Member Roles
Every toastmaster who attends a meeting should get a chance to improve not only his or her speaking skills, but also learn how to give constructive criticism.
Therefore the Toastmaster of the evening assigns roles to various members, based on their knowledge, history, and on their wish.
Key roles:
Toastmaster of the Evening
Prerequisite: Completion of 4 manual speeches
Primary Duties: Act as a genial host, introducing the speakers in such a way as to make it easier for them to do their best, and for the audience to listen with attention and anticipation
- Creates an atmosphere of interest, expectation and receptivity. To do this well, will require organization and a little time on your part.
- Seeing that all positions on the program are filled. Generally, the VP Education will have the speakers and evaluators assigned for you
- Confirm that the members who are on the program will be able to attend. If someone can't attend, they are responsible for finding a replacement.
First Half:
- Toastmaster's Tip - 2 minute presentation, that generally relates to the theme of the meeting. It gives the members some food for thought and is educational in nature.
Second Half:
- Give word of thanks to introduction from the President, after taking over the lectern.
- Introduce speakers, giving the speech number and title. Be sure to give instructions to the timekeeper.
- Remain standing until the speaker has taken his place and said "Mr. Toastmaster", then take your seat.
- When the speech is completed, give a brief word of appreciation and go on to the next speaker.
- Try to build continuity between speeches.
- Introduce the Evaluators
- Introduce and thank the helpers
- Turn control of the lectern back to the President.
See Club Calendar for Meeting Agenda Examples.
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Invocation
Prerequisite: None
The invocation at a Toastmasters meeting can either be a grace or words of inspiration to set a positive tone for the meeting. It would normally be thankful in nature if the meeting is being held over a meal.
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Toast to the Queen:
Prerequisite: None
The toast itself is usually to the Queen and is usually proceeded with a short lead-in. It is intended to practice giving a toast.
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Gruntmaster:
Prerequisite: None
Flow of speech separates the best speakers from the others. As gruntmaster it is your duty to listen carefully to each speaker looking for those ah's, um's, and pregnant pauses that affect the natural flow of the speakers' presentation.
Duties:
- When listening to each speaker, it is your duty to count the number of ah's, um's, etc.
- You will be asked to describe your position in the first half of the meeting, and at that time you should also let the membership know that you will be fining them five cents for each grunt you hear.
- During the second half you will be asked to give your report on each speaker, the number of grunts that you heard, and the amount you have fined them.
- You may fine each member five cents per grunt up to a maximum of $1.00.
- The funds collected by you as the Gruntmaster will go towards funding our Awards Night.
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Grammarian:
Prerequisite: Completion of the Icebreaker Manual Speech
Diction and eloquence of speech separate the best speakers from the others. As Grammarian, you will be introducing two new words to the club, spell them, explain their meaning, and illustrate their use in a sentence.
It is expected of the members that they will make an effort to use your words whenever possible during the meeting. Throughout the meeting, listen attentively and note the following:
- Grammar - exemplary uses and suggested areas of improvement
- Sentence structure - notable errors
- Choice of words - picturesque language and phrases
- Pronunciation and enunciation
The President or Chairman of the meeting will call upon you to explain your duties as Grammarian during the first half of the meeting. Your explanation should take no longer than two minutes.
At the end of the meeting, you will be asked to report your observations as Grammarian. Your three-minute presentation should include reference to the use of the two words you gave in your opening remarks, examples you have detected of both good and poor use of grammar and suggestions of how we can improve our grammatical skills as Toastmasters.
Links:
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Time Keeper:
Prerequisite: None
Reference: Timekeeper's Report Form
Objectives: Assist speakers in awareness of elapsed time through use of green, yellow and red lights.
- Record time used by each speaker and tabulate total time consumed in various segments of the program
- Prepare and present a CONCISE, BRIEF report summarizing positive use and breeches of allotted time
- Report Guidelines:
- Start of Meeting: On / Time Late
- Business Session
- Table Topics (including evaluator)
- General Impression of First Half - relative to time
- Second Half: Speeches (not only those less than 4 or over 7 minutes, unless otherwise advised)
- Evaluators
- General Impression of Second Half and meeting overall
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Business Session Chair:
Prerequisite: Completion of 3 manual speeches
Time: 10 Minutes
Objective: Judiciously exercise parliamentary procedure in conducting an effective and efficient business meeting
Preparation:
- Check which officer wants to give a report
- Having a prepared agenda and establish which reports will be given prior to the meeting will help you greatly.
- Stand at the front of the room (at the lectern if possible)
- Instruct a person if they are out of order
- Discuss the issue of quorum before hand
- Extend Business session by a specific time if necessary
- Ask someone to make a motion
Guideline for the Business session:
- Declare the business session open for 10 minutes
- Instruct the timekeeper (green lights at 8 minutes, yellow at 9 and red at 10)
- Establish that procedure will follow Robert's Rules of Order
- Ask the secretary if there is a quorum present.
- Ask the secretary to read the minutes of the last meeting
- Ask the assembly if there are any additions or corrections to the minutes as read.
- Accept the minutes as read or amended.
- Ask if there is any discussion arising out of the minutes
- Ask for the officers reports:
- President
- President Vice President of Education
- Vice President of Membership
- Vice President of Public Relations
- Secretary
- Treasurer
- Sgt. At Arms
- Past President
- Ask if there is any business arising from the officer reports
- Ask if there is any old business.
- Ask if there is any new business.
- Ask if there is any education business.
- Close the business session and return control of the meeting to the President or Chairman.
Links:
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Parliamentarian:
Prerequisite: 3 manual speech completions
As Parliamentarian, you will be asked to give a tip regarding one specific aspect of Parliamentary Procedure. By using the guide below, you could develop a tip based on these practices. You are also expected to act as a referee in the event there is a concern over procedures used during the business session.
If your assistance is required during the business session, the chairman or possibly a member of the assembly will ask you for a ruling. In giving your ruling, be concise and to the point.
In some instances, you will be called upon to give your tip prior to the business session. In so doing, the members of the club will have the opportunity to exercise your tip immediately. It is also possible that your tip will not be called for until after the business session. In this instance, try to pick out one element of the business session which your expertise will benefit the members.
Your assignment is to assist us all in becoming more familiar with the workings of Robert's Rules of Order. Your report or tip should not be an evaluation of the business session, that's the General Evaluator's job.
At the end of a formal business session, a Toastmaster may be given a task to give a Parliamentarian's Report. A sample report might include:
- Introduction
- Purpose - to conduct club business, practice parliamentary procedures Time allocation Rules of order Agenda
- Presented to members Adopted as presented or as amended Proceedings
- Use of gavel
- Impartiality
- Recognition of speakers
- Presentation of motions
- Monitoring of debate
- Giving direction or guidance
- Dealing with interjections, frivolous motions, points of order
- Knowledge of the rules
- Educational portion - utilized, effective Evidence of Preparation
- Printed agenda
- Officers reports known ahead of time
- Unfinished business itemized
- General Assessment
- Strengths
- Weaknesses
- Suggestion for improvement
- Commentary on Session as a whole
- General Nature
- Club business
- Educational portion
- Members' Participation
- Members' Knowledge of rules
- Members' Use of Knowledge Effectiveness
- Club business
- Educational Portion
- Suggestions for Improvement
- Summary
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Table Topics Master:
Prerequisite: Completion of two manual speeches Time: 15 minutes (approximately two minutes each, plus your remarks and bridging). Doesn't include evaluator's time.
Table Topics is one of the most challenging and enjoyable aspects of our weekly meetings. It gives us the opportunity to practice impromptu speaking. Your selection of topics should be of a nature so that you can establish a fluent story-line thus making the transitions from speaker to speaker smooth and consistent. Select topics that will not be offensive or an embarrassment to the speaker or to the audience.
List of things to do as the Table Topics Master:
- Briefly state the purpose of Table Topics
- Instruct the timer in activation of the lights. Standard time is green light at 1 minute, 30 seconds, amber at 1:45, and red at 2 minutes.
- Instruct the club to lead the assembly in clappying down the speaker.
- Remind the members of the ballotting procedures.
- At the end of the Table Topics, be sure to thank the participants
- Remind the members about casting their ballots for the Best Table Topic
- Return control to the Chairman or President.
Theme of Table Topics (could follow theme of the meeting)
Number of Speakers: Call on at minimum 3 speakers, and up to 5
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Table Topics Evaluator:
Prerequisite: Completion of 3 manual speeches
Time: 5 minutes
Evaluation is the key element to assisting both the speaker and you to improve in effective communication skills. Your observations give the speaker an immediate response to how his presentation was received. You have the opportunity to practice giving constructive assistance to a fellow Toastmaster.
Your oral evaluation should cover one of the speaker's strong points, one of his weak points, and should contain a suggestion for improvement.
Include an evaluation of the Table Topics master.
Comment on:
- Introduction
- Time
- Ballots
- Conclusion
- Preparation
- Topic Selection
- Bridging
- For each speaker in table topics, comment on their use of an opening, body and conclusion. Comment on their strength, weakness and give them a suggestion.
You should always keep in mind that it is through your help the speaker improves. Phrase your comments in a manner such that they will be openly received. Be encouraging and constructive.
Evaluate him or her as you would want your next evaluator to evaluate you.
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Speech Evaluator:
Prerequisite: Completion of 3 manual speeches
Time: 3 minutes
Evaluation is the key element to assisting both the speaker and you to improve in effective communication skills. Your observations give the speaker an immediate response to how his presentation was received. You have the opportunity to practice giving constructive assistance to a fellow Toastmaster.
In preparation for this assignment, you should first read in the manual what the speaker's objectives are in giving this speech. You should also find out from the speaker if he wants you to comment on any other areas of his delivery. Ask the speaker for his manual so that you may review previous evaluations as well as writing in your comments concerning this particular assignment.
Your oral evaluation should cover one of the speaker's strong points, one of his weak points, and should contain a suggestion for improvement. Remember, you only have 3 minutes. Save the detail for the written evaluation.
You should always keep in mind that it is through your help the speaker improves. Phrase your comments in a manner such that they will be openly received. Be encouraging and constructive.
Evaluate him or her as you would want your next evaluator to evaluate you.
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General Evaluator:
Prerequisite: 5 manual speech completions
As General Evaluator, you are responsible for evaluating the meeting in its' entirety.
First Half - Maximum 7 minutes. Comment on:
- The chairman/President
- Invocation
- Toastmaster's Tip
- Business Session (unless there is a parliamentarian's report)
- General Effectiveness, mood, etc. of the meeting.
- Awards
- Best Table Topics
Second Half - Maximum 8 minutes. Comment on:
- The Toastmaster Speakers - but only to the extent something very important has been missed by the evaluator
- Evaluators
- Helpers (Gruntmaster, Grammarian and Timekeeper)
- General Comments
Bring to the attention of the group any incidents of table chatter or banter you found distracting or unproductive.
Bring to the attention of the group any comments of a sexual nature or any other unacceptable comments that may be offensive or embarrassing to some that are not in the spirit of Toastmaster.
Awards:
- Best speaker
- Best evaluator
