101
Pines Toastmasters Members Handbook WHERE LEADERS ARE MADE
Pines Toastmasters Members Handbook
WHERE LEADERS ARE MADE
2 Pines Toastmasters
Copyright
Pines Toastmasters Handbook
Copyright © 2016 Pines Toastmasters Club
All rights reserved. No parts of this work may be reproduced in any form or by any means - graphic, electronic, or mechanical, including photocopying, recording, taping, or information storage and retrieval systems - without the written permission of the Pines Toastmasters.
Products that are referred to in this document may be either trademarks and/or registered trademarks of the respective owners. The publisher and the author make no claim to these trademarks.
While every precaution has been taken in the preparation of this document, the publisher and the author assume no responsibility for errors or omissions, or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it. In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document.
Release 160628
3 Table of Contents Table of Contents
Table of Contents
Table of Contents Copyright .............................................................................................................................................................. 2
Table of Contents ................................................................................................................................................. 3
Foreword ............................................................................................................................................................10
Acknowledgements ........................................................................................................................................10
About this Handbook ..........................................................................................................................................11
Introduction ........................................................................................................................................................12
Mission ...........................................................................................................................................................12
Toastmasters International Mission ...........................................................................................................12
District Mission ...........................................................................................................................................12
Club Mission ...............................................................................................................................................12
Membership ...................................................................................................................................................12
History ................................................................................................................................................................13
The Organisation ............................................................................................................................................13
Pines Toastmasters Club .................................................................................................................................14
Pines Presidents..............................................................................................................................................15
Organisation .......................................................................................................................................................15
Objectives .......................................................................................................................................................15
Organisation ...................................................................................................................................................16
Clubs outside the USA ....................................................................................................................................17
Distinguished Club Program. (DCP) ................................................................................................................17
DCP Goals....................................................................................................................................................17
Executive.............................................................................................................................................................18
President .........................................................................................................................................................18
Vice President for Education ..........................................................................................................................18
Vice President for Membership ......................................................................................................................19
Vice President for Public Relations .................................................................................................................19
Secretary .........................................................................................................................................................19
Treasurer ........................................................................................................................................................20
Sergeant at Arms ............................................................................................................................................20
Immediate Past President ..............................................................................................................................20
Non Executive Positions .....................................................................................................................................21
Mentors ..........................................................................................................................................................21
Club Parliamentarian ......................................................................................................................................21
4 Pines Toastmasters
Providor ..........................................................................................................................................................21
Document Coordinator ...................................................................................................................................21
Website Consultant ........................................................................................................................................21
Members ............................................................................................................................................................22
A Toastmaster’s Promise ................................................................................................................................22
Meetings .........................................................................................................................................................22
Location ......................................................................................................................................................22
Time ............................................................................................................................................................22
Protocol ......................................................................................................................................................22
Advice .........................................................................................................................................................23
Mentoring .......................................................................................................................................................24
Mentor: Roles and Responsibilities ................................................................................................................24
What is a mentor? ......................................................................................................................................24
How important is a Mentor? ......................................................................................................................24
What Should I Do First? ..............................................................................................................................24
What Should I Do After the First Meeting? ................................................................................................24
What Should I Not Do? ...............................................................................................................................24
Mentee: Roles and Responsibilities................................................................................................................25
What is a mentee? ......................................................................................................................................25
What is expected of a mentee? ..................................................................................................................25
Responsibility ..................................................................................................................................................26
Try to find a replacement ...........................................................................................................................26
Apology for non-attendance ......................................................................................................................26
Strive for excellence ...................................................................................................................................26
Prepare well ................................................................................................................................................26
Bring guests regularly .................................................................................................................................26
Arrive on time .............................................................................................................................................26
Participate in general business ...................................................................................................................26
Enjoy yourself .............................................................................................................................................26
Trophies ..........................................................................................................................................................26
Best Toastmaster ........................................................................................................................................26
Best Contributor .........................................................................................................................................26
Best Impromptu Speaker ............................................................................................................................26
Best Speech ................................................................................................................................................26
5 Table of Contents Table of Contents
Best Evaluation ...........................................................................................................................................26
Dues ................................................................................................................................................................27
Purpose .......................................................................................................................................................27
Notification .................................................................................................................................................27
Collection ....................................................................................................................................................27
Educational System ............................................................................................................................................28
Overview .........................................................................................................................................................28
Course Participation .......................................................................................................................................28
Speechcraft - Coordinator or Presenter .....................................................................................................28
Youth Leadership - Coordinator or Presenter ............................................................................................28
Competent Communicator and Competent Leader .......................................................................................28
Competent Communicator .............................................................................................................................29
Competent Communicator (CC) .................................................................................................................29
Advanced Communicator Bronze (ACB) .....................................................................................................29
Advanced Communicator Silver (ACS) ........................................................................................................29
Advanced Communicator Gold (ACG) ........................................................................................................29
Competent Leader ..........................................................................................................................................29
Advanced Leader Bronze (ALB) ..................................................................................................................29
Advanced Leader Silver (ALS) .....................................................................................................................29
Competitions ......................................................................................................................................................30
Overview .........................................................................................................................................................30
International Speech Contest .........................................................................................................................30
Evaluation Speech Contest .............................................................................................................................30
Humorous Speech Contest .............................................................................................................................30
Table Topics Speech Contest ..........................................................................................................................30
Novice Speech Contest ...................................................................................................................................30
Interpretive Reading Contest .........................................................................................................................30
Assignments........................................................................................................................................................31
Core Assignments ...........................................................................................................................................31
Business Meeting ........................................................................................................................................31
15 - 20 Minutes ...........................................................................................................................................31
Supporting Documentation ........................................................................................................................31
Call to Order ...............................................................................................................................................32
Chairman / Toastmaster .............................................................................................................................32
6 Pines Toastmasters
Supporting Document .................................................................................................................................32
Educational Session ....................................................................................................................................33
General Evaluator .......................................................................................................................................33
Grammarian / Listening Critic / Ah Counter ...............................................................................................33
Induction .....................................................................................................................................................35
Parliamentarian ..........................................................................................................................................35
Raffle Master ..............................................................................................................................................35
Speaker .......................................................................................................................................................36
Speech Introduction and Evaluation ..........................................................................................................36
Table Topics ................................................................................................................................................38
Table Topics Evaluator ................................................................................................................................38
Time Keeper ................................................................................................................................................40
Warm Up Master ........................................................................................................................................42
Word Master ..............................................................................................................................................42
Word Master / Grammarian .......................................................................................................................42
Variety Assignments .......................................................................................................................................43
Around The World ......................................................................................................................................43
Australiana ..................................................................................................................................................43
Biography ....................................................................................................................................................43
Charades .....................................................................................................................................................43
Comment Master ........................................................................................................................................44
Current Affairs ............................................................................................................................................44
Debate ........................................................................................................................................................45
Did You Know? ............................................................................................................................................46
Fortunately / Unfortunately .......................................................................................................................46
Guess who's coming to dinner? ..................................................................................................................46
Hot Seat ......................................................................................................................................................46
House Debate .............................................................................................................................................47
Icebreaker Revisited ...................................................................................................................................47
If Only .........................................................................................................................................................47
I've got a secret...........................................................................................................................................47
Jokemaster..................................................................................................................................................47
Literature Master ........................................................................................................................................47
Members Choice .........................................................................................................................................48
7 Table of Contents Table of Contents
Myth Master ...............................................................................................................................................49
News Commentator ...................................................................................................................................49
Philosopher .................................................................................................................................................49
Poem Master ..............................................................................................................................................49
Quote Master .............................................................................................................................................49
Review Time ...............................................................................................................................................50
Round Robin ...............................................................................................................................................50
Stress Reliever ............................................................................................................................................50
Tall Taler .....................................................................................................................................................51
Toast ...........................................................................................................................................................51
Two Truths and a Lie ...................................................................................................................................51
What would you do if .................................................................................................................................52
Who am I? ...................................................................................................................................................52
Why is it so? ................................................................................................................................................52
Word Game 1 .............................................................................................................................................53
Word Game 2 .............................................................................................................................................53
Procedures ..........................................................................................................................................................54
Updating Information on Toastmasters International Web Site. ...................................................................54
Appendix 1 ..........................................................................................................................................................55
Guide to Running a Business Meeting ............................................................................................................55
Before the Meeting ....................................................................................................................................55
Opening ......................................................................................................................................................55
Apologies ....................................................................................................................................................55
Minutes .......................................................................................................................................................55
Business Arising ..........................................................................................................................................56
Correspondence .........................................................................................................................................56
Reports .......................................................................................................................................................56
General Business ........................................................................................................................................57
Motions.......................................................................................................................................................57
Motion Amendment ...................................................................................................................................58
Business Meeting Script for the Chairman .....................................................................................................60
Section ........................................................................................................................................................60
What you do / Notes ..................................................................................................................................60
What you say ..............................................................................................................................................60
8 Pines Toastmasters
Appendix 2 ..........................................................................................................................................................65
A Step-by-Step Approach to Speech Evaluation .............................................................................................65
Step 1 - Understanding the Fundamentals of an Evaluation ......................................................................65
Step 2 - Before the Speech .........................................................................................................................65
Step 3 - During the Speech .........................................................................................................................65
Step 4 - Giving the Evaluation ....................................................................................................................65
Step 5 - After the Speech ............................................................................................................................65
Step 6 - On a Regular Basis .........................................................................................................................65
10 steps to becoming an Evaluation Champion .............................................................................................66
How to give effective evaluations ..................................................................................................................67
Evaluation has several objectives, including: .............................................................................................67
When you are the evaluator .......................................................................................................................67
Before the meeting:........................................................................................................................................67
Before and during the speech ....................................................................................................................67
Your evaluation ...........................................................................................................................................67
Stretch your evaluation vocabulary ...............................................................................................................68
Try substituting the words in bold for the examples given: ...........................................................................68
Appendix 3 ..........................................................................................................................................................70
Induction .........................................................................................................................................................70
Appendix 4 ..........................................................................................................................................................71
Election for Club Officers ................................................................................................................................71
The following five paragraphs to be read in the event of more than one candidate for a position. .............71
Forms ..................................................................................................................................................................73
Sample Pines Toastmasters Programme ........................................................................................................74
Evaluation Checklist ........................................................................................................................................75
Speech Evaluation Form 2 ..............................................................................................................................76
General Evaluation Worksheet .......................................................................................................................77
General Evaluator’s Worksheet ......................................................................................................................84
General Evaluation Guide ...............................................................................................................................86
........................................................................................................................................................................89
Grammarian Report ........................................................................................................................................90
Table Topics Evaluation ..................................................................................................................................91
Table Topics Evaluation (Alternative) .............................................................................................................94
Competent Leadership Project Check List ......................................................................................................95
9 Table of Contents Table of Contents
Glossary ..............................................................................................................................................................96
INDEX ................................................................................................................................................................100
10 Pines Toastmasters
Foreword
We hope that your membership in Toastmasters will be a rewarding experience.
Your first challenges are to contribute to the club programme - in any one of more than a dozen different meeting positions. You will be able to observe the people who have done it before you in order to get a good feel for what the position entails, but there is nothing like getting up and doing it yourself. All of a sudden questions pop up: Do I do this from my seat or the lectern? How long should a Table Topic be? What does a Warm-Up Master do?
Those are only some examples of the questions you will encounter in your membership, but they illustrate why this handbook has been created. Although Toastmasters International publishes excellent materials for the education of members, every club selects from meeting variables in a way that makes it unique.
This handbook is intended to be an ever-evolving ‘first source’ of information for all Pines Toastmasters. It is hoped that it will serve to increase every member’s feeling of belonging, as well as help maintain a high standard at club meetings.
This handbook, like everything produced in the club, is a representation of all members. Content can be modified, and your suggestions would be welcomed. Please do not hesitate to advise the Document Coordinator with ideas to make this a more meaningful document for the club.
Acknowledgements
Pines Toastmasters gratefully acknowledges the assistance of all of the known and unknown authors of materials derivative and adapted for this handbook.
11 About this Handbook About this Handbook
About this Handbook This Handbook is designed to be a one stop resource reflecting the activities of Pines Toastmasters Club. As such it is designed as a living document updated as required.
The structure of the handbook is hierarchical.
Clicking on red CROSS REFERENCEDTEXT will take you to the cross reference in the handbook.
Use the bookmarks to the left to navigate the book.
To help determine that you have the latest release the edition Release Number on the COPYRIGHT PAGE is date of release in the format yymmdd: (yy=year; mm=month; dd=day). The latest release can be obtained from the members section on the web site.
Supported documentation is provided in some sections where the section is headed "Supporting Documentation" If printing the forms note the page range to print so as not to print the whole document.
Supporting Documentation
CLICK LINK
To see supporting documentation click the link in red and the page will be displayed.
The latest copy of this handbook and supporting documentation can be obtained from the members area of the PINES TOASTMASTERS CLUB WEB SITE
NB Clicking on the Toastmaster icons on this page only will connect you to the relevant web page if you are connected to the internet.
12 Pines Toastmasters
Introduction
Mission
Toastmasters International Mission
We empower individuals to become more effective communicators and leaders.
District Mission
We build new clubs and support all clubs in achieving excellence
Club Mission
We provide a supportive and positive learning experience in which members are empowered to develop communication and leadership skills, resulting in greater self-confidence and personal growth.
Membership
Your Toastmaster membership provides:
Professionally prepared educational materials and resources on speaking, listening, discussion, parliamentary procedure, audio-visual techniques and meeting procedures.
The Toastmaster magazine, published each month, provides new insights into the ever-changing world of communication and leadership. The ideas, opinions and techniques featured in each issue are alone worth Toastmasters’ modest dues.
Affiliation with an internationally respected educational organisation.
An opportunity to participate and compete in the Toastmasters International Speech Contest -the “World Championship of Public Speaking.”
Unlimited opportunities for personal and occupational recognition based on improved abilities and expanded experience.
A unique opportunity to learn and improve your abilities within an atmosphere of fellowship and fun with your fellow Toastmasters club members.
13 History History
History
The Organisation Since Toastmasters began, more than three million men and women have benefited from the organisation.
The first club was formed in October 1924, when a group of men assembled by Dr. Ralph C. Smedley met in the basement of the Santa Ana, California YMCA to form a club “to afford practice and training in the art of public speaking and in presiding over meetings, and to promote sociability and good fellowship among its members.”
The group took the name “Toastmasters.”
A year later, a second club was started in Anaheim, California, followed by a third in Los Angeles. By 1930, it was apparent that a federation was necessary to coordinate activities of the clubs and to provide standard methods. After formation of a club in Victoria, British Columbia, the group became known as Toastmasters International.
Growth was slow during the early years, but the number of clubs increased steadily. The forerunner of today’s Communication and Leadership program, Basic Training, was introduced in 1942 and has been expanded and updated many times since then to keep abreast of the times and members’ needs.
Membership in Toastmasters International increased rapidly after the end of World War II, and by 1954 the number of Toastmasters clubs had approached 1500.
Gavel clubs were formed in 1958 to accommodate groups wanting Toastmasters training but not
qualified for Toastmasters membership. These clubs provide communication and leadership training in correctional institutions, hospitals and schools. In 1966, the Youth Leadership Program, for young people in primary and high school, was added to the list of established community programs being presented by Toastmasters.
In 1962, World Headquarters offices were moved to a new building in Santa Ana, California, not far from where the first club began. In 1991, World Headquarters moved to larger premises at Rancho Santa Margarita, California.
In 1973, Toastmasters club membership was opened to women, enabling them to benefit also from self-development in communication and leadership. In the same year, a comprehensive listening program was introduced to further help members develop their communication skills. The following year saw a celebration of the organization’s first 50 years and the promise of an even more successful second half-century.
New programs, including the modular Advanced Manual Series, Success/Leadership Series, and self-study cassette tape programs, were added to augment the Communication and Leadership program. Toastmasters International entered the 1990s as the undisputed world leader in public speaking training with the promise that the best is yet to come. As the decade begins, more people than ever will benefit from the Toastmasters programs.
14 Pines Toastmasters
Pines Toastmasters Club
Pines Toastmasters Club was activated in 1971 and Chartered on 9 April 1973 under the flamboyant character and President Terry O’Donovan. The Charter District Governor was the well- known radio personality, Russ Walkington.
For 23 years Pines Toastmasters Club met at the Country Club Hotel in Strathpine. Pines then moved to the Pine Rivers RSL Memorial Club at Kallangur, and for a short time met at the Kallangur Bowls Club. The club now meets at the Pine Rivers Community Hall in Lawnton.
In the early days, many members stayed for 15 to 20 years in the format of an all male business dinner club. Pines Toastmasters offered this meeting programme until 1995, when, in accordance with Toastmasters International Guidelines, all Clubs became open to men and women. Pines Toastmasters was the last Toastmasters club in the world to remove the all male business dinner club format from their programme. A new format linked closely with meeting the changing needs of the community. More families now moved into and out of the area, and this trend has continued. With Toastmasters providing such invaluable training year after year, members and guests enjoy an atmosphere that values diversity, encouragement and escalating confidence. Membership fluctuations proudly reflect members’ personal growth, promotions at work or adventure-seeking travels.
Members of Pines have contributed to the Toastmasters organisation at the Club, Area,
Division and District levels, and have represented Australia at International events. Members pursue their communication goals at each meeting, and can diversify their goal-setting by joining Executive Committees or entering Speaking Contests. Ray Prince achieved the distinction of winning the International Speech Contest for Australasia, and competed in the USA against the best speakers in the world. Pines’ members place highly in all contests.
In 1998, the 25th Anniversary dinner was attended by many past members. They joined current members of the time, which included foundation members Robert Westra and Neil Baumber (still a current member) in a memorable celebration. Geoff Harper, a visionary leader, had almost every member of his extended family for two generations as members of Pines. We have husband and wife teams join, relatives, workmates, neighbours, old and new friends, ensuring all our meetings and celebrations are shared by a fascinating calibre of individuals. The atmosphere in Pines meetings is welcoming, intriguing, jovial and productive. Attendees, speakers and listeners alike, are left with the feeling that going to a Pines meeting is well worth the effort.
Members of Pines have come from all walks of life. The development of excellent communication skills through Pines club has benefited them in their business, family, community and personal lives.
15
Pines Presidents
1973 Mr Terry O’Donovan
1974 Mr Ray Prince
1975 Mr Geoff Harper
1976 Mr David Poole
1977 Mr Rob Westra
1978 Mr Frank Taylor
1979 Mr Ian Gillies
1980 Mr Les Howard
1981 Mr Neil Baumber
1982 Mr Vince Donohue
1983 Mr John Ryan
1984 Mr Ray Prince
1985 Mr Warwick King
1986 Mr Bryan Galvin
1987 Mr Herold Reinstra
1988 Mr Lionel Galea
1989 Mr Tony Elliott
1990 Mr David Miles
1991 Mr John Beattie
1992 Mr Jim Watson
1993 Mr Denis Ezzy
1994 Mr Peter Kronberg
1995 Mr Mike Smith
1996 Mr Steve Jackson
1997 Mr Peter Shilder
1997 Mr Gary Ralph
1998 Mr Lindsay Reibelt
1999 Mr Lloyd O’Hearn
2000 Mr Lloyd O’Hearn
2001 Mrs Alix Fortescue
2002 Mr Bruce Quelch
2003 Mr Tony Martyn
2004 Mrs Laurie Heales
2005 Mr David Miles
2006 Mr Lindsay Reibelt
2007 Mr Mark Burnham
2008 Mr Terry Hickson
2009 Mr Rod Mather
2010 Mr Terry Hickson
2011 Mr Stuart Jaeschke
2012 Mrs Lee Garnett
2013 Mr Rod Mather
2014 Mrs Kristy Kettles
2015 Ms Jasmine Day
2016 Ms Annette Mayfield
Organisation
Objectives The fundamental objective of Toastmasters International is to educate men and women through the process of self-improvement and leadership training so that they may increase their usefulness in business, professional and community life.
Toastmasters Seek: -
To improve their oral expression of thought.
To develop their confidence and their ability to speak in public.
To obtain instruction and experience in the conduct of meetings.
To promote the habit of analytical listening.
To assist each other through constructive evaluation.
To develop their capacity for leadership. To promote good fellowship among men
and women. To advance mutual understanding through
more effective communication. To Foster and encourage better listening,
thinking and speaking.
16 Pines Toastmasters
Organisation
Toastmasters International has more than 15,300 clubs in 135 countries around the world. There are community-based clubs, company employee clubs, military-based clubs, and specialised clubs for the blind, bilingual clubs and many others.
In most parts of the world, clubs are grouped into administrative units known as Districts to provide greater leadership opportunities and stronger lines of communication. Districts are in turn divided into Areas, which usually comprise four to seven local clubs. In larger Districts, several of these areas may be assigned to a unit known as a Division.
District Directors are elected each year to serve their Districts. An Area Director is either elected or appointed to serve an Area. He or she should visit each club in his or her area at least twice during the year.
Setting the policies of the organisation is the responsibility of the elected Board of Directors. In Rancho Santa Margarita, California, U.S.A., not far from the birthplace of Toastmasters, the World Headquarters staff, headed by the Executive Director, oversees the day-to-day operation of the organisation, providing materials and assistance to clubs and Districts. Members and other visitors are always welcome at World Headquarters.
Being a Toastmaster means more than simply making a commitment to self-development. Everyone who joins a Toastmasters club is making a commitment to the club, to its members, and to the organisation as a whole.
Member
Club
Area
Division
District
World Headquarters
Board of Directors
Member
PINES CLUB- President
•AREA 3 - Area Director
•METROPOLITAN DIVISION -Divisional Director
•District 69 - District Director
•World Heaquarters -International President
EDUCATION - Vice President
•Assistant Area Director
•Assistant Director
•Program Quality Director
•Senior Vice President
MARKETING - Vice President
•Assistant Area Director
•Assistant Director
•Club Growth Director
•2nd Vice President
Secretary
•Area Secretary
•Division Secretary
•District Secretary
•Executive Director Management and Staff
Treasurer
•Area Director
•Division Treasurer
•District Treasurer
•International Treasurer
Sergent at Arms
•District Sergeant at Arms
•18 International Directors
PUBLIC RELATIONS - Vice President
•Assistant Area Director PR
•Assistant Director Public Relations
•District Public Relations Officer
•3rd Vice President Public Relations
IMMEDIATE PAST PRESIDENT
•Area Director
•Divisional Director
•District Director
•International President
17 Organisation Organisation
Clubs outside the USA
Toastmasters International is incorporated in the State of California as a public benefit corporation. We are categorised as a 501(c)(3) corporation with the United States Internal Revenue Service, which gives the organisation a tax advantage as a charitable and educational organisation.
This, your club, though located outside the United States, must function as if it is in the United States. All clubs (including Pines) are potentially subject to the laws of the United States, including those of the Internal Revenue Service, and the State of California. The only exception is if local law is in conflict with the United States and California State law.
Distinguished Club Program. (DCP) The Distinguished Club Program (DCP or Club Success Plan) exists to help a club provide an environment where members can learn speaking and leadership skills. To this end, the program focuses on club membership numbers and club members’ educational awards. Educational awards are the official awards issued by Toastmasters International when a member completes certain activities. Membership is the number of members in the club and how the club has grown over the past year. In 2006 the program went through some minor changes to reflect the changes made to the Toastmasters Educational Program.
From July 1st of any given year to June 30 of the next year, Toastmasters Clubs participate in the program by attempting to achieve ten goals. By creating a Club Success Plan, there will be a guide to obtain all ten points over the twelve-month period. Toastmasters International tracks the progress of each club, and reports can be downloaded from its website.
To be eligible for any recognition your club must, by year end on June 30th, have either:
At least 20 members
or
A net growth of at least 5 new members
DCP Goals.
At least five of the following goals need to be attained:
Two Competent Communicator (CC) awards given to club members
Two more CCs
One Advanced Communicator Bronze (ACB) Advanced Communicator Silver (ACS), or Advanced Communicator Gold (ACG) recognition given to a club member
One more ACB, ACS, or ACG
One Competent Leader (CL), Advanced Leader Bronze (ALB), Advanced Leader
Silver (ALS), or Distinguished Toastmaster (DTM) recognition given to a club member
One more CL, ALB, ALS, DTM
Four new members added to the club
Four more new members
Minimum of four club officers attending district-sponsored club officer training during each of the two training periods
One dues renewal report and one club officer list submitted on time
Awards at year end on achieving :-
five of the ten goals: Distinguished Club
seven of the ten goals: Select Distinguished Club
nine of the ten goals: President's Distinguished Club
18 Pines Toastmasters
Executive
President
The President serves as the Chief Executive Officer and is responsible for general supervision and operation of the club. The President presides at club meetings and leads the executive committee in planning and accomplishing club responsibilities and goals. The President is the principal communicator to Toastmasters International.
Contact
The chief executive deals with Toastmaster and club management issues.
Maintain relationship with the District and Toastmasters International.
Set goals and build a program plan for term of office using the Distinguished Club Program.
Plan and follow-up on goals set by club.
Encourage all officers to go to training and give information when and where the training sessions are held.
Preside over club meetings, organise and chair Club Executive Committee meetings.
Attend and vote at Area, Division and District Council meetings.
Vice President for Education
The VPE plans and directs club programs which meet the educational needs of the Club members. Plans and publishes regular schedules of meeting assignments. The primary responsibilities of this role involve ensuring that all members continue their progress toward their own individual educational goals.
Contact
Prepare a general program outline for term of office.
Plan meeting assignments at least 3 meetings in advance.
Orient new members to the Toastmasters program and assign mentors for new members.
Ensures all members understand the importance of excellent evaluations and know how to evaluate.
Encourages members to participate in other Toastmasters activities and programs.
Maintain “Toastmaster of the Year” award and member’s speech records.
Attend & vote at club Executive Committee, Area, Division and District Council meetings.
19 Executive Executive
Vice President for Membership
The VPM plans, organizes and implements an on-going marketing effort to ensure that the club maintains or exceeds a charter membership level of 20. Marketing efforts include working with groups both within and outside Toastmasters organisations.
Contact
Maintain and distribute a current membership list to club members & the Area Director.
Prepare and send to World Headquarters, the club’s Membership Building Program.
Make every effort to maintain current membership by increasing member’s satisfaction.
Attend and vote at club Executive Committee and Area Council meetings.
Greet guests - register them in our guest record and attend to any of their questions.
Look after or arrange another member to look after guests at the meeting.
Provide a literature package for potential members.
Vice President for Public Relations
The VPPR develops implements and administers a programme that maintains a positive image of Toastmasters for all its members, guests and the general public. This officer is responsible for internal and external public relations for the club.
Contact
Plan a Public Relations program. Prepare publicity materials and organise
promotional activities. Place advertisements and announcements
in local newspapers as required.
Generate community awareness of the club.
Publish the club Newsletter and the club Bulletin.
Attend and vote at club Executive Committee meetings.
Secretary
The Secretary is responsible for Club records and correspondence. Maintains the club roster; has custody of the Club’s charter, Constitution, Bylaws, and all other records and documents of the club; Keeps an accurate record of the meetings and activities of the Club.
Contact
Record and read Minutes of club and Executive Committee meetings.
Send new officers list and any changes to club officers to World Headquarters.
Maintain general club records and correspondence.
Attend and vote at club Executive Committee meetings. (For the purpose of meetings; correspondence is generally communication received or sent in
writing/email from or to an organisation/person outside the club that has not been circulated among the executive/members. At meetings the secretary usually does not read the contents of all inward letters to the meeting, but summarises the major points. The outward letters are merely noted).
20 Pines Toastmasters
Treasurer
The Treasurer is responsible for the development and execution of financial policies, procedures, audits and controls. The Treasurer receives and disburses funds for payment of obligations and develops and recommends a budget to the executive committee.
Contact
Receive and disburse funds. Attend and vote at club Executive
Committee meetings. Prepares an annual budget for the club. Notifies each club member in writing of
dues payable. Collects payable dues and fees. Issues receipts to all members for dues
paid.
Keeps complete and accurate records of all financial transactions.
Submits club accounts for audit as required.
Attends and participates in Executive Committee meetings.
Issues reimbursement to members for valid club purchases.
Sergeant at Arms
The S/A makes proper physical arrangements and sets out materials for all club meetings. The S/A serves as master host in welcoming members and guests and ensures that guests receives material provided by the VPM and VPPR.
Contact
Ensure the room has been set up before the meeting. (group activity).
Greet guests and newer members and provide name tags as needed.
Have guests sign the Visitors Book before departure
Ensure the meeting starts on time. Be ready to arrange lectern and other
speaking aids during the program according to the needs of speakers.
Collect voting slips when that time arrives and arrange for someone to assist in counting the votes.
Generally maintain the club equipment and supplies.
Attend club executive meetings. Attend Club Officer training.
Immediate Past President
The IPP provides guidance and serves as a resource to club officers and members. The IPP chairs the Nominating Committee, assists in the preparation of the Club Success Plan and promotes the club's efforts to become a Distinguished Club. The IPP attends all Club Officer's Meeting and has an active voice in all decisions made.
Contact
Chair the nominating committee. Promote club’s effort to become a
distinguished club.
Provide guidance and serve as a resource to club officers and members.
Organise Club competitions.
21
Non Executive Positions
Mentors
Toastmasters use mentoring extensively by teaming up an experienced member with new members to the organisation. Mentors help coach the new members through their first few speeches, (and beyond if required). However mentors can be used at any time by any Toastmaster when the need arises. In fact the role of Immediate Past President is a mentoring role where help and guidance is provided to the new Club President and committee during their term.
The mentoring role includes.
Mentor for a new member - help with speeches
Mentor for an existing member - develop new skills or enhance existing ones
Further information is in the MENTORING section of this handbook.
Club Parliamentarian The Club Parliamentarian provides assistance on matters of procedure and etiquette to the chair pn procedural matters in accordance with N.E. Renton’s Meetings Procedures and the Club Constitution and bylaws.
Providor
Provides food for the intermission at meetings, and organises catering for major functions such as the Hand-Over meeting and Christmas parties.
Document Coordinator Keeps the Pines Handbook and Pines Executive Manual in order and other relative club documentation.
Website Consultant
Designs and updates the club web site.
22 Pines Toastmasters
Members
A Toastmaster’s Promise As a member of Toastmasters International and my club, I promise …
to attend club meetings regularly; to prepare all my speeches to the best of
my ability, basing them on projects in the Communication and Leadership Program manuals or the Advanced Communication and Leadership manuals;
to willingly prepare for and fulfil meeting assignments
to provide fellow members with helpful, constructive evaluations;
to help the club maintain the positive, friendly environment necessary for all members to learn and grow;
to willingly serve my club as an officer when called upon to do so;
to treat my fellow club members and our guests with respect and courtesy;
to bring guests to club meetings so they can see the benefits Toastmasters membership offers;
to adhere to the guidelines and rules for all Toastmasters educational and recognition programs;
To maintain honest and highly ethical standards during the conduct of all Toastmasters activities.
Meetings
Location
Meetings are held at the Community Centre on the corner of Todds Road and Ellis Street, Lawnton.
Time
Unless stated otherwise, meetings are held on the first, third and fifth Thursday of each month.
Arrival time should be 6:45 pm for a 7:00 start. With short refreshment break about halfway through the meeting.
There is a break from meeting for Christmas from about halfway through December to halfway through January. Actual dates are announced each year.
Protocol
Attend meetings, even when you do not have an assignment.
Be on time.
Be prepared when you do have an assignment.
Stand when you are speaking for any reason.
Bring your Speech Manual and your Competent Leadership Manual to every meeting.
Pay attention to the agenda so that you are ready perform your assignment when called upon.
If you are the Toastmaster, Table Topics Master, Speaker, or General Evaluator you are responsible for keeping to time and adjusting the time if required.
Do not carry on side conversations during meeting.
Do not use meetings to sell your products or services.
Show courtesy and respect to all members.
When you arrive at the lectern address the Toastmaster/Table Topic Master (whoever is in current control). At Pines Toastmasters we encourage the acknowledgement by name, preceded with the word Toastmaster. EG. “Thank you Toastmaster Karen.” While the more archaic Mr/Madam.
23 Members Members
Toastmaster/Table Topics Master etc. is acceptable, the preferred form of addressing has more warmth. Then address the audience with “Fellow Toastmasters, Guests.” As necessary.
When you have concluded your assignment, hand back control in a similar way. EG. “Toastmaster Karen.”
As a Toastmaster proceeds to and from the lectern, applause should be continuous till their destination is reached.
Advice
Don't say, "Thank you," at the end of your speech or assignment.
When appropriate, shake hands with the person who introduces you before and after your speech.
Never apologise for making a mistake.
Hands should be at your sides when not gesturing.
Try to hold eye contact for three seconds with audience members.
When giving a written speech, slide pages to the side. Don't flip them over.
It's important to follow the times suggested in manuals.
Confirm your assignment with the meeting Toastmaster before the meeting.
24 Pines Toastmasters
Mentoring
Mentor: Roles and Responsibilities
What is a mentor?
A mentor is a coach, role model, guide, tutor, and advisor. Mentoring is “people helping people.” A mentor helps a fellow toastmaster (the mentee) to feel comfortable and confident, making the experience of being in Toastmasters a positive one. At Pines Toastmasters everyone can have a formal mentor at any time whether they are a new member or not.
How important is a Mentor?
Toastmasters International’s research shows that new members who are assigned mentors tend to remain in their club longer. By encouraging them to participate and get involved, the new member becomes a contributing member of the club immediately. Their desire to participate will not diminish.
What Should I Do First?
Contact your mentee as soon as possible to set up a meeting. At this initial meeting you should do the following:
Establish ground rules. For example, what is the best method of contacting each other---phone or e-mail? Would the mentee prefer to contact you or would they rather have you contact them?
Go through the "Mentee Role,” and answer any questions they may have.
Encourage them to call you anytime they have questions.
Encourage them to think about their speeches and other roles assigned and to become organized.
To new members explain customs and procedures of the club.
What Should I Do After the First Meeting?
Make the Mentee aware or resources in the club and outside of the club.
Be available to answer questions, and provide help.
Be prepared to be available to listen to their speeches before they present them to the club.
Contact them when they are assigned an agenda duty for the first time to see if they understand what is expected of them.
Encourage them to call you whenever they have any Toastmaster-related questions.
Explain the principles and approaches to effective evaluation speeches.
A mentor does not know everything. Other members can be called upon for assistance – everybody is there to help each other.
What Should I Not Do?
Do not be pushy or overbearing. You can decide what level of contact is too much or too little, based on your interactions with the mentee.
Do not tell them what to do. Steer them in the right direction, and offer suggestions. The idea is to give them freedom to discover things on their own. As with any member, don't be too critical. Feedback should be constructive, and supportive.
As with any personal or professional relationship, there are times when we don't quite hit it off. If you feel that the mentoring relationship is not working out, contact the VICE-PRESIDENT OF MEMBERSHIP. The mentee will be advised that they have this option, as well. The Vice-president of Membership will be responsible for assigning a new mentor.
By mentoring, we have the opportunity to help others. In the end everyone benefits: you, the mentee, and the entire club.
Remember what it is about "people helping people'.
25 Members Members
Mentee: Roles and Responsibilities
What is a mentee?
A mentee is usually a new club member. We connect you to a mentor so that you can become familiar with Club meetings; the roles within the meeting; and to help you with your speeches. If your experience level is higher, the mentor can help you obtain more specialized expertise.
A mentor helps the mentee to feel comfortable and confident---making the experience of being in Toastmasters a positive one.
What is expected of a mentee?
To receive maximum benefit from the relationship, it is important that you :-
Are willing to learn and take on new challenges to create some personal growth.
Learn at your own pace; your mentor will go as fast as you desire.
Need to be receptive to feedback and view it as opportunity to grow.
Need to be open to new ideas and perhaps see things from a different perspective.
Need to respect the opinions of others and keep discussions confidential.
Show appreciation to your mentor for their time and support.
Make an effort to attend and participate in club meetings.
Make a “good faith” effort to prepare for your speeches.
Call the TOASTMASTER and/or VICE
PRESIDENT FOR EDUCATION several days in advance when you are unable to participate in a meeting.
A Mentee should contact their mentor as soon as possible to set up a meeting. At this initial meeting you should do the following:
Establish ground rules. For example, the best method for contacting each other (phone or e-mail).
You and the mentor can establish an action plan beyond the initial meeting.
26 Pines Toastmasters
Responsibility
Every Toastmasters club is a cooperative and only works when all members are “pitching in.” Here are some reminders of some minimum responsibilities to maximise your effectiveness in working with others:-
Try to find a replacement
To fill your position if you are unable to attend a meeting for which you are programmed. Advise the VICE PRESIDENT FOR EDUCATION of the change, as well as the TOASTMASTER for the meeting.
Apology for non-attendance
Be sure to call the SECRETARY with your apology whenever circumstances force you to be absent from a meeting.
Strive for excellence
It will reflect well on you as well as the club. Members who do this not only grow immensely, but provide a fine example for others.
Prepare well
If you do not find the information that you require in this handbook, ask a member of your mentor team for assistance.
Bring guests regularly
All meetings improve with a larger audience, and dynamic guests enjoy our meetings. Introduce guests to other members so they will feel at home and will have someone to talk to during the break and after the meeting. Members sitting next to guests should ensure the guest understands the program and why program segments are performed.
Arrive on time
This means well before the meeting is to commence to allow time to become acquainted with guests (a friendly club is a healthy club).
Participate in general business
Take an interest in the policy that you help to shape.
Enjoy yourself
Remember that Dr. Ralph Smedley, the founder of Toastmasters, said that we learn best in an atmosphere of fun.
Trophies The purpose of these awards is to encourage members to strive to achieve their best in all segments of the Toastmasters program. Each Trophy is held by the recipient until the next meeting. The SECRETARY will record the winners in the minutes.
The trophies are awarded at each meeting in the categories listed below:-
Best Toastmaster
Awarded to the member who has contributed most to the evening’s program as voted by the members present.
Best Contributor
Awarded to the member considered to have presented their personal best during the meeting.
Best Impromptu Speaker
Awarded for the best table topic or any impromptu speaking during the meeting.
Best Speech
By vote of the members present at the meeting, this could take into account the speaker’s experience.
Best Evaluation
By vote of the members present at the meeting, all evaluators are eligible i.e. Speech, Table Topics, General Evaluator or any other evaluator such as parliamentarian.
27
Dues
Purpose
To retain your membership, and funds to administer the corporate body of Toastmasters
International
Provide financial assistance towards the cost of administering the club
Notification
Pines Toastmasters uses an online accounts software to administer the financial aspects of the club. This
includes sending Dues Renewal Requests which are sent automatically.
Please ensure that the TREASURER has your current email address.
You will receive a Dues Request notification by email in the form of an invoice. To view the details and
methods of payment you will need to click on any of the following, shown by the red circles in the picture
below:
view the invoice and full details will open in your browser, including full details of how to pay.
Print the invoice
View as a PDF
Collection
After paying the joining fee, Dues are requested every 6 months. On or close to 1st March and 1st
September.
Dues should be paid within 14 days so that your membership remains in good standing and so that
the club can make payment to Toastmasters International without incurring late payment penalties.
28 Pines Toastmasters
Educational System
Overview Toastmasters International’s educational system and award designations came into effect in clubs worldwide from July 1, 2006. This is the system
A vital part of success in the Toastmasters club programme is recognising achievement at all levels. This is the fundamental source of motivation in a volunteer organisation such as Toastmasters. The Toastmasters programme of recognition acknowledges achievement and dedication to the goals of communication and leadership.
Course Participation
Speechcraft - Coordinator or Presenter
As you become more experienced you will want to exercise your skills. Coordinating a Speechcraft course, or participating in presenting a course to non-Toastmaster groups, will help you to teach what you have learned to groups of interested people by way of seminars.
Youth Leadership - Coordinator or Presenter
Similar to Speechcraft course but tailored specifically to the needs of youth, usually in a school or similar environment.
Competent Communicator and Competent Leader
Competent
Communicator
Competent
Leader
Advanced
Comunicator
Bronze
Advanced
Comunicator
Silver
Advanced
Comunicator
Gold
Advanced
Leader
Bronze
Advanced
Leader
Silver
29
Competent Communicator
Competent Communicator (CC)
Requirements:
Completed the Competent Communication manual
Advanced Communicator Bronze (ACB)
Requirements:
Achieved Competent Communicator award (or Competent Toastmaster award‡)
Completed two Advanced Manuals
Advanced Communicator Silver (ACS)
Requirements:
Achieved Advanced Communicator Bronze (or Able Toastmaster award‡ or Advanced Toastmaster Bronze award‡)
Completed two additional Advanced Communication Manuals (may not be those completed for any previous award)
Conducted any two programmes from The Better Speaker Series and/or The Successful Club Series
Advanced Communicator Gold (ACG)
Requirements:
Achieved Advanced Communicator Silver (or Able Toastmaster Bronze award‡ or Advanced Toastmaster Silver award‡)
Completed two additional Advanced Communication Manuals (may not be those completed for any previous award)
Conducted a Success/Leadership Programme, Success/Communication Programme or a Youth Leadership Programme
Coached a new member with the first three speech projects
‡Used in the education system before July 2006
Competent Leader
Competent Leader (CL)
Requirements:
Completed the Competent Leader manual
Supporting Document COMPETENT LEADER CHECK LIST
Advanced Leader Bronze (ALB)
Requirements:
Achieved Competent Leader award Achieved Competent Communicator
award (or Competent Toastmaster award‡)
Served at least six months as a club officer (on the executive), and participated in the preparation of a Club Success Plan while serving in this office
While serving in the above office, participated in a district-sponsored club officer training programme
Conducted any two programmes from The Successful Club Series and/or The Leadership Excellence Series
Advanced Leader Silver (ALS)
Requirements:
Achieved Advanced Leader Bronze (or Competent Leader award‡)
Served a complete term as a district officer (on the district executive)
Completed the High Performance Leadership programme
Served successfully as a club sponsor, mentor or coach.
‡Used in the education system before July 2006
30 Pines Toastmasters
Competitions
Overview Experienced club members know that entry into the club speech contest is the best way to achieve personal excellence. It provides the incentive to put that bit extra into the preparation and delivery of a speech.
International Speech Contest This contest is open to all members who have completed at least six Communications and Leadership manual speeches. The speech is to be 5 to 7 minutes, (with time limits strictly enforced) and is on a topic of the speaker’s choice. Winners of the club speech contest represent the club at the Area speech contest and successive levels for winners are the Division, District and International - the “World Championship of Public Speaking.”
Evaluation Speech Contest
Evaluation is the keystone to the success of Toastmasters, so it is only natural that excellence in this area should be recognised. The evaluation speech is to be 2 to 3 minutes in duration and winners participate in each level to District.
Humorous Speech Contest
Making the audience laugh requires special skills, but the successful delivery of a humorous speech is a very rewarding experience. Winners of our club contest will participate in the Area contest and from there to Division and District. Humorous speeches are also subject to a 5 to 7 minute time constraint.
Table Topics Speech Contest
Here is a contest for which each member can practice at each meeting during table topics. This
contest, held at each level to District, is much the same as table topics, with the speaker reading the topic for the first time after taking his or her place on the stage. He or she then delivers a 2 minute speech.
Novice Speech Contest
This contest provides an opportunity to members not eligible for the international speech contest to test their skills. The time limits and topic selection are as for the international. This competition is held at Club and Area levels
Interpretive Reading Contest
Interpretive reading is the effective communication of thoughts and or feelings of an author to the listener. The reader should draw meaning from the selection to share with the audience. All the skills of reading aloud, including vocal flexibility, inflectional variety, clear articulation, and correct pronunciation, as well as the use of pause and rate variation, can be used in interpretive reading
This contest assesses the skill in conveying the meaning and emotions of a poetry or prose selection.
31 Assignments Assignments
Assignments At each meeting, Toastmasters are given assignments that may include anything from being a timekeeper to chairing the meeting. The agenda includes varied assignments on a wide range of situations. All the assignments are evaluated so that we can all learn by our experiences.
If any member is unable to fulfil an assignment, the member is responsible for finding a replacement. If the member is unable to find a replacement, then the TOASTMASTER should work with the VICE PRESIDENT FOR
EDUCATION to arrange a substitution in advance.
Core Assignments
Business Meeting
The chairman has the responsibility of running the Business Meeting (Business Session). This means using meeting procedure to ensure that the club’s business is attended to in an efficient manner. The rule of meeting procedure is that the majority rules but the minority must be heard.
The chairman conducts the meeting from the head table and may be seated while speaking if he or she requests the leave of the meeting.
The business meeting should be treated as a training and practice situation for all present.
For the benefit of the SECRETARY, movers of motions should stand, state their name, and:-
if rising in response for your request for a mover - say “I so move”
or
if rising on other business - state the motion.
Read “GUIDE TO RUNNING A BUSINESS MEETING” (taken from Renton’s) several times before the meeting in order to avoid a stilted, unnatural dependence on the printed word.
The BUSINESS MEETING SCRIPT FOR THE CHAIRMAN, has been designed to help conduct the Business Meeting smoothly. Again you should become familiar with it before the meeting.
Check with the executive members prior to the meeting to determine that they have a copy of their report for the SECRETARY. This will save precious time and give your session extra polish.
You have the right to rule any member “out of order” if they are not speaking at an appropriate time or their comments are irrelevant. Time is limited at a business meeting and must be spent on comments that will contribute the most to the club.
At the end of the Business Meeting, provide a warm introduction for the TOASTMASTER, and lead the applause of welcome before presenting the gavel to him or her.
Suggested Time
15 - 20 Minutes
Supporting Documentation
GUIDE TO RUNNING A
BUSINESS MEETING
BUSINESS MEETING
SCRIPT FOR THE
CHAIRMAN
32 Pines Toastmasters
Call to Order
This role is performed by the SERGEANT AT ARMS, but can be filled by any member. Suggested Time
2 Minutes
Before the meeting.
Ensure that tables, lectern, and club banner are all in place. Also make sure there is water and drinking glasses available for members, and that agendas and voting slips are distributed.
Welcome visitors at the door and make them feel at home, and then introduce them to other members.
At the meeting.
Your task is now to start the meeting on time. When it is time to start the meeting, take your place at the lectern and gather everyone’s attention by striking the gavel if necessary.
Call the meeting to order, by welcoming everyone to the meeting at Pines Toastmasters. You can quote the mission of the club and mention the theme with a few words about it, but be brief. Introduce the President and hand over the gavel.
You will also be called upon to open the second half of the meeting similarly.
Chairman / Toastmaster
The primary duty of the Chairman is to ensure a well-run meeting and act as a genial host to smooth the transition between program participants and sessions. Be sure to create an atmosphere of interest, expectation and receptivity.
Conduct the meeting with sincerity, energy and decisiveness. Take your audience on a pleasant journey and make them feel that all is going well.
Before the Meeting
Contact program participants before the meeting to ascertain that they are prepared for their roles. You may need to confer with the VPE. If any member is unable to fulfil an assignment, work with the VPE to arrange substitutions in advance.
Prepare information to properly introduce each speaker. Plan introductions carefully, and ensure the program does not run overtime.
At the Meeting
Conduct the meeting from the head table and stands whilst speaking, unless given leave to be seated.
INTRODUCTION (TOASTMASTERS WELCOME)
Offer a word of thanks to the PRESIDENT and accept the gavel when you are presented as TOASTMASTER.
If there are alterations to the agenda, this is the time to inform members.
Say a few words about the nature of the forthcoming program to warm up the audience.
DURING THE MEETING
Refer to Programme and use it to make adjustments during the meeting if timing is not running to schedule. You have the authority to ask participants who have exhausted their allotted time to immediately conclude their portion of the program.
Explain the duties of each program segment when introducing the member conducting it.
At the end of each presentation, lead the applause offering a brief word of appreciation. Bridge the gap between presentations, and maintain the interest of the audience.
VOTING
At Pines Toastmasters members vote on various aspects of the meeting. Briefly explain the voting slip and what to do once it is completed. Once the SERGEANT AT ARMS has counted the votes, announce the awards and award the trophies.
CONCLUSION OF THE MEETING
At the conclusion of the program briefly thank all speakers and return control of the meeting to the
PRESIDENT.
Supporting Document
SAMPLE PROGRAMME
33
Educational Session
Education is one of the primary reasons for people attending Toastmasters, so educational sessions should be a regular feature. In the education session, an experienced Toastmaster delivers a lesson on a particular aspect of public speaking (e.g. evaluation, using humour, vocal variety, gestures, etc).
Toastmasters International provides scripts and notes for members presenting educational sessions in the form of the Success Leadership Modules, and the Better Speaker Series. See the VPE for details of educational packages available.
Suggested Time
10 - 30 Minutes
General Evaluator
The General Evaluator of a club meeting should be seen as a teacher-by-example. His or her guidance of the speech evaluators and fair summation of the meeting will have a great influence on members’ attitudes. The General Evaluator should point with enthusiasm to the good in the meeting and show by example and helpful suggestions how weak areas could be improved.
This role should be assigned to a more experienced club member who has demonstrated ability for constructive evaluation.
Before the Meeting
Review the program and ensure you are familiar with the requirements for each segment so you will be ready to comment on how effectively they were carried out, if appropriate.
Discuss with the SPEECH EVALUATORS the manual project they will be working from. Make sure the evaluator reads at least the evaluation information in that project and clearly understands its purpose.
At the Meeting
The General Evaluator evaluates all assignments of the meeting that have not already been evaluated (by the SPEECH or TABLE TOPICS). The amount of time you spend on each assignment should be in proportion to the time allocated to that role. Remember to employ the commend-recommend-commend formula.
Give an overall evaluation of the meeting, (including the business session if a PARLIAMENTARIAN session has not been scheduled for the meeting), general quality of speeches and evaluations, the PRESIDENT, CHAIRMAN, TOASTMASTER, TOPIC MASTER, and the general conduct of the meeting.
As in all evaluations, address your comments to the group as a whole, rather than to the individual you are evaluating.
Select only those points you think are worthy of emphasis.
Good general evaluations are the best tool a club has for improving meeting quality, so be honest and be sure to give recommendations, especially methods on how to improve. Always end on a positive note.
Suggested Time
7 minutes
Supporting Documentation
EVALUATION
GUIDE
GENERAL
EVALUATION
WORKSHEET
GENERAL
EVALUATION
WORKSHEET
ALTERNATIVE
GENERAL
EVALUATION
GUIDE
Grammarian / Listening Critic / Ah Counter
Refer to the agenda to see which of the roles are to be covered. It may vary from
meeting to meeting. It may just be Ah counter, or any 2 or 3 combination.
NB. This assignment (Grammarian / Listening Critic / Ah Counter) may be combined, however, evaluators are free to deal with the roles separately within the COMPETENT
LEADERSHIP (CL) PROGRAM.
Suggested Time
5 Minutes
Supporting Documentation
GRAMMARIAN
34 Pines Toastmasters
Grammarian
The Grammarian is present to point out obvious and not-so-obvious mistakes in word usage, grammar, and pronunciation. This applies to all meeting participants except guests. Obviously, the person appointed to this function should have reasonable competence with language.
Listen carefully and report on : -
misuse of words incorrect pronunciation poor sentence construction excellent use of words clichés (overworked phrases or words)
Listening Critic
As Listening Critic note important points that are raised during the meeting and when introduced ask questions relating to those points and call on specific members to provide the answers. Questions should, in the main, be directed to important issues that : -
highlight the importance of listening as a key principle of communication and leadership.
selectively identify the important features of the meeting, as well as acknowledge the material of the main presenters.
serve as a means of revenue raising for the club, (questions need to be directed to individuals).
Delivery of the questions should be fast paced with only a few seconds allowed for the answer. Ask the question first, and then nominate a member to answer. Remember; always state the correct answer if the response received was in error.
Ah Counter
As Ah Counter Toastmasters need to minimise or eliminate Ums, Ahs and other noise words, so counting Ums and Ahs is a worthwhile component of the role. However, remember to be diplomatic in detailing these minor transgressions. Draw attention to habitual noise words used as ‘fillers’ usually in the form of ‘um’, ‘ah’ and ‘er’. You can also address the overuse of words such as ‘and’ or ‘so’ for the same reason.
In some instances body language can substitute for verbal “ums” and “ahs,” especially in terms of the habitual waving of hands outwards or inwards that is quite unrelated to content.
35
Induction
Inductions are an important part of Toastmasters, in that they provide new members with a feeling of belonging to the group.
The VICE PRESIDENT (VPM), or their representative, generally conducts the assignment.
Open your presentation with a few short comments about the Toastmasters organisation, “…over three million people worldwide have undertaken Toastmasters…over 200 clubs in Australia…etc.”
Invite the new member(s) to the speaking area and introduce them to the members and guests present.
Describe the virtues of the club, “friendly, fun, supportive environment… etc.”You may ask new members to say a few words about why they joined the club and what they hope to achieve by doing so.
Ask everyone to welcome the new member(s) with a big round of applause and conclude the assignment.
Suggested Time
1 - 5 Minutes
Supporting Documentation
INDUCTION SCRIPT
IN THE APPENDIX
Parliamentarian
Uses this to educate members in Renton’s Guide to Meetings.
Evaluates the BUSINESS MEETING only, including the presentation of the minutes and comments on the achievement(s) of the BUSINESS MEETING.
Organise “Red Herring” or “Frivolous” motions for members to practice.
Suggested Time
3 - 4 Minutes
Raffle Master
The Raffle is a means for fund raising for the club, and an opportunity for creativity.
Before the Meeting
Obtain the prize (It is normal that there is just one prize); it can be anything the presenter cares to provide. E.G. It may be something that is purchased; an unwanted gift or prize; or it may be home made. Try to select something that you know someone may want.
Prepare a short presentation that can include humour, suspense or an anecdote about the prize.
At the Meeting
There are two parts to the assignment.
1. The presentation. 2. The draw.
THE PRESENTATION
Use the presentation opportunity to make the listener to be interested in what you are selling. The object is to make the listener want what you are selling, and buy tickets. At the conclusion of the presentation members can be asked to leave their money for collection during the break.
THE DRAW
If there is a guest present, ask them to select a ticket, or ask someone who is present who may not have had a major active role in the proceedings.
Alternatively, you can devise a short game to determine the winner. Bear in mind that in fairness those who have more tickets should have a greater opportunity of winning.
Suggested Time
Presentation 2 Minutes
Draw 2 Minutes
Prize Value
Should not exceed $12
Ticket Value
1 Ticket - $1.00 3 Tickets - $2.00
36 Pines Toastmasters
Speaker
Prepared speeches are the highlight of every Toastmasters meeting. It is by completing manual speeches that Toastmasters make their greatest gains in communications ability.
Before the Meeting
Prepare and rehearse a speech to conform to the requirements of the manual assignment. The better the preparation, the greater the gain.
Advise the Evaluator of the manual being used, the speech number, project requirements, time of speech and title. Help the Evaluator prepare a meaningful introduction of you by providing information that will “set up” this speech. Also discuss with your Evaluator any areas that you are particularly working on so that you will get the feedback you require.
At the Meeting
Present your manual to the Evaluator and advise him/her of the speech number.
Take the time to discuss your speech with your Evaluator to enable him/her to express any thoughts that time did not allow in the oral evaluation during the program.
Ensure the record of progress at the back of your manual is completed and signed by the VICE PRESIDENT OF EDUCATION after you receive the manual back from your Evaluator.
Suggested Time
As directed by the manual or
assignment
Speech Introduction and Evaluation
Speech evaluation is an art, and a very important part of a Toastmasters meeting. Don’t let this intimidate you; no matter how much experience you have (or don’t have) as a Toastmaster, you still have the ability to listen and provide feedback as to how you perceived the speaker.
Before the Meeting
Contact the speaker and discuss the speech project. If possible, study the relevant manual to ensure familiarity with the speech requirements. If possible ask the speaker to prepare part of the introduction to include specific information about the speech, and its title.
Ask the speaker how they would like to have the front of the room arranged. Perhaps they want the lectern removed? Perhaps they would like the audience in a U-shape for better interaction. You can help with the projector and screen if the speaker requires one. Do anything reasonable to help the speaker be successful.
At the Meeting
Remember the purpose is to help the speaker improve his or her speaking skills. This will be done not by using harsh criticism, but by using sensitivity and empathy.
Introduction Guidelines
Make sure the introduction is within the time limit. Balance it and use your judgment. The event is about the speaker, not about you.
Give the Name of the Speaker and Title of the Speech tips
Ensure the proper pronunciation of the speaker’s name.
Explain Why this Speaker is Qualified to Speak on the Subject
Avoid giving a dry biography of the speaker's educational achievements, professional achievements or personal achievements by reading a long list.
Suggested Time
2 Minutes Introduction
3 Minutes Evaluation
Supporting Documentation
EVALUATION
GUIDE
EVALUATION
CHECK LIST
SPEECH
EVALUATION
FORM
37
Make any accomplishments mentioned appropriate and relevant to the speech. For example, if a mechanic is giving a speech on gardening, it is not necessary to announce his full biography. It would be more relevant to say something like, "Our speaker has been gardening for 17 years. While he's not fixing cars, he finds refuge in his garden at home. He also volunteers in the gardening community..."
Build Connections with the Audience · To connect the speaker to the audience tell some personal
information about the speaker that the speaker does not mind sharing.
· Explain the Relevance of the Speech to the Audience
Is the topic timely, helpful, and inspiring?
In the Toastmasters Club setting, it is appropriate for the speaker to ask the audience to role play, if needed. This needs to be explained in the introduction; for example: "Tonight, Karen asks us all to assume we are an audience of fellow scientists, or community members protesting a dog park by a children’s playground, as she presents her technical speech on whatever from the advanced manual – Manual name.”)
The purpose of the speech should always be stated in the introduction of a speaker.
The subject of the speech is unique from the purpose. For example, if a speaker were giving a talk on a Youth Leadership Program, that would be the subject of the speech. What is the purpose of the speech?
Act as if you are excited to truly hear what the speaker has to say. As the Toastmaster, it is your role to set the tone for the audience and the reception the speaker will get. Avoid up starting the speaker. Keep the speaker in the forefront.
Invite the audience to "give a warm round of welcome" to the speaker as you finish your introduction, and lead the audience in the applause
Evaluation
The oral evaluation is to be limited to 2 - 3 minutes. This is just enough time to present the most important points for helping the speaker. To avoid wasting time remember: -
do not summarise the contents of the speech do not belabour a point
Be positive, give suggestions for improvements.
The oral evaluation is part of the EDUCATIONAL PROGRAM and benefits the audience and the speaker most when points of commendations and recommendation are supported with: -
why the point you are making is important an illustration of how to improve
Speak from the lectern and address the TOASTMASTER. Remember you are giving a speech to an audience and you should avoid speaking directly to the person you are evaluating: refer to the speaker in the third person.
Helpful Hints for Speech Evaluation
ANALYSIS
Highlight:-
the speaker’s strong points (performance)
The important points raised (content)
38 Pines Toastmasters
Be Positive
RECOMMENDATION
Identify areas for improvement and suggest/demonstrate how to do it,
Be Practical
SUMMATION
General supportive summation and advice on directions for the future
Be specific
Table Topics
Table Topics provides an opportunity for Toastmasters to learn the art of impromptu speaking. The Topics Master leads the table topics portion of the club meeting, which can be the liveliest and most enjoyable part of the meeting if it is handled correctly.
Before the Meeting
Prepare interesting table topics; they may be a single theme, or on individual subjects.
If you need help or suggestions, contact a more experienced Toastmaster.
The number of topics required depends on the time allowed, but it is a good idea to have “spares” in case some speakers use only a very small portion of their allotted time.
Keep topics short and to the point. It is suggested easy topics are presented to newer members, the idea being that the speaker has a successful experience and therefore gains confidence.
Prepare two copies of topics (one for yourself and one for the Table Topics Evaluator). Space should be left between each topic so that Evaluator can make notes.
Ensure that there is a chair outside the speaking area, so that you can be seated and unobtrusive while topics are being presented.
At the Meeting
Always ask guests in advance if they would like to participate. Never embarrass them.
Always select speakers before the Table Topics segment and not at random during the session. This session should involve all those not scheduled to participate in other major parts of the program such as TABLE TOPICS EVALUATOR, GENERAL EVALUATOR, TOASTMASTER, or SPEAKERS.
It is recommended that the lectern be removed to one side by the SERGEANT AT ARMS or the Table Topics Presenter.
Announce the time limit and the timing light procedures if this has not been done by the TOASTMASTER.
When delivering the topics, give the topic first, and then nominate the speaker, to maintain the element of surprise. Plan a strong opening: call on experienced speakers for the first one or two topics.
Remain standing until addressed by the speaker and be seated until he/she has completed the mini speech.
Suggested Time
Each Speaker 2 Minutes
Green Light 1 Minute
Amber Light 1 Minute 30
Seconds
Red Light 2 Minutes
Total time 10 - 15 Minutes
Table Topics Evaluator
The topics evaluator evaluates the speakers of the TABLE TOPICS session by making brief comments on how the mini speech was presented. The evaluation is delivered from the lectern.
While speakers are delivering their topic response, make brief notes that will summarise your re-actions to their speech.
Suggested Time
3 - 4 Minutes
Supporting Documentation
EVALUATION
GUIDE
39
Consider the following, remembering that you should devote only 30 seconds to each speaker during your evaluation: -
was the question answered? was an opinion given? did the speaker keep to the topic? was the speech well organised, with a strong opening, supporting body,
summary and conclusion? effective use of:-
vocal variety; voice projection; eye contact;
language and grammar
enthusiasm; gestures.
Often your evaluation can complement the instructions the TOPICS MASTER gives in the introduction to the session. For instance, if the TOPICS MASTER indicates that speakers should make use of this speaking opportunity to practice their body language, the evaluation should concentrate on that aspect.
Narrowing the scope of your evaluations could make them much more effective.
Avoid repeating the topic. It takes valuable time and adds nothing to the evaluation.
Use a “CRC” method for evaluations.
Commend
Recommend
Commend
The Evaluator should commend the speakers, point out some things that they did very well. Then provide a recommendation, something the speakers can improve on in future; and finish on a positive note, with a commendation.
Another approach is the 3 S’s: - Supportive comments, Suggestions for improvement, and Summary.
Do not comment on the overall presentation of the TABLE TOPICS session. This will be done by the GENERAL EVALUATOR.
Use one or two points per speaker - not all of them.
EVALUATION
CHECK LIST
TABLE TOPICS
TABLE TOPICS
40 Pines Toastmasters
Time Keeper
Before the Meeting
Familiarise yourself with the operations of the stopwatches and the timing lights.
Ensure that you know the timing procedure and the time limits for each segment. If in doubt, consult with the TOASTMASTER or the VICE PRESIDENT FOR EDUCATION.
REQUIREMENTS
Timing lights
o The timing lights are used to advise a speaker how much time is left
for their assignment.
Timing cards
o Green, amber and red timing cards have two purposes
1. To be used in the event of Timing Light failure
2. To be used for complex timing, for example where two
forms of timing are used in a single event. Typically, Table
Topics has its duration set in the agenda, also each
individual speaker is timed
The lights would be used to time the individual
speaker
The card used at the same time to advise the
presenter of total time used for the session
2 x Stopwatches
o More often than not one stop watch is needed for most
assignments. For events such as Table topics one stopwatch is used
to time the session, and one to time the individual speakers.
Bell
o Used as an indicator when a short period is over when there are multiple speakers. Typically for items such as WARM-UP or for a ROUND ROBIN
If there is someone present who is visually impaired an audio signal will be required, i.e. a fork struck on a glass, with one strike for green, two strikes for amber and three strikes for red.
Meeting agenda
o Typically, the agenda will have the session times. You may record
session times on a copy of the agenda or on a separate sheet.
At the Meeting
Use the equipment described above for their specific purpose for all sessions.
Record the times of all segments on the Programme and present a timers report when requested by the TOASTMASTER. Times that do not need to be recorded are those in sessions such as WARM-UP or ROUND ROBIN or similar sessions.
Inform the TOASTMASTER whether the meeting is on time or how many minutes ahead or behind time as indicated on the program.
Suggested Time
1 Minute
Supporting Documentation
PROGRAMME
41
When you are asked to provide times during the meeting :-
For Table Topics Participants, Prepared Speeches and Evaluations announce specific times. (This is integral for these presentations, especially in relation to contests)
For all others segments (Including the duration of the Table Topics event), report only the details that fall outside the prescribed limits. (For example, you could say (“All other segments were within time except for segment name which ran 25 seconds over time.”)
Time and Light Indications
For the most part time indications are as announced and as specified in the distributed meeting agenda and
altered as appropriate by the TOASTMASTER in control of the meeting.
Time Green Amber Red
1 Minute 45 sec 1 min
90 Seconds 1 min 1 min 30 sec
2 Minutes 1 min 1 min 30 sec 2 min
3 Minutes 2 min 2 min 30 sec 3 min
Longer than 5 Minutes as specified in the meeting
agenda.
For Speaking Games - the overall time only is recorded by the time keeper, the individual timing is controlled by the presenter of the section.
42 Pines Toastmasters
Warm Up Master
Before the Meeting
Prepare a topic that will be easy to speak on for 15 seconds only by all of the people who attend.
At the Meeting
Conduct the warm up from the lectern and have a chair situated nearby so that you may be seated while others are speaking.
State the topic (only one sentence is necessary), the time limits (15 seconds), and that the speaker must stop when instructed.
Ask speakers to begin by stating their name and then to move directly to the topic.
After 15 seconds say “thank-you” and move to the next person. Care should be taken to keep this moving to avoid taking up too much time.
Tell guests that they may speak but are not required to. If they do not wish to speak they should:-
stand, state their name and say, “I pass.”
or
Commence by giving a demonstration talk yourself.
Ask an experienced speaker to begin and direct that following speakers will be in a clockwise or anti-clockwise order around the table.
Complete the session by saying, “Toastmaster name See PROTOCOL, that completes the Warm Up segment.”
Suggested Time
Each member 15-30 Seconds
each
Overall 2 - 7 Minutes
Word Master
Before the Meeting
Select a “word” which will help build members vocabularies. The chosen word is one that will have value to members, not a ridiculously obscure one.
At the Meeting
This is conducted from the lectern.
Begin by recognising the TOASTMASTER, and then make your presentation.
Explain the word, include proper pronunciation, definition, spelling and use in a sentence.
Instruct all meeting participants to use the word.
Suggested Time
2 - 3 Minutes
Word Master / Grammarian
This combines both WORD MASTER and GRAMMARIAN includes the task of consulting the dictionary for any unusual words used during the meeting. These words and their meanings are then included in the Grammarian’s report.
43
Variety Assignments
This section contains assignments that are not specific to the schedule but may be included to add variety
and enjoyment to any schedule.
Around The World
The presenter is required to pose an initial question that leads members into a Round Robin taking them on a journey around the world.
For example - If you could go on a holiday to any destination in the world, where would you go and what would you do once there? Subsequently members are given 15 seconds to present a mini speech answering the question. Subsequent speakers continue the story by bridging the gap with such words as “and then I’d go to” or “on second thoughts.”
Suggested Time
Per mini speech 15 Seconds
Total Time 4 - 5 Minutes
Australiana
This requires a member to research data on a subject relating to Australia, e.g. cities, the outback, the Great Barrier Reef, etc. or some lesser-known part of Australia.
It can also relate to a famous or infamous Australian. The presentation can either be read or presented in the form of a mini speech.
Suggested Time
2 - 3 Minutes
Biography
This is an exercise where the programmed member researches any person in history, exploration, invention, politics, music, literature, etc. and completes a short story about the person.
When called to the lectern the member reads the story with or without visual aids.
Suggested Time
2 - 3 Minutes
Charades
The presenter chooses a book, movie, song or television show title and begins to relate 'the title chosen' to the audience using body language.
The audience attempts to guess the answer and may interject at any time.
Depending on time allocated this can be repeated by the member who correctly guesses the title.
Suggested Time
2 - 3 Minutes
44 Pines Toastmasters
Comment Master
The comment is an opportunity for you to climb on to your soapbox and “tell it like it is”. If you have a obsession or a strong point of view on a subject, now is your chance to have your say.
When you walk away, at the conclusion of your segment, leave the audience feeling like they have been “moved”, in no uncertain terms.
Requirement : -
Pick a topic for presentation that is in keeping with the decorum of the meeting. The subject matter is as unlimited as your imagination, but confirm its suitability for the program with the VPE.
When you present your comment, do the following: o Set the stage o Build the enthusiasm o Motivate your audience
Remember that your presentation must be a mini-speech. It must have an opening, a body and a conclusion.
Suggested Time
2 - 3 Minutes
Current Affairs
A member presents an item, edited to fit the time frame on the program, from a current newspaper or an item of general interest to the audience. It can be read, presented with brief notes or presented without notes.
Suggested Time
2 - 3 Minutes
45
Debate
A debate is a disputation between two teams with the object of establishing the superiority of one point of view over another. There are usually three speakers to each team (Affirmative and Negative teams).
The affirmative team (3 speakers) challenges the negative by supporting the proposition suggested by the debate subject: for example, That Australia should be a republic.
The negative team (3 speakers) accepts the affirmative challenge by rejecting the affirmative proposition and establishing a variation of the proposition within the negative framework; in the example: That Australia should not be a republic.
Speaker 1 for the affirmative team
States the debate topic, define the terms of the topic. State the general issues. Summarise the affirmative position. Explain the procedure of what each of the 3 speakers will cover. Cover the 1st argument for the affirmative
Speaker 1 for the negative team
Accepts, rejects, or amends the definition of terms of the topic presented.
General refutation of the points covered by the 1st. affirmative speaker. Summarises the negative position: what the 1st. speaker will cover as
well as the 2nd. and 3rd. speakers. Presents the 1st. argument for the negative
Suggested Time
3 - 5 Minutes
Speaker 2 for the affirmative team
Rebuttal of the first opposition speaker’s charges or questions. Further developing the team’s argument. Summarises the points made.
Speaker 2 for the negative team
Also does this from the negative viewpoint.
Suggested Time
3 - 5 Minutes
Speaker 3 for the affirmative team
Summarises the debate, emphasising crucial issues under consideration.
Refutes what the negative team has established, especially the prima facie (basic) point.
Reviews all major objections the affirmative has to the negative proposal.
Closes with direct appeal to the audience to concur with the affirmative.
Suggested Time
3 - 5 Minutes
Speaker 3 for the negative team
Analyses the entire debate and conclude with the critical issues. Fairness requires that no new / unnecessary material be introduced. Provides rebuttal material to strengthen the negative case. Ties all major points together and points out what the negative has
covered. Closes by asking the audience to concur with the negative position
46 Pines Toastmasters
Did You Know?
This requires research of an historical event, a hobby, an invention or anything of interest. The presenter commences with the question, “Did you know....?” followed by a number of brief facts or merely greater elaboration on just one subject.
Suggested Time
1 - 2 Minutes
Fortunately / Unfortunately
Before the meeting
Prepare a brief story that can be presented in a about 30 seconds.
At the Meeting
Start with a brief explanation of how this operates and the time for each speaker.
Commence the story ending with "fortunately," indicate to the next speaker they are to continue the story with the word fortunately, time their speech for 15 seconds then pass the story onto the next speaker with the word "unfortunately." Continue around the room until everyone has had an opportunity to speak.
Complete by ending the story and hand control to the TOASTMASTER.
Suggested Time
Story start 30 seconds Subsequent
speakers 15 seconds
Total Time 5 - 6 minutes
Guess who's coming to dinner?
Four or five members can be involved. They are to choose two couples or four individuals that they would like to have at a dinner. E.g. Batman and Robin, Butch Cassidy and the Sundance Kid, Yassar Arafat and Ned Kelly. Participants must explain why they chose the four particular people.
Suggested Time
Each member 30 - 90 Seconds
Total Time 4 - 5 Minutes
Hot Seat
On occasions when a “fill-in” is required, designated members are assigned to fill-in the program with a prearranged segment. Members are notified ahead of time for the segment they need to have prepared, should they be required to fill the hot seat. Be Prepared.
Suggested Time
Depends on the assignment
47
House Debate
Based loosely on the DEBATE.
The House Debate Chair selects a subject before the meeting.
Members are split into two even sides that fore and against the motion/topic.
Members take turns to express their views on the subject in a lively and provocative way.
The House Debate Chair concludes by summarising what has been said and maybe include some provocative remarks.
Suggested Time
Each member 30 Seconds
Total Time 10 Minutes
Icebreaker Revisited
While emphasis is given to new members to present their “Ice-Breaker” speech, long standing members are unknown identities to many new and medium term members.
Icebreaker Revisited is designed to address’s this so that long serving members can reveal their background. It can be prepared in advance as a programmed item or delivered as an impromptu to fill a gap on the program.
Suggested Time
3 - 4 Minutes
If Only
Each speaker will start with the statement “If only...” i.e.. “If only I hadn’t finished that bottle of whisky last night -I wouldn’t have this headache now.”
Provide a brief explanation of how the segment is run. Give a good example of your own. Move around the table giving each person a chance to speak. Each person speaks for a maximum of 15 seconds. Remember, this is impromptu, relax and enjoy, but keep it flowing.
Suggested Time
Each speaker
15 Seconds max
Total Time 4 - 5 Minutes
I've got a secret
A presenter has a secret, which is unknown to the club members, accepts questions at random from the audience. The presenter can only answer “Yes” or “No.” If the audience is unable to ascertain the secret within the designated time, the Toastmaster closes question time and the presenter discloses the secret.
Suggested Time
5 Minutes
Jokemaster
Prepare and deliver a joke or a humorous anecdote to set the tone of the meeting. These stories must be in good taste and must be suitable for mixed company. It is delivered from the lectern.
Suggested Time
2 - 3 Minutes
Literature Master
Allows members the opportunity to read a selected piece of literature to practice reading skills. The selection should provide scope for vocal variety and be of interest to the audience. Poetry is often suitable.
Present the reading from the lectern. Try to include significant eye contact during your presentation.
Suggested Time
2 - 3 Minutes
48 Pines Toastmasters
Members Choice
The purpose of this is to help members to familiarise themselves with assignments in this handbook that may or may not be in the normal programme and to diversify the programme with varying segments.
A member may choose to present any suitable VARIETY ASSIGNMENT in this handbook in accordance to the time allocated in the schedule. Depending on the chosen assignment they may involve other members or none.
Alternatively you may create your own idea so long as it has benefit within the Toastmaster ideal. If so the purpose needs to be stated.
Suggested Time
5 - 7 Minutes according to the time allocated in the schedule.
NB. Do not chose assignments that are already in the meeting schedule, such as, Business Meeting, Educational Session; Evaluation; Grammarian; Induction; Raffle Master; Table Topics; Wordmaster for obvious reasons; or any assignment that is likely to run overtime, such as debating.
Suitable assignments are :-
AROUND THE WORLD
AUSTRALIANA
BIOGRAPHY
CHARADES
CURRENT AFFAIRS
DID YOU KNOW?
FORTUNATELY /
UNFORTUNATELY
GUESS WHO'S
COMING TO DINNER?
HOT SEAT
HOUSE DEBATE
IF ONLY
I'VE GOT A SECRET
JOKEMASTER
LITERATURE MASTER
MYTH MASTER
NEWS
COMMENTATOR
PHILOSOPHER
POEM MASTER
QUOTE MASTER
REVIEW TIME
ROUND ROBIN
STRESS RELIEVER
TALL TALER
TWO TRUTHS AND A
LIE
WHAT WOULD YOU
DO IF
WHO AM I?
WHY IS IT SO?
49
Myth Master
The format is not strict. The presenter can gain inspiration using anything from a book or personal experience. The subject can be from ancient mythology to modern times.
The essential element of the subject being covered needs to be substantiated with an account of the presenter’s own understanding and interpretation of the subject.
Suggested Time
2 - 3 Minutes
News Commentator
This is an exercise in reading from prepared notes while maintaining eye contact. It is to be presented as television news broadcast. The material used may be factual items drawn from current news or fictitious items drawn from the imagination of the presenter.
Suggested Time
2 - 3 Minutes
Philosopher
The format is not strict. The presenter can gain inspiration using anything from a quote, a poem, a short article or a personal belief.
The essential element of the subject being covered needs to be substantiated with an account of the presenter’s own understanding, interpretations and relevance of the subject.
Suggested Time
2 - 3 Minutes
Poem Master
A member is to read a short poem or selection of verse. It is recommended that the member give a brief introduction and explanation of the Author and/or the setting.
Suggested Time
3 Minutes
Quote Master
The Quote master presents a quote to the members providing its origin and an explanation if required. It is advisable to present a quote, be it serious or humorous, which can in some way be related to the Toastmasters learning experience.
Suggested Time
2 Minutes
50 Pines Toastmasters
Review Time
The speaker can choose what they would like to review.
Before the Meeting
Select any subject or any one of the following for review: -
Book. Magazine article (Toastmasters Magazine?) Movie. Music. Newspaper article. Restaurant Wine
At the Meeting
Use this as an opportunity to build a mini-speech with an opening, body and conclusion. Bring the review alive! Make the audience want to rush out and read, see or listen to the item you are reviewing.
Bring the book, article or music along to take the opportunity to work with visual/audio aids.
This is conducted from the lectern.
Suggested Time
3 - 4 Minutes
Round Robin
The object of this exercise is for the programmed Toastmaster to commence a story and each Toastmaster at the meeting continues the story from the last word uttered by the previous speaker.
Each speaker is asked to speak, and the challenge is to keep the story going. Guests should only participate if they agree to do so.
After all participants have spoken, the Toastmaster controlling the segment completes the story.
Suggested Time
Each speaker
15 Seconds
Total Time 6 - 7 Minutes
Stress Reliever
To start you will need a solidly rolled up and taped newspaper.
Begin with a statement venting your frustration about your own pet hate, striking the table/lectern frequently with the rolled up newspaper.
For example - I hate (strike) people who sit (strike) at traffic lights in the right hand lane (strike - strike) and don’t put their right indicator (strike) on until the light turns green (strike) and I can’t move because I am stuck behind them (strike - strike).
The paper stick is then passed on to the next member you nominate to continue the process. This is intended as an emotional impromptu - an opportunity to express feelings.
Suggested Time
5 Minutes
51
Tall Taler
This is a light hearted ingredient and must be presented in an amusing way. It can be real or fictitious but above all it must be humorous to gain maximum effect.
It should be presented as a mini speech without notes.
It must not be a joke.
Suggested Time
2 - 3 Minutes
Toast
The Toast is used widely in our society to commemorate special events such as weddings, birthdays, and retirements. You may never have had the opportunity to propose a toast to any of these occasions, but it is important to practice the basics of a toast, just in case you are ever called upon to do so.
The subject of your toast can be anything that is important to you. For example, in a club meeting, you could toast to the meeting theme, mothers, world peace, good health, competition, etc.
A toast is, in essence, a miniature speech and should be planned and prepared in the same manner, with a beginning, middle, and end.
Take your drink and walk to the speaking area.
Before you begin the toast, remind everyone to have a drink to hand.
Try not to hold your drink during your presentation as it limits hand movements. Rest it on a nearby table.
Present your toast, highlighting the significance of the subject. Then ask everyone to stand (try and avoid using trite phrases such as “please be upstanding”) and join you in the toast. Repeat the toast subject (e.g. “to ethics”) and take a sip of your drink. Your audience should then respond by repeating the toast and also sipping their drinks.
Suggested Time
2 Minutes
Two Truths and a Lie
A programmed member presents Three short stories - two are true and one is a lie.
The Toastmaster introduces the Storyteller advising the audience that of the stories they are about to hear that two are true and one is a lie.
At the end of the third story, the Toastmaster re-caps the theme of the first story briefly and then asks members to question the Storyteller. The same procedure is followed for the second and third story.
The storyteller must tell the truth when asked about the two true stories, but obviously will lie about the untrue story.
Members then indicate by a show of hands on which story they think is the lie. To conclude the Storyteller must reveal which of the stories was the lie.
Suggested Time
Stories 60 to 90 Seconds
each
Overall 4 - 8 Minutes
52 Pines Toastmasters
What would you do if
Distribute two small sheets of paper to each member and guests. One is headed What would and the other I would
Ask everyone to create a situation, formal, unusual or zany and write it on the What would sheet. And on the I would sheet write what they would do in such a circumstance.
Collect the sheets and place the two categories in different folders or bags.
Distribute one copy of each form to everyone, after shuffling them.
Ask the first person on one side of the room to read the What would sheet, and a person from the other side of the room to read their I would sheet. Continue until everyone has read each of their sheets.
As answers are not connected to the questions, there are some hilarious links.
Suggested Time
8 - 10 Minutes
Who am I?
This requires a fact-by-fact sequential story on a well-known figure - past or present. Identities can be from athletes, politicians, artists, explorers, inventors, criminals, entertainers, etc.
The subject must be researched and the story read or told with a pause between each sentence to allow members to name the identity and there must be a chronological sequence in the story.
Members can interject at any time with their answer until the correct one emerges. If the audience is unable to ascertain the identity within the designated time, the Toastmaster closes question time and the presenter discloses the identity.
Suggested Time
2 - 3 Minutes
Why is it so?
A programmed member is to carry out research. Material can cover any subject based on things that are taken for granted such as; the bizarre; the unusual; rare; unconventional etc.
The member then presents it posing the question, “Why is it so?”
Suggested Time
3 Minutes
53
Word Game 1
The presenter distributes cards approximately 7 x 10 cm’s and requests that each member prints four everyday words on the cards.
The cards are collected.
There are two variations that can be used: -
1. The presenter asks members to construct a sentence using four of the recorded words.
2. Divide those present into two teams and then read out four words. The first person to present
A sentence scores a point for their team.
The presenter may select four words from a card or from a combination of cards.
Suggested Time
8 - 10 Minutes
Word Game 2
The purpose is to make members aware of grammatical usage and to free up their imagination and creativity.
Four word categories (Noun, adjective, verb, adverb) are compiled on cards, preferably colour coded. Ensure that there are sufficient groups of cards for every member at the meeting. The choice of the words within the group is at the discretion of the presenter.
Each member is given at random one word from each category, and are asked to combine the words into a sentence or statement.
The first person to successfully link them may be considered the winner, but there could be other potential winners for such as the image that they create; the humorous effect or ingenuity.
Suggested Time
8 - 10 Minutes
54 Pines Toastmasters
Procedures
Updating Information on Toastmasters International Web Site.
Toastmasters are encouraged to be responsible for keeping their information current on the Toastmasters
International Web site (WWW.TOASTMASTERS.ORG). Every Toastmaster has access and control to their personal
information, some of which can only be changed by the named Toastmaster. The Toastmaster International
web site also provide on screen videos providing additional help.
Information that can be changed and reviewed:
Name change
Address change
Email address change
Contact Information
Club information (Executives only have this access)
55 Appendix 1 Appendix 1
Appendix 1
Guide to Running a Business Meeting
Before the Meeting
Compile a list of items for the General Business Agenda by asking members if they have any Motions or any items they need to discuss during general business.
Motions should be in writing and a copy provided for the Chairman and the Secretary prior to the meeting.
Executive Officer’s reports should be in writing and a copy provided for the Chairman and the Secretary before to the meeting.
Opening
Chairman “Thank you Toastmaster Name.” (State the time of commencement for the secretary to note in the minutes)
“I declare this business session for meeting Number open and welcome guests and visitors.”
“By the leave of the meeting I shall conduct the business session from the seated position.”
Establish a quorum: “Mr/Madam Secretary, do we have a quorum?”
I therefore declare that a quorum for voting purposes is/is not established and we can/can not conduct business at this meeting,” (a quorum is 50% + 1 of active members)
Apologies
Chairman “Mr/Madam Secretary, do you have any apologies for absence?”
“Are there any further apologies from the floor?”
“I ask for a motion that the apologies as stated be accepted.”
Mover “I so move [name] (Mover should state their name loudly and clearly).”
Seconder “I second the motion [name].”
Chairman “Those in favour raise one hand.”
“Those against raise one hand.”
“The motion is carried (or lost).”
Minutes
Chairman “Mr/Madam Secretary would you please present the minutes of last meeting.”
Secretary (Reads or tables the minutes of the last meeting)
Chairman “Are there any correction or additions”?
“I ask for a motion that the Minutes (as amended) be signed as true and correct.”
Mover “I so move [name].”
Seconder “I second the motion [name].”
Chairman “Those in favour raise one hand.”
“Those against raise one hand.”
56 Pines Toastmasters
“The motion is carried (or lost), and I will sign as a true and correct record.” (Sign the minutes)
Business Arising
Chairman (To Secretary). “Is there any business arising from the Minutes”?
Those wanting to discuss business arising from the Minutes should raise a hand and speak when recognised by the Chairman.
“The chair recognises (Name of person with raised hand)”
The meeting may move motions on business arising from the Minutes. These motions should be moved, seconded, amended as necessary and carried or defeated by a vote.
Correspondence
Chairman “Mr/Madam Secretary, would you please read Inwards and/or Outwards Correspondence.” Alternatively, a list of correspondence may already be circulated, and the correspondence be available for viewing on request
Secretary (Reads the Inwards and the Outwards correspondence)
Chairman “I ask for a motion that the Inwards correspondence be received and the Outwards correspondence be endorsed.”
Mover “I so move [name].”
Seconder “I second the motion [name].”
Chairman “Those in favour raise one hand.”
“Those against raise one and.”
“The motion is carried (or lost).”
“Is there any business arising from the correspondence?”
Reports
Reports may be either read or tabled (tabled - a copy provided for all members to read).
Chairman “Mr/Madam President, would you please present your report.”
President (Presents report) “I move that the President’s report be received”
Chairman “Mr/Madam Vice President Education, would you please present your report.”
VPE (VPE report) “I move that the Vice President Education’s report be received”
Chairman “Mr/Madam Vice President Membership, would you please present your report.”
VPM (VPM report) “I move that the Vice President Membership’s report be received”
Chairman “Mr/Madam Vice President Public Relations, would you please present your report.”
VPPR (VPPR report) “I move that the Vice President Public Relation’s report be received”
Chairman “I ask for someone to second the motion that these reports be received. Seconder:” “I second the motion [name].”
“Those in favour of the motion that these reports be received raise one hand.”
57 Appendix 1 Appendix 1
“Those against raise one hand.”
“The motion is carried (or lost).”
“Mr/Madam Treasurer, would you please present your report.”
Treasurer (Presents report) “I move that the Treasurer’s report be adopted and that the accounts as presented be passed for payment.”
Seconder “I second the motion [name].”
Chairman “Those in favour of the motion that these reports be received raise one hand.”
“Those against raise one hand.”
“The motion is carried (or lost).”
“Is there any business arising from these reports”?
General Business
General Business should be conducted from the Agenda compiled before the commencement of the meeting.
If time permits, other items for general business can be taken from the floor
Chairman “The meeting is now open for General Business.”
“Is there any further business”?
“There being no further business, I declare this business session closed at (state the time of finish for the secretary to note in the minutes)
“I now hand control back to you Mr/Madam Toastmaster.”
Motions
The following basic procedure MUST be followed in accepting a motion.
The Chairman should be prepared to read the motion being discussed at any time during the debate to avoid confusion.
Mover “Mr Chairman/Madam Chair, I move that.... (something be done).”
(All motions should be put in an affirmative manner or language).
Chairman “Have we a seconder for the motion”?
(If not, the motion lapses and the Chairman proceeds to the next business).
If there is a seconder to the motion, continue as follows
Seconder “Mr Chairman/Madam Chair, I second the motion.”
(The seconder then speaks in favour of the motion immediately, or reserves his/her right to speak later by stating “I reserve my right to speak later).”
Chairman “Have we a speaker against the motion”?
(Those against the motion should raise a hand and one should be recognised by the Chair to speak against the motion)
“Have we a speaker for the motion”?
(Those for the motion should raise a hand and one should be recognised by the Chair to speak for the motion)
58 Pines Toastmasters
Call for and alternate speakers for and against the motion.
(Address the mover of the motion) “Mr/Madam do you wish to exercise your right of reply”?
If the mover of the motion exercises this right of reply, he/she may summarise his/her own side’s case and deal with any opposition raised. He/she may not introduce any new matter into the debate, as he/she is the only speaker with the right of reply. After his/her reply the discussion is closed.
Both sides having been allowed EQUAL opportunities to speak, the chairman continues.
Chairman “The motion is that (repeat the Motion as a reminder to the voters).
“Those in favour of the motion raise one hand.”
“Those against raise one hand.”
“I declare the motion is carried (or lost).”
Motion Amendment
An amendment is an alteration or proposed alteration to the terms of a motion designed to improve the motion without contradicting it. It is brought forward by a person who is not settled as to whether to vote affirmative or negative to the motion in its original form.
An amendment can be to :-
leave some words out
leave some words out and insert others in their place
to add new words.
Like a motion, an amendment must start with “Mr Chairman/Madam Chair, I move that....”
The mover of an amendment may put his/her proposal at any time in the debate after the original motion has been seconded.
If a “Motion to Amend” has been put and seconded, the following procedure must be followed before dealing with the original motion, if at all.
Mover of Amendment “Mr Chairman/Madam Chair (state name), I move an amendment that,
the words .... be omitted
or
the words .... be substituted for the words ....
or
the motion be altered to read .... (If the alteration is a major one)
Chairman “Have we a seconder for the amendment”? If there is no seconder, the amendment lapses and the discussion reverts to the original motion. If there is a seconder, continue as follows.
Seconder to the Amendment “Mr Chairman/Madam Chair (state name), I second the amendment.”
59 Appendix 1 Appendix 1
Chairman “Have we a speaker against the amendment”?
“Have we a speaker for the amendment”?
Speakers for and against the amendment must be called upon, preferably alternately.
NB The mover of an amendment has no right of reply.
Chairman After the debate on the amendment has concluded, the Chairman must put it to the vote making sure that the meeting realises that it is voting on the amendment and not the main motion.
“The amendment is that. . . . . .”
“Those in favour of the amendment raise one hand.”
“Those against the amendment.... raise one hand.”
Notes
If the amendment is lost, the debate is resumed on the original motion.
If the amendment is carried, the amended original motion is now open for further discussion.
The mover of the original motion still has a right of reply.
The mover and seconder may vote 'for' or 'against' or may 'abstain.'
60 Pines Toastmasters
Business Meeting Script for the Chairman This script is intended to help assist with the smooth running of a Business Meeting by the
Business Meeting Chairman.
The full description of how a business meeting is conducted and what to do in the event of
unexpected circumstances is in the GUIDE TO RUNNING A BUSINESS MEETING.
The business meeting chairman will be given control of the meeting from the TOASTMASTER.
Where the script asks questions of members, you should wait for an appropriate response? Note
that each individual aspect in the “What you say” column is identified as a dot point.
Where there are motions and amendments, these are handled as described in the GUIDE TO RUNNING
A BUSINESS MEETING.
Section What you do / Notes What you say
Welcome Stand and Acknowledge those
present and open the meeting Thank you Toastmaster Name.
I declare this business session open at time h:mm.
By the leave of the meeting I shall conduct the business session from the seated position.
Sit (If there are no objections)
Quorum Determine a Quorum (51% of
membership minimum)
Address the Club Secretary
Wait for the Secretary to respond.
If there is no Quorum, the meeting
may continue as a training exercise,
but no motions can be transacted, or
the Business meeting is closed, and
control handed back to the
Toastmaster.
Mr/Madam Secretary, do we have a
quorum?
Apologies Address the club Secretary Mr/Madam Secretary, do you have any
apologies for absence?”
Address the members of the club Are there any further apologies from
the floor?
I ask for a motion that the apologies as
stated be accepted.
After a club member has stated the
motion
A Seconder?
After a club member has seconded Is there any discussion?
Those in favour?
61 Appendix 1 Appendix 1
Section What you do / Notes What you say
Against?
Motion Carried/Lost
Minutes Address the members of the club The minutes of the previous meeting
(Number and/or date reference) have
been circulated.
Are there any corrections or additions?
Important: If there are no
amendments omit the words in
brackets “(as amended).”
I ask for a motion that the Minutes (as
amended) be signed as true and
correct?
A seconder?
All in favour?
Against?
Motion Carried/Lost?
Business Arising Address the Club Secretary Is there any business arising from the
Minutes?
Address the club Those wanting to discuss business
arising from the Minutes should raise a
hand and speak when recognised by the
Chairman.
Address any member with a raised
hand
The chair recognises Toastmaster
(Name)
The meeting may move motions on
business arising from the Minutes.
These motions should be moved,
seconded, amended as necessary
and carried or lost by a vote. (See
Business Meeting Guide for
protocol).
Correspondence Address the club, A list of correspondence has been
provided and is available for viewing on
request. I ask for a motion that the
Inwards correspondence be received
and the Outwards correspondence be
endorsed?
A seconder?
All in favour?
Against?
Motion Carried/Lost?
62 Pines Toastmasters
Section What you do / Notes What you say
Is there any business arising from the
correspondence?
If there is any business arising, it is
conducted in the same way as
scripted in the “Business Arising”
Section.
Alternatively, Business arising may
be deferred if appropriate to
General Business.
REPORTS Reports should be tabled to
members before a meeting.
Treasurer
Report
The Treasurers Report is treated by
itself before all other reports.
Address the Treasurer Mr/Madam Treasurer, would you
please present your report.
The Treasurer presents his/her
report and concludes. “I move that
my report be received.” After which
you say the text to the right.
A seconder?
All in favour?
Against?
Motion Carried/Lost?
Is there any discussion?
Mr/Madam Treasurer please propose
that your report be adopted.
After the Treasurer says “I move
that the Treasurer’s report be
adopted and that the accounts as
presented be passed for payment.”
Address the Club A seconder?
All in favour?
Against?
Motion Carried/Lost?
Is there any business arising from the
correspondence?
If there is any business arising, it is
conducted in the same way as
scripted in the “Business Arising”
Section.
63 Appendix 1 Appendix 1
Section What you do / Notes What you say
Other Reports Explain the Procedure as suggested
to the right
We will have a motion that the
President’s report be received:
Officers will then propose, individually,
that each of their reports be received.
For example, you will state your name,
then move that the report of the (name
your executive position) be received.
After all the reports, We will then have
one person second all the motions.
The process will conclude with one
motion that the reports be adopted.
Reports have previously been
circulated/printed.
Let’s start!
Call Club Officers individually, as
indicated on the right.
Allow each officer to present their
report, after your invitation.
Each Officer will propose that their
report be received. With the words
“I move that the (Name of the
Report) report be received”
Mr/Madam President, would you
please present your report
Mr/Madam Vice President Education,
would you please present your report
Mr/Madam Vice President
Membership, would you please present
your report.
Mr/Madam Vice President Public
Relations, would you please present
your report.
Address the club members May I have a seconder that the reports
be received?
Any discussion?
All in favour?
Against?
Motion Carried/Lost
Are there any Questions or comments
about any of the reports?
A seconder?
All in favour?
Against?
Motion Carried/Lost?
Is there any business arising from the
reports?
If there is any business arising, it is
conducted in the same way as
64 Pines Toastmasters
Section What you do / Notes What you say
scripted in the “Business Arising”
Section.
General
Business
Address the Club Members The meeting is now open for General
Business.
Appraise the Business Meeting
agenda for General Business items,
and address each item in order, as
appropriate.
Address any member with a raised
hand as in the “Business Arising”
section.
The chair recognises Toastmaster
(Name)
The meeting may discuss and move
motions These motions should be
moved, seconded, amended as
necessary and carried or lost by a
vote. (See Business Meeting Guide
for protocol).
At the close of listed items ask club
members :
Is there any further General Business?
After all General Business has been
discussed or deferred.
There being no further business, I
declare the Business session closed at
Time h:m. I thank you for your
participation. I hand control back to
Toastmaster (Name).
65 Appendix 2 Appendix 2
Appendix 2
A Step-by-Step Approach to Speech Evaluation By Kim Chamberlain, 2002 District 72 Evaluation Champion
How can you give better evaluations?
Try this six-step approach.
Step 1 - Understanding the Fundamentals of an Evaluation
There are two fundamentals to bear in mind when you are giving an evaluation.
Firstly, imagine the person you are evaluating has been asked to give the same speech again in the near future.
What can you say to help them do it better next time round?
What aspects worked well and should be kept, and what could be improved on?
And secondly, evaluations are given to help both the speaker and all other club members. By giving feedback, you are one of the 'teachers' for the meeting, and are helping members improve their speaking skills.
To support this, try to expand some of your commendations or recommendations into a mini-EDUCATIONAL SESSION to get your point across to the whole audience.
Step 2 - Before the Speech
Discuss the speech with the speaker beforehand. You can start the evaluation process at this stage by finding out what they plan to work on, and offering advice.
Read the speech assignment and find out the manual goals, and the speaker's personal goals (if any).
Write these goals down on a sheet of paper (your Evaluation Sheet), which you will use at the meeting. Write them on a single piece of paper, one underneath the other.
Step 3 - During the Speech
You are looking to see if the speaker met their goals. If they did: why? if not: why not, and how can it be improved? Using your Evaluation Sheet, listen to the speech and write C for Commendation or R for Recommendation against the goals listed (you may not have time to cover them all), plus any notes or comments. At the end of the speech determine which Commendations and Recommendations would most help the speaker move on, and only
concentrate on these in your feedback. Choose the most important and helpful issues to comment on.
Step 4 - Giving the Evaluation
Use the C-R-C Method
Give one or two Commendations
Then one or two Recommendations
A final Commendation
An Evaluation Formula
An evaluation is a mini speech. It has an Opening, a Body and an Ending. The opening is an introduction to the evaluation, for example, setting the scene. The ending is a summary of the main points you have made, and the body is where you concentrate on the commendations and recommendations.
Commendations have 2 components: State an issue that went well, e.g. speech structure, explain why it worked.
Recommendations have 3 components: State an issue that could be improved on, e.g. use of notes Explain why it didn't work
Make a suggestion for how it could be improved.
So written as a formula, this is what the evaluation will look like:
Opening Introduction
Body
C = Issue + Why R = Issue + Why + How C = Issue + Why
Ending Summary
Step 5 - After the Speech
Fill in the manual. Give it back to the speaker!
Offer discussion with them for further feedback
Step 6 - On a Regular Basis
Build up a bank of suggestions you can use in evaluations. Make a list of issues that may arise in
66 Pines Toastmasters
people's speeches, e.g. variety of voice, speech structure, use of notes, and write down suggestions for improvement. Keep adding to the list, so that as issues crop up in speeches you are already prepared.
And finally, remember that the better you become at evaluations, the more you learn what goes into making a good speech, and the more you learn how to improve your own speaking.
10 steps to becoming an Evaluation Champion
1. Watch and learn from evaluating the top speakers (video tapes, audio tapes, in person).
2. Follow the CRC formula above to structure your speech:
Commendation - 2nd best
Commendation - 3rd best
Recommendation # 1
Recommendation # 2
Commendation - Best
3. Practise the timing and know what you can do within the timing allowed.
4. Think about what you are doing:
Understand the fundamentals of evaluations (see below for Resources)
Find ways to be better or different
Prepare every evaluation
Visualise winning
5. Learn from others
Read about evaluation
Ask others how they do it
Watch other people evaluating
6. Build a bank of Commendations and Recommendations. Use unique ideas to explain what you mean.
7. Have confidence in yourself and a likeable approach to the audience.
8. Know the Contest Rules. Read the Judges Sheet and know the judging criteria (see below). Help the judges give you marks by signposting your speech.
9. Self-promotion:
write articles about evaluations
accept invitations to be a guest evaluator
give EDUCATIONAL SESSIONS about evaluation
10. If you have followed steps 1-9 above, you will deliver a well prepared, confident, focussed winning evaluation!
67 Appendix 2 Appendix 2
How to give effective evaluations
At every Toastmasters meeting, a significant part of the meeting time is allocated to the evaluation team. The evaluation team consists of a General Evaluator, one or more Speech Evaluators, a Table Topics Evaluator, and sometimes a Grammarian, Umm Counter, and Timer.
Evaluation has several objectives, including:
To give the speaker your honest reaction in a constructive manner.
To teach the evaluator to listen, clearly, precisely and attentively.
To give the evaluator an opportunity to practice delivering an oral evaluation.
When you are the evaluator
Before the meeting:
Read the speech project in the manual. Become familiar with the objectives and goals.
Read the evaluation guide for the project. This helps you listen and watch for specific areas of emphasis.
Talk to the speaker before the meeting to get an understanding of the speaker's goals and any specific areas for which the speaker wants feedback.
Before and during the speech
In your introduction of the speaker, give the project title (e.g., Speech 2: "Organise Your Speech" from the Communication and Leadership Manual) and read the project's objectives.
Listen to the speech. What strikes you? These can be either great things or not so great things. Look for things that are missing. Especially consider the project's goals.
Write useful comments in the speaker's manual for future reference. Use your notes when you give your oral evaluation.
Your evaluation
Be positive. Tell the speaker what you thought went well, what you enjoyed. Say "I liked the example used to support the first point. I identify with the cat in that story." or "The speaker really nailed the closing. I was motivated to act immediately on the suggestion to write to my councillor." Always conclude on a positive comment.
Be specific. Rather than saying "The speaker had distracting hand gestures" say "When the speaker pounded on the lectern, it distracted me from the point he was trying to make because it was too loud."
Be constructive. Rather than saying "The speaker's voice is monotone" say "The speaker's voice has good volume. I would like to see more variety in pacing and pitch to emphasize the different points of view presented."
Effective evaluations are an irreplaceable part of the Toastmasters educational mission. The speaker, the evaluator, and your fellow Toastmasters all benefit from effective evaluations. Adapted from Effect ive Speech Evaluat ion: T ips and Techniques for Giv ing Helpful Evaluat ions (Toastmasters International , 1996)
68 Pines Toastmasters
Stretch your evaluation vocabulary
Try substituting the words in bold for the examples given:
great
able, absolute, aces, adept, admirable, adroit, bad, best, brutal, cold, complete, consummate, crack, downright, dynamite, egregious, exceptional, excellent, expert, fantastic, fine, first-rate, heavy, marvellous, masterly, number one, out-and-out, perfect, positive, proficient, skilled, skilful, super dupa, surpassing, terrific, total, tough, transcendent, tremendous, unmitigated, unqualified, utter, wonderful
excellent
accomplished, admirable, attractive, capital, certified, champion, choice, choicest, desirable, distinctive, distinguished, estimable, exceptional, exemplary, exquisite, fine, finest, first, first-class, first-rate, high, incomparable, invaluable, magnificent, meritorious, notable, noted, outstanding, peerless, premium, priceless, prime, select, skilful, sterling, striking, superb, superior, superlative, superlative, supreme, tiptop, top-notch, transcendent, wonderful
good
acceptable, ace, admirable, agreeable, bad, bully, capital, choice, commendable, congenial, crack, deluxe, excellent, exceptional, favourable, first-class, first-rate, gnarly, gratifying, great, honourable, marvellous, nice, pleasing, pleasant, positive, precious, prime, reputable, satisfactory, satisfying, select, shipshape, sound, spanking, splendid, sterling, stupendous, super, superb, supereminent, super excellent, superior, tip-top, valuable, welcome, wonderful, worthy
effective
able, active, adequate, capable, cogent, compelling, competent, convincing, direct, effectual, efficacious, efficient, emphatic, energetic, forceful, forcible, impressive, live, moving, operative, persuasive, play hardball, potent, powerful, powerhouse, practical, producing, productive, resultant, serviceable, serving, sound, striking, sufficient, telling, trenchant, useful, valid, virtuous, wicked, yielding
able
adept, adequate, adroit, alert, bright, capable, cleft, competent, cunning, dexterous, easy, effortless, endowed, equipped, facile, fitted,
intelligent, knowing, powerful, ready, smart, strong, worthy, qualified
satisfactory
adequate, all right, ample, average, cogent, comfortable, competent, cool, decent, enough, fair, fulfilling, gratifying, groovy, hunky-dory, passable, peachy, pleasing, satisfying, solid, sound, sufficient, suitable, tolerable, unexceptional, valid
brilliant
accomplished, acute, astute, brainy, bright, celebrated, clever, discerning, egghead, eminent, excellent, exceptional, expert, genius, gifted, glorious, illustrious, ingenious, intellectual, inventive, knowing, knowledgeable, magnificent, masterly, outstanding, penetrating, profound, quick, quick-witted, sharp, smart, splendid, superb, talented, whiz
improve
advance, ameliorate, amend, augment, better, boost, civilize, convalesce, correct, cultivate, develop, doctor up, edit, elevate, emend, enhance, gain ground, gain strength, grow better, help, increase, lift, look up, make strides, meliorate, mend, perk up, pick up, polish, progress, promote, purify, raise, rally, recover, rectify, recuperate, refine, reform, revamp, revise, shape up, sharpen, straighten out, take off, touch up, update, upgrade
bad
abominable, amiss, atrocious, awful, bad news, beastly, blah, bottom out, bummer, careless, cheap, cheesy, crappy, cruddy, crummy, defective, deficient, diddly, dissatisfactory, downer, dreadful, erroneous, fallacious, faulty, garbage, gross, grungy, icky, imperfect, inadequate, inadequate, incorrect, inferior, junky, lousy, not good, off, poor, raunchy, rough, sad, scuzzy, sleaze ball, sleazy, slipshod, stinking, substandard, synthetic, the pits, unacceptable, unsatisfactory
poor
base, below par, common, contemptible, crude, diminutive, dwarfed, exiguous, faulty, feeble, humble, imperfect, inadequate, incomplete, inferior, insignificant, insufficient, lacking, low-grade, lowly, meagre, mean, mediocre, miserable, modest, niggardly, ordinary, paltry, paltry, pitiable, pitiful, plain, reduced, rotten, scanty, second-rate, shabby, shoddy, skimpy, slight, sorry, sparse,
69 Appendix 2 Appendix 2
subnormal, subpar, substandard, trifling, trivial, unsatisfactory, valueless, weak, worth
develop
actualize, advance, amplify, augment, beautify, broaden, build up, cultivate, deepen, dilate, elaborate, enlarge, enrich, evolve, exploit, extend, finish, heighten, improve, intensify, lengthen, magnify, materialize, perfect, polish, promote, realize, refine, spread, strengthen, stretch, unfold, widen, work out
elaborate
add detail, amplify, bedeck, clarify, comment, complicate, decorate, develop, devise, discuss, embellish, enhance, enlarge, evolve, expatiate, explain, expound, flesh out, garnish, interpret, ornament, particularize, polish, produce, refine, specify, work out
correct
alter, amend, better, change, clean up, cure, debug, do over, doctor, edit, fiddle with, fix up, go
over, help, improve, launder, make over, make right, make right, mend, pay dues, pick up, polish, reclaim, reconstruct, rectify, redress, reform, regulate, remedy, remodel, reorganize, repair, retouch, review, revise, right, scrub, set right, set straight, shape up, shape up, straighten out, touch up, turn around, upgrade
change
accommodate, adapt, adjust, alter, alternate, commute, convert, diminish, diverge, diversify, evolve, fluctuate, make innovations, make over, merge, metamorphose, moderate, modify, modulate, mutate, naturalize, recondition, redo, reduce, reform, regenerate, remake, remodel, renovate, reorganize, replace, resolve, restyle, revolutionize, shape, shift, substitute, tamper with, temper, transfigure, transform, translate, transmute, transpose, turn, vacillate, vary, veer, warp
70 Pines Toastmasters
Appendix 3
Induction
Inducting officer Addressing the club
As a precursor to this formal induction, and as an initial endorsement of our new member(s), please
welcome name(s) of person(s) to be inducted to the front by way of applause.
Addressing the new member(s)
“Membership in Toastmasters is a privilege. And the only way to gain the benefits of our program is to
actively participate.
Do you, name(s), promise to be active members of this club, to attend meetings regularly and prepare fully
for your duties?
Do you also promise to fulfil the other points in the
Toastmaster’s Promise?” (You can list additional points if you wish.)
New Members reply
“Yes.”
Inducting officer Addressing the club
“Do you, the members of Pines Toastmasters club, promise to support name(s) as they work the
Toastmasters program?”
The club members reply
“Yes.”
Inducting officer
“It is my pleasure to declare you installed as members of Pines Toastmasters club.”
(If your club presents a Toastmasters pin to members, do it at this time)
71 Appendix 4 Appendix 4
Appendix 4
Election for Club Officers Chairman: Mr Secretary, do we have a quorum,
please include the members absent who have voted
electronically. (There must be at least 51%
members)
The purpose of this business session is to elect a
new executive to act on your behalf from the 1st
July until 30th June next year. Any member can hold
an executive position, and to this end, throughout
the whole of the last month, nominations for
positions on the executive were invited to be
received from all members of the club. Nominations
were closed on Date.
The candidates who are club members in good
standing are :
PRESIDENT: Name(s)
VICE PRESIDENT FOR EDUCATION: Name(s)
VICE PRESIDENT FOR MEMBERSHIP:
Name(s)
VICE PRESIDENT FOR PUBLIC RELATIONS
Name(s)
SECRETARY : Name(s)
TREASURER: Name(s)
SERGEANT AT ARMS: Name(s)
Who will second these nominations?
It may be a requirement that each candidate has to
be seconded separately, especially if a seconder
does not approve of one or more nominees.
The following five paragraphs to be read in the
event of more than one candidate for a position.
1. Where there are two (or more) candidates
for any position I am going to invite each of
those candidates who are here present to
make a short 1 minute maximum speech
from their position stating their
qualifications, or their abilities for the
position. The timer to ring the bell at one
minute after which they are to complete
their current sentence and stop speaking.
2. This election has to be a secret vote,
because some positions have more than
one candidate. I now need to appoint two
vote counters who are not candidates to
count the votes, and then to destroy the
ballot papers after the election process is
completed. (Select the vote counters). I ask
now for a show of hands from all present as
to your approval of NAME and NAME as
vote counters.
3. Members of Pines toastmasters. It is now
time to vote. You may vote if you are in
good standing with the club, which means
that you are up to date with your dues. On
your ballot papers you will see the names of
the candidates on the left, and on the right
a square box to write one name. If you do
not want any of the candidates nominated,
then write NO VOTE in the box. This is
primarily to determine approval of positions
where there is only one candidate, but you
may do this if you do not want to vote for
any of the candidates standing. After
completing your ballot sheet, hand it to one
of the vote counters.
4. Vote Counters, please use this table (POINT)
to count the votes. Count the votes in the
order on the sheet, starting with President
and ending with Sergeant at Arms. When
you have completed the counting, please
hand me the result sheet with your
signatures on it. Do not destroy the ballots
papers until I tell you that it is safe to do so.
5. Please Vote Now and hand your sheets to
the Vote Counters.
Announce the results in order (President to Sergeant
at Arms) from the Vote Counting sheet,
I ask for a motion to accept the appointments of
these candidates to next year’s executive. Read the
names from sheet.
I move that the candidates be accepted and
appointed.
Who seconds this motion? Announce Name of
person who Seconds.”
72 Pines Toastmasters
A show of hands for all in favour. / Against. (Count if
necessary).
The motion is carried/(Lost).
I ask the elected candidates to stand. This will be
your new executive from 1st July YYYY to 30th June
YYYY+1, Please give them your warm applause and
full support.
In addition Current President Name will be the
Immediate Past President and is automatically a
member of the Executive, but is not elected. Their
role on the executive is that of advisor and
consultant.
“I declare this business session of voting for the new
executive closed.
73 Forms Forms
Forms SAMPLE PINES TOASTMASTERS MEETING PROGRAMME
EVALUATION CHECKLIST
SPEECH EVALUATION FORM
GENERAL EVALUATION WORKSHEET (7 Pages)
GENERAL EVALUATION WORKSHEET ALTERNATIVE (2 Pages)
GENERAL EVALUATION GUIDE (4 Pages)
GRAMMARIAN REPORT
TABLE TOPICS EVALUATION (3 Pages)
TABLE TOPICS EVALUATION (ALTERNATIVE)
COMPETENT LEADER PROJECT CHECK LIST
74 Pines Toastmasters
Sample Pines Toastmasters Programme
75 Forms Forms
Evaluation Checklist
Points for Commendation and Recommendation.
(use examples where possible in your evaluation) Note: Recommendations are practical, helpful, positive and encouraging; assisting the speaker in improvement. Be sensitive to the feelings and needs of speaker, yet be inspirational and encouraging.
Speech
Volume (good projection, vibrant)
Pitch (varied)
Quality (enthusiastic, passionate)
Articulation/pronunciation (clear, crisp, controlled)
Rate (smooth, deliberate)
Vocal variety (conveys emotion, natural, animation) & voice control
Volume
Sincerity
Use of pauses (for effect, to allow listeners to digest information)
Manner (directness, assurance and enthusiasm)
Grammar
Word selection and explaining technical terms/jargon
Body Language
Posture/stance (confident, relaxed)
Gestures (natural, meaningful, lively, precise, enhanced message)
Body movements (animated, graceful, purposeful, any distracting or repetitious movements)
Facial expressions (friendly, natural, appropriate to speech content)
Eye contact (no set pattern, established bonds with listeners, encompassed everyone)
Dress (appropriate, confident)
Use of props/visual aids (effective, added to content)
Talk Development
Opening (clear, interesting), body, close . easy to follow and understand (well constructed)
Conclusion reinforced body; climactic
Organization (clear, simple) + support material (examples etc) directly contributed to the
message. Key ideas were few in number and introduced systematically. Logically written and presented
Smoothness
Correct grammar
Spontaneity
Flexibility
Used descriptive language
Original ideas used and portrayed
Used word-pictures (effectively, memorable) – selecting the right words for communicating the message
Effectiveness
Held audience’s attention – audience was interested and well-informed of new ideas
Audience response (attentiveness, laughter, interest)
Achievement of purpose/objectives
Creation of excitement, suspense, twist
Originality of thoughts and material
Showed research of topic
Used personal experience
Use of notes and lectern (appropriate, unobtrusive)
Spoke to the topic/objectives
Well-prepared and well-rehearsed
Spoken within allotted time
Um/Ahs/Hesitations
Confident/control of nervousness
Overall message was clear and called the audience to an action
Easy to relate to audience’s everyday lives and showed how it can help
Persuasiveness
The speech evoked a reaction (inspire, uplift, humour, satisfaction…)
Other
76 Pines Toastmasters
Topic selection (suited speaker, audience, time available)
Addressed the chairman at start and close appropriately
A speech to remember? Produced by Sarah Tennent. Otumoetai
Speech Evaluation Form 2
77 Forms Forms
General Evaluation Worksheet
Meeting Preparation Guests/visitors greeted and looked after efficiently
Was club information readily available
Was the room properly equipped/lights, lectern, clock, voting slips, etc., all in place
Were up-to-date programs available without excessive last-minute changes
Comments
Timing and flow of the meeting
Start Time _____:_____ which was _____ minutes early / late.
Return from Tea break: Start Time _____:_____ which was _____ minutes early / late.
Segments that ran overtime :-
Control/ disruptions
Did the audience know what was going on at all times
Sergeant at Arms – Name ________________________
Call to order at the start
Call to order at 2nd part.
Comments / Improvement
President Welcome – Name ________________________
Welcome
Comments
Page 1 of 7
Page 2 of 7
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Word Master – Name ________________________
Presentation (Body Language, Eye Contact, Hand Clasping, Swaying, Ums/Ahs, Humour, Audience interaction, Relevance to topic)
(concise, prepared, lively, smooth delivery, not too wordy)
Examples
Use of word during the meeting
Warmup Master – Name ________________________
Presentation (Body Language, Eye Contact, Hand Clasping, Swaying, Ums/Ahs, Humour, Audience interaction, Relevance to topic)
(concise, prepared, lively, smooth delivery, not too wordy)
Examples
Use of word during the meeting
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Members Choice – Name ________________________
Presentation (Body Language, Eye Contact, Hand Clasping, Swaying, Ums/Ahs, Humour, Audience interaction, Relevance to topic)
Questions (imaginative, not too long, suitable for audience)
Comments / Improvement
Rafflemaster – Name ________________________
Presentation (Body Language, Eye Contact, Hand Clasping, Swaying, Ums/Ahs, Humour, Audience interaction, Relevance to topic)
Comments / Improvement
Time Keeper – Name ________________________
Presentation (Body Language, Eye Contact, Hand Clasping, Swaying, Ums/Ahs, Humour, Audience interaction, Relevance to topic)
Comments / Improvement
Page 3 of 7
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Announcements – Name ________________________
Presentation (Body Language, Eye Contact, Hand Clasping, Swaying, Ums/Ahs, Humour, Audience interaction, Relevance to topic)
Preparation (concise, prepared, lively, smooth delivery, not too wordy)
Comments / Improvement
Table Topic Presentation – Name ________________________
Presentation (Body Language, Eye Contact, Hand Clasping, Swaying, Ums/Ahs, Humour, Audience interaction, Relevance to topic)
Defining the topic (easily understood) – and announcing the time constraints. (Concise, prepared, lively, smooth delivery, not too wordy)
Bridging
Comments / Improvement
Table Topics Evaluator – Name ________________________
Presentation (Body Language, Eye Contact, Hand Clasping, Swaying, Ums/Ahs, Humour, Audience interaction, Relevance to topic)
Evaluation (warm, positive, supportive, provided constructive feedback)
Comment / Improvement
Page 4 of 7
81 Forms Forms
Introduction and Evaluation of Speaker 1 – Name ________________________
Presentation (Body Language, Eye Contact, Hand Clasping, Swaying, Ums/Ahs, Humour, Audience interaction, Relevance to topic)
Preparation and announcing the time constraints (concise, prepared, lively, smooth delivery, not too wordy)
Speaker 1 Evaluation (warm, positive, supportive, provided constructive feedback)
Comment / Improvement
Introduction and Evaluation of Speaker 2 – Name ________________________
Presentation (Body Language, Eye Contact, Hand Clasping, Swaying, Ums/Ahs, Humour, Audience interaction, Relevance to topic)
Preparation and announcing the time constraints (concise, prepared, lively, smooth delivery, not too wordy)
Speaker 1 Evaluation (warm, positive, supportive, provided constructive feedback)
Comment / Improvement
Page 5 of 7
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Introduction and Evaluation of Speaker 3 – Name ________________________
Presentation (Body Language, Eye Contact, Hand Clasping, Swaying, Ums/Ahs, Humour, Audience interaction, Relevance to topic)
Preparation and announcing the time constraints (concise, prepared, lively, smooth delivery, not too wordy)
Speaker 1 Evaluation (warm, positive, supportive, provided constructive feedback)
Comment / Improvement
Business Meeting – Name ________________________
Allocated Time _____:_____
Overtime by __________ Minutes
Segments that ran overtime:-
Preparation
Comment / Improvement
Page 6 of 7
83 Forms Forms
Toastmaster – Name ________________________
Presentation (Body Language, Eye Contact, Hand Clasping, Swaying, Ums/Ahs, Humour, Audience interaction, Relevance to topic)
Preparation
Keeping Order
Bridging / Voting
Comment / Improvement
The Meeting in General
Preparation
Enjoyable
Thank you to all who took part – and for the refreshments in the break.
Hope the guests had a good experience.
Excellent meeting
Page 7 of 7
84 Pines Toastmasters
General Evaluator’s Worksheet
General Evaluator’s Duties
1) Evaluate the meeting as a whole; everything and everyone except speakers who are already evaluated by Evaluators
2) Evaluate Evaluators
General Observations
The participants were contacted in advance
The room was set up before the meeting (table, agenda, feedback forms, etc.)
The meeting started on time
The meeting progressed per the timeline of the agenda and seems to end on time
People said “returning control to…” instead of “turning control over to..”
The lectern was never left empty during the meeting
Each transition was smooth with a handshake or a bow
The audience applauded until the next person takes over the lectern
The meeting was enjoyable
Comments:
Welcome
Presiding officer welcomed guests
Presiding officer informed the guests that they can speak in either language during the meeting
Toastmaster
Toastmaster was well prepared
Toastmaster announced the objectives of each speech before the speech
Toastmaster gave the attendees 1 minute after each speech to write feedback
Toastmaster recognized and thanked Snack Master before the break
Table Topics
Table Topics Master was well prepared
Table Topics Master explained the purpose of Table Topics (impromptu speaking)
Topics were challenging interesting too easy too difficult
The session progressed in a good speed
Members with no/small roles were prioritized to participate
Guests were invited to participate without being forced
Ah Counter / Grammarian
Grammarian explained his/her duties clearly so guests understand them
The Word of the Day was presented with pronunciation, definitions and an example in a sentence
Grammarian paid close attention and gave a concise but helpful report
Ah Counter explained his/her duties clearly so guests understand them
Ah Counter paid close attention and gave a concise but helpful report
Page 1 of 2
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Timer
Timer explained his/her duties clearly so guests understand them
Timer signaled the timing card at the designated time and held it up until the next colour was up
Timer gave concise reports
Evaluator 1
Evaluation was based on the speaker’s objectives
Evaluator seemed caring and was encouraging the speaker
Evaluation was consisted of positive reinforcement and constructive suggestions
Evaluator offered specific suggestions with examples
Comments:
Evaluator 2
Evaluation was based on the speaker’s objectives
Evaluator seemed caring and was encouraging the speaker
Evaluation was consisted of positive reinforcement and constructive suggestions
Evaluator offered specific suggestions with examples
Comments:
Evaluator 3
Evaluation was based on the speaker’s objectives
Evaluator seemed caring and was encouraging the speaker
Evaluation was consisted of positive reinforcement and constructive suggestions
Evaluator offered specific suggestions with examples
Comments:
Page 2 of 2
86 Pines Toastmasters
General Evaluation Guide
87 Forms Forms
88 Pines Toastmasters
89 Forms Forms
90 Pines Toastmasters
Grammarian Report
91 Forms Forms
Table Topics Evaluation
92 Pines Toastmasters
93 Forms Forms
94 Pines Toastmasters
Table Topics Evaluation (Alternative)
95 Forms Forms
Competent Leadership Project Check List
Project How Many Roles? Roles Done
1. Listening and
Leadership Any 3 of 4 roles
Speech Evaluator
Grammarian
Ah Counter
Table Topics Speaker
2. Critical
Thinking Any 2 of 3 roles
Speech Evaluator
Grammarian
General Evaluator
3. Giving
Feedback All 3
Speech Evaluator
Grammarian
General Evaluator
4. Time
Management Timer plus any 1 of 4
other roles
Timer (required)
Speaker
Grammarian
Table Topic Master
Toastmaster (TMOD)
5. Planning and
Implementation Any 3 of 4 roles
Speaker
Table Topic Master
Toastmaster (TMOD)
General Evaluator
6. Organizing and
Delegating Any 1 of 6 roles
Organize club speech contest
Help organize club special event
Help organize public relations campaign
Help organize club membership campaign or contest
Help produce club newsletter
Assist club webmaster
7. Developing
Facilitation
Skills
Any 2 of 4 roles
Table Topic Master
Toastmaster (TMOD)
General Evaluator
Befriend a guest at a meeting
8. Motivating
People
Any 3 of 5 roles, 1 of
which must be •
Membership campaign
/ contest chair, or •
Public relations chair
Speech Evaluator
General Evaluator
Toastmaster (TMOD)
Membership Campaign/Contest Chair
Public Relations Chair
9. Mentoring
People Any 1 of 3 roles
Mentor for new member
Mentor for existing member
High Performance Leadership guidance committee
member
10. Team Building Both TM and General
Evaluator or any one
(1) of remaining roles
Toastmaster (TMOD) and
General Evaluator
Chair club speech contest
Chair club special event
Chair public relations campaign
Chair club membership campaign or contest
Serve as club newsletter editor Serve as club webmaster
Use this checklist in conjunction with your Competent Leadership manual. When you have completed all ten projects, please fill out the application in the back of your manual and give it to your club Vice President-Education to submit to Toastmasters International for your award.
96 Pines Toastmasters
Glossary
AC ADVANCED
COMMUNICATOR AC may be sought after completing the projects in the Competent Communication manual.
ACB Bronze Requirements:
Achieved CC certification.
Completed two manuals from the Advanced Communication program.
ACS Silver Requirements:
Achieved ACB certification. Completed two additional manuals from the Advanced Communication program. (These two manuals must be different than those used for the ACB certification.)
Conducted two programs from the Better Speaker Series or Successful Club Series. (These two programs do not have to be from the same series.)
ACG Gold Requirements:
Achieved ACS certification.
Completed two additional manuals from the Advanced Communication program. (These two manuals must be different than the four used for ACB and ACS certification.)
Coordinated and conducted a registered Success/Leadership, Success/Communication, or Youth Leadership program.
Coached a new member with their first three speeches.
AL ADVANCED LEADER To earn this designation, a Toastmaster must have earned the CL Award, and must also: serve as a District Officer; complete the High Performance Leadership Program (a self-paced hands-on program which develops Project Management skills); and serve successfully as a Sponsor or Mentor for a new Club, or Specialist for a Club that needs to rebuild membership.
ALB Bronze Requirements:
Completed Competent Communicator (CC) certification.
Served as a club officer for at least six months.
Participated in the preparation of a Club Success Plan.
Attended Club Officer Training while serving as a club officer.
Conducted two programs from the Successful Club Series.
ALS Silver Requirements:
Completed ALB certification.
Served one full term as a district officer.
Completed the High Performance Leadership program.
Served as a Club Sponsor, Club Mentor, or Club Coach (formerly, Club Specialist).
97 Glossary Glossary
AHS COUNTER The Ahs Counter has a very important role during a Toastmasters Club meeting. He or she counts the Ums, Ahs, and other distracting inserts. The role can often be combined with the role of the Grammarian.
Area An Area consists of 3 to 8 Toastmasters clubs in the same general geographic area.
Area Director An Area Director is appointed by the District Director (in some Districts Area Directors are elected) to help the clubs in the area achieve their goals and serve their members and to act as a communications link between the Clubs and the District and help the District extend the network of Clubs by building new clubs in the Area. The Area Director is usually a member of a club in that Area. This is an important and valuable leadership opportunity for every Toastmaster.
Communication Track In the Communication Track, members earn recognition for their achievements by advancing through the ranks of Competent Communicator (CC), Advanced Communicator Bronze (ACB), Advanced Communicator Silver (ACS), and Advanced Communicator Gold (ACG).
CC COMPETENT
COMMUNICATOR To achieve the rank of Competent Communicator, a member must complete all ten projects in the basic Competent Communication manual. Each project focuses on one of the basic skills of making a presentation and builds upon skills learned previously.
CL COMPETENT LEADER Competent Leadership focuses on different leadership skills through ten projects, each providing the member background information and an assignment that requires serving in one or more specified meeting or club roles in which the aspects of that skill can be practiced.
Distinguished Club A Club that receives recognition from Toastmasters International for meeting at least 5 of 10 DCP goals during the Toastmasters year.
DCP DISTINGUISHED CLUB
PROGRAM The Distinguished Club Program (DCP) was established by Toastmasters International as a general measure of club success. Each year the Distinguished Club Program recognizes clubs that have outstanding achievements in education, membership and club building, club leadership, and club communication. This measure is not the whole of what makes a club successful, but it does reflect some of the more common activities that help make a club successful.
DTM Distinguished Toastmaster
A person who has achieved the ACG award, together with the Advanced Leader Silver award, can apply to receive the title of (DTM), Toastmasters' highest award.
Division A Division usually consists of 3 to 5 Areas. A typical Division will have about 25 Toastmasters clubs.
Division Director Division Director work with their Area Directors to serve their clubs, act as a communication link between the clubs and the
98 Pines Toastmasters
District and extend the network of clubs by chartering new clubs in their Divisions. This is a leadership opportunity that helps a Toastmaster transition from middle management (Area Director) to the Executive ranks of District leadership in Toastmasters.
GENERAL EVALUATOR The General Evaluator's role is to evaluate the entire meeting. He or she offers suggestions for improvement. May comment on evaluations and Table Topics.
GRAMMARIAN The Grammarian listens carefully during a meeting for verbal gems and correct sentence and vocabulary usage. The Grammarian also looks for uses of the Word of the Day. This role is often combined with the Ahs Counter during a smaller meeting.
IPP IMMEDIATE PAST
PRESIDENT The Immediate Past President guides and supports the Executive Team.
JOKEMASTER The Jokemaster tells a joke or humorous story from memory. Usually introduced immediately after the Toastmaster takes control of the meeting.
Judge Someone who, using specific rules, rates all of the contestants of a Speech Contest to help determine the contest winners.
Lectern A stand that serves to support a speaker’s notes or books
Membership Dues Each member in the club needs to have its dues paid. The dues, paid to Toastmasters International, and additional dues that are payable to the club. These additional dues pay for such things as meeting supplies. Once the dues are paid, the member is considered to be in "good standing".
MENTOR Experienced Toastmaster within a club who serves as a personal coach for newer club members.
PRESIDENT The President is the chief executive officer for the club.
Quorum the number of members of a group or organization required to be present to transact business legally, usually a majority. For a Toastmasters Business Meeting it is 51%.
Ribbons Are awarded by Toastmasters International to clubs that attain certain achievements. These can include the various levels of distinction, home club of district officers and membership building activities.
SECRETARY The Secretary manages all record-keeping and correspondence.
S/A SERGEANT AT ARMS Manages the club's meeting facilities and decorum
SPEAKER A Speaker is anyone who is giving a prepared speech, on the topic of their choice based on a Toastmasters' speech manual assignment.
SPEECH EVALUATOR Provides an oral and often written evaluation of a speaker publicly per their manual objectives, and completes the evaluation form in the speaker’s manual.
99 Glossary Glossary
TABLE TOPICS Table Topics is the portion of the meeting where members and guests are encouraged to try their hand at speaking for one to two minutes on a topic selected by the Topics Master.
TABLE TOPICS MASTER The Table Topics Master selects Table Topics to give members and guests an opportunity to try some impromptu speaking. The Topics master introduces the theme and the word of the day, and may choose the topics to match the theme. This role is also known as just the Topics Master.
TIME KEEPER The person acting as Timer times all aspects of a meeting. Helps Toastmaster and club members run meetings on time. Also gives a Timers report
TOASTMASTER There are two definitions:
The TOASTMASTER is the Master of Ceremonies for that days meeting. He or she creates the agenda, leads the program, and introduces guests and dignitaries.
A member of a Toastmasters club.
TI TOASTMASTERS
INTERNATIONAL This is the most common abbreviation for Toastmasters International.
TREASURER The Treasurer manages the club's financial health.
VPE VICE PRESIDENT FOR
EDUCATION Manages all educational programs within the club
VPM VICE PRESIDENT FOR
MEMBERSHIP Manages the activities that sustain and increase the number of members in the club.
VPPR VICE PRESIDENT FOR
PUBLIC RELATIONS Manages the creation and maintenance of the club's image. The primary responsibilities of this role involve both internal and external communications.
Oversight When a term that should be in this section, or a part that should be in this handbook - isn’t.
100 Pines Toastmasters
INDEX
A Step-by-Step Approach to Speech Evaluation, 65
A Toastmaster’s Promise, 22
About this Handbook, 11
Acknowledgements, 10
Advanced Communicator Bronze (ACB, 29
Advanced Communicator Gold (ACG), 29
Advanced Communicator Silver (ACS, 29
Advanced Leader, 29, 96
Advanced Leader Silver (ALS), 29
Advanced Toastmaster, 29
Ahs Counter, 97, 98
AL, 96
Area Director, 16, 19, 97, 98
Around The World, 43
Assignments, 31
At the meeting, 32
At the Meeting, 32, 33, 35, 36, 38, 40, 42, 46, 50
Australiana, 43
Before the meeting, 32, 46
Before the Meeting, 32, 33, 35, 36, 38, 40, 42, 50
Biography, 43
Business Meeting, 31, 32
Call to Order, 32
chairman, 31
Chairman, 32, 33
Charades, 43
CL, 29, 96, 97
Club Parliamentarian, 21
Clubs Outside the USA, 17
Communication Track, 97
Competent Communicator, 28, 29
Competent Leader, 28, 29, 97
Competent Toastmaster, 29
Competitions, 30
Coordinator or Presenter, 28
Current Affairs, 44
DCP, 97
Debating, 45
Did You Know?, 46
Distinguished Club, 18, 20, 97
Distinguished Club Program, 18, 97
Distinguished Club Program. (DCP), 17
Distinguished Toastmaster, 97
Division, 97
Division Director, 97
Document Coordinator, 21
DTM, 97
Dues, 27, 98
Educational, 28, 33
Educational System, 28
Evaluation Guide, 33, 36, 38
Evaluation Speech Contest, 30
Executive, 14, 16, 18, 19, 20
Fortunately / Unfortunately, 46
General Evaluation Sheet, 33
General Evaluator, 26, 33, 38, 98
Grammarian, 33, 42, 97, 98
Guess who's coming to dinner?, 46
Guide to Running a Business Meeting, 31, 55
Helpful Hints for Speech Evaluation, 37
High Performance Leadership Program, 96
History, 13
Hot Seat, 46, 47
House Debate, 47
Humorous Speech Contest, 30
Icebreaker Revisited, 47
If Only, 47
Immediate Past President, 20
Induction, 35
International Speech Contest, 12, 14, 30
Interpretive reading, 30
Introduction, 12
I've got a secret, 47
Jokemaster, 47, 98
Lectern, 98
Literature Master, 47
Members Choice, 48
Membership, 12, 13, 14, 19, 35
mentee, 24, 25
mentor, 24, 25, 26, 29
Mentor, 96, 98
Mission, 12
Myth Master, 49
News Commentator, 49
Non Executive Positions, 21
Novice Speech Contest, 30
101 INDEX INDEX
Objectives, 15
Organisation, 16
Parliamentarian, 33, 35
Personal Evaluation Check List, 36, 39
Philosopher, 49
Pines Presidents, 15
Pines Toastmasters Club, 14
Poem Master, 49
President, 14, 18, 19, 26, 31, 32, 33, 35, 36, 40
Procedures, 54
Providor, 21
Quorum, 60, 98
Quote Master, 49
Raffle, 35
Raffle Master, 35
Responsibility, 26
Review Time, 35, 50
Round Robin, 43, 50
Sample Programme, 32
Secretary, 19, 26, 31
Sergeant at Arms, 20, 32
Speaker, 36, 98
Speech Evaluation Proforma, 36
Speech Evaluator, 36, 98
Speechcraft, 28
Stress Reliever, 50
Supported documentation, 11
Table Topics, 26, 30, 33, 38, 39, 41, 98, 99
Table Topics Master, 99
Table Topics Speech Contest, 30
Tall Taler, 51
TI, 99
Time and Light Indications, 41
Time Keeper, 40, 99
Timer, 99
Toast, 51
Toastmasters International, 10, 12, 13, 14, 15, 16,
17, 18, 22, 24, 28, 33, 54, 67, 97, 98, 99
Treasurer, 20
Trophies, 26
Two Truths and a Lie, 51
Vice President for Education, 18
Vice President for Public Relations, 19
VPE, 18, 33
VPM, 19, 20, 35
VPR, 19
Warm Up Master, 42
Website Consultant, 21
What would you do if, 52
Who am I?, 52
Why is it so?, 52
Word Game, 53
Word Master, 42
