Competent Communicator
Project 1: The Ice Breaker
Project 2: Organise Your Speech
Project 3: Get to the Point
Project 4: How to Say It
Project 5: Your Body Speaks
Project 6: Vocal Variety
Project 7: Research Your Topic
Project 8: Get Comfortable with Visual Aids
Project 9: Persuade with Power
Project 10: Inspire Your Audience
Competent Leadership
Project 1: Listening
Project 2: Critical Thinking
Project 3: Giving Feedback
Project 4: Time Management
Project 5: Planning and Implementation
Project 6: Organisation and Delegation
Project 7: Facilitation
Project 8: Motivation
Project 9: Mentoring
Project 10: Team Building
All the projects above are based on the certified projects in the Toastmasters International manuals.
ROLES
Dear Gaveliers,Do prepare for the next meeting if you are one the role players below.
Toastmaster of the Evening (TOE)
Timer
'Ah' Counter
Grammarian
Humour Master
Table Topics Master
Table Topics Evaluator
Speech Evaluator
General Evaluator
Here are guidelines for the role players.
Toastmaster of the Evening
The Toastmaster of the meeting acts as a genial host and conducts the entire educational portion of the program. He or she enthusiastically introduces the Speakers, members and guests and creates a pleasant atmosphere.
Before the Meeting
- Checks with VPE for the latest educational programme schedule.
- Remind all speakers and role payers to of their assignments.
- Prepares remarks which can be used to bridge the gaps between program segments.
Upon Arrival at the Meeting
- Checks for any last minute changes
- Reserve seats for himself/herself and speakers near lectern so everyone has easy and quick access.
During the Meeting
- Presides with sincerity, energy and decisiveness, making audience feel comfortable and that all proceeding as planned.
- Calls on all at the meeting to introduce the members, invited guests and new members.
- Identifies each role player and asks each of them to briefly explain their jobs.
- Requests the Grammarian for the ‘Word of the Day’.
- Leads the applause before and after Table Topics, each prepared speaker and role player.
- Shake hands before and after each speaker/role player as a sign of continuity.
- Remains standing near lectern after introducing each speaker/role player until they have acknowledged him/her and assumed control of meeting, then takes a seat.
- Introduces evaluators in the same way as speakers/role players.
- Reintroduces President for business announcements and closing comments
Timer
One of the purposes of Toastmasters is to teach people to express thoughts within a specific time interval. The timer is responsible for monitoring time and emphasizing the importance of time to everyone. Each segment of the meeting is timed and each speech is timed. The Timer operates the timing lights/cards, which indicates to the Speaker how long he or she has been talking.
Before the Meeting
- Confirms scheduled program participants with the Toastmaster and General Evaluator.
- Confirms the time required for each prepared speech with the Speakers.
- Prepares a brief explanation of the Timer’s duties for the benefit of guests and new members.
Upon Arrival at the Meeting
- Gets timing and signaling devices and practices operating them.
- Makes sure timing light/cards is placed where it can be easily seen by the Speakers, but is not obvious to others, such as back of room.
During the Meeting
- Explains Timer’s duties when called upon.
- Explains the timing rules and timing light/cards when called upon.
- Records each Speaker’s name and the time used.
- Do not record time for invited speakers.
- Table Topic Speakers, prepared Speakers and Evaluator must speak within plus or minus 30s of allotted time.
- Ring the bell when the time exceeds the 30s.
- For Table Topics, time limit is from 1 to 2 minutes. The timer signals green at 1, yellow at 1 min 30 secs, and Red at 2 minutes, after which the Red signal remains until the speaker finishes speaking. There is a grace period of 30 seconds, the bell is rung after 30 seconds.
- For manual speeches, if time allocated is 4 to 6 minutes, the timer signals green at 4, yellow at 5 and red at 6 minutes, after which the red signal remains until the speaker finishes speaking. The bell is rung after 30 seconds.
- Presents report when introduced by Toastmaster or General Evaluator.
‘Ah’ Counter
When speaking, people often use such ‘crutch’ words or fillers as “ah”, “um”, “you know”, “well", "lo", "la" etc., or they repeat a word or phrase, saying for example, “This means, this means …”. These words and sounds can be annoying to listeners. The ‘Ah’ Counter notes these words and sounds and helps the Speaker become aware of them.
During the Meeting
- Explains the role of the ‘Ah’ Counter.
- Listens to everyone for crutch words or sounds, notes who uses them and how many each used.
- Gives a report when called upon, referring to notes taken during the meeting.
Grammarian
The Grammarian introduces new words to members and encourages their use, and comments on members’ good and bad usage of English.
Before the Meeting
- Selects a ‘Word of the Day’. Should be one that helps members increase their vocabulary – a word that can be easily incorporated into everyday conversation but is different from the way people normally express themselves.
- Writes the word, its definition examples for its use on the whiteboard.
- Prepares a brief explanation of the duties of the Grammarian for the benefit of guests and new members.
During the Meeting
- Explains the duties of the Grammarian when called upon.
- Announces the ‘Word of the Day’ and its part in speech and definition, gives an example of its use and encourages members to use it during the meeting.
- Listens to everyone’s word usage during the meeting. Writes down any awkward use or misuse of the language (incomplete sentences, incorrect grammar, sentences that change direction midway, etc).
- Writes down who used the ‘Word of the Day’ or a derivative of it and notes correct and incorrect use.
- Gives report when called upon, referring to notes taken during meeting.
Humour Master
The role of Humour Master is to lead the session with one or two jokes before inviting members on the floor to share their jokes. These are no-pressure, minor speaking roles where the speaker engages the audience for 3 to 5 minutes with something witty, wise or funny. They are not timed or evaluated. A session to relax and get a few laughs before their first full speech. Telling jokes is essential in our life. Original jokes form our own experieces are a great bonus!
Before the Meeting
- Wit and Wisdom: Selects something witty, wise or amusing, indeed anything that tickles the imagination - could be a poem, a story, a saying, some thoughts, quotes...
- JokeMaster: Chooses a clean, non-offensive joke to start off with.
- Gets comfortable with what he wants to say.
During the Meeting
- When called upon, delivers the mini-speech to the best of his ability.
- Invite members and guests to share their jokes.
- Notes may be used if necessary.
Table Topics Master
The Table Topics Master presides over the Table Topics portion of the club meeting. Table Topics provides those members not assigned a meeting role an opportunity to speak during the meeting. During Table Topics, the Table Topics Master gives each member a subject, and the speaker gives a one to two minute impromptu talk on the subject. Table Topics helps members learn to think and speak “on their feet”.
Before the Meeting
- Checks if theme meeting is scheduled. Prepares subjects related to theme. If not, Table Topics Master chooses subjects, making sure previous session’s topics not repeated.
- Finds out scheduled speakers, role players and evaluators and makes a point to call on others. Only if time permits does the Table Topics Master call on program participants.
- Selects topics that allow the speaker to give an opinion or provide information.
- Phrases the topic clearly and simply so speaker immediately understands the question.
- Plans and keeps comments short, so many others will the chance to speak.
During the Meeting
- Briefly states purpose of Table Topics for benefits of guests and new members.
- States Table Topics theme, if one exists, and explains it.
- Encourages speakers to use the ‘Word of the Day’.
- Explains timing procedures for Table Topics Speakers.
- States first Table Topics question and then calls on a respondent.
- Calls on speakers randomly, avoids calling on people in order in which they are sitting.
- Watches time, referring to agenda for total time allotted. Adjusts number of topics to ensure session ends on time, even if began late.
- Introduces the Toastmaster to resume control of the meeting.
Table Topics Evaluator
An evaluation is given for every prepared speaker during the Table Topics session. The Evaluator presents an brief oral evaluation of each speaker before the club. The evaluation includes positive comments about techniques the speaker used well, and helpful suggestions about what the speaker could do better. Good evaluations are critical; it is through evaluations that members are able to improve their speaking skills.
Look for:
opening, body, conclusion
content
how promptly speaker responded
how well speaker prepared
body language
eye contact
vocal variety
sincerity, etc.
eye contact
vocal variety
sincerity, etc.
Before the Meeting
- Contact the Table Topics Master to find out about meeting theme and list of topics.
During the Meeting
- Records impressions of speech. Remembers that good evaluations may give new life to discouraged members and poor evaluations may dishearten members who tried their best.
- Provides speaker with specific tips for improving.
- Stands and gives oral evaluation when introduced, beginning and ending each evaluation with positive comments or encouragement.
- Clearly states speaker and topic before presenting individual evaluation.
- Doesn’t evaluate the Table Topics Master – responsibility of the General Evaluator.
- Gives sufficient feedback to each speaker.
- Praises successful speech and specifically tells why it was successful.
- Use Kiss-Kick-Kiss method.
- Doesn’t allow speakers to remain unaware of a valuable asset e.g. smile, sense of humour or good voice.
- Doesn’t allow speakers to remain ignorant to a serious fault of mannerisms; if personal, writes or approach him/her personally but doesn’t mention it aloud.
Speech Evaluator
An evaluation, based on the project evaluation form provided in the speakers’ manual, is given for every prepared speaker during the meeting. The Evaluator completes the form after listening to the speech, then presents an oral evaluation before the club. In addition, the Evaluator gives the Speaker a written evaluation. The evaluation includes positive comments about techniques the speaker used well, and helpful suggestions about what the speaker could do better. Good evaluations are critical; it is through evaluations that members are able to improve their speaking skills.
Before the Meeting
- Contacts the speaker to find out what manual project the speaker will be completing.
- Asks what goals the speaker hopes to achieve and what skills the speaker hopes to strengthen.
- Find out speech titles, manual projects, speech purpose, time requested and other information (e.g. job, hobbies, family) to be used when introducing them.
- Prepares introductions for each speaker. Proper introduction is important to the success of the speaker’s presentation.
Upon Arrival at the Meeting
- Gets the speaker’s manual.
- Meets with the speaker to confirm speech objectives.
During the Meeting
- Records impressions of speech in the manual along with answers to evaluation form questions. Remembers that good evaluations may give new life to discouraged members and poor evaluations may dishearten members who tried their best.
- Provides speaker with specific tips for improving.
- Stands and gives oral evaluation when introduced, beginning and ending the evaluation with positive comments or encouragement.
- Doesn’t read the evaluation notes and doesn’t try to cover too much – perhaps two to three points.
- Praises successful speech and specifically tells why it was successful.
- Doesn’t allow speaker to remain unaware of a valuable asset e.g. smile, sense of humour or good voice.
- Doesn’t allow speaker to remain ignorant to a serious fault of mannerisms; if personal, writes but doesn’t mention it aloud.
General Evaluator
The General Evaluator evaluated everything that takes place during the club meeting. In addition, the General Evaluator is responsible for the Speech Evaluators, the Timer, Grammarian and ‘Ah’ Counter, making sure they know their responsibilities. Normally an Evaluator is assigned to each speaker; however, sometimes evaluations may be done by panels. The General Evaluator may set up any evaluation procedure desired, but must make sure each evaluation is brief yet complete.
Before the Meeting
- Checks with the Toastmaster to find out the program for the meeting and if there are any planned deviations from the usual meeting format.
- Emphasizes to Evaluators that evaluation is a positive, helping act that enables fellow Toastmasters to develop their skills. Emphasizes that an evaluation should preserve or enhance self-esteem of the speaker.
- Remind Timer, Grammarian and ‘Ah’ Counter of their assignments.
- Prepares a brief explanation of the purpose, techniques and benefits of evaluation for the benefit of guests and new members. Emphasizes that evaluation is a positive experience designed to help people overcome weak habits and add power to good ones.
Upon Arrival at the Meeting
- Makes sure all Evaluators have arrived and arranges for substitutes if necessary.
- Checks that each Evaluator has the Speaker’s manual and understands the projects objectives and evaluation.
- Confirms the recommended time of each speech and notifies the Timer.
- Sits near back of room to fully observe the meting and its participants.
During the Meeting
- Takes notes on everything that happen (or doesn’t happen, but should).
- Observes every participant in the program, from the person giving the invocation to the last report by the Timer. Looks for good and less good examples of preparation, organization, delivery, enthusiasms and performance of duties.
- Doesn’t reevaluate speakers, but may offer something that the Evaluator have missed.
- Presents a brief on purpose, technique and benefits of evaluation and the methods today’s Evaluators will use.
- Concludes with the general evaluation of the meeting, referring to the notes taken during the meeting.
Copyright © 2013 Diamond Speakers Toastmasters Club
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