Toastmaster
The main duty is to act as a genial host and conduct the entire
program, including participants and the agenda. Program
participants should be introduced in a way that excites the
audience and motivates them to listen.
Prior to the meeting:
-
Check
with the VP of
Education to find out if a special theme has been set for
the meeting, if there are any program changes and get a list
of participants who will have roles/responsibilities at the
meeting.
-
Create
the agenda and make enough copies for everyone (20 is usually
plenty).
Click Here for
Sample Agenda (MS Word Document)
-
If
you have time, call the speakers to find out their speech
title, manual project number, purpose to be achieved, time
requested, and something interesting which you can use when
introducing them (job, family, hobbies, education, why this
topic, etc.)
-
Prepare
introductions for each speaker. If you need help, please refer
to page 82 in your Communications and Leadership Program, or
contact the VP of
Education.
-
Prepare
remarks that can be used to bridge the gaps between program
segments. You may never use them, but you should be prepared
to avoid possible awkward periods of silence.
At
the meeting:
-
Arrive
early in order to finish any last-minute details.
-
Check
with the speakers for any last-minute changes.
-
Sit
near the front of the room for quick and easy access to the
lectern.
-
Always
lead the applause before and after the topics session, each
speaker, and the master evaluator.
-
Remain
standing near the lectern after your introduction until the
speaker has acknowledged you and assumed control of the
meeting; then be seated.
-
Introduce
the Master Evaluator and the Table Topics Master as you would
any speaker. If the Table Topics Master forgets to call for
the timer's report and vote for "Best Table Topics
Speaker," you should do it.
-
At
the conclusion of the speaking program, conduct a vote for
"Best Speaker," "Best Table Topics," and
"Best Evaluator."
-
While
the votes are being tallied, invite comments from guests and
make announcements.
Speaker
Your speech should be prepared based on manual project objectives
and should last for the time noted on the agenda. Preparation is
essential to success when you are the speaker.
Prior to the meeting:
-
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.
-
Check
the meeting schedule to find out when you are to speak.
-
Speak
to your evaluator and talk about the manual speech you will be
giving. Discuss your goals and concerns and emphasize where
you feel your speech ability needs strengthening.
-
Bring
your manual to the meeting.
At
the meeting:
-
Arrive
early and check the room.
-
Sit
near the front of the room for quick and easy access to the
lectern.
-
Give
your manual to your evaluator before the meeting starts.
-
Avoid
studying your speech notes while someone else is talking.
-
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 and wait for
the Toastmaster to return to the lectern, then return to your
seat.
After
the meeting:
-
Get
your manual from your evaluator and discuss any questions you
may have concerning your evaluation to clarify.
-
Have
the VP of
Education initial the Project Completion Record in the
back of your manual.
Master Evaluator
You are responsible for the evaluation team, which consists of the
evaluators, Timer, Grammarian, and Ah Counter. The usual procedure
is to have one evaluator for each major speaker, but this is not
necessary. Each evaluator should be brief, yet complete. Review
the Effective Speech Evaluation manual for ideas. Evaluation is a
positive experience designed to help people overcome weak habits
and add power to good ones.
Prior to the meeting:
-
Call
all of the members of the evaluation team to brief them on
their job. Suggest each speaker evaluator call his or her
speaker.
-
During
the briefing, emphasize that evaluation is a positive, helping
act. Their goal must be to help fellow Toastmasters develop
their skills. They should preserve or at least enhance the
self-esteem of the speaker.
-
Prepare
a brief but thorough talk on the purpose, techniques, and
benefits of evaluation (for the benefit of guests).
Upon
arrival at the meeting:
-
Insure
the individual evaluators have the speaker's manual and
understand the project objectives and how to evaluate it.
-
Greet
all evaluators. If an evaluator is not present, consult with
the VP of
Education and/or Toastmaster of the
Day 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.
At
the meeting:
-
Take
notes on everything that happens (or doesn't but should).
-
Cover
each participant on the program. Look for good and
unacceptable examples of preparation, organization, delivery,
enthusiasm, observation, and general performance duties. You
are not to reevaluate the speakers, though you may wish to add
something that the evaluator may have missed.
-
When
introduced to conduct the evaluation phase of the meeting, go
to the lectern and introduce each evaluator. After each
recitation, thank the evaluator for his or her efforts.
-
Wrap
up by giving your general evaluation of the meeting.
Evaluator
After every prepared speech, the speaker receives an evaluation.
You will give the speaker both an oral and a written evaluation.
Use the guide in the speaker's manual to give the written
evaluation. 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 or 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 that you
received in your New Member Kit (The VP
of Education has one if you need to borrow it).
-
Talk
with the speaker to find out the manual project he or she will
be presenting. Review the goals of the speech and what the
speaker hopes to achieve. Find out exactly what skills or
techniques the speaker hopes to strengthen through the speech.
-
Study
the project objectives as well as the evaluation guide in the
manual. The purpose of the evaluation is to help people
develop their speaking skills in various situations.
Achievement equals the sum of ability and motivation.
Upon
arrival at the meeting:
At
the meeting:
-
Record
your impressions of the speech in the manual along with your
answers to the evaluation questions. Be as objective as
possible. 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.
-
When
introduced, stand and give your oral evaluation. Begin and end
your evaluation with a note of encouragement or praise. Don't
read the questions or your responses from the manual
evaluation. Your oral evaluation time is limited, so 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 personal, write it but don't
mention it aloud.
After
the meeting:
Table Topics Master
The purpose of Table Topics 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 is scheduled. If
so, prepare topics to carry out that theme. If no theme is
scheduled, choose a wide selection of topics. Review The
Toastmaster magazine and other publications for ideas. Do not
repeat the previous week's table topics ideas or items.
-
When
choosing your specific questions, select ones that will
inspire the speakers to expound on them, give their opinions,
etc. Don't make the questions too long or complicated. Phrase
them in such a way that the speaker clearly will know what you
want them to talk about.
-
Keep
your comments short. Your job is to give others a chance to
speak, not to give a series of mini-talks yourself.
Table topics has a twofold purpose: First, to give everyone in
the room an opportunity to speak if they wish, and, second, to
get people to learn to "think and speak on their
feet."
At
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. Encourage speakers to use the "Word
of the Day" in their response.
-
Keep
the program rolling; be certain everyone understands the
maximum time they have for their response and how the timing
lights/device works (if the Timer hasn't already done so).
-
State
the question briefly--then call on a respondent at random.
This serves two purposes: First, it holds everyone's
attention--each one is thinking of a response should he or she
be called on to speak; and second, it adds to the value of the
impromptu element by giving everyone an opportunity to improve
his or her "better listening and thinking" skills.
-
Give
each participant a different question. Don't ask two people
the same thing unless you ask each specifically to give the
"pro" or "con" side.
-
Watch
your total time! Check the agenda for the total time allotted
to table topics and adjust the number of questions to end your
segment on time.
-
At
the end of the table topics session ask the Timer to report
those eligible for the "Best Table Topics Speaker"
award. Then ask members to vote for "Best Table Topics
Speaker" and pass their votes to the Sergeant
at Arms.
Timer
The Toastmaster of the meeting will call on you to explain the
timing rules. The Timer is the member responsible for keeping
track of time. Each segment of the meeting is timed. You should
explain your duties and report to the Club clearly and precisely.
This exercise is an excellent opportunity in practicing
communicating instructions.
Prior to the meeting:
-
Confirm
scheduled program participants with the Toastmaster
and Master Evaluator.
-
Confirm
time required for each prepared speech with the speakers.
-
Write
out your explanation in the clearest possible language 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:
At
the meeting:
-
When
introduced, explain the timing rules and demonstrate the
signal device.
-
Throughout
the meeting, signal each program participant as indicated on
the Timer's report (this will be given to you at the meeting).
In addition, signal the President, 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 by the Table Topics Master, Toastmaster,
and/or Master Evaluator, stand by your chair, announce the
speaker's name and the time taken. State those eligible for
awards.
-
Topic
speakers should be +-15 seconds of allowed time; Prepared
speakers must be +-30 seconds of allowed time; The Ah Counter
and Grammarian must be +-15 seconds of allowed time; All
others +-30 seconds.
Click Here for
Timer's Report (MS Excel File)
After
the meeting:
Grammarian
You have two 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" and report it to the Toastmaster
of the Day. It should be 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. 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
large letters (so it could 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 the guests.
Upon
arrival at the meeting:
At
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.
-
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, etc.) with a note of who erred. Write down who used
the "Word of the Day" (or a derivative of it) and
note those who used it correctly or incorrectly.
-
When
called on by the Master Evaluator during the evaluation
segment, stand by your chair and 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 and announce who used the "Word
of the Day" (or a derivative of it) correctly or
incorrectly.
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 by 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.
Prior to the meeting:
Upon
arrival at the meeting:
At
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 and
words each person used during all portions of the meeting.
-
When
called on by the Master Evaluator during the evaluation
segment, stand by your chair and give your report.
Click here
for the Ah Counter Report (MS Word Document)
|
