The success of a Toastmasters meeting depends on the program participants. There are many roles to fill, and each job is designed to improve the members’ public speaking and leadership skills. Program participants must know and understand their duties so they can prepare for them.

How do you prepare for your meeting roles?  Read below!!

Hot Seat

Number 2 Backup - be flexible!

The main duty of a Hot Seat member is to act as a flexible stand in.  If any of the other roles are unable to be filled the Toastmaster will contact the hot seat members to participate.  You could be facilitating any role so be prepared.  Come early to the meeting.  That day there might be cancellations or scheduling conflicts that require you to fill a role with no notice. 

Thought of the Day / Pledge

Inspire, challenge and motivate!

The thought, an inspiring quotation that sets the tone for the day’s meeting, it is a welcome. It is usually delivered by a designated club member at the beginning of the meeting, and is used in combination with the pledge of allegiance.  If you are new to Toastmasters and are nervous about the thought of speaking in front of people, you can use this small but valuable role to build your confidence!

Before the Meeting
Find a meaningful quotation, preferably one that relates to the day’s theme, and prepare a brief introduction to the quote. Treat it as you would any other speech – craft it carefully and practice delivering it before the meeting. 

During the Meeting
If you agree to deliver the thought for a club meeting, arrive a little bit early to let the presiding officer know that the role will be covered for the meeting.

When called on by the Toastmaster, stand up and deliver your thought of the day to the group. 

Pledge

Leading the pledge for your club

Before the Meeting
Treat the pledge as you would any other speech – memorize it if necessary and practice delivering it before the meeting.

During the Meeting
Arrive a little early to let the presiding officer know that the function will be covered for the meeting.

When finished with the Thought of the Day, turn and face the flag and invite the club to join you in the pledge.

Wordmaster / Grammarian

The syntax sentinel

Before the Meeting
One benefit of Toastmasters is that it helps people improve their grammar and word use. Being grammarian also provides an exercise in expanding listening skills. You have several responsibilities: to introduce new words to members, to comment on language usage during the course of the meeting, and to provide examples of eloquence.

Several days before the meeting, select a word of the day using any resource:

Merriam-Webster Dictionary 

Dictionary com

Wikipedia

It should be one that will help members increase their vocabulary – a word that can be incorporated easily into everyday conversation but is different from the way people usually express themselves.  Adjectives and adverbs are more adaptable than nouns or verbs, but feel free to select your own special word.  Print your word, its part of speech (adjective, adverb, noun, verb) and a brief definition in letters large enough to be seen from the back of the room.  Prepare a sentence showing how the word is used and prepare a brief explanation of the duties of the grammarian for the benefit of the guests.

At the Meeting

Before the meeting begins, place your visual aid at the front of the room whever everyone can see it.  Also get the Grammarian Form from the Sergeant at Arms or print from here to take notes on.

When introduced:

Announce the word of the day, state its part of speech, define it, use it in a sentence and ask that anyone speaking during any part of the meeting use it. Briefly explain the role of the grammarian.

Throughout the meeting, listen to everyone’s word usage. Write down any awkward use or misuse of the language (incomplete sentences, sentences that change direction in midstream, incorrect grammar or malapropisms) with a note of who erred. For example, point out if someone used a singular verb with a plural subject. “One in five children wear glasses” should be “one in five children wears glasses.” Note when a pronoun is misused. “No one in the choir sings better than her” should be “No one in the choir sings better than she.”  Also listen for any word or sound used as a crutch by anyone who speaks during the meeting. Words may be inappropriate interjections, such as and, well, but, so and you know. Sounds may be ah, um or er. You should also note when a speaker repeats a word or phrase such as “I, I” or “This means, this means.” These words and sounds can be annoying to listeners. This is an excellent opportunity to practice your listening skills.

When called on by the Toastmaster:

Write down who used the word of the day (or a derivative of it) and note those who used it correctly or incorrectly.

Stand by your chair and give your report.

Try to offer the correct usage in every instance of misuse (instead of merely announcing that something was wrong).

Report on creative language usage and announce who used the word of the day (or a derivative of it) correctly or incorrectly.

Give the number of ums, as, and filler words used by each individual

Note any repeater words or crutch grammar habits each member could improve upon. 

Timer

Do you have the time?

One of the skills Toastmasters practice is expressing a thought within a specific time. As timer you are responsible for monitoring time for each meeting segment and each speaker. You’ll also operate the timing signal, indicating to each speaker how long he or she has been talking. Serving as timer is an excellent opportunity to practice giving instructions and time management – something we do every day.

Here’s how to succeed as timer:

Take on this role and the new habits formed will serve you well in your private life and your career. People appreciate a speaker, friend or employee who is mindful of time frames and deadlines.

Toastmaster

You are the emcee.

The Toastmaster is a meeting’s director and host. You won’t usually be assigned this role until you are thoroughly familiar with the club and its procedures.   Begin preparing for your role several days in advance. You’ll need to know who will fill the other meeting roles if someone can't attend and keep an up-to-date meeting agenda. 

Next, contact all members to make sure you’re both working from the same agenda. Ask the members with roles to confirm that they will be participating in the meeting or who their replacement will be.

As the Toastmaster, you’ll introduce each speaker. Introductions must be brief and carefully planned. Contact speakers several days before the meeting to ask about:

• Speech topic and title
• Manual and project title
• Assignment objectives
• Speaker’s personal objectives
• Delivery time

You need all of these elements to create your introductions. Remember to keep the introductions between 30-60 seconds in length.

Of course, you want to avoid awkward interruptions or gaps in meeting flow so your last preparation step before the meeting is to plan remarks you can use to make smooth transitions from one portion of the program to another. You may not need them, but you should be prepared for the possibility of awkward periods of silence. 

The Big Show
On meeting day, show up early. You’ll need time to make sure the stage is set for a successful meeting. To start, check with each speaker as they arrive to see if they have made any last-minute changes to their speeches – such as changing the title.  You and the speakers will need quick and easy access to the lectern. Direct the speakers to sit near the front of the room and make sure they leave a seat open for you near the front.

When it’s time to start the program, the club president calls the meeting to order. He/She will make announcements, introduce guests or conduct other club business before introducing you.

When you’re introduced, the president will wait until you arrive at the lectern before being seated. (This is why you should sit at the front of the room.)

Pay attention to the time. You are responsible for beginning and ending the meeting on time. You may have to adjust the schedule during the meeting to accomplish this. Make sure each meeting segment adheres to the schedule. If time allows, you can make some brief remarks about Toastmasters’ educational program for the benefit of guests and new members before you move forward with the introductions:

• Introduce the general evaluator as you would any speaker. Remain standing near the lectern after your introduction until the speaker has assumed control of the lectern, then be seated.  
• Introduce the Topicsmaster as you would any speaker. Remain standing near the lectern after your introduction until the speaker has assumed control of the lectern, then be seated.

In our club it is customary for the Toastmaster and the person assuming control of the lectern to exchange a handshake.  This helps new members recognize when control of the lectern passes from the Toastmaster to the speaker and vice versa.

You will lead the applause before and after the Table Topics session, each speaker and the general evaluator. When each presenter has finished, you return to the lectern so the speaker can be seated and you can begin your next introduction.  

At the conclusion of the speaking program, request the timer’s report and vote for the best speaker.

Briefly reintroduce the general evaluator.

While votes are being tallied, invite comments from guests and announcements (such as verification of next week’s program).

Present trophies or ribbons as practiced by your club.

Adjourn the meeting, or if appropriate, return control to the club president.

Serving as Toastmaster is an excellent way to practice many valuable skills as you strive to make the meeting one of the club’s best. Preparation is key to your success.

Speaker

Show your vocal verve!

No doubt you’ve guessed that the speaking program is the center of every Toastmasters meeting. After all, what’s Toastmasters without the talking? But members don’t just stand up and start yakking. They use the guidelines in the Competent Communication (CC) manual and the Advanced Communication Series (ACS) manuals to fully prepare their presentations.

The CC manual speeches usually last 5-7 minutes. ACS manual project speeches are 5-7 minutes or longer depending upon the assignment.

Every speaker is a role model and club members learn from one another’s speeches. Prepare and rehearse to ensure you present the best speech possible. Don’t insult your fellow club members by delivering a poorly prepared speech. However, it’s also true that no speech is perfect. So, get out there and try!

Here’s what to do:

• Check your club’s meeting schedule regularly to find out when you’re assigned to speak. Begin working on the speech at least a week in advance. That way, you have enough time to devote to research, organization and rehearsal.
• Make sure to contact the Toastmaster of the meeting to help them prepare a good introduction for you.
• Several days before the meeting, check for your evaluator’s name. Talk with your evaluator about the speech you’ll give. Discuss your speech goals and personal concerns. Let your evaluator know where you believe your speech ability needs strengthening, so he or she can pay special attention to those aspects of your presentation. Remember to bring your manual to the meeting.
• You should arrive at the meeting early to check the microphone, lighting and anything else that could malfunction and ruin your talk. Give your manual to your evaluator before the meeting starts and discuss any last-minute issues with him or her. Sit near the front of the room and carefully plan your approach to the lectern and your speech opening.
• During the meeting, give your full attention to the speakers at the lectern. Don’t study your speech notes while someone else is talking. When you’re introduced, smoothly and confidently leave your chair and walk to the lectern. After your speech, wait for the Toastmaster to return to the lectern, then return to your seat. Listen intently during your evaluation for helpful hints that will assist in building better future talks.
• After the meeting, reclaim your manual from your evaluator. Discuss any questions you may have concerning your evaluation to clarify and avoid any misinterpretations.
• Finally, have the vice president education (VPE) initial the Project Completion Record in the back of your manual.

You’ll enjoy a growing sense of confidence as you repeat these steps with new speech projects. Don’t be afraid to do the work, enjoy the applause and reap the educational benefits. Your courage will be rewarded!

Evaluator

Evaluate to motivate!

People join Toastmasters to improve their speaking and leadership skills, and these skills are improved with the help of evaluations. Members complete projects in the Competent Communication and Competent Leadership manuals and you may be asked to evaluate their work. At some point, everyone is asked to participate by providing an evaluation. You will provide both verbal and written evaluations for speakers using the guide in the manual. You’ll always give a written evaluation for leadership roles, though verbal evaluations for leaders are handled differently depending on the role. 

Several days before the meeting, review the Effective Evaluation manual you received in your New Member Kit. If you cannot locate yours ask another member.  Talk with the speaker or leader you’ve been assigned to evaluate and find out which manual project they will present. Review the project goals and what the speaker or leader hopes to achieve. 

Evaluation requires careful preparation if the speaker or leader is to benefit. Study the project objectives as well as the evaluation guide in the manual. Remember, the purpose of evaluation is to help people develop their speaking or leadership skills in various situations. By actively listening, providing reinforcement for their strengths and gently offering useful advice, you motivate members to work hard and improve. When you show the way to improvement, you’ve opened the door to strengthening their ability.

When you arrive at the meeting, retrieve the manual from the speaker or leader and ask one last time if he or she has any specific goals in mind.  Record your impressions in the manual, along with your answers to the evaluation questions. Be as objective as possible. Remember that good evaluations may give new life to discouraged members and poor evaluations may dishearten members who tried their best. Always provide specific methods for improving and present them in a positive manner.

If you’re giving a verbal evaluation, stand and speak when introduced. Though you may have written lengthy responses to manual evaluation questions, don’t read the questions or your responses. Your verbal evaluation time is limited. Don’t try to cover too much in your talk; two or three points is plenty.

Begin and end your evaluation with a note of encouragement or praise. Commend a successful speech or leadership assignment and describe specifically how it was successful. Don’t allow the speaker or leader to remain unaware of a valuable asset such as a smile or a sense of humor. Likewise, don’t permit the speaker or leader to remain ignorant of a serious fault: if it is personal, write it but don’t mention it aloud. Give the speaker or leader deserved praise and tactful suggestions in the manner you would like to receive them.

After the meeting, return the manual to the speaker or leader. Add another word of encouragement and answer any questions the member may have.

By giving feedback, you are personally contributing to your fellow members’ improvement. Preparing and presenting evaluations is also an opportunity for you to practice your listening, critical thinking, feedback and motivation skills. And when the time comes to receive feedback, you’ll have a better understanding of the process.

Table Topics Master

The Extemporaneous Educator

With Table Topics, the Topicsmaster gives members who aren’t assigned a speaking role the opportunity to speak during the meeting. The Topicsmaster challenges each member with a subject, and the speaker responds with a one- to two-minute impromptu talk.

Some people underestimate the Topicsmaster role’s importance. Not only does it provide you with an opportunity to practice planning, preparation, organization, time management and facilitation skills; your preparation and topic selection help train members to quickly organize and express their thoughts in an impromptu setting.

Preparation is the key to leading a successful Table Topics session:

• Several days before the meeting, check with the Toastmaster to find out if a theme meeting is scheduled. If so, prepare topics reflecting that theme.
• Confirm who the prepared speakers, evaluators and general evaluator will be so you can call on other members at the meeting to respond first. You can call on program participants (speakers last) at the end of the topics session if time allows.
• Select subjects and questions that allow speakers to offer opinions. Don’t make the questions too long or complicated and make sure they don’t require specialized knowledge.
• Phrase questions so the speakers clearly understand what you want them to talk about.

Remember, too, that your job is to give others a chance to speak, so keep your own comments short.

Table Topics begins after the prepared speech presentations.  When the Toastmaster introduces you, walk to the podium and assume control of the meeting:

• Briefly state the purpose of Table Topics and mention any theme.
• If your club has a word of the day, encourage speakers to use that word in their response.
• Be certain everyone understands the maximum time they have for their response and how the timing device works (if the timer hasn’t already done so).

Then begin the program:

• Give each speaker a different topic or question and call on speakers at random.
• Avoid going around the room in the order in which people are sitting.
• Don’t ask two people the same thing unless you specify that each must give opposing viewpoints.
• State the question briefly – then call on a respondent.
• You may wish to invite visitors and guests to participate after they have seen one or two members’ responses. But let visitors know they are free to decline if they feel uncomfortable.

Watch your total time. You may need to adjust the number of questions so your segment ends on time. Even if your portion started late, try to end on time to avoid the total meeting running overtime. 

• Ask the timer at the end of the Table Topics session to report those eligible for the award. Though the times vary among clubs, generally a participant is disqualified for stopping 15 seconds prior to the allowed time or speaking 15 seconds beyond the allowed limit.
• Ask members to vote for best Table Topics speaker and pass their votes to the sergeant at arms or vote counter.
• Ask the Table Topics evaluator for his/her report
• Return control of the meeting to the Toastmaster

Table Topics Speaker

The articulate ad-libber

Most of the talking we do every day – simple conversation – is impromptu speaking. Yet for some members, Table Topics is the most challenging part of a Toastmasters meeting.

Table Topics continues a long-standing Toastmasters tradition – every member speaks at a meeting. But it’s about more than just carrying on an anxiety-ridden tradition. Table Topics is about developing your ability to organize your thoughts quickly and respond to an impromptu question or topic.

Table Topics begins after the prepared speech presentations. The Toastmaster of the meeting will introduce the Topicsmaster who will walk to the lectern and assume control of the meeting. The Topicsmaster will give a brief description of the purpose of Table Topics and mention if the topics will carry a theme.

The Topicsmaster will state the question or topic briefly and then call on a respondent. Each speaker receives a different topic or question and participants are called on at random.

When you’re asked to respond to a topic, stand next to your chair and give your response. Your response should last one to two minutes.

Now, take a deep breath and get ready to be remarkable!

Table Topics Evaluator

After each impromptu speech, the speaker receives an evaluation.  The purpose of the evaluation is to help the speaker become less self-conscious and a better speaker.  This requires that you be fully aware of the speaker's skill level, habits, and mannerisms, as well as his/her progress to date. 

Be as objective as possible.  Praise a successful speech and specifically tell why it was successful.  Don't allow the speaker to remain unaware of a valuable asset such as a smile, a sense of humor or a good voice.  Don't allow the speaker to remain ignorant of a serious fault or mannerism.  Try to give the speaker points of improvement.  Give the speaker the deserved praise and tactful suggestions in a manner you would like to receive them when you are the speaker.    

For table topics, use the Table Topics Evaluation form to help you make your comments and suggestions.

General Evaluator

Improving the process while overseeing the execution.

Don’t worry; there’s no capital punishment during Toastmasters meetings. Unless, of course, the grammarian is in a bad mood.

If you think of a club meeting as a project, then you can see the general evaluator as a kind of project manager. As GE, your responsibilities include:

• Ensuring the speech and leadership project evaluators know their responsibilities
• Supervising the timer, grammarian and Ah-Counter
• Evaluating everything that takes place during the club meeting
• Making sure each activity is performed correctly

Follow the General Evaluator checklist provided by the Sargent at Arms or on the website during the meeting so you don’t have to keep all the details in your head.

The general evaluator may set up any evaluation procedure he or she chooses, but it should fit into the meeting program.  Point out that an evaluation should enhance the speaker’s self-esteem and encourage evaluators to prepare thoroughly for their role.

Your final task before the meeting is to prepare a brief verbal explanation detailing:

• The purpose, techniques and benefits of evaluation so guests and new members will better understand the function of evaluations.
• How evaluation is a positive experience designed to help people overcome flaws and reinforce good habits in their presentations.

On meeting day:

• Arrive early.
• Make sure all evaluators are present and that they have the appropriate speaker or leader’s manual.
• If an evaluator is absent, consult with the vice president education and arrange for a substitute.
• Ask each evaluator if he or she has any questions about the project objectives to be evaluated, verify each speaker’s time and notify the timer if there are any changes.
• Take your seat near the back of the room. This will ensure you have a good view of the meeting and all its participants.

The Toastmaster of the meeting introduces the general evaluator before the Table Topics portion of the meeting.  When you’re introduced stand by your chair and deliver the explanation you prepared.

During the meeting, use your checklist and take notes on everything that happens (or doesn’t, but should). For example: Is the club’s property (e.g. trophies, banner, educational material) properly displayed?  Were there unnecessary distractions that could have been avoided? Did the meeting, and each segment of it, begin and end on time?

Study each participant on the program, from the person giving the invocation or thought for the day to the last report by the timer. Look for good and less than desirable examples of preparation, organization, delivery, enthusiasm, observation and general performance of duties. When it’s time to begin the evaluation portion of the meeting, the Toastmaster will introduce you, again.

Give your general evaluation of the meeting:

• Use your checklist and the notes you took during the meeting.
• Phrase your evaluation so it is helpful, encouraging and motivates club members to implement the suggestions.
• You may wish to comment on the quality of evaluations. Were they positive, upbeat, helpful? Did they point the way to improvement?
• When you’ve completed your evaluation, return control of the meeting to the Toastmaster.

Being general evaluator is a big responsibility and it is integral to the success of every single club member. People join Toastmasters because they have a goal – they want to learn something. The club is where they learn. If the learning environment isn’t focused and fun, members won’t learn what they joined to learn. Your observations and suggestions help ensure the club is meeting the goals and needs of each member.

And what do you get out of the deal? You get the chance to practice and improve your skills in critical thinking, planning, preparation and organization, time management, motivation and team building!

For questions on the roles, contact any Indy TALKS member.  They would be happy to sit down and help you prepare for your role or help you to understand each integral part of the meeting.