Meeting Roles

Taking on this role improves organization, time management and public speaking skills.

The Toastmaster is the meeting’s director and host. A member typically will not be assigned this role until they are thoroughly familiar with the club and its procedures. Your job as Toastmaster is to introduce each participant as they take the lectern, manage transitions, and manage the use of time during the meeting. Before the meeting begins, review the Agenda and work with the General Evaluator to make sure all roles are filled and participants know their role responsibilities.

Taking on this role improves critical thinking, organization, time management, motivational and team-building skills.

This role includes evaluating everything that takes place during the club meeting. In addition, the General Evaluator conducts the evaluation portion of the meeting and is responsible for the evaluation team: Speech Evaluators, Ah Counter, grammarian and timer.

  • Ensure other evaluators know their tasks and responsibilities.
  • When introduced by the Toastmaster of the Day: Explain the purpose and benefits of evaluations to the group.
  • Introduce your team and ask each to give their job descriptions: Timer, Grammarian, Ah-Counter, and Zoom Master.
  • Turn the mic back to the Toastmaster of the Day.
  • During the meeting, take notes and report on all club proceedings to evaluate things such as timeliness, enthusiasm, preparation, organization, performance of duties, etc.
  • Towards the end of the meeting call on your team (Timer, Ah Counter, Grammarian, and Zoom Master) to give their evaluations.
  • Give 2-3 minute speech about your findings on the meeting as a whole. Your job is to evaluate every role including the Toastmaster of the Day.
  • Include your reports on the Speech Evaluators but not the Prepared Speakers since they have already been evaluated by the Speech Evaluators.
  • Turn the lectern back to the Toastmaster of the Day or President.

Taking on this role improves technical skills for using Zoom during club meetings.

This role includes taking control of the meeting from behind the scenes. The Zoom Master makes sure that all participants are allowed into the meeting from the waiting room and gives some pointers at the beginning of the meeting. The Zoom Master is part of the General Evaluator’s team and gives a report at the end of the meeting.

  • Please remember to silence any phones or noise makers.
  • Toastmasters clap throughout the meeting and this can be done in different ways. Waving hands means clapping in sign language.
  • Please stay unmuted to create a sense of community during the meeting.
  • If there is a disruption, I will mute everyone. Do not disrupt speakers during their presentation.
  • Speakers and time keepers will be spotlighted during presentations.
  • Rename yourself by clicking on the small 3 dots in the right corner of your video image. Your Name, Your Meeting Role, or Guest, or Member.

Taking on this role improves vocabulary, grammar, critical listening skills and evaluation skills

“The grammarian plays an important role in helping all club members improve their grammar and vocabulary. As grammarian, my job is to give a report at the end of the meeting on how everyone did with using correct or incorrect grammar. I also write down creative uses of phrases, descriptions and new words and count how many times the Word of the Day is used throughout the meeting.”

Taking on this role improves observational and listening skills 

“As the Ah Counter, I will be taking notes on the number of unnecessary words and phrases used during the meeting. The purpose of the Ah-Counter is to note any overused words or filler sounds used by anyone who speaks during the meeting. Words may be inappropriate interjections, such as and, well, but, so and you know. Sounds may be ah, er or um. I will give a report at the end of the meeting and if you would like your individual numbers, please contact me after the meeting.”

Taking on this role improves time management skills.

“One of the skills Toastmasters practice is expressing a thought within a specific time. The timer is responsible for monitoring time for each speaker and giving a report at the end of the meeting. As Timer, I will use cards or backgrounds on my Zoom screen to signal to the speaker. For example, for a standard speech, I will show green at 5 minutes, yellow at 6 minutes and red at 7 minutes. The speaker should wrap up their speech within 30 seconds of seeing the red color. For Table Topics the timing is Green at 1 minute, yellow at 1 ½ minutes and red at 2 minutes.”

Taking on this role improves critical thinking, confidence and public speaking skills

Every speaker is a role model, and club members learn from one another’s speeches.

  • Write an introduction that tells a little bit about yourself to the audience.
  • Update the Agenda on the website with all of your speech details.
  • Include your full name and speech title in the introduction and give to the Toastmaster of the Day in the chat.
  • Send your Speech objectives (path, level, type of speech, objectives, timing) to your Speech Evaluator by email or in the chat.
  • Prepare, rehearse and present a speech during the club meeting.
  • Arrive early to make sure your camera, microphone and lighting are working and in place.
  • If you are planning to use Screen Share options ask the Zoom Master to make you Co-Host.

Taking on this role improves organization skills, time management and facilitation skills.

“Table Topics gives those who don’t have a major speaking role the opportunity to practice speaking. I will randomly call on one of you to speak and I will give you a topic. You will then have the opportunity to create an impromptu speech. By delivering a short speech that is 1 to 2 minutes long, you will develop your thoughts quickly and learn how to respond succinctly.”

Taking on this role improves active listening, critical thinking and positive feedback skills.

Evaluation is the heart of the Toastmasters educational program. You observe the Prepared Speeches of your fellow club members and offer evaluations of their efforts, and they do the same for you.

  • Ask those you’ve been assigned to evaluate what they will present and what they wish to achieve.
  • When introduced by the GE, Give the speakers path, level, speech objectives as stated in the Pathways Guide and length of speech.
  • Your Speech Evaluation should be 2-3 minutes long.
  • Your evaluation should be centered on delivery not content. For example, the subject matter may affect how the speech is delivered but the subject and content of the speech is not what you are evaluating. Focus on the delivery, gestures, volume, clarity, pace, etc.
  • When giving any evaluation, offer praise as well as constructive criticism.