Battlefords Toastmasters #1512
Now That You’re A
TOASTMASTER!
An invaluable guide for the novice member.
Prepared by Rena Weikle DTM
Updated September 2014
r.weikle@sasktel.net
Battlefords Toastmasters #1512
Table of Contents
For the New Toastmaster ............................................................................................................ 3
Sergeant at Arms ......................................................................................................................... 3
Balloteer ...................................................................................................................................... 3
Timer** ....................................................................................................................................... 3
Ah Counter .................................................................................................................................. 4
Word Master/Grammarian** ...................................................................................................... 4
Quizmaster .................................................................................................................................. 4
Invocation/Thought for the day .................................................................................................. 4
Toast ............................................................................................................................................ 4
Jokemaster/Funny story: ............................................................................................................. 4
2 Minute Toastmaster ................................................................................................................. 5
Table TopicsMaster** ................................................................................................................ 5
Table Topics Evaluator** ........................................................................................................... 6
Speaker** .................................................................................................................................... 6
Speech Evaluators** ................................................................................................................... 6
General Evaluator** ................................................................................................................... 6
Chairman ..................................................................................................................................... 7
Parliamentarian ........................................................................................................................... 8
Toastmaster** ............................................................................................................................. 8
Mystery Greeter .......................................................................................................................... 8
**Indicates a role that is credited in the Competent Leader manual… get a book evaluation!
An invaluable guide for the novice member
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Battlefords Toastmasters #1512
For the New Toastmaster
Congratulations on joining The Battlefords Toastmasters Club. In the weeks and months ahead
you will be asked to take on numerous roles in our meetings. To make this easier for you we
have prepared a brief outline of what each job entails. If you have questions please feel free to
contact more seasoned members for advice. Please bring this guide and your manuals with
you to every meeting to assist in completing your roles.
Remember to shake hands each time you arrive at or leave the lectern.
Sergeant at Arms
This meeting role entails watching the clock, and just prior to 7:00 p.m. assuring that the meeting
room door is closed, before proceeding to the lectern in order to officially start the meeting. The
SAA calls the meeting to order by hammering the gavel, asking the membership to turn off cell
phones, and then proceeds to introduce the Chairman for that evening’s meeting. Wait for the
Chairperson to reach the lectern, shake his or her hand, and return to your seat.
Balloteer
The job of the balloteer is to count the ballots after everyone has voted for each of the following:
Table Topics, Speeches and Evaluations (best evaluator is chosen from TT evaluator and speech
evaluators…General Evaluator is not eligible). Once all voting is completed the Balloteer fills in
the certificates, and when called upon proceeds to the lectern and presents the certificates to each
of the nightly winners. The balloteer only votes in the event of a tie. Also, if there is a first
time guest in attendance you will present them with a “guest certificate” at this time… guests do
not receive a certificate on subsequent visits.
Timer**
When you take on the job of timer you will sit at the timing lights. Be sure that you are familiar
with how the lights and the stop watch work prior to the start of the meeting. (Ask for assistance
if you are having difficulty.) You will time the Table Topics speeches (green at 1 minute, amber
at 1 ½ minutes, red at 2 minutes, and initiate applause at 2 minutes and 30 seconds). Also time
the TT evaluator, and all Manual Speeches and Evaluations including General Evaluator. Be sure
that you have been provided with timing requirements by the Speakers prior to their introduction.
You may also time portions of the Business meeting at the request of the Chairperson. You will
be asked to report on the times, so it is important to note all times on the timing sheet provided.
An invaluable guide for the novice member
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Battlefords Toastmasters #1512
Ah Counter
The job of the Ah Counter is to monitor the use of ahhs, umms, and fillers by club members. It
is important to ring the reminder bell when you hear these fillers, to help members to break this
habit. You will not ring the bell during the formal speeches in the second half of the meeting,
but you will still keep a list of who uses them. When called upon for your report you will list
who used fillers. Members are charged 10 cents per ah, or umm, to a maximum of 50 cents.
Word Master/Grammarian**
The Wordmaster/Grammarian must write a word of the day, its pronunciation and proper usage
on the flip chart prior to the meeting. The word should fit with the theme, if possible, and be a
word that is not commonly used. The Chairperson will call on you to introduce your word.
Remind members that if they fail to use the word of the day they will pay a 25-cent fine. Listen
carefully throughout the meeting and keep track of who uses the word. Also pay attention for
grammatical errors. You will be called on near the end of the meeting to report on who used the
word of the day and any grammatical errors.
Quizmaster
The job of quizmaster is to test our listening skills. Throughout the meeting listen closely to
what is said and make a list of questions. Questions should be specific. For example- if the
theme were movies – and the introduction question had been “name your favourite movie”, an
appropriate question would be “whose favourite movie is _________” or “what is Joan’s
favourite movie?” Have one question for each member in attendance.
Invocation/Thought for the day
The invocation or thought for the day should be something inspirational. Stand at your place and
read or recite your thought.
Toast
Whenever possible the toast should follow the theme. Be sure that everyone has a drink in front
of them. A toast can be made on almost any subject. State your “preamble” then ask the group
to “please rise, charge your glasses and join me in a toast to_______________” (then keep this
brief). The “______________” should be no more than 2 or 3 words… Any more than that and it
becomes unwieldy for the group to say it in unison.
Jokemaster/Funny story:
The joke should be told, not read. Practice ahead of time so that you can tell the story well.
Jokes should be appropriate for any audience. Stand at your place and tell your joke, unless you
need to use gestures, in which case you would ask the Toastmaster if you may approach the
lectern.
An invaluable guide for the novice member
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Battlefords Toastmasters #1512
2 Minute Toastmaster
The 2 min. TM is a short educational session. It can be an excerpt from an article in the
Toastmasters magazine, something you may have seen on the website, an overview of the TM
structure (important for new members), etc. However, it must be no more than 2 min. in length.
Table TopicsMaster**
When it is your job to be Table Topics Master it is important that you do your homework. You
should prepare 3 or 4 questions. The subjects can follow the evening’s theme, or be based on
current events or other subjects of widespread interest. When called on to lead Table Topics,
you will approach the lectern, shake the Toastmaster’s hand and then proceed to describe the
reason/rules of Table Topics as outlined below. (If there are guests in attendance inform them
that they are not required to participate, but you will present a couple of questions before asking
them if they would like to take part.)
“This is an opportunity for us to learn to think on our feet…to deliver a one to two minute
speech, with an opening, body and closing, with a minimum of preparation. Table Topics
prepares us for situations when we would like to make ourselves understood in a concise
manner, without previous preparation. The Timer will turn on the green light at one minute, the
amber at 1½ and the red at 2 minutes, the Timer will initiate applause if the speaker has not
wrapped up by 2 minutes 30 seconds.”
If possible, the Table Topics Master should pick people that are not heavily scheduled to
participate in Table Topics. In summary, present questions, pick participants, call for Timer’s
report, remind people to vote for best Table Topics Speaker, then return the lectern to the
Toastmaster.
Table Topics Participant**
When you are chosen as a table topics participant listen carefully to the question and ask for it to
be repeated if you are unsure. A strong opening will often entail repeating the question. Follow
that with information to support your opinion or views on the question and then close by
summarizing what you have said. Watch the lights and begin your closing as soon as you see the
amber light.
As a Table Topics participant, if you receive a subject you are unable to speak on you may
bridge to a subject you feel more comfortable with, but this must be done in a smooth
manner…bridge being the key word here. If you do bridge to a different subject you should
attempt to bring the subject back to the original question with your summary.
As fellow Toastmasters, if we see that the participant seems to be getting stuck, we can help out
by supplying ideas so that the person may speak longer. The participant should not acknowledge
other members but incorporate the ideas smoothly into their response.
An invaluable guide for the novice member
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Battlefords Toastmasters #1512
Table Topics Evaluator**
The job of TT Evaluator is to give the TT speakers constructive feedback on their “mini
speeches”. It is generally a good idea to decide ahead of time what you are going to watch
for…eye contact, content, did they have an opening, body and conclusion, did they use
appropriate gestures, etc. Listen closely during the presentations, and at the conclusion the
Toastmaster will call you forward for your evaluation. Depending on time you can do either an
individual or a global evaluation.
Speaker**
You are about to give a speech! How exciting. When you are preparing to give any speech be
sure to read through the ‘manual project’ to ensure that the speech you are planning will fit the
criteria of the project. If you aren’t sure, discuss this with your mentor or any veteran member of
your club. Be sure to type/write out the ‘objectives’ of your speech (they are found in the side
bar on the first page of the project, along with the time of your speech and the title. Hand this to
the Toastmaster so he/she can introduce you properly. Practice your speech to ensure that you are
within the allotted time frame for this particular project. We suggest that you present at least the
first 3 or 4 projects in the Competent Communicator manual in their proper order. Projects 5-10
may be presented in any order you wish.
Speech Evaluators**
When you are evaluating a manual speech, it is important to talk with the speaker prior to his or
her presentation. Read through the criteria for the speech in the speaker’s manual, as well as the
points for evaluation on the evaluating form in the manual. The General Evaluator will call on
you to present your oral report when you are ready. Your oral report should be an overview of
the speech and need not answer each of the individual questions outlined on the Evaluation form.
Fill the form in for the speaker’s information. When evaluating always remember the sandwich
method – praise, ideas for improvement, followed by more praise. No whitewash evaluations.
We don’t learn if points for improvement are not brought to our attention in a kind and gentle
manner. Return lectern to the General Evaluator.
General Evaluator**
The job of General Evaluator entails listening closely and evaluating all parts of the meeting that
are not evaluated by someone else. A General Evaluation Sheet can be found in the lectern.
When called forward by the Toastmaster, ask for the Timer’s report on the speeches and then ask
for the time to be set for a 2 ½ minute break for people to write their comments to the speakers.
After the break, evaluate the meeting – room set-up, flow of the meeting, how things were
handled by Chairperson, Toastmaster, etc. Point out things that could be improved. Call on the
Speech Evaluators to evaluate the manual speeches. After speech evaluations, call on your
helpers for their reports (Timer and Wordmaster/Grammarian). Be very cognizant of time and
shorten your remarks as it is imperative that the meeting end by 9:00 p.m. Return lectern to the
Toastmaster.
An invaluable guide for the novice member
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Battlefords Toastmasters #1512
Chairman
The Chairman takes over the meeting from the Sgt at Arms and begins by welcoming everyone.
Next, it is important to note any program changes. This should be discussed with the
Toastmaster prior to the beginning of the meeting. Then, the Chairman calls on the Wordmaster
to introduce the word of the day. It is the job of the Chairman to choose the “question of the
day” which accompanies introductions.
After everyone has introduced him or herself, and answered the question of the day, the
Chairman calls on the person on the agenda to present the Invocation/Thought for the day,
followed by the Toast. Note: It is important that the Chairman initiates applause after
introducing each role. After the Toast, the Chairman relinquishes the lectern to the Toastmaster
to lead the next part of the meeting.
The Toastmaster will call the Chairman back to the lectern to run the Business Meeting.
Call business meeting to order. “I call the meeting to order at (time)”
Confirm assigned Parliamentarian is present.
Ask secretary to read minutes of last meeting.
Ask for any errors or omissions? If none, “I declare the minutes be adopted as read.” If
yes, “I declare the minutes be adopted as corrected.”
5. Ask for any Unfinished Business
6. Ask for any Club Officer Reports
7. Ask for any New Business
8. Ask for any Educational Business (not binding on the Club, time permitting)
9. Adjourn 7:50 p.m.
10. Call for Parliamentarian’s Report
1.
2.
3.
4.
Generally, when a motion is presented, write down the exact wording of the motion because
you’ll have to restate the motion before the voting. Ask for a seconder, state “Seconded by
(name)”. State the motion “The motion (or amended motion) we have on the floor is… any
debate or discussion on this motion?” After all discussion, call for the vote and state how you
would like people to vote “All those in favour raise your right hand” Jot down the count, always
ask for the opposing vote “All those opposed?” Then state “motion carried” or “motion
defeated” based on the vote. If it is close, you call for the vote again by asking people to stand.
(There is also a handy Chairman Cheat Sheet which you may refer to. Copies can be found in the
lectern.)
At the end of the Business Meeting, the Chairman calls for the parliamentarian’s report, and then
adjourns the meeting for coffee break. After 10 minutes, the Chair reconvenes the meeting,
thanks the person who supplied lunch and turns the meeting back to the Toastmaster for the next
portion of the meeting.
The Chairman will be called back to the lectern to close the meeting by calling for the mystery
greeter, checking on the status of next week’s agenda, calling for guest comments, and asking for
announcements for the “Betterment of Toastmasters”. Then the Chairman adjourns the meeting.
To help the flow of the meeting it is preferable if the Chairperson sits near the front of the room.
An invaluable guide for the novice member
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Battlefords Toastmasters #1512
Parliamentarian
The job of Parliamentarian is to monitor the parliamentary procedure used throughout the
Business Meeting. When taking on the position of Parliamentarian one should use the
Parliamentary Procedure at a Glance book that is in the lectern as reference. Make notes through
out the business meeting of strengths and weaknesses of the Chairman. You may be called upon
throughout the meeting to advise the Chair on questions of parliamentary procedure. This
position is generally filled by a more senior member of the club, but being parliamentarian is a
great learning experience.
Toastmaster**
The main job of the Toastmaster is to keep the meeting flowing. It is important for the TM to
have fillers (preferably thematic) as well as prepared introductions for each of the major roles on
the agenda. Follow the side-bar of the agenda in order to know when you should be returning to
the lectern.
The Toastmaster will start by explaining the program, either by going over the major points or by
calling on the persons doing each of the different jobs. This is very important if we have guests
or new members. Next, you will introduce the Table Topics Master, and then the TT Evaluator.
Next call on the Jokemaster, and then pass the meeting back to the Chairman.
In the second portion of the meeting you will call up the Speakers. It is very important for the
Toastmaster to have an appropriate introduction for each Speaker; outlining the objectives of
their speech, the title, time, etc. Talk to the speakers at the break to find out if they need the
lectern moved, props, etc. After all the speakers have finished call on the General Evaluator.
The GE turns the meeting back to you, at which time you will call on the 2 minute Toastmaster,
the Ah Counter, the Balloteer and the Quizmaster. After their reports, turn the meeting back to
the Chairman. To help the flow of the meeting it is preferable if the Toastmaster sits near the
front of the room.
Mystery Greeter
The job of Mystery Greeter is an anonymous one. You may be asked by the Executive Sergeant
at Arms (person who sets up the meeting room), to be Mystery Greeter for the meeting. The
mystery greeter monitors whether or not members make an effort to shake everyone’s hand.
When you are asked to be the Mystery Greeter, wait for others to approach you…do not
approach others in order to shake their hand. At the end of the meeting the Chairman will call on
you for your report. Rise at your seat, and announce who, if anyone failed to shake your hand.
An invaluable guide for the novice member
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