Guide To Meeting Roles


Each role in the club meetings can be evaluated as part of the leadership track and Toastmasters International provides a guidance on these roles but each club has their own variations and traditions.  The following is a list of hints and tips for members taking these roles at Ipswich Electrifiers.

All members

  • State your role in the introduction so any confusion is cleared at the start
  • Bring your CL manual and know what project you want to be evaluated on

  • Ask another member to evaluate you and be clear which project you are working on

Toastmaster

Do

  • Check that each role on the agenda is filled
  • Explain clapping, evaluations and timing to new members and guests
  • Ask for votes for evaluators and table topics,
  • Collect and count the votes, sign and present certificates
  • Ask guests if they would like to comment on the meeting, be sensitive that some may be too shy

Beware

  • Giving too long an answer or story to your own introduction question – you will set the trend.
  • Making your transitions into an evaluation of the speech

Sergeant at Arms

Do

  • Check the room setup : hanging banner / pull-up banner / gavel / lectern
  • Check equipment : lights / stop watches
  • Check refreshments are ready : Milk / Kettle or hot water ready for break
  • Open the meeting at start of each half
  • Check paperwork : agendas, voting slips

Beware

  • Doing all the above yourself – other members are glad to help

Timer

Do

  • Check requested time of speeches
  • Time all speakers AND ROLES
  • Provide times on reports for table topics and speeches
  • Embellish each time report with a short phrase or sentence

Beware

  • Evaluating the speeches

Wordmaster

Do

  • Make two copies of your word for display
  • Give a definition and example of your word
  • Correct grammar if you feel confident
  • Explain the role

Beware

  • Evaluating more than words and phrases used
  • Making the introduction too long

Table Topics Master

Do

  • Explain your role
  • Ask a couple of experienced members before guests
  • Ask guests but make it clear that they can say no
  • Count the votes and sign the certificate (work with the TM)

Beware

  • Having too long an introduction or transitions
  • Commenting on speeches (don’t evaluate)

Evaluators

Do

  • Point out good techniques used with examples
  • Include a point for improvement
  • Respect your own opinion

Beware

  • Re-stating or summarising the speech
  • Providing too many points for improvement
  • Proving no points for improvement

Table Topics Evaluator

As per speech evaluator plus

  • Evaluate the table topics speeches either by speaker or by area
  • Be encouraging to new members and guests

General Evaluator

  • Evaluate roles similar to speech evaluators

    • TM
    • Wordmaster
    • Timer
    • Table topics master (unless covered by TT evaluator)
    • SAA
    • Evaluators
  • Evaluate the overall meeting
  • Keep comments short

Beware

  • Restating earlier evaluations or speeches