Transferring Meeting Control Using Introductions

Introducing the next person to take the lectern is a courtesy of good meeting protocol. The three meeting leaders, Toastmaster, Table Topics Master and General Evaluator are responsible for most of the control transferring in meetings. Each leader should identify the purpose of the meeting segment they are leading and manage the flow of participants in that segment. This is done with introductions to bring members up to the lectern to present, and a “thank-you” as control returns to the meeting leader. Even meeting leaders need introductions to assist the person who is bringing them to the lectern.

Speakers with an introduction for the meeting leader to bring them up to the lectern demonstrate they are prepared. An introduction is often a brief bio with background or experience relevant to the task to be performed. The introduction could include the speaker’s name, relevant background, the speaker’s task or subject, and again, the name of the speaker coming to take control of the lectern and the meeting.

Here is a Basic Introduction format for a speech evaluator:

“(Evaluator’s full name) has been in Toastmasters (# of months, years, # of speech projects completed, or TM designation). (Evaluator’s first name) finds that feedback is a valuable tool, allowing speaker’s to create positive change and growth. In the evaluation of “(speaker’s full name),” (Evaluator’s first name) will share his/her reactions to (speaker’s first name) presentation. Please welcome (Evaluator’s full name)."

This is simply a suggestion; tailor your introductions to fit you. For roles other than prepared speech projects try to keep your introduction to less than 30 or 40 seconds, your speaking is the focus not your introduction.

Membership in Toastmasters clubs often varies with new members coming and other members taking leave. Another benefit of introducing everyone is that it develops awareness and facilitates your club’s interpersonal connections. Having a computer printed bio sheet and/or a prepared introduction for your meeting role facilitates clear and effective meetings. Create a few bios and introductions to have with you wherever you go and you will become a welcomed and popular speaker.

The Meeting Role of "Timer"

The Timer monitors and supports the clubs time management. In a meeting, the Timer operates a stopwatch and a light signal box with three lights: GREEN, YELLOW and RED. The three meeting leaders need to keep the meeting on schedule; and the prepared speakers, table topics speakers and evaluators need to be aware of speaking times. Effective meetings start and end on time.

A stopwatch indicating minutes and seconds times the presentations. Keep a record of speaker’s names and times to be reported at the end of each meeting segment. The club then votes for the "Best" and awards ribbons. However, speaking 31 seconds or more under, or 31 seconds or more over the targeted time disqualifies a speaker for awards.

Light signal boxes can be electrical and plugs into a standard outlet or battery powered. The lights operate one at a time by individual switches. Test the lights and demonstrate them when describing the Timer's duties so everyone understands and can see how the lights work.

Speakers

• 2 minutes of requested time remaining, the GREEN light is turned on and remains on until
• 1 minute remains, the YELLOW light is switched on and remains on until
• the full requested time is reached, the RED light goes on and remains on until the speaker concludes

Table Topic Speakers (for a 1 to 2 minute Table Topic target, as in Contest Competition)

• GREEN light is turned on at 1 minute
• YELLOW light is turned on at 1 minute and 30 seconds
• RED light goes at 2 minutes and remains on until the speaker has concluded

Evaluators

• GREEN light is switched on at 2 minutes
• YELLOW light at 2 minutes and 30 seconds
• RED light goes at 3 minutes and remains on until the speaker has concluded

If a project requires special timing cues, arrange this prior to the meeting with the Timer and the Toastmaster to facilitate smooth flowing meetings.

Club New Member Induction Ceremony

New members are voted into a club by the current members. Clubs have an issued charter as a sub-set of the larger Toastmasters organization. Therefore, we follow official procedures and protocol. New members are brought into clubs using a modified version of a Roberts Rules of Order induction ceremony. The new members make a commitment to the club and the existing members make a commitment to the new members. It is a fun ceremony where everyone is recognized and acknowledged. Some clubs give new members Toastmasters pins signifying membership.

Club Sergeant At Arms' Duties

Arrive early for each meeting and set up the room placement with the following:

• Flag, Banner, Timing Lights and Stop Watch
• Lectern and Gavel, Ballots, Ribbons and/or Awards
• Speaker and Functionary Name Cards, and any other items required by Club for meetings
• Begin meeting on time by giving a single rap of the gavel
• Briefly and energetically introduce the member giving the Invocation and Pledge

Inform Treasurer of materials needed by the Club to support orderly flow of the meeting
Attend all officer meetings and training programs
Prepare successor for office

Club Secretary's Duties

Maintain Club records in appropriate files, these include records of:

1. Club meetings, Business meetings
2. Individual achievements such as CC, ACB, CL, etc.
3. Winners of best speech, best evaluator and best table topics at each meeting
4. Winners and runners up for speech contests

Notify Newsletter Editor and Web Master of all individual achievements and winners
Attend all officer meetings and training programs
Prepare your successor for office

Club Vice President of Education Duties

1. Plan weekly meeting role schedule, include slots for Ice Breakers, new member inductions, business meetings, and contests
2. Publish meeting role schedule for members to plan participation - Schedule roles from three weeks to three months in advance - Follow-up with members to ensure they are achieving their goals
3. Assign a mentor to each new member
4. Sign speaker’s communication and leadership manuals as they accomplish projects
5. Order all necessary educational materials and plan club contests. Order contest trophies in conjunction with District guidelines
6. Chart members’ progress to track the Club’s progress in the Distinguished Club program
7. Maintain club copies of the Better Speaker Series and the Successful Club Series, plan to have six speeches from each of these programs every year
8. Stand in for club President in case of absence
9. Attend all officer meetings and training programs
10. Prepare successor for office

The Grammarian's Role & Report Form

Prior to the meeting:

• Confirm meeting role with the Toastmaster and/or General Evaluator.
• Select a “Word of the Day” or, if words are pre-selected, familiarize yourself with the meaning and usage. The purpose is to help increase our vocabulary. Look for words that will fit into normal conversation.
• Print the word, its part of speech and a brief definition, in letters large enough to see from the back of the room. Alternately, make a few copies to display around the room.
• Prepare a sentence showing how the word is used.
• Be prepared to explain the duties of the Grammarian.

Upon arrival at the meeting:

• Display the “Word of the Day” at the front of the room or around the room as appropriate.

During the meeting:

• Listen carefully to word usage.
• Write down any awkward use or misuse of the English language, including sentences that are incomplete or change direction in midstream, and the names of the persons who said it (excluding non-Toastmaster guests).
• Write down any creative use of English or descriptive language that enhances a speech, and the names of the persons (including any non-Toastmaster guests) using it.
• Record the members who used the “Word” or any derivative of the word for your report.
• When called on by the General Evaluator, give a report from your notes. When pointing out errors, offer a correct usage.
• The report should take no more than 1 minute. Your duty is to provide a report, not to give a speech or an evaluation.

A Grammarian's Report Form is shown here and is also printable from this link.

Creating An Introduction

From Toastmasters International "The Better Speaker Series"

This presentation focuses on the need for effective speech introductions and how to create them. The script/outline for this presentation is part of the club's ongoing educational program and is available in the club's educational materials library or from Toastmasters International. Ask your Vice President of Education about presenting this program to the club as part of the Advanced Leadership Bronze designation.

Conversing With Ease

Interpersonal Communication - Advanced Communication Manual

Project #1 – "Conversing With Ease" Objectives:

• Identify techniques to use in conversing with strangers.
• Recognize different levels of conversation.
• Initiate a conversation with a stranger.
• Use open-ended questions to solicit information for further conversation.
• Time 10-14 minutes

The Successful Negotiator

Interpersonal Communication - Advanced Communication Manual

Project #2 – "The Successful Negotiator" Objectives:

• Employ win/win negotiating strategies to achieve your goals.
• Enjoy the benefits of win/win negotiating.
• Time 10-14 minutes

Diffusing Verbal Criticism

Interpersonal Communication - Advanced Communication Manual Project #3 – "Diffusing Verbal Criticism" Objectives:

• Respond non-defensively to verbal criticism.
• Employ a five-step method to identify the problem, diffuse the attack and arrive at a solution.
• Time 10-14 minutes

The Coach

Interpersonal Communication - Advanced Communication Manual

Project #4 – "The Coach" Objectives:

• Determine reasons for someone’s substandard performance.
• Coach the person to improved performance.
• Time 10-14 minutes

Asserting Yourself Effectively

Interpersonal Communication - Advanced Communication Manual

Project #5 – "Asserting Yourself Effectively" Objectives:

• Enjoy the mental and physical benefits of being assertive.
• Employ the four-step method for addressing a problem and asking for help.
• Overcome resistance to your requests.
• Time 10-14 minutes

The Ice Breaker

Competent Communication Manual project # 1 "The Ice Breaker" Objectives:

• To begin speaking before an audience.
• To discover speaking skills you already have and skills that need some attention
• Time 4-6 minutes