Duties, Responsibilities, Checklist, and Tips.
What to do when you are Toastmaster
What to do when you are Chief Evaluator
What to do when you are an Evaluator
What to do when you are the Gramarian
What to do when you are the Table Topics Master
What to do when you are the Timer
What to do when you are the Toastmaster
Being the Toastmaster of 1808 is a true challenge, but so far everyone has survived. Some have even been able to father children. However, if you aren’t in charge throughout the meeting it can be an emasculating experience. The following guidelines were developed by the club over the eons and have been passed out sporadically to the membership. In 1808, creativity is admired only if it works, and typically it is not encouraged. It is this writer's opinion that you should go for it. Be unique, but be careful. Remember, you are the emcee and not the entertainment!
1. It is vital that you contact your scheduled Speakers, Table Topic Master and Chief Evaluator the week prior to the meeting to organize the event.
2. Remind each speaker that you will need a brief and well-organized introduction. It must include title, time required, and whether or not it is a manual speech. You should also encourage the speakers to prepare a manual speech. Even our long-term members need an incentive to use the manual sometimes.
3. The Chief Evaluator is responsible for calling his scheduled evaluators. He should attempt to match the experienced evaluators with the newer speakers to help them develop their speaking skills. It is important that the Chief Evaluator arrives by 6:45 a.m. to prepare the evaluation forms, confirm information with each speaker on his speech, and to allow sufficient time to recruit replacements if necessary.
4. The Toastmaster should also arrive by 6:45 a.m. to finalize the slate of speakers and confirm the Timer, Grammarian, Vote Counter, Innovator, Tipster, and Chief Evaluator for the program of the day. If a speaker fails to appear, find a replacement. In 1808, a full complement of four speakers is expected and impromptu speeches are often voted the best of the day because the Speaker is motivated to speak. The Toastmaster can ask for a volunteer or select a victim. The Toastmaster also has the choice of providing a topic or allowing the Speaker to select a subject of their choice.
5. Thorough and early preparation will prevent last minute glitches in your day as Toastmaster. Be sure to provide the President with a well-prepared introduction of yourself. As with the introductions of the Speakers, a dynamic introduction of the Toastmaster sets the tone for what is to come. A 3 x 5 card with your scheduled players in their order of appearance also helps make the meeting run smoothly, and it will provide you with an quick reference as the meeting unfolds.
6. The President will open the meeting by asking a member to lead the group in the Pledge of Allegiance. This will be followed by the Innovator with a benediction for the day. If guests are present they are introduced by the President followed by any comments he has for the audience. Once you are introduced the meeting is in your hands. Don’t be timid or you will be quickly on a runaway train to Failure!
7. The Toastmaster will introduce the Grammarian, the Timer, the Vote Counter, and the Chief Evaluator. He will ask each functionary to explain his duties. A complete explanation of these duties should be made when guests are present. When the Chief Evaluator is introduced, he will introduce each evaluator and tell the audience which speaker they are responsible for evaluating.
8. The Toastmaster will introduce the Table Topic Master, who will be responsible for choosing an appropriate topic to stimulate discussion. Early in the week, the Toastmaster should speak with the Table Topic Master to get an idea of what topics are being considered for the week. Frequently a topic will arouse a stimulating discussion which exceeds the allotted time for the meeting. If there is a large turnout or long-winded responses, the Toastmaster should ask the timer to ding a glass or use the light so that everyone has a chance to address the subject. Table Topics must end by 7:45 a.m. to allow sufficient time for the formal portion of the meeting. The Toastmaster asks the audience to vote for the best Table Topic Speaker at the conclusion of Table Topics.
9. Each Speaker will be introduced with the time requested for the speech and if it is a manual speech, the manual number and purpose of the speech. At the conclusion of each speech, a 30-to 45-second break should be taken to allow the audience to write comments for the speaker. Experienced Toastmasters use the transition between Speakers to remind the audience to use the comment portion of the ballots to assist the Speakers in developing their skills and to prepare the audience for the next Speaker with an effective introduction.
10. After the final speech, the Toastmaster will ask for the Timer’s report and will ask the audience to vote for the Best Speaker.
11. The Toastmaster will introduce the Chief Evaluator, who in turn introduces each Evaluator and identifies the speaker they will be evaluating. When the evaluations are completed, the Chief Evaluator asks the audience to vote for the Best Evaluator. He evaluates the meeting and presents the Dennis Roberts Shoe-in-Mouth Award to a deserving member.
12. The Chief Evaluator will return control of the meeting to the Toastmaster who will introduce the Grammarian and ask for his report. If time is short, ask him to be brief.
13. After the Grammarian’s report, the Toastmaster will present the Day’s awards for Best Table Topics, Best Evaluator, Runner-up Speaker, and Best Speaker. Once the awards are presented, the Toastmaster will re-introduce the President, who will ask guests for their thoughts, add pertinent final comments, and close the meeting.
14. As Toastmaster, your final responsibility is to produce a newsletter about the meeting for all members and guests. The newsletter should describe who the major players are for the next meeting. This should be mailed on Friday or Saturday at the latest so all members are aware of their responsibilities for the upcoming week and have time to be prepared. Put some creativity into your newsletter. Make it look good. Get it out quickly but make it reflect the quality of our membership. A poorly written or sloppy newsletter that arrives on Thursday afternoon is weak effort. There is no substitute for careful planning if you want to succeed as Toastmaster of 1808.
What to do when you are the Chief Evaluator
The Chief Evaluator’s role in 1808 is that of "second-in-command". He should be there to help guide the meeting and assist the Toastmaster with crowd control. If the Toastmaster is late, the Chief Evaluator should be able to confirm that the slate of Speakers is present and be able to fill in as Toastmaster if necessary. The Chief Evaluator’s most important assignment is to get a good evaluation of each Speaker from his team of evaluators. A good evaluation is one of the most difficult tasks in Toastmasters, since many can speak, but few truly listen. This is especially difficult when the crowd is rambunctious. Work with the Grammarian to control outbursts from the crowd - particularly during the speeches. The Chief Evaluator should attempt to match his most capable evaluators with the newer speakers to aid them in developing their speaking skills. Encourage evaluators to give particular recognition to manual speeches and to effectively critique areas for improvement. Finally the Dennis Roberts Foot-In-Mouth Award is an opportunity to deliver a message. The message can be funny, or it can be a way to rein in egregious behavior. Sometimes it is unwarranted, but ultimately it is the judgment of the Chief Evaluator as to whom the shoe falls. The Foot-In-Mouth Award shouldn’t be awarded maliciously, and it doesn’t always have to be awarded. It could even go to a person, place, or thing that has never attended an 1808 breakfast, such as Pee-Wee Herman, Santee, or The Budget Deficit.
1. The Chief Evaluator is responsible for calling his scheduled evaluators. It is important that the Chief Evaluator arrives by 6:45 am to prepare the evaluation forms, confirm information with each speaker on his speech, and to allow sufficient time to recruit replacements if necessary.
2. If the Speaker is giving a manual speech, make sure his Evaluator has the manual and is prepared to do the evaluation based on the requirements contained in the manual. If possible, give your evaluators an idea Wednesday or Thursday who they will be responsible for evaluating and whether or not it is a manual speech. If it is a manual speech, the evaluator can consult their manual before the meeting to be prepared to evaluate the Speaker.
3. Make sure each evaluator has an evaluation form with the title of the Speaker's speech clearly written on it to aid the evaluator in his critique. Many times a speech title is lost in the Toastmaster's introduction. This makes it difficult for the Evaluator to grasp the message of the speech, and it can result in a inferior evaluation.
4. When called on by the Toastmaster, the Chief Evaluator explains his duties, including: introducing each evaluator, evaluating the meeting, and presenting the Dennis Roberts Foot-In-Mouth Award.
5. After the formal speeches, the Chief Evaluator introduces Evaluators for each Speaker, evaluates the entire meeting, presents the Shoe, and reintroduces the Toastmaster.
What to do when you are an Evaluator
Listen, Listen, Listen to the speaker, to what he says and to how he says it. The best Evaluators in 1808 have many different techniques. Watch them carefully and use what works for you. Critique without being offensive or pedantic. Don’t be afraid to let a Speaker know if his preparation has fallen short of the mark, or that consistent shortcomings are apparent over several speeches. Toastmasters International has many publications available which will help you become a better evaluator. Ask the club Educational Vice-President to share with you the Toastmasters International Catalog, which lists the available materials.
1. As an Evaluator, you are normally contacted early in the week by the Chief Evaluator. When you speak with the Chief Evaluator, you should discuss the slate of Speakers and let him know which Speaker you feel best able to evaluate. When you are assigned a Speaker you should make certain what the title, length and the purposes of the speech are before the Speaker is introduced. Arrive a few minutes early to let the Speaker know you are his evaluator and ask him if there is anything specific he wants you to consider as you complete his evaluation.
2. If the Speaker you are evaluating is presenting a manual speech, you should read the manual for the assignment prior to the meeting. This is especially helpful for newer speakers using the Basic Manual in order to get the Competent Toastmaster Award (CTM ). If you no longer have a copy of this manual, invest in a replacement edition. It will benefit you and those you evaluate.
3. Your assignment as Evaluator requires that you complete an evaluation form with careful, clear notes. Pitfalls to avoid include: incomplete thoughts, illegible writing, and lack of understanding as to the requirements of a good speech, whether manual or non-manual.
4. The Toastmasters International Basic Manual provides key points for you to consider in the Speaker's presentation. Whether or not you have a manual, consider the overall effort based on the impact of the speech on you and on the audience. If a Speaker should improve certain aspects of his speech, let him know what they are as well as the strengths of his performance. Many evaluators comment on the mannerisms or techniques that a speaker uses to enhance his message. If a speaker has a flaw or flaws apparent over several speeches, a good evaluation should recommend techniques to overcome this hurdle. Remember be quick; no one enjoys a convoluted 5-7 minute evaluation at the end of the meeting. If you don’t have much to say, sit down. You may not win, but at least you won’t have to dodge napkins.
5. Finally, when you are asked to give the evaluation put yourself in the Speaker's shoes. If he has an unusual accent , you probably can’t help him lose it with your comments, but if his prose lacked pizzazz be prepared to publicly proclaim it.
What to do when you are the Grammarian
As the Grammarian you are the keeper of the peace and envoy of justice. You should arrive early and have a pen and paper ready to record any grammatical errors, pregnant pauses, an excess of "um's", or any other misconduct worthy of noting. Work with the Chief Evaluator to control any interruptions during the Speaker's presentation. The "Cain Mutiny" metal balls are not dropped during speeches. Use them to note the "um's", crude comments, bad jokes, or other inappropriate behavior from the assemblage. First-time guests are usually exempt from the balls. Use your good judgment in other situations should it be available to you.
1. You will be asked by the Toastmaster to describe your duties. If you can be funny, do it. If not, at least be brief. Pay attention throughout the meeting and be prepared to levy fines to those deserving souls after the meeting. The fine schedule according to the sub rosa by-laws are:
| Each "um" .05¢ |
| Grammatical errors .05¢ |
| Late .50¢ |
| Early Departure .50¢ |
| Gross Misconduct $1.00 |
| Advertising or Soliciting $1.00 |
2. Additional fines can be imposed at the discretion of the Grammarian, but be sure to enlist an assistant to collect the levied fines. It makes the process flow more smoothly.
3. There are as many styles of Grammarians as there are snowflakes. A brief and funny assessment of the fines usually is a wise choice, especially if time is tight. Collect the big fines first, since the club can likely use the funds. Don’t be afraid to use fines not on the fine schedule for offenses such as Bad Clothing Selection, Noxious Gas Release, or Inadvertent Theft of Silverware.
4. Your mission - should you accept it -is clear. How you perform it is up to you, but remember you will be asked to be the Grammarian again eventually. So pay careful attention to others as they take on this role.
What to do when you are the Table Topic Master
The Table Topic Chairman or Master is the member responsible for developing a subject or subjects for the meeting. The goal is to stimulate the audience to respond with their wit, humor, insight, and strong opinions. Give them something to savor, some flesh to satisfy the savage beasts of 1808. We typically have a single subject which each member addresses to the best of his abilities. This is not a requirement, and other clubs often have a variety of topics and select the respondents as they go. Again be creative, but know your audience. An ill-conceived topic will rightfully arouse the full measure of ire from the boys of 1808.
1. Develop a topic which can be answered effectively in 60 seconds. Urge haste if a large or unruly crowd will not allow all present to speak.
2. When contacted by the Toastmaster regarding your role as Table Topic Master, develop a few good ideas for consideration. As a courtesy, you should confirm your topic with the Toastmaster a few days before the meeting. Since the meeting is his responsibility, his feedback is important meeting.
3. A good summation of the topic in less than two minutes is essential. Invite any guests to participate and inform them that as guests it is not mandatory to speak.
4. You begin the topic by designating the first respondent. Some Topic Masters let the first respondent know the subject before the meeting to get the topic off to a good start. Others prefer to surprise their victim for maximum effect. The choice is up to you.
5. When all who desire have addressed the topic, your final thoughts and those of the audience should be summed up with brevity. Always be cognizant of the time constraints of the meeting, and assist the flow of conversation so that Table Topics is completed no later than 7:45 a.m. After the final pundit has responded, you have an opportunity to add some brief final comments. Then re-introduce the Toastmaster to the congregation, and take your seat, your job is done.
What to do when you are the Timer
Speeches are timed in Toastmasters so that ideas can be presented clearly and succinctly to the audience. It is also vital that the meeting begin and end on-time especially in 1808 since members must often leave promptly for work or appointments at 8:30 a.m. It is your responsibility to time the formal speeches properly and to enforce a one – minute response to the Table Topic by the attendees. You should also assist the Toastmaster by informing him if the allotted time for Table Topics is running short.
1. The Timer times all speeches with a three–light system to signal elapsed time. As Timer you must be aware of the amount of time each Speaker has requested for his speech. Sometimes this is overlooked by the Toastmaster in his introduction, and this can cause confusion for you, the speaker, and the audience. It is important to give a good explanation of your duties when guests are present. Otherwise, be brief and pay attention.
2. The typical speech lasts 5 to 7 minutes:
* After 5 minutes - Turn on the Green Light for 30 seconds.
* After 6 minutes - Turn on the Amber Light for 30 seconds.
* After 7 minutes - Turn on the Red Light for 30 seconds.
(A speech in excess of 7-1/2 minutes is beyond the limits for the allotted time)
3. An 8–to–10 minute speech has the following sequence:
* After 8 minutes - Turn on the Green Light for 30 seconds.
* After 9 minutes - Turn on the Amber Light for 30 seconds.
* After 10 minutes - Turn on the Red Light for 30 seconds.
(A speech in excess of 10-1/2 minutes is beyond the limits for the allotted time)
4. As Timer you determine who qualifies for the Speaker's award, so be careful: a lost second or lapse in concentration could disqualify a Speaker unfairly. The minimum time for qualification with a 5–to–7 minute speech is 4-1/2 minutes. For an 8 –to–10 minute speech, the minimum time for qualification is 7-1/2 minutes.
5. After the fourth speech, the Toastmaster will ask you for a Timer's report. If all Speakers have qualified, if the Toastmaster neglects to request your report, no harm is done. If you have had a Speaker or Speakers exceed allotted time, then they are ineligible for the Best Speaker Award. Should that occur, make sure the Toastmaster has asked for your report prior to asking for the vote from the members on the ballots. An evaluation in excess of two minutes is grounds for disqualification from the voting for Best Evaluator, so your attention to this item is also necessary to complete your duties as The Timer.
Last Updated on 4/17/99
By Roland Jones
Email: roly@homemail.com