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Educational - Toastmaster

Overview

The Toastmaster is the pivotal role at any club meeting – you’re the ‘ringmaster. As Toastmaster you will use many of the skills you have been learning at your club meetings. It is an excellent way to hone your listening skills and speaking abilities with minimal preparation time. Management of the meeting and the various speaking roles is your primary function. Your aim is to put together a well organised meeting that is positive, interesting, on time and of course loads of fun.

Getting Organised

• At the meeting BEFORE it is your turn to be Toastmaster, present the scheduled program for your meeting.
• Ensure you note the roles that are confirmed on the night. Any members that have a role but are not present will need to be contacted as soon as possible.
• Email the draft program showing the all speakers’ names and their role title at least 5 days before the meeting. Request that ALL speakers email or call you back to confirm their role, in particular the members that will be delivering speeches.
• Organising the speaking roles and putting the meeting program together is a significant part of the Toastmasters’ role.
• You will need to have a complete knowledge of the meeting roles, the time requirements, any special events or visitors planned for the evening.
• Check with the VP Education for any roles that are being filled for the first time by newer members. Check with those new members that they are ready to perform their role.
• Ask the President if there are any VIP visitors planned for the night. Ensure you know their names, name spelling and relevant status within Toastmasters or the appropriate organisation.
• It is very important that you carefully check the spelling of the club members’ names. Some people are understandably sensitive about the spelling of their name. If you are not sure ask the VP Ed, VP Membership or the President.
• You can make up your own layout for the program or you can ask another Toastmaster for a template copy and then change it suit your own style.
• Your program should include the following; Belfast Toastmasters name and logo, meeting date, apologies, speakers’ names and roles in chronological order and allocated speaking times.
• You can add an appropriate quote to the bottom of your program. You must show the author or a reference source for the quote. The quote should be positive and have a meaningful message.
• Ensure you print enough programs for the club members and any potential visitors.
• If there are any late apologies you may need to make some adjustments to the program. You can discuss these changes with another Toastmaster if you are unsure how best to alter the program.
• It is helpful if you sit in the front row as you will be making your way to the lectern many times during the evening.
• You can sellotape a copy of the program to the lectern. This can be helpful if you are about to introduce the next speaker and then suddenly forget their name – it does happen.

Starting the Meeting

• Thank the Sergeant at Arms for introducing you.
• Make your ‘opening’ to the club members welcoming, bright, friendly and positive.
• Welcome any special visitors and or guests. You should already have their names noted.
• Outline the meeting in general terms so everyone knows what to expect. If you have made any changes to the issued program make mention of these now.
• Read out the apologies and ask if anyone has any further apologies.
• If there are any guests present ask the Speakers charged with a role to briefly explain their role that they are going represent.
• Remember you may have only 2 minutes for this opening part of your role so avoid the temptation to do a mini speech. I you have a short, interesting story or an appropriate anecdote you can use it at this point.

Introducing the Speakers

• Rule #1 Know what you want to say before say it – don’t make up your speaker introductions on the spot as it may not go smoothly.

• Some introduction examples are:

  • Please join me in welcoming our Grammarian for this evening - Bilbo Baggins.
  • Our Table Topics Master this evening is – Donald Duck – please welcome Donald.
  • I’m very pleased to welcome Luke Skywalker – our GE for this evening.
• Your introduction options are many and varied – but rule #1 still applies – practice your introduction wording so you KNOW what to say.

• You can also add a very brief Toastmaster history to your introduction. This must be short and Toastmaster related. For example:

  • Our next speaker has been a member of our club for 4 years and is currently our VP Membership Officer. Please welcome Harry Potter our Timer for this evening.
• The introduction you give for any speaker should always be upbeat, positive and friendly. The tone of your introduction will have impact on the speakers’ performance and their level of enjoyment in delivering their speech, report or evaluation.
• Always lead the clapping and wait at the lectern for the Speaker to arrive.
• Shake the Speakers hand. This is the formal part of ‘handing the floor over’ to the next Speaker.

Linking Comments

• Once the Speaker has signaled to you that they have finished, shake their hand before taking the floor back.
• If the Speaker has just given a manual speech, educational or presentation then you can give a positive comment about the speech. Remember: DO NOT give a mini evaluation or recommendations for the speech. That is not your job and you don’t have the time.
• Your comments should be limited to how much you enjoyed the speech and an interesting point you took from the speech. All comments should be respectful, positive, encouraging and short.
• Don’t be tempted to give mini speeches between the various speakers.
• Some Toastmasters forget that they are not the Star of the meeting. That particular position falls to members giving manual speeches and presentations.
• Watch the time during the meeting by checking current time against the program time.

• If the meeting starts running over time you have a few options to get the time back.

  1. Shorten Table Topics to fewer speakers
  2. Shorten supper
  3. Shorten your speaking time between speakers
  4. Remind everyone that the meeting is running behind.

Finishing the Evening

• After the final speaker has completed their role you can thank all the speakers for their efforts during the meeting.
• If there are guests present you can thank them for taking the time to visit the club. Don’t be tempted to ask them what they thought of the meeting and if they may be interested in joining the club – this is not your role – it is the Presidents job.
• Acknowledge any visiting Toastmasters or special visitors to the club.
• Thank any of the Club members that may have helped you set up the meeting.
• Finally call the President up to close the meeting.
• Your job is done.

Please remember the role of Toastmaster is challenging and very busy. The various Speakers will remember your comments so it is imperative that your tone is positive and encouraging.

Please remember your CL manual when filling this role.

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