How you can participate.

 

There are various roles to be filled at each meeting and by volunteering for these you will increase your experience in communication and leadership. Members participation in these roles is important to help the meetings run smoothly and to provide a variety of speakers at the meetings. Remember you will receive supportive and constructive feedback on how you performed each role and participation in these roles will count towards achievement of the Competent Leader Award.

Before you take a role, make sure you have familiarised yourself with the requirements preparation will reduce any nerves which you may feel and will ensure that you give your best performance. Each of the roles is described below:

When speaking, people often use such 'crutch' words or fillers as "ah", "um", "you know", "well', etc., or they repeat a word or phrase, saying for example, "This means, this means". These words and sounds can be annoying to listeners. The 'Ah' Counter notes these words and sounds and helps the Speaker become aware of them.

Before the Meeting

  • Prepares a brief explanation of the purpose and duties of the 'Ah' Counter.

During the Meeting

  • Explains the role of the 'Ah' Counter (2 minute slot).
  • Listens to everyone for crutch words or sounds, notes who uses them and how many each used.
  • Gives a report when called upon, referring to notes taken during the meeting (2 minute slot).

One of the purposes of Toastmasters is to teach people to express thoughts within a specific time interval. The timer is responsible for monitoring time and emphasising the importance of time to everyone. Each segment of the meeting is timed and each speech is timed. The Timer operates the timing lights/cards, which indicates to the Speaker how long he or she has been talking.

Before the Meeting

  • Confirms scheduled program participants with the Toastmaster and General Evaluator.
  • Confirms the time required for each prepared speech with the Speakers.
  • Prepares a brief explanation of the Timer's duties for the benefit of guests and new members.

Upon Arrival at the Meeting

  • Gets timing and signaling devices and practices operating them.
  • Makes sure timing light/cards is placed where it can be easily seen by the Speakers, but is not obvious to others, such as back of room.

During the Meeting

  • Explains Timer's duties when called upon (2 minute slot).
  • Explains the timing rules and timing light/cards when called upon.
  • Records each Speaker's name and the time used. Table Topic Speakers, prepared Speakers and Evaluator must speak within plus or minus 30s of allotted time.
  • Presents report when introduced by Toastmaster (2 minute slot).

Another purpose of Toastmasters is to help people improve their grammar and use of words. The Grammarian introduces new words to members and encourages their use, and comments on members' use of English during the meeting.

Before the Meeting

  • Selects a 'Word of the Day'. Should be one that helps members increase their vocabulary - a word that can be easily incorporated into everyday conversation but is different from the way people normally express themselves.
  • Writes the word, its part of speech and its definition in large letters (2 copies) and prepares examples for its use.
  • Prepares a brief explanation of the duties of the Grammarian for the benefit of guests and new members.

During the Meeting

  • Posts the papers with the 'Word of the Day' in the front of the room where they can be seen by speakers and audience. It is useful to bring 2 copies of the 'Word of the Day'.
  • Explains the duties of the Wordmaster / Grammarian when called upon. Announces the 'Word of the Day' and its part in speech and definition, gives an example of its use and asks members to use it during the meeting (2 minute slot).
  • Listens to everyone's word usage during the meeting. Writes down any awkward use or misuse of the language (incomplete sentences, incorrect grammar, sentences that change direction midway, etc). Also notes interesting words and phrasing.
  • Writes down who used the 'Word of the Day' or a derivative of it and notes correct and incorrect use.
  • Gives report when called upon, referring to notes taken during meeting (2 minute slot).

An evaluation is given for every speaker during the Table Topics session. The Evaluator presents to the club a brief oral evaluation of each speaker. The evaluation includes positive comments about techniques the speaker used well, and helpful suggestions about what the speaker could do better. Good evaluations are essential; it is through evaluations that members are able to improve their speaking skills.

Before the Meeting

  • Reviews "Effective Speech Evaluation'" manual included in New Member's Kit.
  • Contacts the Table Topics Master to find out about meeting theme and list of topics.

During the Meeting

  • Records impressions of speech. Remembers that good evaluations may give new life to discouraged members and poor evaluations may dishearten members who tried their best.
  • Provides speaker with specific tips for improving.
  • Stands and gives oral evaluation when introduced, beginning and ending each evaluation with positive comments or encouragement.
  • Clearly states speaker and topic before presenting individual evaluation.
  • Doesn't evaluate the Table Topics Master - responsibility of the General Evaluator.
  • Gives sufficient feedback to each speaker.
  • Praises successful speech and specifically tells why it was successful.
  • Doesn't allow speakers to remain unaware of a valuable asset e.g. smile, sense of humour or good voice.
  • Doesn't allow speakers to remain ignorant to a serious fault of mannerisms; if personal, writes but doesn't mention it aloud.

The Toastmaster of the meeting acts as a genial host and conducts the entire educational portion of the program. He or she enthusiastically introduces the Speakers and other participants and creates a pleasant atmosphere. This role requires much preparation.

Before the Meeting

  • Checks with VP Education to see if special theme has been set for meeting and if there are any program changes.
  • Contacts all speakers and role payers to remind them of their assignments.
  • Prepares remarks which can be used to bridge the gaps between programme segments.

Upon Arrival at the Meeting

  • Checks for any last minute changes
  • Reserve seats for himself/herself and speakers near lectern so everyone has easy and quick access.

During the Meeting

  • Presides with sincerity, energy and decisiveness, making audience feel comfortable and that all proceeding as planned.
  • Calls on all at the meeting to introduce themselves.
  • Identifies each role player and asks each of them to briefly explain their jobs. Also introduces speech evaluators and explain their job.
  • Requests the Wordmaster / Grammarian for the 'Word of the Day'.
  • Leads the applause before and after Table Topics, each prepared speaker and role player.
  • Remains standing near lectern after introducing each speaker/role player until they have acknowledged him/her and assumed control of meeting, then takes a seat.
  • Requests audience to fill in personal evaluation forms after each speaker's presentations.
  • Introduces evaluators in the same way as speakers/role players.
  • Introduces Club President for business announcements