club roles

Explore the integral roles that fuel our meetings, each offering distinct benefits and avenues for personal growth. Delve into detailed descriptions, insightful tips, and valuable knowledge on how to excel in these positions. Embrace these roles as opportunities to hone your skills, foster connections, and enrich our vibrant Toastmasters community.

Toastmaster

The Toastmaster sets the tone for the meeting, introduces speakers, and keeps the meeting on schedule.

How it Helps You Improve?

• Enhances your stage presence and ability to engage an audience.
• Builds your organizational skills as you manage the meeting flow.
• Develops your leadership and communication skills through leading the meeting.
TIPS

Table Topics Master

The Table Topics Master conducts the impromptu speaking segment, encouraging members to think on their feet.

How it Helps You Improve?

• Sharpens your creativity and ability to craft engaging and thought-provoking questions.
• Cultivates your skill in leading a dynamic and interactive session.
• Develops your confidence in facilitating impromptu speaking and fostering a supportive environment.
TIPS

Grammarian

The Grammarian enhances members' language skills by introducing a word of the day and evaluating grammar.

How it Helps You Improve?

• Expands your vocabulary and language proficiency by introducing new words.
• Enhances your attention to language usage and grammar rules.
• Develops your communication skills by providing concise explanations and examples.
TIPS

Ah-Counter

The Ah-Counter listens for unnecessary filler words (um, ah, like) and provides feedback to help members improve.

How it Helps You Improve?

• Heightens your self-awareness of filler word usage and helps you eliminate them.
• Enhances your active listening skills as you focus on speech delivery..
• Develops your ability to provide constructive feedback and positive encouragement.
TIPS

Hark Master

The Hark Master engages the audience by posing thoughtful and challenging questions related to the speeches given, encouraging active listening and comprehension.

How it Helps You Improve?

• Enhances your ability to formulate insightful and engaging questions.
• Develops your skill in creating connections between different speech topics.
• Cultivates your public speaking skills as you address the audience and maintain their attention.
TIPS

Timer

The Timer keeps track of speakers' and functionaries' time, helping everyone adhere to the schedule.

How it Helps You Improve?

• Improves your time management skills by tracking speech durations accurately.
• Develops your ability to provide non-verbal cues and signals effectively.
• Enhances your attention to meeting pacing and transitions.
TIPS

Meeting Speaker

The Meeting Speaker delivers a prepared speech during the meeting.

How it Helps You Improve?

• Enhances your confidence and skills in delivering prepared speeches.
• Develops your ability to engage and connect with an audience.
• Strengthens your organization and delivery techniques.
TIPS

Table Topics Speaker

The Table Topics Speaker responds to an impromptu question or topic posed by the Topics Master, practicing concise and effective communication.

How it Helps You Improve?

• Enhances your ability to think quickly and speak coherently under pressure.
• Develops your improvisational skills and capacity to deliver impromptu speeches.
• Boosts your confidence in handling unexpected speaking situations.
TIPS

Speech Evaluator

The Speech Evaluator provides feedback on prepared speeches, helping speakers enhance their delivery and content.

How it Helps You Improve?

• Enhances your ability to provide constructive feedback and encouragement.
• Develops your analytical skills in evaluating speech content and structure.
• Strengthens your communication skills as you offer recommendations for improvement.
TIPS

Topics Evaluator

The Topics Evaluator provides feedback on Table Topics speakers' impromptu responses.

How it Helps You Improve?

• Sharpens your ability to assess impromptu speaking skills and creativity.
• Develops your observation skills as you analyze spontaneous speech elements.
• Enhances your ability to provide constructive and supportive evaluations.
TIPS

General Evaluator

The General Evaluator provides overall feedback on the meeting, including functionary performances.

How it Helps You Improve?

• Strengthens your critical thinking and evaluation skills in assessing the meeting.
• Enhances your ability to offer balanced feedback and suggestions.
• Develops your leadership skills as you lead the evaluation segment.
TIPS

Zoom Master

The Zoom Master is responsible for managing the technical aspects of hybrid and online meetings.

How it Helps You Improve?

• Enhances your proficiency in online meeting platforms and technology.
• Develops your troubleshooting skills as you address technical challenges.
• Strengthens your leadership as you ensure a smooth virtual meeting experience.
TIPS

Tips & Resources

Navigate your club role with finesse using these expert tips and downloadable resources. Discover pre-meeting preparations, in-meeting strategies, and timing insights that will elevate your performance. Whether you're a seasoned member or new to the role, these guidelines ensure a seamless and impactful contribution to our dynamic club gatherings.

toastmaster of the evening

As the Toastmaster, you play a pivotal role in ensuring the meeting's success. You provide continuity, support, and energy to create a vibrant atmosphere. Your role involves smooth coordination, empowering introductions, and facilitating the overall flow of the meeting.

  • Visualize how you want the meeting to feel and identify indicators of its success.
  • Recall qualities from past enjoyable meetings.
  • Prior to the meeting, ensure you are well-versed with the established theme.
  • Verify that the theme is consistent across the Easy Speak agenda and all marketing materials.
  • Connect the chosen theme with the desired energy for the meeting.
  • Reach out to team members with specific roles to gather their input and any relevant information.
  • Ensure introductions are concise, avoiding commercial plugs.
  • Review the upcoming meeting’s theme, accessible through Easy Speak or by consulting the President.
  • Coordinate with team members for any role adjustments or special requests.
  • Anticipate the audience’s informational needs during the meeting.
  • Carefully assess the opportune moments to extend invitations for guests to become valued club members.
  • Ensure invitations align with the guest’s engagement level and their demonstrated interest in Toastmasters.
  • For any queries or uncertainties regarding membership details, encourage guests to connect with the club’s Vice President of Membership.
  • Arrive at least 30 minutes before the scheduled start to oversee preparations.
  • Confirm readiness of equipment needed for speakers or workshop presenters.
  • Ensure the room is arranged appropriately for the audience.
  • If someone is absent, consult with the Vice President of Education (VPE) or experienced members to fill the role.
  • Consider allowing latecomers to retain their roles if it doesn’t disrupt the schedule.
  • Inform team members promptly of any role adjustments that affect them.
  • Embrace the opportunity to act as a TV or show presenter.
  • Infuse your unique passion and personality into the role.
  • Maintain a warm smile and active eye contact with the audience.
  • Be willing to engage with the audience and adapt to meeting events.
  • Don’t worry about minor deviations; the audience, including the VPE or President, can provide helpful cues.
  • The meeting begins punctually at 6:45 p.m. and concludes by 8:45 p.m.
  • Collaborate with the Timekeeper to ensure the meeting adheres to the schedule.
  • Key milestones marked in red on the agenda are crucial; aim to meet them for a successful conclusion.
  • If the meeting encounters time constraints, consider the strategic option of shortening transitions and introductions.
  • Apply finesse and precision to ensure that adjustments maintain a polished and professional atmosphere, showcasing your skill in seamless adaptation.
  • The President will initiate the meeting and pass the stage to you.
  • Express gratitude to the President and introduce the meeting formally.
  • Tailor the formality of your address to your style and the desired atmosphere.
  • Your words serve as an initial window into the meeting’s character, capturing attendees’ attention and anticipation.
  • Introduce yourself and present the evening’s theme.
  • Provide an overview of the meeting and upcoming voting opportunities.
  • Use visual aids like the agenda, voting, and feedback QR code.
  • Embrace the tradition of a handshake during the exchange, symbolizing the smooth transition of authority and stage presence.
  • Every stage exchange should be accompanied by a handshake, infusing each transition with professionalism and camaraderie.
  • Frame each functionaries role  introduction to conclude with their name, signaling applause.
  • Lead the applause and pass the stage by shaking hands.
  • Walk behind the next presenter when leaving the stage.
  • Anticipate the conclusion of the next speaker’s segment to retake the stage seamlessly.
  • If the speaker has posed a theme-related question, weave their answer into the introduction.
  • Seamlessly tie their unique insights into the theme, further enriching the introduction.
  • Begin by sharing the speaker’s name, allowing their presence to gracefully command the spotlight.
  • Illuminate the pathway they’re traversing within Toastmasters, revealing the chosen speech project that fuels their growth.
  • Expose the objectives that the speaker aims to accomplish through their presentation.
  • With the audience captivated, unveil the pinnacle of anticipation: the title of the speech, leaving attendees eager for what lies ahead.
  • Employ the handshake tradition to elegantly transition from your introduction to the speaker’s presentation.
  • Motivate the audience to provide feedback for speaker growth.
  • Remind them of the “Commend-Recommend-Commend” structure.
  • For those attending in person, direct them to conveniently scan the QR code to submit feedback.
  • If attending virtually, participants will receive a link in the chat to provide feedback.
  • This inclusive approach accommodates all attendees, regardless of their presence.
  • Collaborate with the Timer to dedicate 1 minute, allowing attendees to offer constructive observations and commendations.
  • Take the lead in directing the audience on how to effectively engage in the voting process.
  • Foster a sense of involvement and camaraderie by acknowledging members’ votes as a testament to their appreciation.
  • To facilitate fair timing, request the Timer to provide one minute for each voting category.
  • For those present in person, simplify the voting process by scanning the QR code.
  • Attendees joining virtually will receive the voting link through the Zoom chat, ensuring their participation.
  • Initiate voting after the Timer presents timing reports for all Table Topics speakers.
  • Allow the audience to recognize the most compelling impromptu speaker.
  • Wait until the final speaker concludes their presentation and the Timer provides a comprehensive report on speech timings.
  • Ensure all speakers receive fair consideration before casting votes.
  • Note that in cases where there are only two speakers, there will be no voting for Best Speaker (This exception ensures that the voting process remains relevant and fair to all participants).
  • Initiate this voting category during the second half of the meeting.
  • Wait for the Timer to furnish evaluations for all speakers, creating an informed voting process.
  • Before yielding the stage, take a moment to acknowledge and express gratitude for the General Evaluator’s comprehensive evaluation.
  • Conclude by briefly reflecting on the meeting’s journey and expressing heartfelt appreciation to your dedicated team.
  • With a poised handshake, transfer the stage to the President, signifying a seamless shift in command.

table topics master

Table Topics hold a unique place in our club, serving as a conduit for members to refine their spontaneous speaking skills. These extemporaneous speeches often mark the first strides towards building public speaking confidence, making your role as the Table Topics Master pivotal in fostering growth and igniting a spirited session that sets the stage for an energetic meeting.

  • Immerse yourself in the privilege of shaping a dynamic and vibrant session that sets the tone for the entire meeting.
  • As Table Topics Master, you sculpt a platform for attendees to flourish.
  • Delve into the art of topic selection, harmonizing each choice with the overarching theme of the meeting.
  • Consider the cultural diversity and linguistic backgrounds of our members as you curate engaging topics.
  • Craft topics that offer room for creative expression while maintaining a distinct focus.
  • Strike a balance between openness and structure to maximize engagement.
  • Prepare a collection of 12-14 topics, ensuring each is concise to optimize the session’s breadth.
  • Embrace the role of a “Walking Dictionary” as the Table Topicsmaster.
  • Select an intriguing yet lesser-known word from the dictionary.
  • Challenge speakers to craft a compelling definition and share creative examples of its usage.
  • Introduce the captivating “Follow-on” technique to enrich dialogues.
  • After a member responds to a Table Topic, extend an invitation for others to “follow-on.”
  • Agile contributors share a one-minute perspective in response to the original prompt.
  • Create an enriching tapestry of diverse perspectives and insights.
  • Foster a dynamic exchange that enhances the depth of the conversation.
  • Unearth nostalgic treasures from yesteryears, like a rotary phone, abacus, or slide projector.
  • Place them in a bag and task members to draw an item.
  • Embark on a whimsical journey, describing its purpose and use, even if their knowledge falls short.
  • Prepare for delightful surprises and hearty laughter as members share their unique interpretations.
  • Optionally, offer participants blindfolded tactile explorations of these relics, igniting waves of amusement based on what they feel within the bag.
  • Venture into the realm of storytelling with engaging prompts.
  • Invite members to narrate an incident, a character, or a location.
  • Foster creative expression by presenting a photograph and requesting the story behind it.
  • Challenge participants with a quartet of random words, prompting them to craft an engaging narrative around these elements.
  • Allow the audience to guess which words were ingeniously woven into the captivating tales.
  • Present captivating images from magazines or newspapers, devoid of captions.
  • Challenge respondents to conjure creative captions and delve into the visual narrative.
  • Explore the story behind each image, inviting speakers to interpret the depicted scenes.
  • Ignite the room with tales of personal triumph or adventure.
  • Listeners become detectives, deciphering if each story is fact or fiction.
  • Elevate the excitement by voting on the most captivating narrative.
  • Unveil the dynamic “Speed Table Topics” to engage the entire assembly.
  • Present an array of numbered topics for participants to choose from.
  • Each member selects a number and swiftly responds within a minute.
  • The timer signals green at 45 seconds and red at the one-minute mark.
  • Ensure every member and guest takes part in this rapid-fire exchange of ideas.
  • Extend a bag of coins to participants, each revealing a mint year.
  • Unveil historical or personal events connected to that year.
  • Journey through time as each coin unveils a rich tapestry of stories.
  • Select a song title or lyric snippet and prompt speakers to connect it to a personal memory or experience.
  • Uncover the emotions and stories evoked by music.
  • Provide participants with the first line of a conversation and ask them to continue it.
  • Uncover where the dialogue takes them and the story it unveils.
  • Cultivate persuasive charm through the “Sell Something” challenge.
  • Distribute advertisements featuring diverse products or services.
  • Participants select an ad and unleash their persuasive prowess, passionately “selling” the chosen item.
  • Showcase their ability to captivate an audience with inventive pitches.
  • Embrace the unexpected and foster a spirited environment of creativity and persuasion.
  • Arrive promptly by 6:30 pm to facilitate a smooth start to the session.
  • Your role as Table Topics Master shapes the impromptu speaking journey.
  • No need to pre-ask participants; the essence of Table Topics lies in embracing the spontaneous.
  • Familiarize yourself with the agenda, paying heed to any last-minute adjustments.
  • Aim to begin with an experienced member, offering a model for guests to follow.
  • Curate a mix of members and guests, enabling each to experience the stage’s exhilaration.
  • Curate a blend of in-person and online speakers, maintaining a harmonious representation.
  • Conclude with a member to end the session with a resounding impact.
  • Exert your autonomy in selecting speakers, guided by the outlined criteria, while remaining steadfast.
  • The seat next to the Toastmaster awaits your swift return after each topic, enhancing the session’s flow.
  • When introduced, illuminate the essence and benefits of Table Topics to the audience.
  • Craft an insightful overview to guide both novices and veterans in the audience.
  • Offer a glimpse into the session’s theme to ignite the creative sparks of participants.
  • Keep the introduction concise, optimizing time for the engaging topics.
  • Familiarize attendees with the timing indicators for Table Topics, which can vary based on meeting dynamics
  • Green: Typically 1 minute.
  • Amber: Generally 1 minute and 30 seconds.
  • Red: Often 2 minutes.
  • Green: Typically 30 seconds.
  • Amber: Generally 45 seconds.
  • Red: Often 1 minute.
  • Build suspense by unveiling the topic before revealing the speaker.
  • Employ suspenseful pauses to maintain anticipation.
  • Name the speaker after the topic, creating a suspenseful atmosphere.
  • Ensure a captivating transition between topics and speakers.
  • Lead applause and stand slightly off-center while greeting speakers on stage.
  • Offer a warm handshake, gifting them the spotlight.
  • While a speaker addresses the audience, prepare the next topic in anticipation.
  • Rise promptly as a speaker concludes, signaling the transition.
  • Congratulate each speaker, applauding their effort and courage.
  • Reclaim center-stage as the session progresses, embodying leadership.
  • Keep an eye on signals from the Toastmaster or Timekeeper, ensuring adherence to schedule.
  • Seek time checks if needed to wrap up the session effectively.
  • As the session draws to a close, commend all speakers for their participation and growth.
  • Elegantly transfer the spotlight back to the Toastmaster.

grammarian's role

As a Grammarian, your focus revolves around the nuances of language correctness and effectiveness, offering insightful feedback and analysis akin to an evaluator. This role provides an opportunity to delve into language intricacies and refine your own writing and speaking style.

  • Expand your linguistic knowledge by acquainting yourself with rhetorical devices that amplify the impact of speech. From alliteration to onomatopoeia, each device shapes communication distinctively.
  • Select a compelling yet accessible word that participants can seamlessly incorporate into their speeches.
  • Align your word with the meeting’s theme, if applicable.
  • Alternatively, opt for a “Rhetorical Device of the Day” challenge.
  • Choose an adaptable rhetorical device from your research and explain its usage and effects.
  • Choose a captivating, positive and user-friendly word for seamless integration into speeches.
  • Adjectives and adverbs are more adaptable than nouns or verbs, but feel free to select your own special word.
  • Display the selected word, its part of speech, and a brief, clear definition during the meeting.
  • Consider aligning the word with the meeting’s theme, enhancing its relevance and impact.
  • For in-person hybrid meetings, print the Word of the Day, its definition, and an example sentence on A4 paper.
  • Share the Word of the Day, its details, and example in the Zoom chat (or Create a virtual background with the Word of the Day, its definition, and an illustrative sentence and share it with the Zoom Master prior the meeting) for online attendees.
  • Briefly outline your role, emphasizing its importance and objectives.
  • For Word of the Day, clearly enunciate the word, provide its definition, offer an illustrative example and encourage the audience to incorporate into their time on stage.
  • For the Rhetorical Device challenge, articulate the device’s significance, provide examples, and elucidate its impact.

Embrace the opportunity to deliver an engaging introduction, infusing your own style, philosophy, or creative touch into your role explanation.

  • In in-person hybrid meetings, strategically place your Word of the Day for optimal visibility, enabling participants to integrate it seamlessly into their discourse and for online attendees, collaborate with the Zoom master to share the Word of the Day, enhancing engagement.
  • Utilize three minutes to showcase noteworthy language instances you’ve identified.
  • Focus on quality over quantity, delving deeply into fewer examples.
  • Be selective with what you report – you don’t need to comment on everyone on the agenda.
  • Exploring fewer examples in more depth is more rewarding for an audience than lots of examples with no commentary.
  • Analyze the impact of language choices, avoiding mere enumeration.
  • Avoid simply listing words and phrases and saying that they were “good” – analyse their impact – why did they work? How did they work?”
  • Recognize and commend participants who effectively incorporated the Word of the Day into their speeches.
  • Mention how many times the Word of the Day was seamlessly woven into the discourse.
  • Conclude your feedback by summarizing the overall impact of participants’ language choices, emphasizing the enhancement they brought to their speeches.
  • Hand over to the Toastmaster, connecting your insights with the broader meeting’s theme and objectives.

ah counter

As the Ah Counter, your role is crucial in promoting effective communication by identifying and noting the usage of crutch words, filler phrases, and pause fillers during the meeting. By providing feedback on these aspects, you contribute to the development of eloquent and confident speakers.

  • Prepare a succinct introduction that underscores the importance of strong communication and introduces the concept of crutch words and fillers.
  • Prepare a concise 1-minute introduction to explain your role and responsibilities.
  • Ensure you have a pen and paper to take notes during the meeting.
  • Download the Ah-Counter script.

To assist you in smoothly carrying out your Ah Counter role, we’ve prepared a handy Ah Counter script that outlines key points and provides guidance on your responsibilities.

Click the button below to download the script and enhance your role execution.

DOWNLOAD AH-COUNTER SCRIPT
  • When called to the stage, present your role within the allocated 1 minute, emphasizing your task.
  • Explain that the bell is utilized to signal instances of crutch words and fillers.
  • Emphasize that no apology is necessary for using the bell.
  • State that the bell won’t be used during prepared speeches or when guests are speaking.
  • Listen attentively to all speakers throughout the meeting, maintaining focus on the use of crutches, fillers, and long pauses.
  • Keep a record of the members who utilize crutches, fillers, and elongated words and how often they do so.
  • Use the bell each time you identify a crutch word or filler, with exceptions during prepared speeches and when guests are speaking.
  • During your report, acknowledge members (including guests) who used crutches and fillers, along with their frequency.
  • Formulate a well-structured mini speech lasting up to 3 minutes.
  • Apply the communication skills you’ve acquired, as the General Evaluator will evaluate your performance.
  • As a best practice, provide examples of alternative words or techniques that speakers could use to replace crutches and fillers.
  • Encourage them to focus on natural pauses and employing techniques like pausing to regain composure.

hark master

The Harkmaster plays a pivotal role in promoting attentive listening during the Toastmasters meeting by creating an interactive quiz session towards the end. This encourages participants to engage actively throughout the meeting and enhances their retention of presented content. The Harkmaster's responsibilities include explaining their role, taking insightful notes, formulating questions based on meeting discussions, and rewarding correct answers with treats.

  • Draft a concise yet impactful introduction that highlights the significance of active listening and explains the role’s purpose.
  • Procure treats, such as wrapped sweets or chocolates, to distribute as rewards for correct answers. Inquire about reimbursement from the club Treasurer (You will need to provide a receipt.)

To assist you in fulfilling your role as the Hark master effectively, we’ve provided a pre-formatted Hark Master’s Record Form that you can use to take notes and devise questions during the meeting. This form is designed to help you keep track of important details and ensure a smooth quiz session. 

Feel free to download and print it for your convenience.

DOWNLOAD HARK MASTER'S RECORD FORM
  1. What was the title of the first speech delivered by our opening speaker?
  2. In the Grammarian’s report, what word was highlighted for its effective usage?
  3. What was the theme of the Table Topics session?
  4. Which role did our President mention first during the introductions?
  5. According to the Timer, who exceeded the time limit for their speech?
  6. Which member shared a personal anecdote during their speech?
  7. What was the name of the workshop introduced by the Workshop Presenter?
  8. Who introduced the Table Topics Master before the impromptu speaking session?
  9. Which club value was emphasized by the General Evaluator in their feedback?
  10. Which speech project did our second speaker undertake?
  1. What were the three main points discussed by our second speaker in their speech about time management?
  2. During the evaluation of Sarah’s speech, what specific aspect of her body language did the evaluator recommend improving?
  3. Which three evaluators provided commendations and recommendations for our third speaker’s speech on effective negotiation?
  4. Among the table topics speakers, who integrated a relevant quote into their impromptu speech?
  5. According to the Grammarian’s report, what were the top three instances of vivid vocabulary usage in the meeting?
  6. Who delivered the best use of vocal variety during their speech, as pointed out by the General Evaluator?
  7. What was the primary takeaway from the workshop session conducted by our guest presenter?
  8. In his feedback, what alternative approach did the Table Topics Evaluator suggest for enhancing the structure of Mark’s impromptu speech?
  9. Among the evaluations, who provided a unique perspective on vocal pacing in the first speech?
  10. Which segment of the meeting drew the most enthusiastic audience participation, according to the Harkmaster’s questions?
  • Skillfully capture key points made by participants throughout the meeting, beginning with the President’s introduction.
  • Select noteworthy details that could be used for formulating questions.
  • Introduce yourself and your role when prompted by the Toastmaster, emphasizing the importance of attentive listening and the impending quiz session.
  • Based on your notes, create around 6 to 8 questions that cover different segments of the meeting.
  • Include a mix of easy and challenging questions to maintain engagement.
  • Present your questions to the audience, starting with the simplest one.
  • Reward the first person to correctly answer each question with a treat, fostering a sense of accomplishment and participation.
  • Be mindful of the meeting’s flow and time constraints.
  • Coordinate with the Timekeeper to ensure your quiz session remains within its allotted time.
  • Reflect on the effectiveness of your quiz session and the engagement it generated.
  • Consider participant feedback and adjust your approach for future meetings.
  • Use the experience to enhance your question-creating skills and engagement techniques, applying what you’ve learned in other leadership and communication contexts.

time keeper

The Timekeeper times each meeting participant and provides helpful signals so they can gauge how much of their allocated time is left. In taking on this crucial meeting role, you are helping speakers develop valuable speaking and life skills: increasing a speaker’s awareness of their tempo and opportunities to change it.

  • Arrive at least 15 minutes prior to the meeting start to set up and familiarize yourself.
  • Review the agenda, noting specific speech timings based on project requirements.
  • Be attentive to red-marked milestones on the agenda, particularly for speaking slots and meeting conclusion.
  • Choose an assistant to manage equipment, if needed, and brief them on their responsibilities.
  • Collaborate with the Toastmaster to ensure segments start and conclude on time.
  • Ensure Table Topics concludes punctually; establish a signal with the Toastmaster for the session’s end.
  • Gather necessary items, including timing traffic lights if the meeting is In-person Hybrid, timers backgrounds if the meeting is online only, timer’s report sheet, agenda (used as a prop), and a stopwatch or phone.
  • Ensure all equipment is functional and ready for use before the meeting begins.

To aid you in your task, we have provided two useful resources that you can use during the meeting. The first button below allows you to download our specially designed Zoom backgrounds that display the timing intervals. These backgrounds will help you visually signal speakers on their time limits. The second button provides a downloadable Timer’s Report Sheet, which you can use to note the duration of each speech and report back during the meeting.

Feel free to click on the buttons to access and utilize these resources.

DOWNLOAD ZOOM BACKGROUNDS
DOWNLOAD TIMER'S REPORT SHEET
  • Describe your role’s purpose, emphasizing the importance of timing for effective communication.
  • Clarify that timing for each topic or speech starts at the participant’s first verbal or physical gesture.
  • Demonstrate timing signals and their correlation with agenda columns:
    • Green: Minimum time
    • Amber: Key point
    • Red: Maximum time
    • Horn(in In-person Meeting) or Mute(Online Attendance): End of speech
  • Emphasize that timely communication optimizes speaker impact and audience engagement.
  • Maintain consistent signal transitions from green to amber and amber to red, providing non-distracting cues.
  • When speakers at in-person/hybrid meeting presenting in the room exceed their allotted time by 30 seconds after the red light, use the horn decisively to indicate the end of their speech.
  • When speakers at in-person/hybrid meeting presenting online exceed their allotted time by 30 seconds after the red light, communicate with the Zoom Master, ensuring that the online participant’s audio is muted promptly.
  • Signal after 60 seconds for prepared speaker feedback and for voting on best Speaker, Table Topic Speaker, and Evaluator.
  • Record each speaker’s time on the Timer’s Report sheet.
  • Complete record with speech evaluators including table topics evaluator and table topic speakers.
  • Offer clear, structured reports.
  • Make your reports concise and informative, emphasizing key details to enhance the meeting’s educational value and time awareness.
  • Clearly state each speaker’s name, speech title and time they have used.
  • Mention whether the speaker adhered to the allocated time, exceeded it, or had remaining time.
  • Announce the name of each table topic speaker, briefly mention their topic and time they have used.
  • Indicate if table topic speakers effectively utilized their time or exceeded the limit.
  • Provide the names of Speech Evaluators and Table Topics Evaluator specifying whose speech or table topic they evaluated. 
  • Comment on whether evaluators managed their evaluation time efficiently.

meeting speaker

Delivering a speech at a Toastmasters meeting is a valuable opportunity for growth and development. As the main participant of the meeting, your speech is the focal point. It's a chance to practice, improve, and achieve your speaking goals.

  • Use easySpeak to book a speech slot that aligns with your progress and goals or contact VPE to schedule your speech.
  • Log in to the Toastmasters International website and access your Pathways learning journey. Once logged in, navigate to your chosen pathway to explore available projects.
  • Within your selected pathway, locate and open the specific project you intend to work on. Take the time to carefully read through the project details, objectives, and guidelines provided.
  • Many projects in Pathways offer an interactive presentation that provides comprehensive insights into the project’s goals and expectations. It’s highly recommended to launch and engage with the project presentation, as it often contains valuable information and tips to help you succeed.
  • Understand the various components of the project, including speech objectives, timing guidelines, evaluation criteria, and any specific challenges or tasks you are expected to undertake.
  • Take advantage of the online resources available for each project, which may include videos, articles, and additional reading materials that enhance your understanding and preparation.
  • If you encounter any unclear aspects of the project requirements, utilize resources such as your mentor, experienced members, or online forums to seek guidance and clarification.
  • Reflect on the project’s objectives and brainstorm ideas that align with the theme and purpose of your speech.
  • Research and choose a topic that aligns with your project’s objectives and interests you.
  • Organize your thoughts and structure your content for a cohesive and engaging delivery.
  • Begin your speech with an attention-grabbing opening that captures the audience’s interest and introduces the central theme of your presentation.
  • Develop the main points of your speech with clarity and relevance.
  • Provide supporting details, examples, and anecdotes to enhance the understanding and impact of your message.
  • Rehearse your speech multiple times, focusing on delivery, timing, and transitions between key points.
  • Practice in front of a mirror, record yourself, or seek feedback from a friend or mentor.
  • Pay close attention to the recommended timing for your speech, ensuring that you stay within the allocated time limits specified in the project guidelines.
  • If unforeseen circumstances arise and you can’t fulfill your speech slot, promptly inform the Vice President of Education (VPE).
  • Begin with an attention-grabbing introduction that sets the tone, followed by a coherent and engaging body that delivers your key points.
  • Conclude with a memorable ending that leaves a strong impression.
  • Practice varying your vocal tone, speed, and volume to create a dynamic delivery.
  • Emphasize key phrases with strategic pauses to allow your audience to digest your message and amplify its impact.
  • Tailor your speech content to resonate with your specific audience.
  • Research their interests and needs, and weave relatable anecdotes or examples that make your message relevant and compelling to them.
  • Share relatable personal stories that resonate with your audience’s experiences and emotions.
  • This connection fosters empathy and a stronger bond between you and your listeners.
  • Enhance your speech with vivid metaphors or analogies that paint a vivid picture in your audience’s minds.
  • Analogies can simplify complex concepts and make them relatable.
  • Pose thought-provoking questions to your audience, inviting them to reflect and participate mentally.
  • These questions can stimulate engagement and keep your listeners actively involved.
  • Inject humour and personal anecdotes to create a connection with your audience.
  • A well-timed joke or relatable story can break the ice and foster a friendly atmosphere.
  • Utilize visual aids like slides, props, or images to complement your spoken words.
  • Visual aids can enhance understanding and retention, especially for complex or data-driven topics.
  • Incorporate interactive elements such as brief exercises, group discussions, or hypothetical scenarios that involve your audience.
  • This fosters engagement and keeps your audience invested in your speech.
  • Initiate a conversation with your mentor about your upcoming speech.
  • Request your mentor’s insights and suggestions for improvement.
  • Provide your mentor with a draft of your speech, including the name of the speech project you are working on.
  • Leverage your mentor’s experience to refine your content, structure, and delivery.
  • Embrace feedback from your mentor to enhance your speech’s impact.
  • Initiate a conversation with your mentor about your upcoming speech.
  • Request your mentor’s insights and suggestions for improvement.
  • Provide your mentor with a draft of your speech, including the name of the speech project you are working on.
  • Leverage your mentor’s experience to refine your content, structure, and delivery.
  • Embrace feedback from your mentor to enhance your speech’s impact.
  • Be at the meeting venue by 6:30 pm to ensure you have ample time to prepare.
  • Access the evaluation form specific to the Pathways project you are working on.
  • This form outlines the project’s objectives and criteria for evaluation, which are crucial for providing targeted feedback.
  • Reach out to your evaluator before the meeting.
  • Share the downloaded evaluation form with them to ensure they are aligned with the objectives of your speech project. This step helps them provide focused feedback that caters to your project’s requirements.
  • Any additional areas of focus can be discussed with your evaluator as an optional step to further enhance your speech experience.
  • Visualize yourself delivering a successful speech, confidently engaging with your audience and receiving applause.
  • This mental rehearsal can help alleviate pre-speech nervousness.
  • Rehearse your speech multiple times, both alone and in front of a trusted friend or family member.
  • Familiarity with your material breeds confidence and reduces anxiety.
  • Prior to your speech, practice deep breathing exercises or progressive muscle relaxation to ease any pre-speech jitters.
  • A few calming breaths can help you steady your nerves and project confidence as you step onto the stage.
  • Adopt power poses before taking the stage to boost your confidence and reduce stress.
  • Standing tall with an open posture can influence your mindset and physiological response.
  • Be receptive to audience reactions during your speech. Adjust your pace, tone, or content based on their cues to maintain engagement.
  • Be prepared to adjust your delivery style based on the audience’s responsiveness.
  • Gauge whether they are following your message and make real-time adjustments if needed.
  • Understand that your body language conveys as much, if not more, than your words. 
  • Maintain an open stance, avoiding distracting habits, and using purposeful gestures that emphasize your message.
  • Connect with your audience through deliberate eye contact, mirroring their enthusiasm, and using facial expressions that amplify your emotions. These non-verbal cues enhance the impact of your words.
  • If you feel more comfortable having a safety net, use concise notes to remind you of key points in your speech.
  • These notes can serve as a backup to ensure you stay on track while allowing you to maintain eye contact and connection with your audience.
  • Embrace the unique opportunity to share your thoughts and stories with the audience.
  • Remember that everyone is there to support you, and your enthusiasm can be contagious.
  • Soak in the experience and enjoy the platform you have.
  • Engage in a post-speech discussion with your evaluator to gain deeper insights into your performance.
  • Seek clarity on any aspects of their feedback or your project objectives that you find unclear.
  • Use this opportunity to seek additional insights, discuss any aspects of their feedback that you find unclear, and gain a better understanding of how to apply their suggestions to your growth.
  • Ensure you collect the completed evaluation form from your evaluator before leaving the meeting venue or, if applicable, accessing it digitally.
  • After the meeting, log in to Base Camp, Toastmasters’ online learning platform, and upload the form.
  • This step is essential for documenting your progress, tracking your achievements, and contributing to your educational journey.
  • As part of project completion, navigate back to the project in Base Camp and assess your skills.
  • Provide an honest evaluation of your proficiency in the specified competencies.
  • This assessment enhances your awareness and contributes to a comprehensive self-review.
  • This step is crucial for tracking your progress and receiving credit for completing your speech project.
  • Use the link shared by the club committee to access the meeting’s video recording.
  • Review your speech to analyze your delivery, gestures, and overall impact.
  • On the Toastmasters home page, navigate to Yoodli and upload your speech recording. This enables you to enhance your speaking skills and prepare for future presentations.
  • This platform helps you become more aware of your speaking habits and allows you to track your progress over time.
  • Apply the feedback and insights gained from your evaluation, self-assessment, and video review to refine your skills and elevate your future speeches.
  • Continue exploring additional resources, workshops, and educational materials to broaden your knowledge and further hone your public speaking abilities.

table topics speaker

Table Topics, a cherished Toastmasters tradition, sharpens your impromptu speaking skills, aiding you in thinking swiftly on your feet and crafting engaging responses.

  • Approach Table Topics with confidence, knowing that the audience is supportive and eager for your success.
  • Stand tall, maintain eye contact, and project your voice clearly.
  • Begin by acknowledging the question and rephrase it in your own words to buy a moment to gather your thoughts. For example, “That’s an interesting question, and it makes me think of…”
  • Share a brief anecdote or related idea as you formulate your response. This not only provides a smooth transition but also engages the audience as you prepare your answer.
  • Often, a few moments of talking can spark inspiration. Trust in your ability to find your flow and connect your thoughts coherently.
  • Embrace the first idea that surfaces; it’s often your most authentic and immediate reaction.
  • This genuine response resonates with the audience and adds authenticity to your speech.
  • Clearly state your perspective from the outset to anchor your response effectively.
  • This helps both you and the audience stay focused on the main message.
  • Frame your impromptu speech with three key points that reinforce your stance, adding structure and impact.
  • This approach not only provides a logical flow but also ensures that you address the topic comprehensively.
  • Utilize the Six W’s (what, why, when, how, where, who) to unearth ideas, enriching your response’s depth.
  • Answering these questions provides a well-rounded perspective on the topic.
  • Maintain audience engagement by delivering a succinct response.
  • Avoid extended monologues that may lead to losing your audience’s interest.
  • Incorporate the topic’s theme to guide your speech structure, style, or direction, providing a coherent framework.
  • Aligning your response with the theme adds depth and relevance.
  • Begin with an attention-grabbing opening and conclude with a memorable closing, ensuring a lasting impression.
  • This strategic approach enhances the overall impact of your impromptu speech.
  • Leverage body language, eye contact, and gestures to enhance your message’s expressiveness and audience connection.
  • A confident and dynamic delivery complements your spoken words.
  • Tailor your response to resonate with the audience, catering to their interests and needs for maximum engagement.
  • Connecting with your listeners fosters a sense of relatability.
  • Draw parallels between the topic and a relatable situation or concept to enhance understanding.
  • Analogies create vivid imagery and simplify complex ideas.
  • Share a brief, relevant personal story that mirrors or supports your viewpoint.
  • Stories captivate the audience and make your response more memorable.
  • Highlight differences or similarities to underscore your stance, making your response more compelling.
  • Contrasting points emphasize key ideas effectively.
  • Present yourself as an expert, sharing insights or advice with confidence and credibility.
  • This approach lends weight to your response and establishes your authority on the topic.
  • Craft a scenario that elaborates on the topic, showcasing your creative thinking and problem-solving skills.
  • Hypothetical scenarios demonstrate your ability to think critically and innovatively.
  • Involve the audience.
  • Pose a thought-provoking question related to the topic, encouraging the audience to ponder its implications.
  • Engaging the audience in reflection adds depth to your response.

speech evaluator

As a Speech Evaluator in Toastmasters, your role is integral to the Pathways learning program, providing valuable feedback that supports speakers on their journey towards communication excellence. Your evaluation not only acknowledges achievements but also offers insightful guidance tailored to the objectives of the speaker's chosen Pathways project.

  • Familiarize yourself with the evaluation form provided from the speaker.
  • Gain a clear understanding of the assessment criteria specific to the speaker’s chosen project.
  • Take time to thoroughly read and comprehend the specific objectives outlined in the speaker’s evaluation form.
  • This step is crucial for aligning your evaluation with the intended goals.
  • Consider the evaluations you’ve received and identify what worked well and what could be enhanced.
  • Apply these lessons to your own evaluations.
  • Initiate a conversation with the speaker before the meeting.
  • Inquire about their selected Pathways project.
  • Additionally discuss any particular aspects they’d like you to focus on during the evaluation.
  • Utilize effective note-taking techniques to capture key moments and highlights during the speaker’s presentation.
  • Jot down specific examples of strengths and areas for improvement.
  • Center your observations on how the speaker’s speech aligns with the objectives of their chosen Pathways project.
  • Look for evidence of meeting project-specific skills and goals.
  • Observe the speaker’s body language, eye contact, gestures, and vocal variety.
  • Note instances of engaging delivery and opportunities for enhancement.
  • Pay attention to the speech’s structure, including the introduction, body, and conclusion.
  • Identify if the speaker effectively followed a clear and engaging organization.
  • Evaluate the speaker’s word choice, clarity, and overall impact on the audience.
  • Note any vivid language, memorable phrases, or areas where language could be strengthened.
  • Utilize the “C-R-C” structure (Commendation, Recommendation, Commendation) to structure your evaluation.
  • Begin and conclude on a positive note, with the central portion offering constructive suggestions.
  • Tailor your evaluation to address key competencies outlined in the speaker’s chosen Pathways project.
  • Ensure that your commendations and recommendations align with these project-specific skills.
  • Offer specific examples using the “What-When-Why” approach.
  • Describe what you observed, specify when it occurred during the speech, and explain why it was effective or how it could be enhanced.
  • Deliver feedback in the third person, addressing the entire audience.
  • This inclusive approach fosters a learning environment and minimizes defensiveness.
  • For every evaluation, include a recommendation or challenge that encourages the speaker to explore new techniques or strategies in future speeches.
  • Recognize that audience opinions vary.
  • Instead of making sweeping statements, provide feedback based on your perspective while acknowledging the diverse reactions of listeners.
  • As you approach the amber light during your evaluation, consider summarizing the main points you’ve covered so far.
  • This concise recap provides clarity and reinforces key takeaways.
  • Begin and end your evaluation with positive commendations, enclosing the areas for improvement in the middle.
  • This method maintains a constructive and encouraging tone.
  • Begin with praise for a strong point, delve into areas for improvement, and conclude with more praise for another positive aspect.
  • This method balances feedback with encouragement.
  • Use the “What Went Well & Even Better If” framework to structure your feedback.
  • Highlight aspects that were effective (WWW) and provide suggestions for enhancement (EBI).
  • Complete the evaluation form within the Pathways platform, addressing all the specified questions and criteria.
  • Your insights contribute to the speaker’s documented progre
  • Return the completed evaluation form to the speaker after the meeting.
  • This provides them with a tangible record of your feedback for further reflection.
  • If feasible, engage in a post-meeting discussion with the speaker.
  • Use this opportunity to delve deeper into aspects you couldn’t cover during the evaluation, fostering open communication and mutual understanding.

table topics evaluator

As the Table Topics Evaluator, your role is a vital part of the Toastmasters experience, providing rapid yet insightful feedback to speakers who have just faced the challenge of impromptu speaking. Your evaluation is a unique opportunity to offer constructive insights that empower speakers to enhance their impromptu communication skills.

  • Organize your notes for each speaker in a clear format, enabling you to track commendations and recommendations for succinct feedback.
  • Divide your note paper or digital document into separate sections for each speaker.
  • Note down key observations under commendations and specific suggestions for improvements under recommendations.
  • Review past Table Topics sessions and contemplate what you would commend and recommend for each speaker.
  • This exercise helps you identify recurring areas for improvement.
  • Recall the impactful feedback you’ve received in your Toastmasters journey.
  • Incorporate these constructive elements into your evaluations to ensure they are educational and motivational.
  • Think about the feedback that resonated most with you and consider how you can use similar techniques to provide valuable feedback to speakers.

To help you provide effective feedback, we offer a downloadable Table Topics Evaluation Form. This form will guide you in evaluating each Table Topics speaker and offering valuable recommendations.

Click the button below to download the Table Topics Evaluation Form and enhance your role as a Table Topics Evaluator.

DOWNLOAD TABLE TOPICS EVALUATION FORM
  • Pay attention to how speakers handle surprise topics, engage the audience, and structure their impromptu responses.
  • Focus on the speaker’s ability to respond thoughtfully to the given topic while maintaining a clear and coherent line of thought.
  • Aim to observe and evaluate a variety of impromptu speaking techniques, such as effective use of anecdotes, clear structure, and engaging opening and closing statements.
  • Make an effort to pay attention to different approaches to impromptu speaking, such as those who focus on storytelling, humor, or persuasive arguments.
  • Identify specific techniques, like incorporating humour, storytelling, or concise reasoning, and note how they enhance the speakers’ impromptu delivery.
  • Observe if the speaker effectively uses rhetorical devices such as anecdotes, metaphors, or questions to engage the audience.
  • Assess how effectively speakers connect with the audience, maintaining eye contact and using gestures to emphasize key points.
  • Observe if the speaker engages the audience by asking thought-provoking questions or encouraging them to reflect on the topic.
  • Utilize the “C-R-C” structure (Commendation, Recommendation, Commendation) to provide a balanced and impactful evaluation for each speaker.
  • Begin by commending the speaker’s strong points, such as confident body language or adept handling of unexpected topics.

Commendation:

  • Highlight the speaker’s successful aspects, such as their ability to maintain composure, engage the audience, or think creatively under pressure.

Recommendation:

  • Offer specific, actionable recommendations for enhancement. Address areas such as incorporating varying vocal dynamics, refining impromptu structure, or using gestures strategically.
  • Suggest ways the speaker could enhance their impromptu skills, such as experimenting with different storytelling techniques or using rhetorical questions to captivate the audience.

Commendation:

  • Conclude your evaluation by highlighting another commendable aspect of the speaker’s impromptu performance, leaving them with positive reinforcement.
  • Acknowledge any improvements made during the impromptu speech, even if they were in response to your earlier recommendations.
  • Prioritize key commendations and recommendations, ensuring your feedback is focused and meaningful within the brief evaluation timeframe.
  • Identify the most significant commendation and recommendation for each speaker, ensuring your evaluation highlights their areas of strength and opportunities for growth.
  • If a recommendation isn’t evident, present a challenge for the speaker’s future impromptu speeches. Encourage them to experiment with new techniques or styles.
  • Encourage speakers to take risks and explore innovative approaches to impromptu speaking, such as incorporating unexpected humor or exploring controversial viewpoints.
  • Address the audience collectively, framing your evaluation in the third person to foster a supportive and inclusive learning environment.
  • Create a sense of unity by using third-person language, allowing the speaker to view the evaluation as a shared learning experience.
  • Tailor your feedback to each speaker’s unique strengths and challenges, demonstrating a keen understanding of their impromptu style.
  • Consider the speaker’s past performances and preferences when providing recommendations, ensuring your feedback is relevant and personalized.
  • Emphasize personal growth and development, guiding speakers toward continuous improvement in impromptu speaking skills.
  • Encourage speakers to view their impromptu speaking experiences as opportunities for learning and experimentation, promoting a growth-oriented mindset.
  • Maintain a warm and supportive tone throughout your evaluation, ensuring your feedback motivates speakers to enhance their impromptu skills.
  • Use encouraging language and positive reinforcement to create a constructive and uplifting atmosphere during your evaluation.
  • Divide your evaluation into three components:
  1. what you saw (observable aspects like body language),
  2. what you heard (speech content and delivery),
  3. what you felt (emotional impact on the audience).
  • Provide specific examples of how the speaker’s body language, tone of voice, and content contributed to the overall impact of their impromptu speech.

 

  • Analyze the speaker’s impromptu response by outlining the situation, the task presented, the action taken, and the resulting impact on the audience.
  • Break down the speaker’s impromptu performance by describing the scenario, their approach to addressing the topic, the strategies they employed, and the audience’s reaction.
  • Highlight two strengths (stars) exhibited by the speaker during their impromptu speech, followed by one constructive suggestion for improvement (wish).
  • Recognize the speaker’s confident delivery and effective use of examples as strengths, while suggesting they work on incorporating a stronger closing statement for greater impact.
  • Begin with a positive aspect of the impromptu speech, followed by a recommendation for enhancement. Conclude with another positive comment to maintain a balanced and motivating evaluation.
  • Start by acknowledging the speaker’s ability to think on their feet and engage the audience, then provide a suggestion for refining their transitions between key points, and conclude by praising their authentic delivery style.
  • After the Table Topics session, reflect on your evaluations.
  • Consider what resonated well and identify areas for refining your feedback approach.
  • Review your evaluations to identify patterns in commendations and recommendations, allowing you to tailor your approach and offer even more targeted feedback in the future.

general evaluator

The General Evaluator is a pivotal role in the Toastmasters meeting, responsible for providing insightful feedback that enhances the overall meeting experience. Your evaluation encompasses a wide range of aspects, from individual role performances to the overall club atmosphere, contributing to a culture of continuous improvement and growth.

  • Thoroughly review the meeting agenda to understand the sequence of events, roles, and scheduled speakers.
  • This will help you anticipate transitions and provide context for your evaluation.
  • Study the roles of each functionary, from the President’s introduction to the reception, Table Topics Master, Speech Evaluators, and more.
  • Understand the significance of each role and its contribution to the overall meeting experience.
  • Download essential materials such as the General Evaluator note sheets.
  • Consider alternative note-taking methods, such as individual cards for each role, to stay organized during the fast-paced evaluation.
  • Explore the club’s website as a potential new member would.
  • Evaluate its user-friendliness, accessibility, and the availability of information regarding meeting dates, times, and how to join.
  • Pay attention to how communication was conducted leading up to the meeting.
  • Evaluate the effectiveness of conveying important details and setting expectations for participants.
  • Observe the interaction between the guest host and arriving guests.
  • Assess the level of hospitality, clarity in guidance, and overall welcoming atmosphere.

To assist you in this important role, we offer a downloadable General Evaluator Evaluation Form. This form will help you structure your feedback and cover all the essential elements of the meeting.

Click the button below to download the General Evaluator Evaluation Form and enhance your effectiveness as a General Evaluator.

DOWNLOAD GE EVALUATION FORM
  • Pay attention to how speakers handle surprise topics, engage the audience, and structure their impromptu responses.
  • Focus on the speaker’s ability to respond thoughtfully to the given topic while maintaining a clear and coherent line of thought.
  • Adopt a structured note-taking approach during the meeting.
  • Organize your notes to align with specific functionary roles and their corresponding evaluation criteria.
  • Evaluate how each functionary fulfills their responsibilities.
  • Assess their contributions to the meeting’s flow, audience engagement, and adherence to the agenda.
  • Observe the overall atmosphere of the meeting.
  • Gauge the level of audience participation, interaction, and energy throughout different segments.
  • Pay close attention to the Speech Evaluators’ feedback.
  • Evaluate their ability to provide constructive and supportive evaluations aligned with Pathways or manual objectives.
  • Utilize specific evaluation templates designed for each functionary’s role.
  • Focus on commendations and recommendations that directly relate to their responsibilities.
  • Encourage the functionaries to build upon their strengths while offering suggestions for improvement. For example, when evaluating the Grammarian’s report, commend their attention to language usage and offer recommendations for expanding vocabulary variety.
  • Assess how different roles contribute to shaping the meeting’s atmosphere.
  • Highlight moments where engagement, dynamics, and energy were particularly effective.
  • Use positive language to recognize instances when functionaries successfully enhanced the meeting’s atmosphere. For instance, commend the Table Topics Master for creating an engaging and thought-provoking session that kept participants actively involved.
  • Evaluate how functionaries communicate and coordinate with each other.
  • Consider their contributions to the meeting’s cohesion, transitions, and overall seamless experience.
  • When providing feedback on coordination, emphasize the importance of clear communication between roles.
  • Encourage functionaries to collaborate effectively, ensuring smooth transitions and a cohesive meeting flow.
  • Analyze how functionaries exhibit leadership qualities and adaptability.
  • Assess their ability to navigate unexpected situations and contribute positively to the club’s success.
  • Use a supportive and challenge-oriented tone to highlight leadership qualities demonstrated by functionaries. For example, commend the Table Topics Evaluator for their adaptability in providing constructive feedback on impromptu speeches.
  • Focus on delivering feedback in a respectful and motivating manner, using third-person delivery to maintain a non-confrontational tone.
  • This approach ensures that your insights are well-received and can positively influence the growth of individuals and teams.
  • Align your feedback with the meeting’s progression, mirroring the agenda structure to ensure comprehensive coverage.
  • Start by acknowledging the positive aspects of each segment before offering recommendations. For instance, after discussing the Toastmaster’s introduction, transition smoothly to the Timekeeper’s performance by highlighting their contribution to time management.
  • Segment your feedback into two distinct parts.
  • First, provide an overarching assessment for the club as a whole, spotlighting elements that contribute to its overall success.
  • Then, shift your focus to the meeting roles, addressing how each functionary’s performance impacts the meeting’s dynamics and effectiveness.
  • This approach offers a balanced evaluation encompassing both macro and micro perspectives.
  • Structure your evaluation into three interconnected layers.
  • Begin by delivering feedback that encapsulates the overall club atmosphere, highlighting its strengths and potential areas of improvement.
  • Transition to the functionaries, delving into their roles, coordination, and contributions.
  • Finally, center your attention on the evaluators, providing insights and commendations tailored to their specific responsibilities, ensuring a comprehensive and insightful review.
  • Continuously strive to enhance your feedback delivery skills.
  • Reflect on your general evaluation experience and seek opportunities for improvement.
  • Maintain a growth mindset, recognizing that your insights contribute to the development of both functionaries and the overall meeting experience.

zoom master

As the Zoom Master, you lead the technical orchestration of engaging virtual Toastmasters meetings. Your responsibilities include spotlighting speakers, managing cohosting permissions, and recording sessions, ensuring a seamless experience for in-person and online participants. Embracing this role cultivates leadership, technical proficiency, adaptability, and communication expertise. Collaborating closely with fellow functionaries enhances your teamwork and coordination skills, making the Zoom Master role a rewarding avenue for personal and professional growth.

  • Open Zoom on your computer.
  • If you’re new, create a Zoom account. If you already have one, log in with your credentials.
  • Make sure your internet connection is strong.
  • Find a comfortable, well-lit space where you can fully engage.
  • Before the meeting, the President or an assigned individual will provide you with co-hosting permission.
  • This important step empowers you to efficiently manage the meeting.
  • Once you’re in a meeting, locate your video thumbnail. This is a small picture of you.
  • Hover over your thumbnail to reveal a control bar.
  • Click the “More” button, usually represented by three dots.
  • Choose “Rename” from the options.
  • Enter “Zoom Master – Your Name” (for example, “Zoom Master – John Doe”).
  • Collaborate with the President or main host before the meeting to ensure that the required polls have been created and are ready to be launched.
  • Before the meeting, prepare different timing backgrounds and upload them from your computer. These will be used to assist online speakers during their presentations.

To support your responsibilities, we provide two resource downloads that you can use during the meeting:

  1. Timer’s Backgrounds: Enhance the timing process by using our specially designed Timer’s Backgrounds. These backgrounds display the time intervals clearly, helping both speakers and participants stay on track. Click the button below to download the Timer’s Backgrounds.

  2. London Cardinals Branded Backgrounds: Maintain a professional and cohesive look for your virtual meetings with our London Cardinals branded backgrounds. These backgrounds feature the club’s logo and name, adding a touch of authenticity to your online sessions. Click the button below to download the London Cardinals Branded Backgrounds.

Feel free to utilize these resources to elevate your performance as a Zoom Master and contribute to the success of our meetings.

DOWNLOAD ZOOM TIMER BACKGROUNDS
DOWNLOAD BRANDED ZOOM BACKGROUNDS

Use the buttons below to access and share the necessary links during the meeting.

Right-click on each button and select ‘Copy Link’ to seamlessly paste them into the Zoom chat for everyone’s convenience.

BEST SPEAKER
BEST TABLE TOPICS
BEST EVALUATOR
GIVE FEEDBACK
  • Once the Sergeant at Arms kicks off the meeting, introduce yourself as the Zoom Master.
  • Clearly state your role, which involves managing technical aspects and recording the meeting for the club members benefits.
  • Take a moment to explain the recording process. Emphasize how valuable this recording is for everyone’s learning experience.
  • Encourage participants to rename themselves in a specific format to enhance clarity and organization:
    1. If participants have meeting roles, ask them to rename themselves using both their name and role. For example, “Sam Speaker 1” or “SamTimer.”
    2. If participants are guests, request them to use their name followed by “Guest.” For example, “Sam Guest.”
  • If a participant faces difficulty in renaming themselves, on the Zoom in-meeting controls, click Participants .
  • Hover your mouse over participants name, then click the ellipses .
  • Click Rename. A pop-up box will appear.
  • In the pop-up box, enter their display name.
  • Click Change.
  • As a Zoom Master, your role in facilitating smooth transitions and engaging meetings is crucial. Even when you have spotlighted a speaker for all attendees, you can further enhance your control and visibility by using the “Gallery View” option.
  • “Gallery View” allows you to see all participants in a grid layout, which is especially useful when managing a meeting.
  • For smoother transitions between speakers, click the “View” button at the top-right corner of your Zoom window.
  • Choose “Gallery View” to see all participants at once.
  • During the meeting, focus on the speaker by locating their video thumbnail.
  • Hover over their thumbnail to reveal the control bar.
  • Click the “More” button (three dots).
  • Choose “Spotlight Video” to make the speaker visible to all participants.
  • Follow the same steps to spotlight the timer, ensuring everyone can see timing progress.
  • Find the “Participants” button in the control bar at the bottom of the screen.
  • Click “Participants” to open the panel on the right.
  • Locate the speaker’s name.
  • Click the “More” button (three dots) next to their name.
  • Select “Make Co-Host” to enable screen sharing.
  • After the speaker’s presentation, remind them to stop sharing their screen.
  • Hover over the co-host’s name, click the “More” option, and then select “Remove Co-Host Permission” from the menu.
  • Use the chat panel to share the PDF agenda with all participants, ensuring everyone is on the same page.
  • Click Chat in the meeting controls.
  • In the To: drop-down menu, select Everyone in Meeting.
  • Click File, then click Your Computer to send the agenda.
  • Keep the energy high by using the chat feature to interact with participants.
  • Click Chat in the meeting controls.
  • In the To: drop-down menu, select Everyone in Meeting. 
  • Start conversations, pose intriguing questions, and share your insights to create a vibrant atmosphere.
  • Maintain focus by muting participants who aren’t speaking.
  • To mute one participant, hover over their video panel and click the MUTE button in the upper right-hand corner. 
  • You can also mute a participant in the PARTICIPANTS panel.
  • Hover a participant and click one of these options:
    1. Ask to Unmute: Display a prompt for the participant that asks them to unmute. The participant can click Unmute in the prompt to unmute.
    2. Unmute: Instantly unmute the participant without display a prompt.
  • Select the Participants icon from your main Zoom Toolbar. 
  • Keep a watchful eye on the Participants window, where you will be able to see who is waiting and who is in the meeting.
  • When you have two or more participants you can admit them all at once.
  • During the feedback minute, promptly share the feedback link in the Zoom chat for virtual participants.
  • Identify the chat window in your Zoom interface.
  • Copy the Feedback Link: Copy the entire URL.
  • Paste the link in the chat box to Everyone and press “Enter” to share it.
  • Encourage virtual participants to click the link and provide valuable feedback after each speaker.
  • At the appropriate moment, the Toastmaster will announce the voting process and provide participants with a minute to cast their votes.
  • During the voting period, quickly share the respective voting links in the Zoom chat to ensure all virtual participants have easy access to the voting form.
  • Copy and paste the appropriate voting link into the Zoom chat window for participants to access.

Best Table Topics: Share the voting link for the “Best Table Topics” category:

Best Speaker: Share the voting link for the “Best Speaker” category:

Best Evaluator: Share the voting link for the “Best Evaluator” category:

  • Locate the “Breakout Rooms” button in the control bar.
  • Click it, and then choose “Create Rooms.”
  • Specify the number of rooms required.
  • Assign participants manually or let Zoom assign them automatically.
  • When breakout sessions conclude, click “Close All Rooms” to bring everyone back to the main meeting.
  • A countdown will guide participants back.
  • As the meeting wraps up, the President will likely initiate the process of ending the meeting.
  • Once the President indicates that the meeting is concluding, it’s your role to ensure the recording is stopped.
  • Stop recording by clicking the indicator in the top left corner.
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