speakeasy@sun
Club Protocol...
speakeasy@sun meets each Friday;
except holidays, etc.; at noon for an hour long weekly Toastmasters meeting.
(Here is our weekly schedule.)
Each Toastmasters club is
free to follow its own format for its meetings and speakeasy has evolved
its own format and style. All members cooperate in following this format,
resulting in productive and enjoyable meetings. If a member has suggestions
for modifying or improving these procedures, then the member should alert
a club officer and attend a board meeting to present their suggestion(s).
The board decides on behalf of the club; or, when appropriate, asks the
entire club to vote on an issue.
Here are some guidelines
that describe "Speakeasy protocol", and some explanation for new members...
Speaking
Opportunities and Other Responsibilities
As a member, you can contact
the Vice President Education (VPE)
to sign up for various roles. You can also contact the VPE directly, or
work with your mentor, to meet your goals.
If you know ahead of time
that you will not be available on any Friday, then please try
to find a replacement. If you feel that you are not getting adequate
opportunities or are being scheduled for the same role too frequently,
then please talk with the VPE and resolve it directly.
Once you are assigned to
a role, it is your responsibility to either attend the meeting or to find
a replacement. It is of course important for each individual to fulfill
this obligation. Otherwise it places an enormous and onerous load on the
Toastmaster of the day.
Before the Weekly
Meeting
Use the Toastmasters' checklist
(see below). It is a detailed
checklist of tasks for each functionary (including the audience!).
At
the Weekly Meeting
| 1. |
PUNCTUALITY: Try to be punctual
so that the meeting can start and end on time. (By participating
and conducting weekly meetings where time limits are rigidly adhered to
for every function, we can develop a keen sense of the importance of time.) If
you walk in late, then please shut the door as quietly as possible.
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| 2. |
NOISE: Try to keep extraneous
noise to a minimum. Avoid cross-talk with other attendees seated
beside you or across from you, especially when someone is speaking from
behind the lectern. That is both distracting for everyone and disrespectful
to the speaker.
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| 3. |
CLAPPING: Toastmasters clap
after anyone speaks. The Toastmaster usually leads the applause. New members
often ask why we clap so much. It is our way of affirming positively that
everyone (who stands up to speak on anything) has done a good job! It helps
form a supportive atmosphere at club meetings.
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| 4. |
LECTERN: You should always
wait at the lectern for the next speaker. Wait until the person comes up,
shake their hand, and *then* leave the lectern.
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| 5. |
STANDING when speaking:
Stand up any time that you speak to give a report, make an announcement,
deliver a table topic, etc. This focuses attention on you, 'gives you the
floor', and makes the flow of control obvious. This also gives you a chance
to work on your wobbly knees! It is less comfortable to speak in a 'formal'
situation than an informal one -- and a club meeting is the perfect rehearsal
stage!
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| 6. |
BEING ATTENTIVE: Try to
pay attention to each person who speaks. This really helps form a supportive
and positive atmosphere which helps us in our attempt to grow into better
speakers, thinkers, and leaders!
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| 7. |
ATTENDANCE: Attend meetings
-- and have fun! -- even when you are not aa functionary. You will provide
the audience that is close to a real-life situation -- a large crowd, cross-section
of backgrounds, varying levels of interest and expertise on speaker's subject,
etc. |
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to the top of the page
Weekly
Meeting Checklist...
Introduction
Guidelines
|
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Make them short, sweet,
colorful. |
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Be careful with Sun (or
any) confidential information. |
President,
Acting-President, or VP Education
BEFORE:
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Contact TM (one week in
advance). |
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Remind TM to contact speakers
(one week in advance). |
|
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Prepare intro to TM. |
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Prepare for business meeting
items. |
DURING:
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Start the meeting on time. |
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Welcome guests. |
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Conduct business meeting. |
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Introduce Toastmaster. |
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Ask guests for comments
at the end. |
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Adjourn the meeting |
Toastmaster
Duties
As TOASTMASTER, you are master
of ceremonies -- it's your meeting! You are responsible for making
sure that everyone understands what their role will be. (At the end of
this "checklist" are brief descriptions of the duties for Table Topics
Master and General Evaluator, which you can clip and send.)
During the meeting, you need
to be prepared to do whatever is necessary to make the meeting run smoothly;
make it crisp! As there are inevitable pauses in meetings (for instance,
when the vote tabulator has difficulty tabulating the results), it is a
good idea to prepare "filler material" for this contingency.
Keep an eye on the clock
throughout the meeting and adjust as necessary to keep things on schedule.
When you prepare the agenda, you can do the arithmetic for segments.
The templates have a schedule that works. You may want to adjust these
times for the various segments of the meeting. For example, if you have
two icebreakers scheduled, you may want to allot more time for table topics.
Consider choosing a theme
and/or word for the day. The notion is that if the Toastmaster has a particular
idea for a theme, the Toastmaster can discuss it with the speakers and
Table Topics Master to try to put together a meeting around it. It takes
some advance planning therefore. I think it's a nice idea but in
no way essential for a good meeting.
When you introduce those
giving prepared speeches, briefly mention the goals of the particular speech
(and/or any goals the speaker specifically mentioned). This will enormously
help the audience write constructive evaluation notes.
Make sure you know how to
pronounce the names of those you will introduce! And be sure to LEAD the
applause for those you introduce (and when they return control to you --
both transitions).
Before the
Meeting (One Week in Advance)
|
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Contact Table
Topics Master; obtain intro; discuss theme, if any; make sure the Table
Topics Master understands duties. |
|
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Contact Speaker
1; obtain intro; talk topic ; special info. |
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Contact Speaker
2; obtain intro; talk topic ; special info. |
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Contact General
Evaluator; obtain intro; ask GE to confirm the two evaluators; make sure
GE understands duties. |
|
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Contact Timer;
confirm. |
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Contact Grammarian;
confirm. |
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Contact Ah Counter;
confirm. |
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Contact Vote
Tabulator; confirm. |
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Contact Joke
Master; confirm. |
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Prepare list
of people Table Topics Master should NOT call on (speakers/evaluators/etc.). |
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Prepare hard
copy agenda. Here is
a sample agenda. (Yours does not need to be as elaborate.) |
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Give self-intro
to President. |
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REPEAT a day
in advance (shouldn't really be necessary but do it for speakers). |
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to the top of the page
During the Meeting
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1.
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Verify functionaries
are present. |
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2.
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Give timer cards/lights
to Timer. |
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3.
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Give Piggy Bank
to Ah Counter. |
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4.
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Make Opening
Remarks. |
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5.
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Describe the
theme/ relate incident/ read some lines. |
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6.
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Explain overall
meeting procedure/content. |
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7.
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Introduce functionaries
such as Timer, Grammarian, and Ah Counter. |
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8.
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Manage the time
limits of entire meeting (use agenda hardcopy). |
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9.
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Introduce Table
Topics Master. |
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10.
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After Table Topics
is done, ask for written comments. |
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11.
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Introduce Speaker
1. |
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12.
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After Speaker
1 is done ask for written comments. |
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13.
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Introduce Speaker
2. |
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14.
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After Speaker
2 is done ask for written comments. |
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15.
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Introduce General Evaluator
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| After
General Evaluator is done: |
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16.
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If there is time:
Ask the Ah Counter for the joke of the day. |
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17.
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Ask Vote Tabulator
for winners. |
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18.
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Announce winners
and award ribbons. |
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19.
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Make comments
(if any). |
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20.
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Return the meeting
to the President. |
After the meeting
|
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Convert the meeting agenda into meeting minutes by adding last minute changes of functionaries and speech winners. |
|
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Ask officers (tmi-officers@sun.com) for any club business if applicable and include them. |
If There are Any Guests
|
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Greet them when
they arrive. |
|
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Have them sign
guest book. |
|
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Give them literature
about the roles in the meeting and how to join. |
|
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Help them fill
out a nameplate (with the heavy dark pen -- readable!) |
|
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Invite them to
participate in table topics. |
|
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Follow up with
them after the meeting and see if they have any questions, concerns, misconceptions,
etc. |
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to the top of the page
Table
Topics Master Duties
BEFORE:
|
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Give introduction to TM. |
|
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Discuss theme with TM. |
DURING:
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Introduce theme if any. |
|
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Explain briefly what you
will do. (Each member has to answer. A guest always has the option to decline
to answer, etc.) |
|
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Highlight 'impromptu' nature
and value of TT session. |
|
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Watch the clock. Ask as
many Questions as time permits. (After you ask the members a few questions,
then you can ask one or more guests.) |
|
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Recap speaker names and
subject. |
|
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Ask Timer if all speakers
qualified. |
|
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Ask people to vote for Best
Table Topic Speaker (disqualify if overtime). |
|
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Return control to TM |
More details:
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1.
|
The Toastmaster
introduces you (you've sent the Toastmaster an introduction ahead of time).
The Toastmaster should have prepared for you a list of people NOT to call
on. The purpose is to allow people who are otherwise not participating
in the meeting to participate here. In any case, be sure not to call
on the Toastmaster or the speakers or the evaluators -- they all have opportunities
to speak already. |
|
2.
|
Start asking
questions! The point of the Table Topics segment of the meeting is
to give as many people as possible the opportunity to speak, to practice
impromptu speaking, to practice thinking on their feet!
So try to limit your own speaking.
Brief introductory remarks are
appropriate, but don't overdo it.
Try to keep things moving along
snappily.
Record or otherwise remember
who spoke and what they said.
|
| 3. |
Keep an eye on
the clock! Make sure you return control to the Toastmaster at the
scheduled time on the prepared agenda. You may not get to ask all
the questions you had prepared. |
| 4. |
Briefly summarize
the table topics speakers. |
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5.
|
Check with the
Timer to make sure everyone spoke for the prescribed amount of time. |
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6.
|
Invite people
to vote for the best table topics speaker. |
| 7. |
Return control
to the Toastmaster. |
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to the top of the page
Speaker Duties
BEFORE:
|
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Give title of
talk and manual chapter number to TM. |
|
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Give self intro to TM. |
|
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Contact Evaluator ; discuss
topic, special pints etc. |
|
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Find a substitute if you
cannot speak( at least a week in advance). |
DURING:
|
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Watch the clock! |
|
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Good luck!! |
General
Evaluator Duties
Mainly you're a sub-toastmaster
-- a traffic cop! Work with the Toastmasterr of the day to correct any problem,
etc.
BEFORE:
|
|
Contact BOTH evaluators
and confirm. Check with them that they understand their duties, who they
are evaluating, etc. (And they plan to be there of course!) |
|
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Get introductions from your
two evaluators. |
|
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Give self-intro to TM. |
|
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Read Effective Speech Evaluation
manual. It should be included in your basic materials. It's very slim,
and the main section of interest for you is probably "The General Evaluator's
Responsibilities" (page 9). |
DURING:
|
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You may have
a very brief comment, then... |
|
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Introduce Evaluator for
first speaker, explaining who they will be evaluating, the speech, the
manual number for speech, and whatever else is relevant. |
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Thank first Evaluator. |
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Introduce Evaluator for
second speaker, explaining who they will be evaluating, the speech, the
manual number for speech, and whatever else is relevant. |
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Thank second Evaluator. |
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Ask Timer for report. |
|
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Ask people to vote for best
table topic, evaluation, and speech (disqualify if overtime). |
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Ask Vote Tabulator to collect
votes. |
|
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Ask Grammarian for report. |
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Ask Ah Counter for report. |
|
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Make general comments on
meeting as a whole as you see fit. |
|
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Return control to Toastmaster. |
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to the top of the page
Evaluator Duties
BEFORE:
|
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Contact speaker;
discuss content, special items to evaluate etc. |
|
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Give self-intro to the General
Evaluator. |
DURING:
|
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Evaluate Speaker;
Be positive; Give specific suggestions. |
|
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Keep an eye on the clock. |
Timer Duties
BEFORE:
The Time Limits
for Various Speaking Roles
|
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Table Topic:
1-2 minutes +/- 15 seconds
(thus 0:45 - 2:15) |
|
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Prepared speech:
specified time +/- 30 seconds
typically 5-7 minutes; 4-6
minutes for an Ice Breaker
(thus typically 4:30 - 7:30
or 3:30 - 6:30) |
|
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Evaluation: 2-3
+/- 30 seconds
(thus 1:30 - 3:30) |
DURING:
|
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Time each table
topic, speech, and evaluation, clearly display the timing cards to the
speakers as follows...
Green: at minimum time ("You
can stop any time now.")
Yellow: at middle of specified
time range ("You should be getting close to the end!")
Red: at maximum time ("Whoa!
Stop now! You're into the grace period!") |
|
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Record the time spoken for
each table topic, speech, and evaluation. |
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When called upon, give brief
report: "Everyone qualified." Or, "So-and-so did not speak within the time
limits." |
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to the top of the page
Grammarian
Duties
DURING:
|
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Write report on all grammatical
errors or awkward usage as well as elegant usage of the English language. |
|
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When called upon, give brief
report. |
Ah Counter
Duties
BEFORE:
|
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Put the Ah Counter cheese
bank in front of you. |
DURING:
|
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When you are explaining
your duties at the beginning of the meeting, mention the cost...
For members: 5 cents for
each 'ah', etc., with a maximum of 25 cents. You subtract 5 cents for each
usage of the word of the day.
For guests: Nothing. Mention
that guests are exempt from any payment. |
|
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Ah counter asks if any speakers would like to be reminded of Ahs at the beginning of the meeting (perhaps during the time of explaining the Ah function), if so, use the new sign to signal the speakers who request... |
|
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Count each 'ah', 'um', and
unnecessary pause or verbal filler from each attendee who opens their mouth. |
|
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When called upon by the
TM, give brief report of who said what. Note: The report is to help everyone
improve, *not* to humiliate or to embarrass anyone. |
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If necessary, then start
passing around the cheese bank. |
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to the top of the page
Vote Tabulator
Duties
DURING:
|
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When GE asks, collect votes
from audience. |
|
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Count ballots for Table
Topic, Evaluation, and Speech. Clearly write down who won in each category,
then hand the results to the TM. |
Audience Duties
BEFORE:
|
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Arrive before the meeting
starts. |
|
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Greet the other attendees.
Introduce yourself to those that you do not know. |
|
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Make sure that you and each
guest has a copy of the agenda, evaluation form, etc. |
DURING:
AFTER:
|
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Ask the guests if they have
any question, thank them for attending, etc. |
|
|
Clean your space, throw
away garbage, etc. |
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