What to do if you are...

Below is a short description of the roles at a typical toastmasters meeting and some helpfull hints for participants. For more details please refer to pages 69-78 of the Communication and Leadership Manual. For practical reasons our club has some deviations to the manual.

This are our usual roles:

Toastmaster
Sergeant at Arms Assistant
Introductions Master
Ah Counter / Grammarian
Timer
Quizmaster / Humorist
Speaker
Table Topics Master
General Evaluator
Evaluator
Presiding officer
Mentee
Mentor
New member

Short descriptions and hints:

Toastmaster – Serves as genial host, provides a meeting theme, introduces assistants (ah counter, grammarian, timer and quizmaster humorist), introduces speakers, table topics master, general evaluator, provides closing thought.

2-3 days before the meeting:

• Identifies topic for the meeting

• Identifies speakers and covered roles scheduled for the meeting by getting the most rescent schedule from www.quickbase.com/db/6vwnhcn6?act=q&qid=6

• Notifies all club members of the upcomming meeting, the topic and asks members to fill open positions

• Contacts speakers in preparation of the meeting: asks for topic, manual, speech number, duration, desired introduction, required set-up

1 day before the meeting:

• Updates web schedule from replies received from members www.quickbase.com/db/6vwnhcn6?act=q&qid=6

• Creates agenda (templates can be found under "Forms and Files" => "Templates & Forms" => "Agenda". ) and copies for attending members

• Prepares introductions for speakers

Before the meeting

• Arrives 15 minutes before meeting start at location

• Helps Sergeant at Arms Assistant to set up the room, distributes agenda

• Updates the agenda as needed due to unforseen events

During the meeting:

• Introduces speakers and assistants

• Transitions between speakers and assistants

• Follows agenda, keeps the meeting on schedule

• While introducing speakers also mentions purpose of speech

Sergeant at Arms Assistant – Prepares the meeting place, welcomes guests, calls meeting to order, silent invocation, provides thought of the day, introduces Introductions Master.

In detail for meeting place preparation:

• Unlocks room, arranges tables, banner, flags, sign on outside door

• Provides hot water for coffee/tea

• Arranges the welcome table e.g. places name tags, guest book, photo albums, guest package, business card, book markers

• Prepares Table Topic Award

• Notifies Sergeant at Arms of any missing material

• Distributes agenda, comment sheets, note pads

• Later in the meeting counts votes for best Table Topics and announces Table Topics winner.

• After the meeting the Sergeant at Arms Assistant is responsible for the neat and proper storage of club property with the help of the following week's Sergeant at Arms Assistant.

Introductions Master – Leads introduction of members and guests at beginning of the meeting. Introduces Toastmaster.

Sometimes, when many members are present, introductions need to be limited to 20 seconds. In such meetings, the Introductions Master will ask the Timer to time the introductions and sound the bell when the alloted time expired.

Ah Counter / Grammarian – Listens and records verbalized pauses, ah’s umm’s, you knows and so forth and improper usage of teh english language. Provides the word of the day and encourages each speaker to use it during the meeting.

• During the general evaluation segment of the meeting the Ah Counter/Grammarian will report on his findings including the count of usage of the word of the day.

A usefull form the the Ah Counter / Grammarian can be found in the most recent club roster, see "Forms and Files" => "Templates & Forms" => "Roster".

Timer – times the speeches, evaluations, table topics and breaks. Timing lights are used to aid speakers.

• During the general evaluation segment of the meeting the Timer will report the times of the individual speakers.

Quizmaster/Humorist – Listens for interesting facts in speeches and table topics and quizzes members at end of meeting during the general evaluation segment. The humorist tells a funny story or joke.

Speakers – Prepare and present speeches based on a project from their speech manual. Most speeches are 5 – 7 minutes in the basic CTM manual. Advanced speeches may vary up to 10-20 minutes.

Table Topics Master – Leads the impromptu-speaking portion of the meeting. Introduces the topic and calls on members to speak for 1-2 minutes. This part of the meeting helps us to develop “thinking on your feet” skills.

In detail the Table Topics Master will:

• 1-2 days before the meeting find table topic items (best if related to the topic of the meeting). Print the most recent form from the most recent club roster, see "Forms and Files" => "Templates & Forms" => "Roster".

• At the meeting, explain Table Topics. Encourage usage of word of the day.

• Call Table Topics participants. Tries to call members that do not have a duty during the meeting so that each member present has an opportunity to speak and participate. Evaluators or guests are not called without prior asking.

• Call for vote of "Best Table Topic Speaker", summarizing speakers and topic.

General Evaluator - Leads the evaluation part of the meeting, which includes an evaluation of each prepared speech, as well as the meeting as a whole. The General Evaluator is responsible for creating the official record of the meeting on the proper club form and storing the completed form in the Secretary's book.

In detail the General Evaluator will:

• 1-2 days before the meeting contact evaluators and assistants and print the most recent GE form (2 pages) from the most recent club roster, see "Forms and Files" => "Templates & Forms" => "Roster".

• At the meeting, invite evaluators to make their presentation

• Call assitants for reports: Ah Counter/Grammarian, Quizmaster/Humorist, Timer

• Call Sergeant at Arms for Table Topics Winner

• Perform a general evaluation of the meeting, e.g. meeting room set-up correctly, meeting started on time, detection of any improper procedures or unnecessary distractions

Evaluator – Evaluates the speakers. Each speaker is assigned an evaluator who prepares both a written and verbal evaluation of 2-3 minutes.

Presiding Officer - Conducts business meeting, asks guests and members for comments. Reviews next week duties with VP of Education.

VP of Education is responsible for maintaining the schedule. VP of Education (or the presiding officer) will print out the schedule the afternoon (after 12pm) before the meeting, s/he'll ask for updates during the meeting and s/he'll update the web schedule within 48 hours after the meeting.

Mentor - Please contact your mentee and be sure to review the responsibilities listed below to be sure you understand your role as mentor. Please see also "Mentor Assignment Notice" form available at the Club.

At the first club meeting:

• Sit with the new member. Explain the various parts of the meeting.

• Orient the new member to Club customs and procedures. Help the mentee become comfortable and a part of the Club in any way you can.

• Explain how to sign up. Help mentee to schedule the Ice Breaker's speech as soon as possible.

• Help with the Ice Breaker. Many experienced Toastmasters still consider the first speech to be the most difficult. This is because new members are not comfortable speaking before a group, but they are also speaking before relative strangers. Your assistance can help the mentee overcome any fears and start off well. Discuss speech ideas with the mentee and offer sugestions for organization if necessary. Listen to the mentee practice the speech and offer feedback.

Within the next month:

• Make mentee aware of resources: library, The Toastmaster Magazine and TIPS. Also discuss District Conferences. Explain the roles of Club officers and the information they can provide.

• Provide positive feedback

• Explain responsibilities. Review "A Toastmaster's Promise" with the mentee.

• Help with speeches and other assignments.

Keep in mind, that for the mentor/mentee relationship to be successful, you must be:

Available
Patient
Sensitive
Respectful
Flexible
Supportive of the Club
Knowledgeable
Confident
A good listener
Concerned about others

Mentee - Your mentor will help you become familiar with Club meetings and roles of meeting participants and will help you with your first speeches. If you are an experienced member, this person will help you develop the special skills in which you are interested.

To receive maximum benefit from this relationship, it is important that you be...

• Eager to learn. You must be willing to take on new challenges.

• Receptive. You must be open to feedback, viewing it as an opportunity to improve

• Open to new ideas. You should be able to see things from other perspectives

• Loyal. You should be able to keep confidences

• Grateful. Your mentor is volunteering his or her time to help you achieve your goals and be successful. Be appreciative.

New member

Please ask your mentor or fellow club members whenever you have a question. If you are new to Toastmasters and/or the club get familiar with the C&L Manual and our web site.

Sign up for the online scheduling function (see "Meeting Schedules") and sign up for your first speech, the Ice Breaker, at your earliest convinience. Sign up for smaller meeting roles (Timer, AH Counter/Grammarian, Quizmaster, Sergeant at Arms Assistant) and become familiar with the different meeting roles.