Role playing is essential to develop other conversational skills such as observing, listening, time management, speech articulation, etc. These skills are being practised in every second spent in a Toastmasters meeting.
Most of you would have already known what are the responsibilities of each role player. But was the delivery effective to serve its purpose?
Here is a guide from TI.
General Evaluator
Purpose of the General Evaluation | |
v To evaluate anything and everything that takes place throughout the meeting. The General Evaluator will be assisted by an evaluation team which consists of the Time-keeper, Language Evaluator, “Ah” counter, Table Topics Evaluator, and Speech Evaluators. | |
How to prepare to be a General Evaluator | |
Before the meeting | v Check with the Toastmaster of the Evening to find out how the programme will be conducted and if there are any planned deviations from the usual meeting format. Always be ready when the meeting starts. v Phone all of the Evaluators to brief them on their job and to tell them whom they’re evaluating and what evaluation format you will be using. Suggest each evaluator phone his or her speaker to talk over any special evaluation requirements suggested in the manual for the speech. v During the briefing, emphasise that evaluation is a positive, helpful act. As conscientious Toastmasters, their goal must be to help fellow Toastmasters develop their skills. Emphasise that evaluations should preserve or at least enhance the self-esteem of the speaker. v Call the remaining members of the evaluation team to remind them of their assignments. v Prepare a brief, but thorough, explanation of the purpose, techniques, and benefits of evaluation (for the benefit of the guests). Evaluation is a positive experience designed to help people overcome weak habits and add power to good ones. |
at the start of the meeting | v Ensure the individual Evaluators have the speaker’s manual and understand the project objectives and how to evaluate it. v Greet all Evaluators who are present. If an evaluator is not present, consult with the Vice President Education and arrange for a stand-by who can substitute if necessary. v Verify each speaker’s time and notify the timer. v Sit near the back of the room to allow yourself full view of the meeting and its participants. |
during the meeting | v Take notes on everything that happens (or doesn’t, but should). For example, is the Club’s property (trophies, banner, educational material, etc.) properly displayed? If not, why not? Were there unnecessary distractions that could have been avoided? Create a checklist from which you can follow the meeting. Did the meeting, and each segment of it, begin and end on time? v Cover each participant on the programme. Look for good and unacceptable examples of preparation, organisation, delivery, enthusiasm, observation, and general performance of duties. Remember, you are not to evaluate the speakers, though you may wish to add something the Evaluator may have missed. v Before Table Topics, you will be asked to stand and brief the audience on your role. Describe how your team will handle the evaluations. v Before each project speaker begins to speak, the TME will first call on the speech evaluator to read the objectives of the speech to the speaker. v When introduced to conduct the Evaluation phase of the meeting, go to the lectern and take control. If the TME neglected to call for the vote for “Best Speaker’, do it before individual speech evaluations are given. v Call upon the Table Topics Evaluator to deliver his/her evaluation. After the contribution, thank the Evaluator for his or her efforts v Call upon each Speech Evaluator to deliver their evaluations. After each contribution, thank the Evaluator for his or her efforts. v At the end of the speech evaluations, call for votes of Best Evaluator. v Then call upon the rest of your evaluation team (the Language Evaluator, “Ah” Counter, and Time-keeper) to give their reports. v Wrap up by giving your general evaluation of the meeting, using the notes you took. You may wish to comment on the quality of evaluations. Were they positive, upbeat, helpful? Did they point the way to improvement? v Keep to the time limit for the whole evaluation session. After the session, hand over control to the TME. |
Toastmasters of the Evening/Morning
Purpose of the Toastmaster of the Evening | |
Not to be announced 1. To act as a genial host and conduct the entire meeting. 2. To introduce participants in a way that excites the audience and motivates them to listen. 3. To create an atmosphere of interest, expectation, and receptivity. | |
How to prepare to be a Toastmaster of the Evening | |
Before the meeting | v Check with the VPE to find out if a special theme has been set for the meeting, and if there are programme changes. v Phone the Table Topics Master to discuss his or her duties. v Prepare a script for the meeting. You can obtain sample scripts for regular meetings, speech marathons and special meetings from the VPE (see files attached). v Phone each speaker in advance and gather information for introducing them in an interesting way (why this topic for this audience, family, hobbies, education, etc). Prepare introductions for each speaker but make sure you do not steal their thunder. See p82 of the Communication and Leadership Program manual for more tips. v Prepare remarks to bridge gaps between programme segments. You may never use them but you should be prepared to avoid possible awkward periods of silence. |
at the start of the meeting | v Arrive early to get yourself ready for the role. v Ensure all role-players/speakers are listed on the whiteboard. Find out who they are and introduce yourself to those you have not met before. If any role-player or speaker fails to turn up, consult the VPE. v Obtain a copy of the agenda. v Sit at the table nearest the lectern for easy access to the lectern. |
during the meeting | v When the President hands the meeting to you, step up to the lectern, acknowledge the President, and take control of the meeting. v Preside with sincerity, energy and decisiveness. Keep the meeting upbeat, fun and charged with enthusiasm. v Give information on Toastmasters International (see separate file). v Outline the events of the evening v Call upon each role-player to explain his or her role. Request the “Word of the Day,” from the Language Evaluator. v Introduce and hand over the meeting to the Table Topics Master (See protocol guidelines below). v After the Table Topics session, take over control of the meeting (see protocol guidelines below). If the Table Topics Master forgets to call for votes of Best Table Topics Speaker, you do it instead. Then, introduce the Humour Master and hand over the meeting to him. v After the Humour session, take control, and break the session for a 15 mins interval. v After the SAA re-convenes the meeting and hands it over to you, resume control of the meeting. v Introduce the speakers by: v calling on the Speech Evaluator to read the speech objectives to the speaker (but the Gen Eval does NOT now read objectives to the Eval) v explaining the timing and asking the timekeeper to demonstrate v introducing the speech title and the speaker v Remain standing near the lectern after your introduction until the speaker acknowledges you and assumes control of the meeting, then be seated. v After each speech, lead the applause and thank the speaker. Then introduce the next speaker. If the next speaker is attempting the same speech assignment, introduce the speaker immediately without calling on the Evaluator. v At the end of the speeches, call for votes of Best Speaker and hand over control of the meeting to the General Evaluator. v After the evaluation segment, the General Evaluator will hand the meeting back to you. v Preside over the awards presentation, announce winners and call upon the President to present the awards. v Hand over control to the President. |
Protocol guidelines | |
when handing over control | v Lead the applause. v Remain standing near the lectern until the person acknowledges you and assumes control of the meeting v Take your seat. |
when taking over control | v Lead the applause. v Step up to the lectern and acknowledge the person. v Assume control and thank the person. |
Humour Master (Optional)
Purpose of the Humour Session | |
v To share some funny stories or jokes to lighten up the meeting. | |
How to prepare to be a Humour Master | |
Before the meeting | v Research for some suitable jokes. Remember: NO JOKES ON POLITICS, SEX OR RELIGION. Besides your regular sources of jokes, you can also try surfing the Internet or drawing on your own funny personal experiences. v Write out the jokes. v Rehearse telling the jokes. Aim to deliver the jokes without reading from your notes. |
during the meeting | v When the Toastmaster calls on you to explain your role, stand by your chair and do so. v When the Toastmaster calls upon you to take over the humour session, step forward to the lectern and take control. v You are encouraged to deliver your jokes as you would your project speeches, by standing in front of the lectern. v Keep an eye on the time. If your time is up, you need not deliver every joke you prepared. v At the end of your session, return control to the Toastmaster. |
Time allocated for the Humour session | |
Invocation (Optional)
Purpose of invocation | |
To uplift, to inspire, and to establish a sense of agreement and common purpose among the members | |
How to prepare to be present an Invocation | |
Before the meeting | v Compile notebooks of uplifting thoughts, brief but pithy poems, exhortations, and inspirational prose. v Ensure the readings are short (normally 1 minute; maximum 2 minutes), easy to read, easy to understand, and uplifting. v Be aware of religious or other sensitivities when making your choice. v Check the club collection if you need more choices. This is kept with the VP Education. v Choose an invocation appropriate to the theme of the meeting, if there is a theme. |
during the meeting | v Arrive on time. The Invocation normally takes place at the start of the meeting, after the President has called the meeting to order and presented his / her opening words. v When the President calls upon you, step forward to the Lectern. v Read the Invocation with feeling, flair, or even a touch of drama. v Return control of Lectern to the President. |
after the meeting | v Write the date of the meeting on your Invocation, and leave the Invocation behind in your role-player folder. This will give future role-players ideas for presenting future invocations. |
Time allocated | |
The invocation should take not more than 2 minutes to read. | |
Sergeant-at-Arms (SAA)
Purpose of the Sergeant-at-Arms | |
1. To greet and welcome members and guests 2. To set up proper physical arrangements for the meeting venue | |
How to prepare to be a Sergeant-at-arms at a specific TM meeting | |
Before the meeting | v At least 45 mins before the meeting, ensure refreshments have been ordered for setting out at approx. v Collect all TM “regalia” (banner / ribbons, stopwatch, lighting system, etc) - stored in the “TM basket” from the Hotel Manager (??) v Ensure meeting room is set out at least 25 minutes before the meeting begins, including ensuring: v seating is properly set out according to layout attached (Appendix A). Consult the VPE when in doubt. v all materials and equipment required are set out. See checklist of items attached (Appendix B). v all educational materials for display are set out v names of assigned role-players are written on the whiteboard using the format attached (Appendix C). v In conjunction with any other available Club EXCO members, greet and welcome all members and guests. Encourage them to register immediately and pick up any Newsletters & other items available on the Reception Table that day. v Arrange for guests to be introduced to Officers and other members v Greet any visiting Area / Division, etc. officers and escort them to the President v Lay out role-player folders and cards on appropriate tables in the Meeting Room v Ensure that voting slips are placed on Tables, a collection of 3 slips in front of each chair (+ have extra collections of 3 slips available for use by any members / guests seated at the back or side of the Meeting Room |
at the start of the meeting | v Punctually at the appointed start time, step up to the lectern, and call the meeting to order. Then, pass control over to the President or VPE, if President is absent. |
during the meeting | v When the TME calls on you to explain your role, stand by your chair and do so. v During the Table Topics session, stand by the flipchart, and list the names of everyone who takes part. v When the TME announces it is time to vote, collect voting slips for Best Table Topics Speaker, Best Assignment Speaker, and Best Evaluator awards, and tally votes. v During the intermission, keep track of time. At the appointed time to resume the meeting, promptly step up to the lectern and call meeting to order. Hand the meeting back to the TME. v Write up certificates for awards (name of winner and date), and obtain signatures of President and VP Education. v At the start of the award presentation, have the awards and certificates ready, stand by the President, and hand them to the President for presenting to the winners as each name is announced. |
after the meeting | v Pack all unused stationery (eg voting slips, articles), re-usable items (eg role-player cards), and other materials (eg guest book). v Collect all TM “regalia” (banner / ribbons, stopwatch, lighting system, etc) and place in the TM basket and return to the Hotel Manager (??) |
Table Topics Master (TTM)
Purpose of the Table Topics Session | |
1. To give as many people as possible at a meeting an opportunity to speak. 2. To train members to ‘think and speak on their feet’. 3. Seek to give non role-players priority in allocating Table Topics | |
How to prepare to be a Table Topics Master | |
Before the meeting | v Check with the TME if a themed meeting is scheduled. If so, prepare topics to reflect the theme. v Select topics that are easy to expand on, e.g. current affairs. v Avoid sensitive topics e.g., politics, religion, and sex. v Prepare about 12 topics (in case people ask to change) – normally, no more than 8 will be required . v Phrase each question clearly. Avoid long or complicated questions. Review The Toastmaster magazine for ideas. Try not to repeat recent meetings’ ideas or items. |
at the start of the meeting | v Collect your role-player file and display your tent card. v Check the whiteboard to see who will be delivering speeches or holding speaking roles, e.g. humour master, evaluators. Know who they are and avoid calling them during the session. v Ask the VP Membership or VP Education who the new members present are. Speak to them to get them to agree to take part in the table topics. |
during the meeting | v When the TME introduces you, briefly state the purpose of the session and the timing (green: 1 min, amber: 1 ½ min, red: 2 min, bell: 2 ½ min). v Encourage respondents to use the ‘word of the day’. v Ask Members to vote for “Best Table Topics Speaker” v When giving the topics, state your question briefly. Your job is to give others a chance to speak, not to give a series of mini-talks. v State the question first, then ask for a respondent; not the other way round. This gives people a chance to listen and decide whether to take the topic. v Look around the room for volunteers. If no one volunteers, call on members who do not have speaking roles or new members whom you spoke to at the start of the meeting. v Guests can volunteer, but do not pick on them if it is their first meeting. This may scare them away. v Watch the total time. End on time even if your segment started late. v At the end of the segment, ask members to vote for “Best Table Topics Speaker”. v Return control to the TME. |
after the meeting | v Write the date of the meeting on your list of table topics, and leave the list behind in your role-player folder. This will give future Table Topics Masters ideas on what topics to give. |
Time allocated for this segment | |
Table topics : each speaker 2 mins | |
Table Topics Evaluator (TTE)
Purpose of the Table Topics Evaluator | |
v To give a brief individual evaluation for each table topics speaker v To help the table topics speakers become more confident and better impromptu speakers | |
How to prepare to be a Table Topics Evaluator | |
at the start of the meeting | v Have paper and pencil/pen ready. |
during the meeting | v When the Table Topics session begins, the SAA will write the name of each speaker on a flipchart. Write down the name of the speaker and the topic title. Then, as the speaker speaks, record your impressions on how well the topic is handled, e.g. technique of introducing topic, organisation of ideas, creativity, and humour. v Refer to The Survival Guide to Table Topics, which you will find at your table, and feel free to include tips from it in your evaluation. v Look out for strengths as well as areas for improvement. Remember that good evaluations may give new life to discouraged members and poor evaluation may dishearten members who tried their best. v When the General Evaluator calls upon you to give your evaluation, step up to the lectern, and give your oral evaluation. Try to include a note of encouragement or praise. v Be as objective as possible. Praise a successful speech and specifically state why it was successful. Don’t allow the speaker to remain unaware of a valuable asset such as a smile, a sense of humour, or a good voice. Point out areas for improvement but do so tactfully. Always leave the speaker with specific ways of improving. v Keep an eye on the time. Though you may have taken lengthy notes, don’t read all of them. Don’t try to cover too much. For each speaker, give one or two main points, with a statement about his/her greatest asset and a suggestion for future improvement. v Please note that you should evaluate only the Table Topics speakers – the Table Topics Master will be evaluated by the General Evaluator |
Time allotted for the evaluation | |
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Language Evaluator (GE)
Purpose of the Language Evaluator | |
1. To introduce new words to members. 2. To comment on the use of English during the meeting. | |
How to prepare to be a Language Evaluator | |
Before the meeting | v Select a ‘Word of the Day’. Choose a word that will help members increase their vocabulary. An adjective or adverb is preferred because they are more adaptable than a noun or verb, but feel free to select your own special word. Avoid negative, derogatory words, e.g., farce, weird, blooper. v Find out the correct way to pronounce the word. v Prepare a definition of the word and a sentence or two to show its usage (see example attached). v Prepare a brief explanation of the role of the Grammarian for the benefit of guests. |
at the start of the meeting | v Write the ‘Word of the Day’ in large print on the whiteboard. Also write the definition and examples of word use. v Ensure you havet plenty of blank pieces of paper available. v On one piece, write the heading ‘Good usage’. On another piece, write:
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during the meeting | v When the TME calls on you to explain your role, stand by your chair and do so. Then announce the ‘Word of the Day’. Demonstrate how to pronounce it correctly, explain whether it is an adjective or adverb, define it, give the sample sentence, and ask that everyone who speaks use it. v From the time the meeting is called to order until you are called to report during the General Evaluation segment, listen to everyone’s word usage, including the TME, Evaluators and anyone else who speaks. See below for tips on “What to listen out for”. v Record creative language used, and wrong language or pronunciation. You only need to record two or three examples for each person who speaks because you have only limited time to report all. v Keep track how many times the ‘Word of the Day’ is used and by whom. v When called upon by the General Evaluator during the Evaluation segment of the meeting, step forward to the Lectern, and give your report. v Start with ‘Good usage’. v Offer the correct usage for every wrong usage. v Announce how many times the ‘Word of the Day’ was used and by whom. |
What to listen out for | |
v Incorrect pronunciation e.g., pronouncing ‘ee’ as ‘i' ,as in ‘miting’ instead of ‘meeting’. v Consonants not pronounced e.g., ‘I pak my car’ instead of ‘I parked my car’. v Wrong grammar e.g., ‘Yesterday I walk…’ instead of ‘Yesterday I walked …’, ‘1 ½ minute’ instead of ‘1 ½ minutes’, and ‘jokes is entertaining’ instead of ‘jokes are entertaining’ . v Wrong sentence construction e.g., ‘like example’ instead of ‘for example’. v Use of slang or words from other languages e.g. ‘let go the butterflies’ instead of ‘release the butterflies’, and ‘I went back to my kampung’. | |
Time allocated for this segment | |
Language Evaluator report during the Evaluation segment: 3 mins | |
'Ah' Counter
| Purpose of the “Ah” Counter | |
| | To note words and sounds used as “pause fillers” by anyone who speaks during the meeting. Such words and sounds include: and (e.g., …and I got home…and I fed the fish…and…and I…) so OK you know I mean ‘ah-ah’ ‘er’ ‘um’ ‘-lah’ I, I … (repeated words) This means, this means …(repeated words) |
| How to prepare to be an Ah Counter | |
| Before the meeting | v Prepare to give a brief explanation of the Ah Counter’s duties for the benefit of guests. |
| at the start of the meeting | v Obtain a copy of the Ah Counter’s log from the Sergeant-at-Arms. v Make a list of every role player and speaker. During Table Topics, add to this list the names of people who participate. |
| during the meeting | v When the TME calls upon you to explain your role, stand by your chair and give the explanation. v From the time the meeting is called to order until adjournment, listen closely to every introduction, speech, evaluation, table topic, and announcement. v On the log, make a mark (///) for every pause filler. At the end of the meeting, count the total for each person. v When called upon by the General Evaluator during the evaluation of the meeting, stand by your chair, and report the total number of pause fillers used by each member. v Announce that a collection box will be passed around the |
| Time allocated | |
| | Ah Counter report during the Evaluation segment: 2 mins |
Time Keeper
Purpose of the Timekeeper | |
v To help ensure that the meeting runs according to schedule v To keep track of time for each segment of the meeting | |
How to prepare to be a Timekeeper | |
Before the meeting | v Prepare to give a brief explanation of the Timekeeper’s duties. |
at the start of the MEETING | v Arrive half an hour before the meeting and get the timing device from the SAA. Check that the devise works. Learn to use it confidently. v Sit where the device can easily be seen by all. v Obtain a copy of the Time Keeper’s Log. During table topics, add to it the names of people who participate. v Obtain a copy of the agenda and note the time for each segment. v If the agenda shows that there are advanced speeches, check with the speaker the timing allocated for that speech. Find out when the green, amber and red lights and the buzzer should come on. |
during the meeting | v When the TME calls on you to explain your role, stand by your chair, and explain the timing rules using the timing device. v From the time the meeting is called to order until the end of the General Evaluation segment, keep time of every segment and give time signals for all segments (see below for more info). v Keep track of total time for Table Topics. This session should end on time even if it started late. The Table Topics Master will often ask you to tell them how much time is left. v Record the time used by each person who spoke at Table Topics. v When called upon by the General Evaluator during the evaluation part of the meeting, stand by your chair, and report: v Time meeting started v Time meeting resumed after break v Time taken for each segment: Invocation, President’s introductions, Toastmaster’s introductions, Table Topics, Humour, individual Speakers & their Evaluations, Table Topics Evaluator, Language Evaluator, “Ah” Counter. v For table topics, mention only those whose time is less than 1 minute or more than 2 ½ minutes, or, the speakers who spoke for the longest and shortest times v For prepared speeches, give the time taken for all speakers |
Time allocated for this segment | |
Timekeeper’s report during the Evaluation segment: 2 mins | |
Time signals to be shown | ||||
Green | Amber | Red | ||
Table Topics | 1 | 1 ½ | 2 | 2 ½ |
Speech 1 | 4 | 5 | 6 | 6 ½ |
Speeches 2-9 | 5 | 6 | 7 | 7 ½ |
Speech 10 Advanced Manual Speeches [Light times will vary, speech-by-speech] | 8 | 9 | 10 | 10 ½ |
Evaluations | 1 | 2 | 3 | 3 ½ |
Assignment Speaker
How to prepare to be a Speaker | |
Before the meeting | v Check the meeting schedule to find out when you are to speak. Present your speeches in numerical order because each project builds on the skills learned in previous projects. v Before your meeting ask the general evaluator for your evaluator’s name. Speak to your evaluator about the manual speech you’ll be giving. Discuss with the evaluator your speech goals and personal concerns. Emphasise where you feel your speech ability needs strengthening. v Pay attention to the time limit for your speech. Rehearse to these timings. v Remember to bring your manual to the meeting. |
at the start of the meeting | v Arrive early. Check the microphone (if provided), projector (if required), etc. before everyone arrives. Learn to use them comfortably. v Sit near the front of the room for easy access to the lectern. v Carefully plan your approach to the lectern and speech opening. v Hand your manual to your Evaluator before the meeting starts. v If you don’t write your own speech introduction, make certain that the Toastmaster of the meeting has prepared a good one for you. |
during the meeting | v Give your full attention to the speakers at the lectern. Avoid studying your speech notes while someone else is talking. v When introduced, smoothly leave your chair and walk to the lectern as planned. v As you begin your speech, acknowledge the Toastmaster and the audience (fellow Toastmasters and guests). v Watch the timekeeper’s signals. Do not exceed the time limit. v When finishing your speech, never thank your audience. Simply return control of the meeting to the Toastmaster of the meeting. Always wait for the Toastmaster to return to the lectern, then return to your seat. v During the evaluation of your speech, listen intently for helpful hints that will assist in building better future talks. Pay attention to suggestions from other members. |
after the meeting | v Get your manual from your evaluator. At this time discuss any questions you may have concerning your evaluation to clarify any misinterpretations. v Have the Vice President Education initial the Project Completion Record in the back of your manual. |
Speech Evaluator
Purpose of the Speech Evaluator | |
v To help the speaker become a more confident and better speaker | |
How to prepare to be an Evaluator | |
Before the meeting | v Review the Effective Speech Evaluation manual which you received in your New Member Kit. v Talk with the speaker to find out the project he or she will be presenting. Review what the speaker hopes to achieve. Find out exactly which skills he or she hopes to strengthen. v Evaluation requires careful preparation if the speaker is to benefit. Study the project objectives as well as the evaluation guide in the manual. Remember, achievement equals the sum of ability and motivation. By actively listening and gently offering useful advice, you motivate members to work hard and improve. When you show the way to improvement, you’re helping to strengthen their ability. |
at the start of the meeting | v Look for the speaker and get his or her manual. v Meet briefly with the General Evaluator to confirm the Evaluation session format. Then confer with the speaker one last time to see if he or she has any specific things for you to watch for during the talk. |
during the meeting | v Just before the speaker begins to speak, the Toastmaster of the Evening (TME) will call upon you to read the objectives of the project to the speaker. You will find these objectives in the manual. Face the speaker and read the objectives, e.g., “The objectives of speech no. 2 are to convince the audience of your earnestness, sincerity, and conviction on a subject you thoroughly understand; to confront and control any nervousness you may have. You have five to seven minutes. Back to you, Toastmaster of the Evening.” v As the speaker speaks, record your impressions in the manual along with your answers to the evaluation questions. Remember that good evaluations may give new life to discouraged members and poor evaluation may dishearten members who tried their best. Always leave the speaker with specific ways of improving. v When the General Evaluator calls upon you to give your evaluation, step up to the lectern, and give your oral evaluation. Begin and end your evaluation with a note of encouragement or praise. v Though you may have written lengthy responses to manual evaluation questions, don’t read all the questions or your responses. Your oral evaluation time is limited. Don’t try to cover too much - possibly one point on organisation, one on delivery, and one on attainment of purpose, with a statement about the greatest asset and a suggestion for future improvement. |
After the meeting | v Return the manual to the speaker. Add a verbal word of encouragement to the speaker, something that wasn’t mentioned in the oral evaluation. |
Time allotted for the Evaluation | |
Speech evaluator’s report during the Evaluation segment : 3 mins | |
Now start honing these skills by volunteering at 0000 hours every saturday one week before every meeting.
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