Each year The Club Membership elects 7 Members of the Club Executive to serve the Club for the Toastmaster year from July to June of the following year.
The Club Executive consists of; President, Vice President Education, Vice President Membership,
Vice President Public Relations, Secretary, Treasurer and Sergeant at Arms.
While they individually have Leadership Roles in the running of the Club, every Member of the Club
participates in Leadership Roles within the Club Meeting itself. This is an overview of each of those roles.
The Club Executive consists of; President, Vice President Education, Vice President Membership,
Vice President Public Relations, Secretary, Treasurer and Sergeant at Arms.
While they individually have Leadership Roles in the running of the Club, every Member of the Club
participates in Leadership Roles within the Club Meeting itself. This is an overview of each of those roles.
THE MEETING ROLES AT CONCORD WEST CLUB
If you are volunteering for a role in the Meeting you can use these Tips
as a guide on how to more correctly execute your role.
A well run meeting depends on these roles being carried out as efficiently and correctly as possible and serve as an important part of the Leadership learning you obtain from your Toastmaster journey.
If you are volunteering for a role in the Meeting you can use these Tips
as a guide on how to more correctly execute your role.
A well run meeting depends on these roles being carried out as efficiently and correctly as possible and serve as an important part of the Leadership learning you obtain from your Toastmaster journey.
DOWNLOAD THE REQUIRED FORM FOR YOUR MEETING ROLE FROM THESE PDF FILES
THEN CHECK YOUR ROLE REQUIREMENTS BELOW
THEN CHECK YOUR ROLE REQUIREMENTS BELOW
|
|
|
|
|
|
|
|
CLUB ROLES FOR ONLINE ZOOM MEETINGS
ALL MEMBERS
SERGEANT @ ARMS
TOASTMASTER:
CHAIRPERSON TWO:
THE TOAST:
TABLE TOPICS MASTER:
TABLE TOPICS EVALUATORS:
GRAMMARIAN:
UMS & AHS COUNTER:
BIG EARS:
TIMER:
MEETING OVERVIEW:
- Advise the VPE of your apology in the event that you cannot make a meeting.
- Even though we are meeting on Zoom, please maintain appropriate dress. No pyjamas please!
- Arrive at the Zoom meeting by 7pm by clicking the Zoom link.
- Ensure that your microphone is muted when you aren’t speaking.
- Give your full attention to the meeting including all presenters and speakers.
- Ensure your phone is silent during the meeting.
- Participate in the applause for all presenters and speakers.
SERGEANT @ ARMS
- Calls the Meeting to Order right on time.
- Using a strong and encouraging tone of voice.
- Announces the Meeting Number (off the Agenda).
- Hands control of the Meeting the first half Chairperson.
- Does not necessarily have to be the S@A if they are absent or otherwise pre-occupied.
- At the Break confirms the resumption time with the Chairperson.
- Calls the Meeting back to Order.
- Using a strong and encouraging tone of voice.
- Hands control of the Meeting the second half Chairperson.
- Wait for Sergeant at Arms to hand over control of the meeting.
- Add your own welcome to the meeting.
- Hand over to the President for their opening address.
- Once the President hands back control of the meeting, hand over to the Grammarian.
- Once the Grammarian hands back control of the meeting, explain the Introduction Segment e.g. “We are
now going to have our introductions. When I invite you to speak, please tell us your first name and something about yourself. Perhaps you could tell us why you decided to visit our club this evening. Aim to speak for no more than 30 seconds.” - Introductions are for visitors only. Give an example of an introduction for visitors to emulate.
- Hand over to the first visitor for their introduction e.g. “Helen could you please unmute your
microphone and introduce yourself”. Thank the visitor after their introduction and invite the next visitor e.g. “Thank you Helen. I’d now like to invite George to introduce himself”. Continue until all visitors have introduced themselves. Make sure you ask if you have missed anyone. If there aren't any visitors at the meeting, skip the introductions. - Invite a Visitor, or if unavailable, the newest member to read the Mission of the Club.
- Ensure that the VPE is sharing their screen or has posted the Mission in the Chat.
- Hand over control of the meeting to the VPE for their Agenda Update.
- Once the VPE hands back control of the meeting, announce the apologies (if the VPE hasn’t already).
Then hand over control of the meeting to the Toastmaster. - Thank the Toastmaster and announce the length of the break and what time the meeting should resume.
- If there is a Toast during the second half, remind members and guests to obtain a beverage during the break.
TOASTMASTER:
- Thank the Chairman for handing over control of the meeting.
- General 30 second introduction e.g. Good evening everyone. Welcome to the formal part of the evening.
Tonight, we will be having 3 speeches. Our speakers are Samantha, Adam and Reginald. I’d now like to
introduce our first speaker. - Speech information e.g. Samantha will be completing her icebreaker this evening. This is a 4-6-minute
speech. Timer, can we please have the green light on 4 minutes, the amber light on 5 minutes and the red
light on 6 minutes. - Purpose statement from Evaluator e.g. Kelly will be her evaluator. Kelly could you please read the
purpose statements of this project. - Ask the Speaker to PING the Timer so that the Timer is always visible on their Screen in order to see the timing lights.
- Introduce speaker e.g. Thank you Kelly. Everyone please welcome Samantha Smith with “Who am I?”,
“Who am I?”, Samantha Smith. Lead the applause. - Repeat steps 3 to 5 with other speakers.
- Call on the Evaluators in order e.g. I’d now like to invite Kelly to give an evaluation of Samantha’s
speech. - Thank Speakers and Evaluators, hand over control of the meeting back to Chairman e.g. I’d like to thank
all of our speakers and evaluators for their excellent work this evening. Having completed my assignment, I will now hand over control of the meeting back to the Chairman. - Note: If a speaker has been speaking for more than a minute over the maximum time, the Timer will privately message you through the chat. For example, the timer will message you if a speaker is still speaking at 8 minutes and their speech is supposed to be 5-7 minutes. You will need to politely interrupt the Speaker and invite them to stop speaking.
- Advise the VPE of your Pathways Project, Title and Timing prior to the meeting.
- If you cannot make the meeting and have been scheduled to give a speech, please let the VPE know as
soon as possible so they can arrange for another speaker to present. - Prior to the meeting ensure that you have practiced your speech and can complete it within the time
allocated. Ensure that you have appropriate lighting and try to have a neutral background. Make sure that you tell any family members and/or roommates that you will be speaking and will need a quiet area. Ensure that your camera is positioned correctly – head and upper shoulders. - Make sure you are in Gallery View when giving your speech so you can see the Timer thumbnail.
- Advise the Technical Facilitator (Host) in advance if you wish to record your speech.
- If you are going to show slides or a PowerPoint in SHARE SCREEN mode make sure the individual
documents are open and ready to display before you start.
- Prior to the meeting, read the Pathways Evaluation Form (this should have been emailed to you by the VPE). Make sure you understand the Evaluation Criteria and the purpose of the project.
- You may set your View to Speaker View in order to see the Speaker close up and be less distracted by other screens.
- While listening to the person give their speech, note down the strengths and weaknesses of the speech. Focus on the Speaker’s content (including speech structure) and their delivery. You can use the Evaluation Form to guide you. (Downloads Attached).
- The Toastmaster will call on you to give your Evaluation shortly after the speakers have finished. If you are a newer member we recommend that you use the praise-improvement-praise structure: Comment on three of the speaker’s strengths – followed by 2-3 areas of improvement, finally ending with another 2 strengths. Do not retell the Speaker’s speech.
- Tell us specifically what you liked about the speech e.g. I really liked the speaker’s use of props during the speech. Their demonstration of how to fold a paper crane was really interesting to watch. Using green paper was a great idea because it ensured that the speaker’s design was clearly visible to all the members.
- If you are telling the Speaker that they need to improve an aspect of their speaking, give them specific recommendations/strategies to implement e.g. I would recommend that the speaker try beginning theirspeech in a more engaging way. Rather than saying “Good evening ladies and gentlemen. I’m honoured to speak to you this evening”, the speaker should start with their next line “Origami isn’t easy, but that doesn’t mean you can’t learn!”. This will allow the Speaker to engage their audience from the first moment of their speech. It’s much easier to sustain audience interest from the beginning rather than recapture it after a dull start.
- Give a summary e.g. In conclusion I’d like to congratulate the speaker on their excellent speech. I
particularly liked their use of gestures and props. Improving their vocal variety and opening should help
them refine their speaking style even further. I look forward to hearing your next speech. - Speak in the third person. This allows everyone in the Club to learn from your feedback.
- Be encouraging and supportive. Never apologise for any suggestions you make. Your feedback is a
critical part of facilitating Members’ progress. - Keep an eye on the Timer throughout your Evaluation. If the background turns red, you must wrap up.
- Once your Evaluation is complete, thank the Toastmaster and hand back control of the meeting to them.
- After the meeting, email a copy of your Evaluation (photo or scan) to the Speaker ASAP.
CHAIRPERSON TWO:
- Wait for Sergeant at Arms to hand over control of the meeting.
- Welcome everyone back from the break and hand over control of the meeting to the member giving the Toast.
- Once the Member giving the Toast hands back control of the meeting, invite the Table Topics Master to commence their role.
- Continue to move efficiently through the agenda in sequence.
- Upon reaching the Visitors Comment section, ask the visitors one by one to give some brief feedback on their impressions of the meeting. Ensure that all Visitors are given a chance to speak.
- Ask the President to present any Executive Announcements and their Closing Remarks.
- Thank the Members, Special Guests and Visitors for their attendance and close the meeting.
THE TOAST:
- If the first Chairman does not remind the Members to obtain a beverage before the break, ensure that you do so.
- Thank the second Chairman for handing over control of the meeting.
- Speak for 1 minute about your theme/topic – try to have an opening, body and conclusion
- Take your own glass and propose a Toast line with your introduction that is one to five words long. Say it strongly once e.g. So I’d like to propose a toast to friendship.... To friendship!
- Repeat the same Toast line so the audience can join in.
- Thank the Members and hand over control of the meeting back to the Chairman.
TABLE TOPICS MASTER:
- Prior to the meeting, design 12 Table Topics questions based on the Theme of the meeting. Eg, if the theme is
‘Work From Home’, a suitable question might be “What are some strategies that you use to work
effectively from home?” or “Do you work better at home or at your workplace?” - When called upon by the Chairman, provide a brief description of what Table Topics is and why we do it e.g. Welcome to the Table Topics session. This is the portion of the evening that we dedicate to improving our impromptu speaking. Attendees are given the chance to speak for approximately one minute on a topic not previously known to them. This allows us to improve our ability to speak during interviews and work meetings, among other things.
- Provide a brief overview of the topic e.g. The theme of this evening is Work From Home. Due to the current pandemic we are being asked to work from home more than ever before. For some of us this may be the norm whereas for others this may be a completely new experience.
- Introduce the two Evaluators e.g. Our Odds Evaluator for this evening is Harry and our Evens Evaluator is Angelina.
- Introduce the Timer and explain the timing lights e.g. As you know, Joseph is our timer. Joseph, can we please have the green light at 50 seconds, amber light at 60 seconds and red light at 70 seconds. Speakers, if you see the red light please wrap up as soon as possible.
- Only ask Members who do not have a speaking role at the meeting to speak. Of the Members who haven’t spoken, start with the more experienced Members first. You may ask Visitors to participate if all the Members who have not yet spoken have completed their turn. Do not prioritise Visitors over Members. The Members who performed the following roles should not be included unless attendance is low: Grammarian, Chairman one and two, Toastmaster, Speakers, Evaluators, Toast, Timer, Table Topics Evaluators, Ums & Ahs Counter, General Evaluator.
- Ask the question, then nominate a speaker e.g. The first question is “do you work better at home or at
your workplace?”. Amanda could you please unmute your microphone and answer this question. - Once you have asked all your questions, invite the Odds Evaluator to give their Evaluation. After the Odd Evaluator has completed their Evaluation, invite the Evens Evaluator to speak.
- Thank the Members for their participation and hand over control of the meeting back to the Chairman.
TABLE TOPICS EVALUATORS:
- Essentially for each Speaker (either odd numbered or even numbered) you provide about 30-45 seconds of feedback. For each Speaker you start with something you thought they did well, followed by something they should work on/improve. You then tell them another thing you liked before moving on to the next speaker.
- Do not recount what the Speaker said. Instead analyse their content and their delivery.
- For example: “Our first/second speaker was Adam. Adam was asked what his favourite fruits and vegetables are. Adam had a very strong opening. He said that he hates all vegetables. It was engaging and emphatic. I would recommend that Adam work on his structure. He seemed to have one long monologue. I would recommend that he try and have a beginning, middle and end to his speech. This would make his message more memorable.
- Finally, I really enjoyed Adam’s use of vocal variety. Particularly when he yelled that he hates onions most of all. This was very funny and made sure that anyone who had drifted off during his table topics would be re-engaged.
“Our third/fourth speaker was...“
And so on.
Most of us write brief dot points as notes and expand on them as we are speaking.
GRAMMARIAN:
- Prior to the meeting, select a Word of the Day, preferably based on the meeting Theme.
- When called upon by the Chairman, introduce the Word of the Day. Paste the word in the chat.
- Provide the meaning of the word, examples of how it can be used in a sentence and its different suffixes e.g. The word of the day is decree. It can be a noun in which case it means an official order that has the force of law. Or it can be a verb in which case it means to order something. For example, “The decree guaranteed freedom of assembly" or "The president decreed that the military was to be streamlined". Decree is present tense, decreed is past tense and decrees is the plural.
- Explain that you will be keeping track of who uses the Word of the Day as well as any imaginative, funny and clever uses of language. You may also wish to take note of any incorrect uses of Grammar.
- Thank the Chairman and hand over control of the meeting.
- When called upon for your report during the second half of the meeting, provide a list of members who used the word or some variation of it. You may wish to include how many times each member said the Word of the Day and in what context(s) they used it.
- Give examples of imaginative, funny and clever uses of language. These examples should be sourced
from a wide range of Members not just one or two. You can also correct any incorrect uses of grammar. - Thank the second Chairman and hand back over control of the meeting.
UMS & AHS COUNTER:
- During the meeting take note of how many filler words were used by each person and specifically which filler words they used e.g. Simon -> 5 ‘Ums’, 4 ‘Ahs’, 1 ‘So’, 1 ‘You know’
- When called upon for your report during the second half of the meeting, provide a general but brief explanation of why filler words should be avoided and how they detract from speaking presentations. Provide a list of Members who used fillers words. If some Members have used many filler words (10+), provide a list of Members within a certain range e.g. Harold and Sarah had under 5, Daniel and Alison had under 10 and Ella and Bethany had over 10.
- Discuss which filler words were used most commonly by the attendees.
- Hand over control of the meeting back to the Chairman.
BIG EARS:
- Watch the following demonstration videos: https://www.youtube.com/watch?v=IbyZ07u3Yw8 and https://drive.google.com/file/d/140WuEyn_2zCdJ_Ljz0WUUqdPbWZG_L9F/view?usp=sharing
- Record interesting things that people said during the meeting. Make sure you do this for a diverse range of Members. Don’t overly focus on any one presentation or person.
- During the first break begin creating the Kahoot. You may continue adding questions during the second half of the meeting so long as you are ready to present when called upon.
- Examples of questions include the following: “Who said that working from home is easy?” or “How many grandchildren does Fred have?” or “Which hormones did Stephanie mention?”
- When called upon by the second Chairman, briefly explain how listening improves our communication skills.
- Use the share screen function to display the Kahoot website.
- Ask the Members to use a second device (such as a phone) to access the Kahoot.it website or the Kahoot
app. Guide them through the process of entering in the quiz code. - Conduct the quiz as outlined in the two videos above.
- Announce the winner, thank the participants and hand over control of the meeting back to the Chairman.
TIMER:
- Watch the following demonstration video: https://www.youtube.com/watch?v=m9RI5PqRCtc
- Ensure before the meeting starts that you have downloaded the 3 colour slides (green, yellow and red) and can change your virtual background.
- Arrive at the meeting at 7pm so we have time to troubleshoot any problems you may have with the
virtual backgrounds. - For the Speeches, the Speech Evaluators, the Table Topics Speakers, the Table Topics Evaluators and the
General Evaluation, use the 3 colours e.g. If a speech is 5 to 7 minutes, then the green will be on 5 minutes, yellow on 6 minutes and red on 7 minutes. For everything else, including the Introductions, go immediately to red (do not show green and yellow) e.g. If a member/guest is still introducing themselves after 30 seconds, display the red background. - Make sure you reset your background after each speaker/presenter.
- During the prepared speeches, if the red background has been on for more than 1 minute, privately message the Toastmaster using the Chat function. For example, if a speaker is still speaking at 8 minutes and their speech is supposed to be 5-7 minutes, the toastmaster should be notified.
- When called by the second Chairman to give your report, start by briefly explaining the importance of keeping to time.
- State how long each of the following segments took: Speeches, Speech Evaluations, Table Topics Speakers, Table Topics Evaluators, General Evaluation. E.g. Our first speaker was Jack, whose speech was 7 minutes and 17 seconds long.
- Hand control of the meeting back to the Chairman.
- Continue to time the final segments of the meeting and use the virtual backgrounds.
MEETING OVERVIEW:
- During the meeting, take notes on the performance of everyone who has not been evaluated: Sergeant atArms, Chairman 1, President’s opening, Grammarian, Toastmaster, Speech evaluators, Chairman 2, Toast, Table Topics Master, Table Topics Evaluators, Ums & Ahs Counter, Big Ears.
- Take notes on what the presenters above did well and how they can improve further. Also take notes on quality of the meeting as a whole e.g. Was the theme well chosen, were the introductions enjoyable and entertaining, were there any technical difficulties, did the meeting run on time, did everyone have a beverage for the toast, were visitors welcomed appropriately etc.
- Thank the Chairman for handing over control of the meeting.
- You should conduct this segment in third person so you can educate all the Members at once e.g. I would recommend that future Ums and Has counters refrain from singling out any particular person. If someone has 25 Ums during a meeting, Simply say they had more than 10.
- Do not merely provide a recount of what has occurred. We were all there and we all remember what happened. Instead, provide your own analysis of what was done exceptionally well and what needs further improvement.
Be encouraging but do not shirk away from helping Members by being honest e.g. I thought the Grammarian did an excellent job of analysing our grammatical errors during the meeting. In particular, I found their discussion of the plural form of phenomenon very helpful. We now know it is phenomena not phenomenons. In the future I would encourage the Grammarian to provide members with examples of how the Word of the Day can be used in a sentence during the first half of the meeting. This should reduce the number of grammatical errors. - In the interests of time, please do not mention everything that you took notes on. Only comment on what you feel is most important/worth mentioning. You can also suggest general changes to the meeting that you feel should be made e.g. Table Topics should be in the first half of the meeting rather than the second, Big Ears it lots of fun and should be 10 questions rather than 6 etc.
- Hand over control of the meeting back to the Chairman.