MEETING ROLES OVERVIEW

Successful meetings hinge upon the preparation of the individuals running the meeting. Click on one of the roles below to find detailed information on performing each role well.

Speaker

Evaluator

Timer

Table Topics Master

General Evaluator

Toastmaster

Grammarian

Invocation

Mentors Moment

Ah Counter

Vote Counter

Speaker

Prior to the meeting

Prepare a speech based on a manual project. If you are a new Toastmaster, work on the speeches in numerical order because each project builds on the skills learned in previous projects.
If you haven't written your own speech introduction, make certain that the Toastmaster of the meeting has prepared a good one for you. Give your Toastmaster any special instructions necessary about your use of the lectern or other props.
Before your meeting ask the general evaluator for your evaluator's name. Discuss with the evaluator your speech goals and personal concerns. Emphasize where you feel you need strengthening.
Bring your manual to the meeting.

When you enter the meeting room

Arrive early. Check the microphone, lighting, etc. before everyone arrives.
Sit near the front of the room for quick and easy access to the lectern; plan your approach to the lectern.
Give your manual to your evaluator before the meeting starts.

During the meeting

Give your full attention to the speakers at the lectern. Avoid studying your speech notes while someone else is talking.
When introduced, smoothly leave your chair and walk to the lectern as planned. As you begin your speech, acknowledge the Toastmaster and the audience (Toastmasters and guests).
When finishing your speech, never thank your audience; simply return control of the meeting to the Toastmaster. Always wait for the Toastmaster to return to the lectern, then 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. At this time, you can discuss any questions you may have concerning your evaluation to clarify any misinterpretations.
Have the Vice President Education initial the Project Completion Record in the back of your manual.

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Evaluator

The evaluator evaluates one of the prepared speakers for the meeting. In addition to your oral evaluation, you also will give the speaker a written evaluation using the guide in the speaker's manual. The purpose of the evaluation is to help the speaker become less self-conscious and a better speaker. This requires that you be fully aware of the speaker's skill level, habits, and mannerisms, as well as his progress to date. If the speaker uses a technique or gesture that receives a good response from the audience, tell the speaker so, and he will be encouraged to use it again.

Prior to the meeting

Review the Effective Speech Evaluation manual you received in your New Member Kit. Find out the manual project the speaker will be presenting. Review the goals of the speech and what the speaker hopes to achieve. Find out exactly which skills or techniques the speaker hopes to achieve.
Study the project objectives and the evaluation guide in the manual. By actively listening and gently offering useful advice, you motivate members to work hard and improve. When you show the way to improvement, you motivate them to strengthen their ability.

When you enter the meeting room

Meet briefly with the general evaluator to confirm the evaluation session format and the speaker you will be evaluating.
Obtain the speaker's manual. See if he or she has any specific things to watch for during the talk.

During the meeting

Record your impressions in the manual, along with your answers to the evaluation questions. Be as objective as possible. Good evaluations give new life to discouraged members; poor evaluations dishearten those who tried their best.
Begin and end your evaluation with a note of encouragement or praise, with specific methods for improving sandwiched in between. You may write lengthy responses to manual evaluation questions, but don't read them verbatim. Your evaluation time is limited. Offer one suggestion on organization, one on delivery, and one on attainment of purpose, with a statement about their greatest asset and a suggestion for improvement.
Praise a successful speech and specify why it was successful. Praise a valuable asset such as a smile, a sense of humor, or a good voice. Mention a serious fault or mannerism; if it is personal, write it but don't say it aloud. Give the speaker the deserved praise and tactful suggestions as you would like to receive them when you are the speaker.

After the meeting

Return the manual to the speaker. Add a verbal word of encouragement to him, something that wasn't mentioned in the oral evaluation.

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Timer

The Toastmaster of the meeting will call on you to explain the timing rules. One of the lessons to be practiced in speech training is that of expressing a thought within a specific time. The timer is responsible for keeping track of table topic speech times, prepared speech times, and evaluation times. Explain your duties and report to the Club clearly and precisely. This is an excellent opportunity to practice communicating instructions- it is something that we do every day.

Prior to the meeting

Write out the explanation of your duties and rehearse it. For the benefit of guests, be sure to emphasize timing rules and how timing signals will be given.

Upon arrival at the meeting

Get timing equipment from the Sergeant at Arms. Test the timing equipment to see that it works and that it can be seen easily by all.
Confirm scheduled speakers with the Toastmaster, and the time required for each prepared speech with the speakers.

During the meeting

When introduced, explain the timing rules.
As you are timing, make sure the equipment is working, and if not, signal your speakers with the alternate devices (the colored sheets included in the timing box).
For table topics, record the names of those who have not spoken within the time limits, and mention just their names when asked by the Table Topics Master. For the prepared speeches and evaluations, record each person's name and the exact time used.
When called to report by the Toastmaster and the General Evaluator, stand by your chair, announce the speaker's name and the time used. State those eligible for awards.

After the meeting

Return the timer to the Sergeant at Arms.

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Table Topics Master

The Toastmasters program has a tradition that every member speaks at a meeting. The table topics session is that portion of the meeting which insures this tradition. The purpose of this period is to have members "think on their feet" and speak for one to two minutes. The topics master prepares and issues the topics; originality is desirable as much as possible. Each speaker may be given an individual subject or a choice of subjects may be presented from which the members can draw at random.

Prior to the meeting

Prepare topics to carry out the meeting theme. Review The Toastmaster magazine and other publications for ideas.
Find out who the prepared speakers, evaluators, general evaluator, and Toastmaster are so you can call on other members first. If time permits at the end of the topics session, you may call on program participants (speakers last).
Select questions that will inspire the speakers to expound on them, give their opinions, etc. Make questions short and simple, and phrase them clearly so the speaker will know what you want them to talk about.
Keep your comments short; you are giving others a chance to speak, not speaking yourself. Table topics' purpose is to give everyone in the room an opportunity to speak, especially those who are not on the program, and to get people to learn to "think and speak on their feet."
Check the agenda for the time that table topics should end. Even if your portion starts late, try to end on time to avoid the entire meeting running late.

During the meeting

When introduced, briefly state the purpose of table topics. Set the stage for your program. Keep remarks brief but enthusiastic.
Encourage speakers to use the "Word of the Day" in their response.
State the question first, then call on someone. This serves two purposes: First, it holds everyone's attention; each person is thinking of a response should he or she be called on to speak. Second, it gives everyone an opportunity to improve his or her "better listening and thinking" skills.
Call on speakers at random; avoid going around the room in the order in which people are sitting. Don't ask two people the same question unless you ask for the "pro" and "con" sides.
Watch your total time! At the end of the session, ask for the timer's report. Then ask members to vote for "Best Table Topics Speaker" and pass their votes to the vote counter.
Return the lectern to the Toastmaster.

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General Evaluator

The general evaluator is just what the name implies: an evaluator of anything and everything that takes place throughout the meeting. The general evaluator is responsible to the Toastmaster who will introduce you; at the conclusion of the evaluation segment of the meeting, you will return control to him or her. You are responsible for the evaluation team, which consists of the evaluators, timer, grammarian, ah counter. Usual procedure is to have one evaluator for each major speaker, but you may set up any procedure you wish, as long as each evaluation is brief yet complete. Methods for conducting evaluation sessions are limitless. The Effective Speech Evaluation manual contains ideas.

Prior to the meeting

Check with the Toastmaster to find out how the program will be conducted and if there are any planned deviations from the usual meeting format.
Call the evaluators to tell them whom they're evaluating and what evaluation format you will be using. Suggest each evaluator call his or her speaker to talk over any special evaluation requirements suggested in the manual for the speech.
Remind your other team members of their assignments.
Prepare a brief but thorough talk on the purpose, techniques, and benefits of evaluation for the benefit of guests, which you will deliver before introducing your first evaluator.

Upon arrival at the meeting

Insure the individual evaluators have the speaker's manual and understand the project objectives and how to evaluate it. If an evaluator is not present, consult with the Toastmaster and arrange for a substitute.
Verify each speaker's time and notify the timer.
Sit near the back of the room to allow yourself full view of the meeting and its participants

During the meeting

Take notes on everything that happens (or doesn't but should). For example: Is the Club's property (banner, educational material, etc.) displayed? Could unnecessary distractions have been avoided? Did each segment of the meeting begin and end on time?
Cover each participant on the program. Look for good and unacceptable examples of preparation, organization, delivery, enthusiasm, observation, performance of duties. Do not reevaluate the speakers, though you may add something the evaluator missed.
When introduced, explain the nature of the evaluation portion of the meeting and introduce each evaluator. After each recitation, thank the evaluator for his efforts.
Wrap up by giving your general evaluation of the meeting, using the notes you took and your comments on the evaluations you heard.
Return the lectern to the Toastmaster.

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Toastmaster

The main duty of the Toastmaster is to act as a genial host and conduct the entire program, including introducing participants. If the Toastmaster does not perform the duties well, an entire meeting can end in failure. Program participants should be introduced in a way that excites the audience and motivates them to listen. The Toastmaster creates an atmosphere of interest, expectation, and receptivity.

Prior to the meeting

Try to use the special theme that has been set for the meeting.
Call and confirm assignments with all members on your team: invocation, speakers, general evaluator, Mentors Moment, ah counter, vote counter, timer, table topics master; provide the tables topics master with a list of program participants not be called on.
Find out from the speakers their speech title, manual project number, speech purpose, and time allotted (for your schedule), and something interesting which you can use for introducing them (job, family, hobbies, education, why this topic for this audience, etc.).
Prepare introductions for everyone you will be introducing. Also prepare remarks which can be used to bridge gaps. You may never use them, but they can fill in awkward periods of silence. Performing as Toastmaster is one of the most valuable experiences in your Club work, and it requires preparation to run a smooth meeting.
Prepare your printed program and bring copies to the meeting.

Upon arrival at the meeting

Arrive early in order to finish any last-minute details such as last-minute speaker changes and to put out the printed programs.
Sit near the front of the room for access to the lectern.

During the meeting

Preside with sincerity, energy, and decisiveness. Take your audience on a pleasant journey; make them feel that all is going well. Lead the applause before and after the topics session, each speaker, and the general evaluator. If the table topics master forgets to call for the timer's report and vote for "Best Table Topics Speaker," do so for them.
Introduce each speaker in turn. Remain standing near the lectern after your introduction until the speaker has taken control of the meeting; then be seated.
At the conclusion of the speaking program, request the timer's report and vote for "Best Speaker."
Introduce the General Evaluator.
When reintroduced by the General Evaluator, if he has forgotten to call for the timer's report and vote for "Best Evaluator," do it for them. Call the vote counter up to award ribbons.
Return control to the President.

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Grammarian

Being grammarian is truly an exercise in expanding your listening skills. You have two basic responsibilities: First, to introduce new words to members, and second, to comment on the use of English during the course of the meeting.

Prior to the meeting

Select a "Word of the Day." It should be a word that will help members increase their vocabulary, one that can be used easily in everyday conversation but is different from the way people usually express themselves. 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 the room, print your word, its part of speech (adjective, adverb, noun, etc.), and a brief definition. Prepare a sentence showing how the word is used.
Prepare a brief explanation of the duties of the grammarian for the benefit of guests.

Upon arrival at the meeting

Place your visual aid at the front of the room where it can be seen by all.
Get a blank piece of paper and pen ready on which to make notes.

During the meeting

When introduced prior to table topics, announce the "Word of the Day," state its part of speech, define it, use it in a sentence, and ask that anyone speaking during any part of the meeting use it. Then briefly explain the role of the grammarian.
Throughout the meeting, listen to everyone's word usage. Write down any awkward use or misuse of the language (incomplete sentences, sentences that change direction in midstream, incorrect grammar, malapropisms, etc.) with a note of who erred and how. Write down who used the "Word of the Day" (or a derivative of it) correctly or incorrectly.
When called on by the general evaluator during the evaluation segment, stand up and give your report. Try to offer the correct usage in every instance where there was misuse. Report on creative language usage and announce who used the"Word of the Day" correctly or incorrectly.

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Invocation

The purpose of the invocation is to open the meeting with an inspiration to the group and to lead the members in the pledge afterwards. Remember, this is not a religious organization, and the invocation should not sound like a prayer, in deference to the varied beliefs of the members. The invocation should be very brief.

Prior to the meeting

Be ready with a thought for the group; try to incorporate the theme of the meeting.

During the meeting

When called upon by the President, go up to the lectern and give your invocation. Return the lectern to the President.

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Mentor’s Moment

The purpose of the Mentor’s Moment is to give a mini-speech about any aspect of public speaking that would be of value to your fellow Toastmasters. The speech should be about 2 – 5 minutes long.

Prior to the meeting

Prepare your speech. Treat it as you would any other speech — let your Toastmaster know of any special arrangements regarding the lectern or props; and remember to practice, practice, practice!

During the meeting

When called upon by the Toastmaster, go up to the lectern and give your speech. Return the lectern to the Toastmaster.

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Ah Counter

The purpose of the ah counter is to note words and sounds used as a "crutch" or "pause filler" by anyone who speaks during the meeting. Words may be inappropriate interjections such as "and, well, but, so, you know." Sounds may be "ah, um, er." Also note when a speaker repeats a word or phrase such as "I,I" or "This means, this means."

Prior to the meeting

Prepare a brief explanation of the duties of the ah counter for the benefit of guests.

Upon arrival at the meeting

Get a pen and blank piece of paper on which to make notes.

During the meeting

When introduced prior to table topics, explain the role of the ah counter.
Throughout the meeting, listen to everyone for "crutch" sounds and long pauses used as fillers and not as a necessary part of sentence structure. Write down how many crutch sounds or words each person used during all portions of the meeting.
When called on by the general evaluator during the evaluation segment, stand by your chair and give your report. If a person has an embarrassing amount of violations, do not mention the exact number.

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Vote Counter

The purpose of the vote counter is to determine and announce the winners in the table topics, speaker, evaluator, and program manager categories.

Prior to the meeting

Prepare a brief explanation of the duties of the vote counter for the benefit of guests

Upon arrival at the meeting

Get a receptacle in which to gather the votes, and a piece of paper on which to write the winners’ names and the category in which they won.

During the meeting

When introduced at the beginning of the meeting, explain the role of the vote counter.
Each time the Toastmaster or President calls for the vote, collect the ballots and determine the winner. If there is a tie, cast your vote.
When called on by the Toastmaster, go up to the lectern and announce the winners.
When the President calls for the Best Program Manager vote, collect the ballots, determine the winner, and announce the winner when called upon.

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