Meeting Roles - WPUNJ Toastmasters

In Toastmasters, you learn by participating. During Club meetings you will participate in many roles, and each one is a learning experience. Following are the roles you will be called upon to fulfill and tips for doing a good job. Roles and responsibilities may vary from Club to Club, so check with your Vice President Education or mentor when you are assigned a role.

Speaker
A major portion of each meeting is centered around three or more speakers. Their speeches are prepared based on manual project objectives and should last from five to seven minutes for projects in the basic Communication and Leadership Program manual and eight or more minutes, depending on the assignment, for projects in the Advanced Communication and Leadership Program manuals.

Preparation is essential to success when you are the speaker.

Prior to the meeting -

Check the meeting schedule to find out when you are to speak.
Prepare a speech based on a manual project.
Present the speeches in numerical order because each project builds on the skills learned in previous projects.
Before your meeting ask the general evaluator for your evaluator's name.
Speak to your evaluator and talk about the manual speech you'll be giving. Discuss with the evaluator your speech goals and personal concerns. Emphasize where you feel your speech ability needs strengthening.
Remember to bring your manual to the meeting.

When you enter the room -

Arrive early. Check the microphone, lighting, etc. before everyone arrives. Protect yourself from all of the problems that can ruin your talk.
Sit near the front of the room for quick and easy access to the lectern.
Carefully plan your approach to the lectern and speech opening.
Be sure that you give your manual to your evaluator before the meeting starts.
If you don't write your own speech introduction, make certain that the Toastmaster of the meeting has prepared a good one for you.

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 of the meeting. 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. Pay attention to suggestions from other members

After the meeting -

Get your manual from your evaluator
Discuss any questions you may have concerning your evaluation to clarify and misinterpretations
Have the VP of Education initial the "Project Completion Record" in the back of your manual

Evaluator
After every prepared speech, the speaker receives an evaluation. After you have presented a few speeches, you will be asked to serve as an evaluator and will evaluate one of the prepared speakers for the meeting. In addition to your oral evaluation, you will also give the speaker a written evaluation suing the guide in the manual. The evaluation you present can make the difference between a worthwhile or a wasted speech for your speaker. 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 her progress to date. If the speaker uses a technique or some gesture 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 -

Review carefully the Effective Speech Evaluation manual which you received in your New Member Kit.
Talk with the speaker to find out the manual project he/she 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 strengthen through the speech.

Remember, the purpose of evaluation is to help people develop their speaking skills in various situations, including platform presentations, discussions, and meetings. Achievement equals the some of ability and motivation. By actively listening and gently offering useful advice, you motivate members to work hard and improve. When you show the way to improvement, you've opened the door to strengthening their ability.

Entering the room -

Look for the speaker and get his/her manual
Meet briefly with the general evaluator to confirm the evaluation session format.
Confer with the speaker one last time to see if he/she has any specific things for you to watch for during the talk

During the meeting -

Record your impressions in the speaker's manual
Be as objective as possible
Leave the speaker with a specific method for improving
When introduced, stand and give your oral evaluation
Begin and end your evaluation with a note of encouragement or praise

Though you have written lengthy responses to manual evaluation questions, don't read the questions or your responses. Your oral evaluation time is limited. Don't try to cover too much in your talk - possibly one point on organization, one on delivery, and one on attainment of purpose with a statement about the greatest asset and a suggestion for future improvement.

Praise a successful speech and specifically tell why it was successful. Don't allow the speaker to remain unaware of a valuable asset such as a smile, a sense of humor, or a good voice. Don't allow the speaker to remain ignorant of a serious fault or mannerism; if it is person, 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.

After the meeting -

Return the manual to the speaker
Add a verbal word of encouragement

Timer
The Timer 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 the member responsible for keeping track of time. Each segment of the meeting is times. You should explain your duties and report to the Club clearly and precisely. This exercise is an excellent opportunity in practicing communicating instructions - something that we do every day.

Prior to the meeting -

Confirm Scheduled program participants with the Toastmaster and general evaluator
Confirm time required for each prepared speech with the speakers
Write out your explanation in the clearest possible language and rehearse it

Upon arrival at the meeting -

When introduced, explain the timing rules and demonstrate the signal device
Throughout the meeting, signal each program participant as indicated
Signal the Toastmaster and Table Topics master with red when they have reached their allotted or agreed upon time
Record each participant's name and time used
When called to report, announce the speaker's name and the time taken

After the meeting -

Return the stopwatch and timing signal device to the Sergeant at Arms
Give the completed timer's report to the Secretary

Table Topics Master
The Toastmasters program has a tradition 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 a minute or so. 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 -

Check with the Toastmaster to find out if a theme meeting is scheduled
Review the Toastmaster magazine and other publications for ideas
Do not repeat the previous week's Table Topics ideas or items
Find out who the prepared speakers, evaluators, general evaluator, and Toastmaster are so you can call on the other members first
Select questions that will inspire the speakers to expound on them, give their opinions, etc.
Keep the questions simple and short
Phrase the questions so that the speaker clearly will know what you want them to talk about
Keep your comments short

Remember, Table Topics has a twofold purpose: First, to give everyone in the room an opportunity to speak - especially those who are not on the program - and, second, to get people to learn to "think and speak on their feet."

During the meeting -

When introduced, briefly state the purpose of the topics session
Set the stage for your topics program
Keep your remarks brief but enthusiastic
Keep the program rolling
State the question briefly
Call on speakers at random
Give each participant a different question
Watch your total time

General Evaluator
The general evaluator is just what the name implies - an evaluator of anything and everything that takes place throughout the meeting. The responsibilities are large, but so are the rewards. The general evaluator is responsible to the Toastmaster who will introduce you; at the conclusion of the evaluation sement of the meeting, you will return control to him or her. You are responsible for the evaluation team, which consists of the timer, grammarian, and ah counter.

Prior to the meeting -

Check with the Toastmaster and review the meeting format
Call all of the evaluators to brief them on their job
Suggest the evaluator call his/her speaker
Call the rest of the evaluation team
Prepare a brief but through talk on the purpose, techniques, and benefits of evaluation
Evaluation is a positive experience designed to help people overcome weak habits and add power to good ones

Upon arrival -

Insure the individual evaluators have the speaker's manual and understand the project objectives and how to evaluate it
Greet all evaluators who are present
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
Create a checklist from which you can follow the meeting
Cover each participant on the program
Brief the audience on your team's means and methods of evaluation
Identify the grammarian, ah counter, and timer
Request the "Word of the Day"
Introduce each evaluation phase
Thank the evaluator for his/her efforts
Wrap up by giving your general evaluation of the meeting

Toastmaster
The main duty of the Toastmaster is to act as a genial host and conduct the entire program, including participants. If the Toastmaster does not perform the duties well, an entire meeting can end in failure. For obvious reasons this task is not usually assigned to a member until he or she is quite familiar with the Club and its procedures. Program participants should be introduced in a way that excites audience and motivates them to listen. The Toastmaster creates an atmosphere of interest, expectation, and receptivity.

Prior to the meeting -

Check with VP of Education to find out if a special theme has been set for the meeting
Call the Table Topics master and discuss duties
Call all speakers in advance to remind them that they are speaking.
Interview the speakers
Call the general evaluator to confirm assignment
Ask the general evaluator to call the evaluation team
Prepare introductions
Prepare remarks which can be used to bridge the gaps between program segments

At the meeting -

Arrive early
Check with the speakers for any last minute changes
Sit near the front of the room

During the meeting -

Preside with sincerity, energy, and decisiveness.
Take your audience on a pleasant journey and make them feel that all is going well
Lead the applause
Introduce the general evaluator
Introduce the Table topics master
Introduce each speaker
Invite announcements and comments from guests
Return control to the president

Grammarian
Begin 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 the word of the day (a word that will help members increase their vocabulary - a word that can be incorporated easily into everyday conversation but is different from the way people usually express themselves)
Print your word, its part of speech and a brief definition on paper in letters large enough to be seen from the back of the room

Upon arrival -

Place your visual aid at the fron 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 -

Introduce the word of the day
Briefly explain the role of the grammarian
Listen to everyone's word usage
Write down any awkward use or misuse of the language
Write down who used the word of the day and who used it correctly and incorrectly
When called on by the general evaluator, report on creative language usage and announce who used the word of the day

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." You should 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

Upon arrival -

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

During the meeting -

Explain the role of the ah counter
Listen to everyone for "crutch" sounds and long pauses used as fillers
Give your report

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