Contributed by Ron Duffy
Preface
On the following pages are my guidelines for performing each job in Toastmasters. These are methods that I have developed through my tenure in the club. Some may not work for you, but if you are uneasy about your participation this should help a lot. As a member there are certain responsibilities - some are written in your book, others are not. Regardless of the origin, these are things you must do to help the club grow stronger.
- Attend every meeting that you can, Sure sometimes we are on vacation, or a Business trip, the club members understand, but you should do your damnedest to be There, even if you don't have a duty.
- Always find a substitute if you have a duty and can not attend. It is unacceptable to do otherwise; it is not the Toastmaster's duty to find someone to fill in for you.
- Give praise when it is due, when a fellow member does well, or made an improvement, tell him.
HINT: Xerox the checklist, Use them as a working document.
Roles
Speaker
Friday (six days before meeting) start the speech. It is much more difficult the longer you wait.
- Book Speech? Which #?
- Copy assignment and give to your evaluator.
- Special instructions for evaluator?
Monday (three days before meeting). If you have not heard from the Toastmaster, call him
Wednesday, deliver an introduction to the Toastmaster; give him any special instructions.
Thursday (Meeting time) Get to meeting early. (10 to 15 minutes) Last minute instructions? Could even be earlier if you have elaborate preparations. This is the time that you would spend with the Toastmaster telling him what is expected of him. (Turn lights off/on, position easel, etc.)
After the meeting your evaluator should take time, one on one, again go over the fine points, This should be a friendly exchange of information. What you were attempting, what the evaluator perceived.
Then when he is finished provide him with the feedback necessary to help him grow. (How do you expect him to become a better evaluator with out feedback?)
Evaluator
The job for an Evaluator is to provide feedback to the Speaker.
Friday (six days before meeting).
- Call speaker.
- Book Speech? Which one?
- Read his assignment. Any special instructions? Any thing he wants you to look for?
Monday (three days before meeting). Go through above list, and try to complete. If you have not heard from Master Evaluator, call him.
Thursday (Meeting time) Get to meeting early. (5 to 10 minutes) Last minute instructions? Take notes while the speaker is speaking, Pay attention for special instructions that were given you earlier by the speaker.
After speech organize your notes on a separate piece of paper, Pay attention to give praise on items that impressed you. Point out the areas to grow on. Of course you would not point out areas that are out of reach of the speaker. The opinions that you give are yours and you should use the first person when voicing your opinions. "I thought your gestures were good," Not "your gestures were good.
The method I use is praise, something to grow on, praise. Never say "all in all, it was a good speech". This is a white wash. You might say "Thank you, I enjoyed your speech." After the meeting, spend some time with the speaker. Give him some pointers that you did not want to mention in front of the club. Elaborate on items he requests. Then when you finish ask him to provide you with the feedback necessary to help you grow, (How do you expect to become a better evaluator with out feedback?)
Table Topic
The job of Table Topics is to provide interesting subjects for impromptu Speeches. Call the Toastmaster and tell that you will be there, or if not who will be substituting. Ask Toastmaster if he has a theme that he would like for table Topics. If there is no theme, then you are at liberty to select your own table topics Here are some ideas to help:
- Letters to the editor
- What are you going to do during __________
- Your favorite _____________
- What would you do with ____________
Make five table topics for a normal meeting. Make fifteen for a all table topic meeting. Thursday (meeting time) bring a schedule for meeting. As the meeting progresses use the schedule to make a list of candidates to speak. The following should not be called on to speak. (Of course they may volunteer if they want):
- Evaluators
- Speakers.
- Master Evaluator
The job for the Master Evaluator is to provide feedback to the club.
Friday (six days before meeting), call each evaluator, remind him that he is to be an evaluator. If he can't make it, he must find a substitute.
Call first evaluator ___________________
Call second evaluator ____________________
Monday (five days before meeting). Go through above list and try to complete. If you have not heard From Toastmaster, call him.
Thursday (Meeting time). Get to meeting early, (5 to 10 minutes) Last minute instructions?
Take notes during the meeting, pay attention for any thing that you noticed went well, watch for areas that we can grow on.
During your evaluation, pay attention to give praise on items that impressed you. Point out the areas to grow on, Of course you would not point out areas that are out of reach of the club. If a person did well or you can help, point those things out. (Table topics, any other duty.)
The opinions that you give are yours and you should use the first person when voicing your opinions. "I thought your gestures were good." Not "your gestures were good."
The method I use is praise, something to grow on, more praise.
After the meeting, spend some time with a club member. Ask him to provide you with the feedback necessary to help you grow, (How do you expect to become a better evaluator with out feedback?)
Ah counter
Friday (six days before meeting). Check your schedule. If you can't be there find a substitute. Deliver this document to Substitute.
Monday (three days before meeting). If you have not heard from the Toastmaster, call him.
Thursday (Meeting time). Bring pencil, paper.
Grammarian
There are two jobs for the grammarian, One is to provide a word of the day the other is to critique the participants.
Friday (five days before meeting). If you have not heard From the Toastmaster, call him. Pick a word-for-the-day. If the Toastmaster has a theme, work with him to help you pick a word. Zerox page from dictionary that has the word. Bring this with you. Make up a sentence with the word
Thursday (Meeting time). Bring dictionary page and sentence. Get to meeting early. (5 to 10 minutes). Post word-of-day on white board. Listen for errors in pronunciation and usage , When in doubt . don't say anything Your may research the item and report in private.
Toastmaster
The job for Toastmaster to ensure the meeting runs smoothly. There are many facets to the job. Each little detail is important because it makes you look more professional. With that in mind, here is the check list.
Thursday (six days bpfore meeting). Call speaker one, get speech title or subject, ask for introduction and any special instructions?
Call speaker two, get speech title or subject, ask for introduction and any special instructions. Usually the speakers are not ready six days before, but if you start six days ahead it will stimulate the speaker into reacting.
Call the master evaluator, remind him to call evaluators and brief them on their duty.
Call the ah counter and vote counter.
Call the Table Topics Master. By now you should have a feeling if a theme has emerged, if so tell the table topics person what that theme is.
Call the Grammarian, tell grammarian if a theme has emerged.
Monday (Three days before meeting). Go through above list, and try to complete, By this time you should know if the participants are going to show. If a participant can't show, then he should have named a substitute.
Make schedule of events for meeting, (See sample below.)
Thursday (Meeting time). Get to meeting early. Help other participants in preparing, Ask each speaker if he needs any special help (lights, projector, props, etc).
| 7:15 | President opens meeting introduces guests |
| 7:17 | President introduces Toastmaster |
| 7:18 | Toastmaster introduces (explain duties if guest present)
|
| 7:20 | Introduce First Speaker |
| 7:22 | First speech |
| 7:28 | Comments & introduce 2nd Speaker |
| 7:30 | Second speech |
| 7:38 | Comments; ask for times; ask audience to vote for best speech |
| 7:40 | Introduce Table Topics master |
| 8:00 | Ask audience to vote for best table topic |
| 8:00 | Introduce master evaluator |
| 8:01 | First evaluator |
| 8:04 | Second evaluator |
| 8:07 | Master Evaluator |
| 8:10 | Ask audience to vote for best evaluator |
| 8:12 | Reports:
|
| 8:12 | Receive ballot counter report, award trophies |
| 8:14 | Return control to president. |
Note to the Toastmaster: Identify evaluators so they won't be called for Table Topics.