TOASTMASTER

Taking on this role improves organization, time management and public speaking skills.

The Toastmaster role is comparable to a ringmaster in a circus, in that their role is to ensure the meeting runs smoothly, and to introduce the different parts of the evening. Theses introductions can be scripted or totally off-the-cuff, the choice is yours.

For your first time as Toastmaster, download a copy of the agenda from EasySpeak and work out what you will say in each section. If you’re still unsure, ask your mentor or a committee member to read through your plan and offer suggestions.

As Toastmaster, you: 

• set the theme and agenda for the meeting. (It is good to collaborate on the theme with your Table Topics Master, so that the Table Topics can be in keeping with the theme.

• are responsible for filling the different roles, and encouraging speakers to sign up (if they haven’t already), before the meeting, and ensure all participants know their roles and responsibilities.

• print copies of the agenda (approx. 20) for attendees of the meeting (not needed for online meetings).

• ensure smooth transitions between speakers during the club meeting, and call for votes.

More information available here - www.toastmasters.org/membership/club-meeting-roles/toastmaster

Timekeeper

The Timekeeper is responsible for timing all the different parts of the evening, and letting the speaker know when they are near the end of their time.

Items on the agenda are allocated a specific time (eg. for Table Topics speakers it will say 1:00 1:30 2:00). Each of these 3 times is assigned a colour:

• 1st time shown = Green: minimum speaking time reached

• 2nd time shown = Yellow/Amber: half way between minimum and maximum

• 3rd time shown = Red: maximum time reached. There is a grace period of 30 seconds extra to wrap up the speech before being disqualified from the competition vote.

• NOTE: When timing the Table Topics Evaluator, if there are 6 table topics or less, the timing allowed is 3-5 minutes, but if there are more than 6 table topics, you add an extra 30 seconds to the end time for each additional speaker

In a normal physical meeting at the Golf Club, we use a traffic light style box which can be switched to show green, amber and yellow lights. During Zoom meetings the most common method to use is to change your Zoom background to the relevant colour. You can download our backgrounds by clicking on each of these links (Green , Yellow, Red), or you can make your own, but make sure that the colour is also written on the background for any colourblind members.

If you aren’t technically-minded then you can also do it ‘old school’ style, by holding up different colour papers up to your camera(don’t forget the words) or by using different objects to signify the times (eg. an apple for Green, a banana for Yellow, and a tomato for Red)

As Timekeeper:

• you will need a reliable timer preferably with a stopwatch (most smart phones have a stopwatch). During physical meeting we have stopwatches for your use.

• you’ll need to introduce your role at the start of the meeting, explain how you will let them know the time is up. Ask people to let you know if they need an alternative method of being notified (eg. audible notifications)

• Throughout the night you’ll report on the various times when called upon by the Toastmaster

More information available here - www.toastmasters.org/membership/club-meeting-roles/timer

 AH-COUNTER

Taking on this role improves observational and listening skills   

The purpose of the Ah-Counter is to note any overused words or filler sounds used as a crutch by anyone who speaks during the meeting. Words may be inappropriate interjections, such as and, well, but, so and you know. Sounds may be ah, um or er.

It’s important to remember that some of those fillers, such as and, but, and so, can be used properly without being filler words. Be sure you count them only when they are being used as fillers, listen for the context and decide whether it really is out of place.

How do you tell if a filler really is just a filler? Ask yourself if it adds anything of value, or if the sentence would be diminished if it wasn’t there.

As Ah-Counter you: 

• Prepare a sheet of paper to take notes or print off a copy of the Toastmasters’ Ah-Counter log.

• When introduced during the club meeting, explain the role of the Ah-Counter.

• In the Ah-Counter’s log, record overlong pauses, overused words and filler sounds relied upon too often by all speakers. Examples include: and, but, so, you know, ah, um.

• During the evaluation portion of the meeting, report your observations when called upon.

The Report

It’s important to deliver the Ah-Counter report in a positive, supportive way, just like any other evaluation, and to let people know why the role matters - if speakers reduce or eliminate even one filler word, it can make a huge difference. There are many ways that the report can be given, and you have licence to do it however you wish. No matter how you report those filler words and sounds, remember the Ah-Counter can be intimidating to new or shy members, so go gently with them. Oh, and don’t forget to compliment those who use no filler words!

More information available here - www.toastmasters.org/membership/club-meeting-roles/ah-counter

Table Topics Master

The Table Topics Master poses the questions to members and guests for table topics segment of the evening based around the meeting theme.

During a normal meeting there will be 6 table topics, but the number can rise, so be prepared with a more (up to 10 is fine). The number of questions is determined by how long people speak for and whether there is time to fill. The Toastmaster will usually let you know whether to carry on or stop.

A good question should be:

• Short and punchy - members should hear the question, and be able to understand it without having to ask for it to be repeated

• Open - Which means questions that cannot be answered simply with a yes or no. (eg. “Do you like going on holiday?”, but “If money was no object, what would your dream holiday entail?” gives much more room to talk for 1-2 minutes

• Requires no special knowledge - “How does nuclear fusion works” may be a great question for a nuclear scientists, but everyone else will have no idea how to answer. Make sure your question can be answered by anyone or, if you really want to ask one which requires specialist knowledge, ensure the person you ask has that knowledge.

• Not going to be embarassing to answer - not everyone is confident talking about certain part of their lives - don’t try and embarass people with your questions

• Preferably no sex, politics or religion - talking about subjects which could be divisive, could cause hostility or embarrassment. This isn’t a definite rule, and if you can do it in a way which isn’t going to cause upset or animosity with our diverse members, then go ahead, but be aware of how it and you may be perceived.

More information available here - www.toastmasters.org/membership/club-meeting-roles/topicsmaster

Speech Evaluator

As the speech evaluator, you will need to do a short introduction to the speaker you are evaluating before their speech, then deliver a 2-3 minute evaluation of that speech towards the end of the meeting.

Make sure you talk to the speaker before they speak so you know the title of their speech, the purpose of their speech and if there is anything they would like you to look out for.

Evaluations should not be made directly to the speaker, instead address your evaluation to the room as a whole.

EXAMPLE:

The wrong way - Julie, you did a very great gesture when you did the splits in the middle of your speech.

The correct way - Julie did a great gesture when she did the splits in the middle of her speech.

A great way structure an evaluation is to split it into three parts:

1. Introduction: a few words in general about the speech

2. Talk about positive aspects of the speech and aspects for improvement. A good way to do it is the ‘sandwich method’ - start and finish with Commendations (the bread), and the filling is any Recommendations for improvement….mmm yummy. If it’s someone’s first speech, then it may be preferable to give more positive points than points for improvement.

3. A conclusion, which is a small summary of the key points which you really want the speaker to take away with them about the speech. NOTE: when entering Toastmaster competitions, and for good practice, you should highlight that you are entering this final section of your speech by saying “in conclusion” or “in summary”.

These example evaluation notes show a good way to take notes in a structure you can use for your speech. This example shows notes in full, however you will probably want to write using brief notes or bullet points, rather than full sentences, as you do not have a lot of time to write whilst listening.

Remember you only have 2-3 minutes to give your report, so you may feel you can only fit in the key points, but don’t be tempted to only give positive points - without improvement points the speaker doesn’t know what to focus on changing.

More information available here - www.toastmasters.org/membership/club-meeting-roles/evaluator

Table Topic Evaluator

The Table Topic Evaluator is responsible for listening to all of the table topics and evaluating each of the speakers.

You’ll need to deliver a report at the end of the evening. You evaluate in a similar way as described above in the Speech Evaluator section, but for EVERY Table Topic speaker. This means you will only have around 45 seconds per person, so brevity is key, but try to mention at least one thing you liked and one that needs improvement for each speaker. This is a skill that definitely gets easier with practice.

NOTE: If there are 6 table topics or less, you’ll have between 3 and 5 minutes for your report. If there are more than 6 table topics, you’ll have an extra 30 seconds for each additional speaker.

General Evaluator

The General Evaluator delivers an evaluation on the whole evening, covering everyone who hasn’t already been evaluated. Spotlighting things they really liked, and things that need improvement.

The evaluation should be between 5 and 7 minutes and can cover anything. Typical examples of what to include could be, what you thought about:

• The President’s opening and closing

• The Sergeant At Arms opening address

• The Timekeeper

• The Ah Counter

• The Grammarian

• The Table Topics Master

• The Evaluators - speeches & Table Topics

• The Toastmaster & chosen theme

• Your overall thoughts on the meeting as a whole

More information available here - www.toastmasters.org/membership/club-meeting-roles/general-evaluator

Sergeant At Arms

Every Toastmaster member was once a guest at a meeting, so your role as Sergeant at Arms is to welcome them to the meeting, introduce them to club members and to leave them with a positive impression of the club and of Toastmasters. 

If you are doing the role for the first time there is a permanent Sergeant at Arms on the club committee who can help you to get familiar with the role.

Before the meeting starts

• One part of the SAA role is to help prepare the room, so aim to arrive at least 15 minutes before the meeting starts.

• Welcome guests as they arrive and direct them to the VPM (Vice-President of Membership) or a committee member so they can sign in, and get more information about the club.

• Ideally guests should be encouraged to sit next to a club member so that they can ask him or her questions.

Call to Order to start the meeting (approx. 1 min 30 seconds)

With a very loud and energetic voice:

• Announce the meeting is to start.

• Welcome everyone to the club.

• Explain housekeeping:

  • Turn off mobile phones

  • Where the exits, toilets & refreshments can be found

• Introduce the President and leave the stage after shaking hands.

During the Meeting

Collect the voting slips after the votes for Best Speaker, Best Evaluator and Best Table Topic.

Count the votes, and when you’re done discreetly pass on a note saying who won to the club President in advance of their final club business slot.

At the end of the meeting

Help re-setting of the room as needed, by returning chairs to their correct positions and cleaning away all rubbish. Don’t forget to recover any unused feedback slips, leaflets or marketing materials.