Everyone has a role
The success of a club meeting depends on the program participants. In Toastmasters, you learn by participating. There are many roles to fill and all meeting participants play an important part in making the club experience educational and enjoyable.
Following are the roles you will be called upon to fulfill and tips for doing a good job. Roles and responsibilities may vary slightly from club to club, so check with your Vice President Education or mentor when you are assigned a role.
Toastmaster:
The main purpose of the Toastmaster role is to act as the meeting host whose role is to introduce participants and ensure the meeting runs to time.
Main responsibilities:
To give an introduction which sets the tone for the meeting
To explain the structure of the meeting for the benefit of guests and members
To give short introductions for each of the main speakers and link between the various meeting segments
Before the meeting:
Prepare an introduction to create an atmosphere of interest, expectation and attentiveness in your own personal style to include:
The role of the Toastmaster
An overview of the basic meeting structure i.e., prepared speeches, followed by evaluations, and table topics
Choose a theme which adds focus to the meeting. The Toastmaster will ask speakers and functionaries a simple question related to the theme a few days before the meeting, eg. ‘What is the quality you most admire in others?’ This is also a fun way to introduce meeting participants
A reminder of the role of applause in a Toastmasters meeting - to raise energy levels and provide support and encouragement for participants
An explanation of the use of feedback slips following each prepared speech including the suggested CRC structure i.e., commend, recommend, commend
On arrival at the meeting:
Update the agenda
If there is an unexpected cancellation, ask another member to take on this role. Introduce yourself to the General Evaluator
Make the General Evaluator feel welcome and thank them for taking the time to visit the club. Remember, they are giving up their time to help our club. Find out the name of their club and make sure you know how to pronounce their name correctly!
During the meeting:
When introduced by the President explain your introduction, beginning with ‘Mr/Madam President, fellow Toastmasters and most welcome guests’. There is no rigid structure to your introduction and you are encouraged to make it your own. You may also wish to add a few comments after every speaker (a personal touch). This also makes a smooth transition when introducing the next participant
Point out any changes to the agenda
Remind the audience to switch their mobile phones to silent
Introduce the first functionary roles – usually the Timekeeper and Grammarian and always lead the applause
Just before the first speaker is introduced, some clubs ask the speaker’s evaluator to read the speech objectives
When the speaker hands back to you, lead the applause and ask the Timekeeper for one minute on the clock to give the speaker feedback on the provided slips or Zoom chat. This applies to all speakers giving prepared speeches. After the final speaker, ask the Timekeeper for a report on speech times
Manage the voting process:
There are Timekeeper’s reports after prepared speeches, table topics and evaluations. After each report ask the Timekeeper for one minute on the clock so that audience members may vote for best speaker, best table topics speaker and best evaluator respectively. These are counted either by the President or SAA.
Announce the break:
At the end of the first half of the meeting announce there will be a short break and what time the audience should return. It is also a good time to remind members and guests of the Table Topics session and ask volunteers to speak to the Table Topics Master.
After the last functionary report (usually grammarian), introduce the General Evaluator. They have generously volunteered their time to help the club so emphasise the importance of their role and mention the name of their club. At the end of the session thank the GE and audience for their participation and return control of the meeting to the President.
Example introduction for an evaluator:
“Evaluating Sarah’s icebreaker speech, we have Pedro. When I asked Pedro what super-power he’d like to have for a day, he said he’d like to be able to leap tall buildings. Why? Because it would make his commute to work much quicker! So, evaluating Sarah’s speech, please welcome…Pedro!”
Example introduction for a speaker:
“Our next speaker is Paul Jones. Paul has been with the club for nearly a year and I still remember his Icebreaker speech where he shared with us memories of growing up in Australia. Since then Paul has entertained us with various stories of travel and adventure. When I asked Paul what super-power he’d like to have for a day, he said invisibility – so he could sneak into his boss’s office and find out what she actually does all day! With a speech entitled “Throw Away Your Guidebook”, would you please welcome…Paul Jones.”
Timerkeeper
The main purpose of the Timekeeper role is to help the meeting run on schedule by timing each of the participants according to the timings given on the agenda.
Main responsibilities:
To explain the purpose of the Timekeeper role during the meeting
To time every part of the meeting and show the green, amber and red cards to
help speakers keep to time
To provide timing reports for prepared speeches, table topic speeches,
evaluations
Before the meeting:
Prepare an explanation of your role for the beginning of the meeting. See the example introduction below. In your introduction, you will be required to explain the timing rules for the benefit of guests and members. Some speakers will introduce the role using a time related quote or create an opening in their own personal style.
On arrival at the meeting:
Obtain timing cards, stopwatch, gavel and the latest copy of the agenda and check with the Toastmaster for any last minute changes.
During the meeting:
When introduced by the Toastmaster explain your role, show the agenda, and demonstrate the timing cards. Throughout the meeting hold the cards up and ensure the speaker has seen the signal.
Example Timekeeper’s introduction with required information:
“Fellow Toastmasters and most welcome guests. Every Toastmasters meeting has a Timekeeper who records time for all of the participants and provides timing reports at various points throughout the meeting. Time is free, but it’s priceless. You can’t own it, but you can use it. You can’t keep it, but you can spend it. Once you’ve lost it you can never get it back. One of the important lessons to be learned on the path to becoming a competent speaker is to be able to express a thought within a specific amount of time. On your printed agenda, you will see three numbers next to each of the speaking slots. The numbers represent minutes. The number in the first column is the minimum expected time. At this point I will show the speaker the GREEN CARD. The number in the second column is the middle of the expected time. At this point I will show the speaker the AMBER CARD. The speaker should now start thinking about wrapping up their speech. The number in the third column is the maximum expected time. At this point I will show the RED CARD. When a speaker sees the red card they must wrap up their speech as quickly as possible. Every speaker has 30 seconds after the red card to complete their Prepared speech, Table Topic, or Evaluation. Anyone still speaking thirty seconds after the red card will hear the gavel. In a contest this would be an automatic disqualification. Speakers should hand back to the Toastmaster as quickly as possible after the red light as they are limiting the opportunity for others to speak later in the meeting. I shall be reporting back at intervals on the times of prepared speeches, table topic speeches and evaluations.”
What to time:
All the prepared speeches, table topics, functionaries and the one minute provided for completion of feedback slips and voting. When the Toastmasters asks for a minute on the clock signal its end by using the bell.
Timing report:
When called to report by the Toastmaster announce the item you are reporting on:
Name of the Speaker, Evaluator or Table Topics Speaker
Speech title or Table Topics title
Time taken
Ideally you would write this on a small card and not carry the agenda with you. When reporting on the time of Table Topic speakers, mention in just a few words the subject of their improvised speech in order to remind the audience who spoke about what, before they vote.
The Timekeeper has 4 speaking slots and use this time as speaking opportunities. As a new member it is a good starting role and one without any pressure which you can make your own.
Grammarian
The main purpose of the Grammarian role is to evaluate and report on the language used during the meeting. It is also an exercise in expanding your listening skills.
Main responsibilities:
Word of the Day – chose a word, introduce it at the start of the meeting and encourage all speakers to make use of it
Ah counter - record sounds or words that we use as speaking crutches. e.g., ums, ahs, filler words, redundant words, cliches, acronyms
Grammarian – record any notable use of language. Give a report at the end of the meeting
Before the meeting:
Select a word that is related to the meeting theme or any word you wish to introduce to your members to enhance their vocabulary. It should not be an unfamiliar word but one that is seldom used and can be included in everyday conversations. What is also effective is choosing a word with two meanings as speakers have more opportunities to use it. Prepare a short definition of the word, including one or two usage examples and part of speech. Print two copies of the word in large bold letters which should be big enough to read easily across a room. Display the word of the day at the front and back of the room so that it is clearly visible to speakers when walking up to the stage and standing on stage.
Introduction:
Practice your introduction in advance of the meeting to ensure that you are comfortable with explaining the role. The introduction is only 1.5 mins long so keep it brief and to the point.
Example: Grammarian’s introduction with required information.
The TM Grammarian is a listener who evaluates the language used during the meeting. My role as Grammarian is divided into three parts.
Word of the day:
We use word of the day to broaden our vocabulary. It is not a word we are unfamiliar with but one we seldom use. This should be a memorable word so that we can take it away and use outside of TM. “I have chosen the word mantle which has two meanings so we have more opportunities to use it.
Mantle is a noun
First meaning – A layer of something that covers a surface: e.g., ‘A thick mantle of snow lay on the ground’
The second meaning - An important role or responsibility that passes from one person to another: e.g., ‘The second son has now assumed his father’s mantle.’
Ah-counter:
The purpose of the Ah-Counter is to note sounds or words that we use as crutches when speaking. I have chosen 5 common ones and will be noting and reporting back at the end of the meeting.
Ums and Ahs
Filler Words- ‘you know’ ‘kind of’ ’okay’
Redundant Words – ‘at this present time
Cliches – ‘an axe to grind’
Acronyms – NATO – abbreviation of phrase to form a new word
Grammarian
“I shall be recording the use of commendable language, language that captures the imagination and some of the more common speaking devices - simile, metaphor, alliteration, anaphora, hyperbole. Please remember to use the word of the day mantle and I shall be reporting back on the language used at the end of the meeting. Madam/Mr Toastmaster.”
Grammarian report
Word of the Day: using your notes, highlight some of the most interesting examples of language which occurred during the meeting. Try to pick examples from a variety of speakers and from different parts of the meeting.
As you only have approx. 3-5 minutes to deliver your report decide what you are going to say in advance using the same format as with your introduction, WOD, Ah-Counter, Grammarian.
We commend speakers on the use of the WOD. How many times it was used and in what context if you have time. Remind us to take it away to use outside of TM.
Ah-Counter:
Ums, Ahs, Filler words, Redundant words, Acronyms, Cliches etc. It is a good idea to count ums and ahs and repeat word crutches as examples of usage. The purpose is not to name and shame but to highlight problem areas and make suggestions for improvement.
Grammarian:
Make notes on language that captured your imagination. Phrases which are particularly interesting, unusual or effective. Perfectly chosen words or if you wish you can add common rhetorical devices.
Anaphora – repetition of a word or words across two or more successive
phrases, e.g., “There is a time for thinking. There is a time for speaking. And there is a time for action.”
Alliteration – using words starting with the same letter or sound together in a group, e.g., “totally tropical taste.”
Simile/metaphor – saying one thing is like (simile) or literally is (metaphor) something else, e.g., “I was like a kid in a sweet shop” or “Public speaking was my Mount Everest”
Hyperbole (hy-per-bo-lee) – deliberate exaggeration for emphasis or humorous effect, e.g., “There must have been a million people in front of me in the queue”
By listening we learn what works and it gives us tools for writing our speeches which are convincing, impactful and inspirational. Effective use of language is what can make the difference between a good speaker and a great speaker.
Sergeant at Arms
What does the Sergeant at Arms do?
The Sergeant at Arms is the organiser, the first and last impression of a meeting, the custodian of the club environment.
Main responsibilities:
To welcome guests and members to the club
To set up meeting room
To look after club property
Before the meeting:
Check the kit bag for voting ballots, awards for best speaker, best evaluator and best table topic speaker, guest book and traffic lights/cards.
On arrival at the meeting:
Arrange the meeting room and equipment beforehand so the meeting starts on time.
Set out tables and chairs and place agendas and feedback slips on each seat.
Display the lectern and club banner with ribbons near the speaking area so they are visible to the audience.
Place a table close to the door to display promotional brochures, educational materials and the Toastmaster magazine.
Set up a table near the door for timer and GE with timing cards/traffic lights and gavel. Some clubs also add boxes for collecting feedback slips for speakers.
Welcome guests and members as they arrive. Ask all guests to sign the Guest Book with contact details. Some clubs also give a name tag to all meeting attendees.
During the meeting:
Sit near the door and be ready to usher in late coming guests or members and help them be seated
Collect ballots and tally votes for best speaker, best evaluator and best table topic speaker
After Club Meetings:
Return the room to its original configuration
Pack up all materials and store them in a safe place
Pick up and dispose of unwanted stationery
Check the supply of stationery - feedback slips, ballots, ribbons etc. and order more if needed
At some clubs the SAA is also responsible for the President’s and guest introductions. If you are introducing guests, briefly explain your role and why guests are important to the club. Invite them to speak by asking their name and a simple question.
Every Toastmaster member was once a guest at a meeting. The Sergeant at Arms is the first friendly face who greets guests to the meeting and leaves them with a positive impression of the club and Toastmaster.
Evaluators
What does the Speech Evaluator do?
The main purpose of the Evaluator role is to provide constructive and encouraging feedback that helps the speaker to improve their speaking skills and confidence.
Main responsibilities:
To read out the objectives for the speech when prompted by the Toastmaster
To make notes during the speech and prepare their evaluation
To deliver the evaluation itself within the time allowed (usually 2-3 minutes)
Before the meeting:
Familiarize yourself with the project to be evaluated. Introduce yourself to the speaker. Ask if there are any areas in addition to those covered by the speech objectives that they would like you to pay particular attention to. For example, they might want you to look out for “ums” and “ahs” because this is something that was highlighted in a previous evaluation.
During the meeting:
Listen carefully and take notes of the presentation keeping the objectives of the speech project clearly in mind. Keep your notes brief and to the point. Remember, you are not trying to produce a summary of the speech - simply to pick out specific points that you might include in your evaluation.
Some evaluators find it helpful to split their notes into categories covering different elements of the speech.
One popular version is:
What I saw (body language, eye contact, use of the stage, etc.)
What I heard (content, pace, vocal variety, etc.)
What I felt (emotions inspired by the speech)
Another approach is Content, Structure, Delivery.
Prepare your evaluation:
After the speech but before you are required to give your evaluation there will be some time to structure and rewrite your rough notes. Usually this will be in the break between the first and second half of the meeting.
Deliver your evaluation:
It is customary to begin your evaluation with an introduction which reminds us that the focus is on the speaker, for example:
“Mr Toastmaster, fellow Toastmasters, welcome guests and most importantly John…”
If the objectives have not already been read out, remind the audience very briefly of these and mention anything else that the speaker asked you to look out for.
Recommended Structure:
The recommended structure for evaluations is the “sandwich” approach, where recommendations (i.e., suggestions for areas to improve) are sandwiched between commendations (i.e., positive comments). A popular format of two commendations, two recommendations and a final commendation (what the speaker did best), is one way of delivering a speech evaluation.
Start on a positive note highlighting those areas you thought worked well, then discuss aspects which didn’t work so well (and why) together with your recommendations. Finish on a big positive point to end ie. the best thing the speaker did. Try not to summarise the speech in your evaluation, use that time to give feedback. If you choose a different organisation for your evaluation, for example dealing with “content”, “structure” and “delivery” separately, then try to use the sandwich method within each section for packaging any recommendations.
In your summary briefly recap the commendations and recommendations.
A good way to address the speaker is in the third person as this is more inclusive.
For example, addressing the room as a whole you might say “I thought Sam used humour very effectively”. This is better than addressing Sam directly with “I thought you used humour very effectively”.
Feedback:
Make your comments personal (to you) and specific (to the speech). For example: “When Peter spoke about his train journey the description was so vivid, I felt as though I was sitting right next to him!”
When making recommendations it is best to focus on what could be done in future to improve rather than what was done in the past.
So instead of “John should have paused more” you could say “I would invite John to make more use of pauses in future”.
And rather than “Susan didn’t look at the audience enough” you could say “I would encourage Susan to work on her eye contact in her next speech”.
While an evaluator should always highlight good points and offer encouragement, he or she must also indicate areas for improvement, no matter how long the speaker has been a Toastmaster. The evaluation should leave the speaker feeling motivated and eager to begin working on their next project.
However, evaluations for early speeches and particularly the Ice Breaker should be strongly biased towards encouragement, with perhaps just one or two gentle recommendations.
Table Topics Master
What does the TT Master do?
The main purpose of the Topics master role is to plan and run the table topics session.
Main responsibilities:
To choose a theme and prepare related questions
To explain the purpose of table topics
To run the session
Before the meeting:
Although it is possible to run a successful table topics session using a set of unrelated topics or questions, it is usually better if all of the topics are related by a single theme or the meeting theme. Prepare approximately eight TT questions.
Choose a number of different questions related to your chosen theme. Short and interesting questions are best, ones that speakers will enjoying tackling.
On arrival at the meeting:
Ask members and guests if they would be willing to take part in the table topics session. Once you have a list of volunteers, create a running order of speakers. It is advisable to have a list of around eight speakers. In a typical meeting there is time for 6 – 8 topics speakers but prepare a few more as sometimes this is needed.
Introduction:
Practice your introduction in advance of the meeting to ensure that you are comfortable with explaining the role. Your introduction should explain the purpose of Table Topics for the benefit of new members and guests.
Example: Table Topics Master introduction with required information.
2Table Topics are impromptu speeches. The purpose of Table Topics is to help members practice impromptu speaking on a given subject for between one and two minutes.
For example, you might be sitting in an important meeting at work and your boss suddenly asks you to give your opinion, or to explain some concept to the other people in the room. Or you might be asked to say a few words at a family gathering or a leaving do. The Table Topics session allows us to think and speak on our feet and gives members who have not yet spoken during the meeting an opportunity to speak.”
When explaining the purpose include:
Table Topics is open to members as well as guests
Time for TT speeches 1-2 minutes
How to answer a Table Topic question
Techniques to Tackle Table Topics:
Answer the question if you can
Avoid the question if you have no idea what to say, say something you do know how to say
Ask the question to the audience
“This is how it works. I will invite speakers up one by one to speak on a topic of my choosing but they will only get the topic moments before having to speak!”
Announce the topic before you reveal the name of the next speaker. Why? Because everyone participating will have to consider the topic with the possibility that they are the next speaker! Start the session with an experienced speaker to set an example for less experienced participants and guests.
Here is an example introduction:
“Continuing our theme of “Leadership” I would like to ask our next speaker to tell us what they would do if they were Prime Minister for a day. Please welcome… John Doe!”
Wrapping up:
Keep an eye on the time, and liaise with the Toastmaster to determine how many speakers to call before bringing the session to a close.
Thank all the speakers and hand the meeting back to the Toastmaster with the usual handshake.