Meeting Roles & ResponsibilitiesMeeting Roles & Responsibilities

PowerPoint™ Presentation Designed By Richard S. Hockett, MBA, ATMG.

Source Material Courtesy of Debbie Rood, DTM.

Overview Overview

Meeting Roles are like pieces of a puzzle & when roles are effectively carried out... Meetings are FUN Meetings WORK! It all fits together!

S.@A.

Table Topics

Evaluator

Greeter

Word

Speaker

General Evaluat

or

Ah! Counter

Toastmaster

Meeting Role: Sergeant at ArmsMeeting Role: Sergeant at Arms

Purpose & Role

The Sergeant at Arms is the first one on the scene and is responsible to ensuring the meeting room is set.

The Sergeant at Arms helps set the meeting tone by warmly welcoming members and guests, and ensuring guests are introduced to the Club Officers.

The Sergeant at Arms seats the assembly and introduces the presiding officer of the meeting.

Meeting Role: ToastmasterMeeting Role: Toastmaster

Purpose

To act as a genial host and conduct the entire program, including introducing participants in a way that excites the audience and motivates them to listen.

Meeting Role: ToastmasterMeeting Role: Toastmaster

Prior to the meeting Contact the VP of Education and discuss the

meeting agenda. Contact the speakers. Review their speech projects

and how they would like to be introduced. Prepare introductions for each speaker and remarks

that can be used to bridge the gaps between program segments.

Meeting Role: ToastmasterMeeting Role: Toastmaster

Upon arrival at the meeting Check the agenda and discuss any last-

minute changes with the speakers.

Sit near the front of the room and have your speakers do likewise for quick and easy access to the lectern.

Meeting Role: ToastmasterMeeting Role: ToastmasterDuring the meeting When introduced, stand and take your place at the lectern.

Begin the meeting program using the agenda as your guide.

Always lead the applause before and after each speaker.

Introduce each speaker in turn. At the conclusion of the speaking program, request the Timer’s report and vote for “Best Speaker.”

Introduce each evaluator in turn. At the conclusion of the evaluation program, request the Timer’s report and vote for “Best Evaluator.”

At the program conclusion, introduce the President. Wait at the

lectern and shake hands with the President before taking your seat.

Meeting Role: Inspiration / PledgeMeeting Role: Inspiration / Pledge

Purpose

To open every meeting on a positive note and allow members to practice conducting meeting formalities.

Meeting Role: Ah CounterMeeting Role: Ah Counter

Purpose To help members avoid using filler and

crutch words. When asked by the General Evaluator,

the “Ah” Counter reports the number “ah’s” used – and by whom – during the course of the meeting.

Meeting Role: GrammarianMeeting Role: Grammarian

Purpose

To introduce new words / vocabulary to members, and to comment on the appropriate use of the English language.

Meeting Role: TimerMeeting Role: Timer

Purpose One of the lessons to be practiced in public

speaking is expressing a thought within a specific time interval.

The timer is responsible for timing each speaker, evaluator, and Table Topics participant, as well as helping the Toastmaster ensure that the meeting stays on track.

Meeting Role: The SpeakerMeeting Role: The SpeakerPurpose To develop speaking skills.

Prior to the meeting Select a speech from the Communication & Leadership

Program. Review the objectives of your speech and prepare

accordingly. Practice and timing is critical. Contact your evaluator. Discuss your speech, your

personal goals, and any areas that need strengthening. Prepare proper introduction Bring Speech Manual to meeting.

Meeting Role: The SpeakerMeeting Role: The SpeakerUpon arrival at the meeting Arrive early, check the room, prepare as needed. Give your speech manual to your speech evaluator.

During the meeting Avoid studying notes; give full attention to the other

speakers. When introduced, shake hands with the Toastmaster as

you approach the lectern. Take your place and begin to speak.

At the conclusion of your speech, say “Mr./Madame Toastmaster.”

Wait for the TM to release you from the stage. Listen to the evaluator.

Meeting Role: Topics MasterMeeting Role: Topics MasterPurpose To teach members how to “speak and think

on their feet” and give as many meeting participants an opportunity to speak as possible.

When preparing, remember to keep your own comments short. Your job is to give others a chance to speak, not to give a mini-talk yourself.

Meeting Role: EvaluatorMeeting Role: Evaluator

Purpose To develop evaluation skills that help

presenters improve their speaking ability.

Give the speaker the deserved praise and tactful suggestions in the manner you would like to receive them when you are the speaker.

Meeting Role: General EvaluatorMeeting Role: General Evaluator

PurposeSuccessful meetings and the growth of the

Club depend on constructive feedback.

The General Evaluator evaluates all that takes place during the meeting.

They may also evaluate the evaluators.

Where to Get More InformationWhere to Get More Information

Other Toastmasters Toastmasters Website: http://www.toastmasters.org District Website: http://www.d33goldensage.com