you know?)
Counselor. When evaluating someone
who fears speaking, do whatever it takes to get that person back for his
or her next speech! Self-esteem is the key to personal growth. Self-esteem
is how we feel about ourselves. We all need affirmation that we are doing
well every time we try a new activity (such as public speaking). The Toastmasters
program should build and protect self-esteem. Evaluators should be genuine,
recognize strengths, recognize improvement, motivate, avoid value judgments,
provide positive direction/suggestions, and avoid white-washing.
Ten behaviors of an effective evaluator are:
1. Show that you care. (Be sincere. Do not white wash).
2. Suit your evaluation to the speaker (e.g. their level of experience and
personal style).
3. Learn
the speaker's objectives (easy! ask them!)
4.
Listen actively. (Be alert. Get inside their head. Listen with your eyes.
Match content with delivery).
5. Personalize
your language.
(e.g., "I think," "This is the effect your speech had on
me")
6. Give positive reinforcement. (Avoid hollow flattery. Reinforcing
strengths is very powerful! Builds self-esteem.)
7. Help the speaker become motivated. (Recognize potential. Focus on what
they did well that met speech objectives).
8. Evaluate the behavior--not the person.
9. Nourish self-esteem. (End evaluation on a positive note. Recognize strengths).
10. Show the speaker how to improve. (Give examples of how to do better.
Try to give two to three suggestions and examples).
After the Meeting:
Return the manual to the speaker. (You may wish to borrow it for a day
to fill in the evaluation form more fully. This is between you and the
speaker.) Add a verbal word of encouragement to the speaker.
Helpful Videos on how to Evaluate Speeches
Toastmasters - Giving An Evaluation That's Worth A Darn
Chris Swanson, Memorial Hospital Toastmasters
http://www.youtube.com/watch?v=H97bLbZqt3s
Speech Evaluation Workshop (4 parts)
Harry from Emerging Speakers Toastmasters
http://www.youtube.com/watch?v=edkInK635eE&feature=related
http://www.youtube.com/watch?v=8RxgZk3ms9w&feature=related
http://www.youtube.com/watch?v=6lKJ7ZWDUV4&feature=related
http://www.youtube.com/watch?v=RvIT4ZNlaZY&feature=related
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The purpose of the General
Evaluator is to guide the members through an evaluation of the meeting.
With the help of your evaluation team, you will offer your opinions on the
strengths of the club and the areas where the club can improve the quality
of our meetings.
Before the Meeting
As general evaluator you are responsible for facilitating the evaluation
process. In preparation for the meeting you should contact all the participants
that you are responsible for introducing (a formal introduction such as
the Toastmaster would give is not necessary to introduce these participants).
Review the sections of this guide for the various roles of the meeting that
you will be evaluating. Prepare a brief explanation of evaluations.
At the Meeting
Your duties at the meeting include:
--Introducing Speech Evaluators
--Reports from Ah Counter, Grammarian, and Timer
--Deliver general comments on meeting.
--Return control to the Toastmaster.
During the meeting, you must be attentive. Your role is to be an
active observer of the meeting. You gather information on the performance
of the members during the meeting. Your job includes listening and observing
during the meeting and explaining the purpose of evaluations in the Toastmasters
program. The
job of an evaluator is not as easy as it might seem. Your job is to deliver
your opinions on the performance of members in their various roles in a
toastmaster meeting but first and foremost on the Evaluations provided by
the speech evaluators. These evaluations must be constructive and positive
in nature. Your responsibility is to outline the strengths of members' performances.
You must also point out areas where members could improve their skills.
Let your evaluation team make your job easier. Do not waste effort
covering ground they have already covered. Your comments should be short
and to the point. Observe the time restrictions as they are outlined on
the agenda. You should do everything possible to keep the meeting running
on schedule. Your comments may be short if your program is running behind
schedule. If this is the situation, focus on the important comments you
wish to make and end as close as you possibly can to the schedule.
If the meeting is running behind schedule, you may want to focus on areas
the club can work on to ensure the program is running on time. Treat
the role of general evaluator as a learning experience for yourself as well
as for the club. It gives you an opportunity to practice your listening
skills. It allows you to learn more because of increasing your listening
skills. This is an extremely important portion of the Toastmasters program.
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The closing thought is
a chance for a mini-speech (or speech fragment).It can be on anything, but
is usually inspirational and thought-provoking. If possible, relate it to
the meeting theme. Try to end the meeting on a high note.
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Back
Up Speaker
The back up speaker
is simply a member who presents a speech in the event that a prepared
speaker cancels for the evening. Members should always have a prepared
speech in their "back pocket." It comes in handy when you
are asked by the Toastmaster (or your supervisor) to give a speech
in a moments notice. Like any other role, let the Toastmaster know
if you don't have a speech ready as a back up for a cancelled speaker.
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Compiled by Doug McGetchin, DTM
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The
Ice Breaker
By now you've heard speeches by Club members and have probably participated
in table topics. Here is your opportunity to give your first prepared
talk and “break the ice.” The best way to begin your speaking
experience is to talk about the subject closest to you – yourself.
You will introduce yourself to your fellow Club members and give them
some information about your background, interests, and ambitions. As you
prepare and deliver your talk, you will become aware of speaking skills
you already have and areas that require some work. Your fellow members
will help you understand these needs, as they see them. As you read this
project, make notes in the margin. Underline the key phrases to help you
quickly review what is expected of you. Read the entire project before
preparing your talk.
NARROW THE SUBJECT
The general subject of this talk is you, but that subject is too broad
for a short four- to six-minute talk. You must narrow the subject by selecting
three or four interesting aspects of your life that will give your fellow
members insight and understanding of you as an individual. These might
include your birthplace, education, or family. You could explain how you
came to be in your present occupation and tell the audience something
about your ambitions. Should you prefer to avoid autobiography, you might
talk about your business, your hobbies, or anything relating to you as
an ndividual.Once you have the highlights of your talk in mind, weave
them into a story, just as if you were telling it to friends around the
dinner table. Share significant personal experiences. The more personal
you make your talk, the warmer will be the relationship between you and
your audience.
OPENING, BODY, AND CONCLUSION
Like any good story, your talk needs a clear beginning and an ending.
Create an interesting opening sentence that captures the audience’s
attention. Memorize it, if necessary, and use it even if a better idea
occurs to you just before you speak. Then devise a good closing and memorize
it, too.Giving your audience too much information will only overwhelm
them. A memorized beginning and ending enable you to start and finish
your talk with confidence and ease. In any speech, it’s best to
select a few main points (three or four at the most) and emphasize them
by using examples, stories, or anecdotes. If you merely state a fact and
then continue, most of your audience will miss the point.
You should make a point, say it again in different words, illustrate the
point, and then state it once more in order to be clearly understood.
This is a good skill to learn. If you think you will need notes, write
a brief speech outline on 3x5 cards, which you can place on the lectern.
Refer to them only when you need them. Remember, you’re speaking,
not reading. Many speakers begin by writing out an entire speech, then
breaking it down into parts, with a key word for each part, and finally
writing just the key words on one note card.
PREPARING YOURSELF
Now the talk is ready, but are you ready to present it? You will need
to rehearse. Practice the talk until you are comfortable with it. You
won’t need to memorize the body of the talk, since you already know
all about the subject. As mentioned earlier, you should memorize your
opening and close.Present the talk to a family member, a friend, or your
Toastmasters mentor. Ask for comments.
They may give you some helpful suggestions. If you have a tape recorder,
record the talk and listen to it carefully, making any necessary improvements.
Using a tape recorder is one of the best ways to improve your speaking
ability.Rather than thinking of this presentation as “making a speech,”
think of it as a talk before a group of friends, sharing information of
interest. Don’t be afraid of the audience.
They have already experienced the same feelings you are having. They want
you to succeed and they’re eager to help you.Appearance is important.
Be well groomed and appropriately dressed for your presentation. When
you look right, you feel good about yourself. You will then forget about
your appearance and concentrate on presenting your talk. You will have
increased confidence because you know you have made a good first impression
on your audience.
PRESENTING YOUR TALK
Once you’ve completed your speech preparation… relax. Nervousness
is common to every speaker, no matter how experienced. In fact, you can
put this nervous energy to work for you by using it to add excitement
to your delivery. No one is going to notice a little quavering in your
voice, and it will soon disappear anyway as you become involved with what
you’re saying. While being introduced, take a deep breath and slowly
exhale. This will help your voice sound resonant and natural.
Begin by facing the Toastmaster and saying, “Mr. (or Madam) Toastmaster”;
then face the audience and say, “Ladies and gentlemen…”
or “Fellow Toastmasters and welcome guests…” Pause,
then plunge in with your prepared opening sentences.While speaking, make
“eye contact” with various members of the audience, first
looking directly at one person for a few seconds, then looking at another,
so no one feels left out of your talk.
As you’re doing this, glance periodically at the timer. If the red
light comes on while you’re talking, move smoothly to your conclusion
and finish quickly. Observe time limits whenever you speak.Don’t
worry about what to do with your hands. Leave them at your sides if you
wish. You’ll have opportunities to practice “body language”
later. One final comment: Don’t end by saying “Thank you.”
The audience should thank you for the information you’ve shared.
Instead, just close with your prepared ending, nod at the Toastmaster
of the meeting, and say, “Mr. [or Madam] Toastmaster” –
then enjoy the applause!
YOUR EVALUATION
After you finish, you will probably begin evaluating yourself even before
you sit down. You may think you left out some of the best parts. Everybody
thinks that. Just congratulate yourself on having delivered your first
speech, then write down the things you did well and the things you want
to improve. Try to avoid making the same mistakes in your next speech.To
supplement your own evaluation, an experienced Club member has been assigned
to evaluate your efforts.
Before the meeting begins, give this manual to your evaluator so he or
she may make notes on the evaluation page for this project. This will
give you a permanent record of your progress. If you want the evaluator
to observe something in particular, be sure to inform the evaluator in
advance.Ask other members for additional comments after the meeting. All
of these comments may not be useful to you, but you should consider them
carefully. Remember the evaluations are representations of how the audience
perceived you and your talk. They are usually – but not always –
helpful to your self-development.
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EVALUATION GUIDE
FOR “THE ICE BREAKER”
Title ____________________________ Evaluator_____________ Date ________________
NOTE TO THE EVALUATOR: The purpose of this speech was for a new member
to “break the ice” – to introduce himself/herself to
the Club and begin speaking before an audience. The speech should have
a clear beginning, body, and ending. The speaker has been advised to use
notes, if necessary, and to forget body language. Point the speaker toward
methods of improvement, but don’t “pour it on.” Strive
to have the speaker look forward to his/her next speech. Above all, be
encouraging. Your evaluation should help the speaker feel glad about joining
Toastmasters and presenting this speech. In addition to your oral evaluation,
please write answers to the questions below:
What strong points does the speaker already have?
How well did the audience get to know the speaker?
Did the speech reflect adequate preparation?
Did the speaker
talk clearly and audibly?
Did the speech have a definite opening, body, and conclusion?
Please comment on the speaker’s use of notes
What one or two specific suggestions can you give to help the speaker
improve? (Focus on showing the speaker how he/she can make the greatest
amount of improvement in his/her next speech.)
What did the speaker do especially well?
top
Time Guidelines
| Time |
Role |
Green Light |
Yellow Light |
Red Light |
Bell |
| 7:00 |
Sgt
at Arms:
Call
to Order, warm up and
Introduction of Presiding Officer |
:30 |
:45 |
1:00 |
1:05 |
| |
Presiding
Officer:
Introduction,
Welcome Guests, Business Meeting |
8:00 |
9:00 |
10:00 |
10:30 |
| Inspiration |
:30 |
:45 |
1:00 |
1:05 |
| Joke
Master |
:45 |
1:00 |
1:15 |
1:30 |
| Drawing
Dynamo |
:30 |
:45 |
1:00 |
1:05 |
| 7:15 |
Toastmaster:
Explain
Structure of Meeting |
2:00 |
2:30 |
3:00 |
3:15 |
| |
Timer |
:30 |
:45 |
1:00 |
1:05 |
| Grammarian |
:30 |
:45 |
1:00 |
1:05 |
| Uh
Counter |
:30 |
:45 |
1:00 |
1:05 |
| Educational
Tip |
1:30 |
1:45 |
2:00 |
2:05 |
| 1
Minute Toastmaster |
1:00 |
1:15 |
1:30 |
1:35 |
| 7:25 |
Table
Topics Master:
Explanation
of Table Topics |
:30 |
:45 |
1:00 |
1:15 |
| |
Table
Topics |
:45 |
1:00 |
1:15 |
1:20 |
| 7:40 |
10
Minute Break |
| 7:50 |
Toastmaster:
Explain
Manual Speeches |
1:30 |
1:45 |
2:00 |
2:05 |
| |
Speakers:
(same
series for all speech times)
EG: 12:00
13:00 14:00
14:30 |
5:00 |
6:00 |
7:00 |
7:30 |
| 8:05 |
General
Evaluator:
Explanation
of Role |
:30 |
:45 |
1:00 |
1:15 |
| |
Speech
Evaluator |
2:00 |
2:30 |
3:00 |
3:15 |
| Timer’s
Report |
:30 |
:45 |
1:00 |
1:15 |
| Grammarian
Report |
:30 |
:45 |
1:00 |
1:15 |
| Uh
Counter Report |
:30 |
:45 |
1:00 |
1:05 |
| General
Evaluator Report |
2:00 |
3:00 |
4:00 |
4:15 |
| 8:20 |
Toastmaster:
Drawing
Dynamo and Awards |
1:00 |
2:00 |
3.00 |
3:15 |
| |
Presiding
Officer:
Guest
Comments, Wrap Up |
1:00 |
2:00 |
3:00 |
3:15 |
| 8:30 |
Closing
Thought, Adjourn Meeting |
:30 |
:45 |
1:00 |
1:05 |
top
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Toastmasters International
The names "Toastmasters International", "Toastmasters"
and the Toastmasters International emblem are trademarks protected in
the United States,
Canada and other countries where Toastmasters Clubs exist. Unauthorized
use is strictly prohibited. (webmaster: Larry Knight;
knightla@umich.edu 760-207-4112) |
