Meeting Roles

Inspirational Moment

Take 1-2 minutes to give a short inspirational message, read a poem or quote an interesting person.

Educational Moment

Take 1-2 minutes to explain something that will help the members with leadership or public speaking.

Humorist Moment

Take 1-2 minutes to tell a funny story or give the audience something positive to think about.


TOASTMASTER of The Day

Toastmaster of the Day

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.


GENERAL EVALUATOR

General Evaluator

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. See Meeting Roles on the club website.
  • 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. 
  • When introduced at the end of the meeting by the Toastmaster, 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 except Prepared Speakers.
  • 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. 

GRAMMARIAN

Grammarian

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

For this role you do not need to call out individual participants in the meeting when you give your report. Simply state the creative uses of language or the grammatical errors that you notice. Keep track of the total number of times that you hear the Word of the Day. Use the following explanation when called on by the General Evaluator at the beginning of the meeting.

“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.” 


AH COUNTER

Ah Counter

Taking on this role improves observational and listening skills 

This role seems easy but it requires rapt attention to everything that happens throughout the meeting. Keep track of how many times you hear unnecessary words or sounds. The following can be used as your explanation of your role when called on by the General Evaluator to explain your role:

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.”


TIMER

Timer

Taking on this role improves time management skills.

When taking on this role be sure to keep the colored card or Zoom screen visible to the speaker until the next color comes up. Use the following explanation when introduced by the General Evaluator at the beginning of the meeting:

“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.” 

Timing Card Backgrounds for Zoom


ZOOM MASTER

Taking on this role improves technical skills for managing and working with online tools.

Your job is to introduce your role in the beginning of the meeting and give a report at the end when called upon by the General Evaluator. Explain that you will spotlight the speakers and will mute attendees when necessary. Ask attendees to use Reactions or Chat to notify Zoom Master of questions or intension to speak. Watch for how the attendees are using their screens. Do they have good lighting? Is their camera at the right angle? Is their sound clear? Give recommendations for using best practices for Online presence.

PREPARED SPEECH

Prepared Speech

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 be ready to 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. 

TABLE TOPICS MASTER

Table Topics

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

Give a short explanation of how to create an impromptu speech. Think of a theme and give the audience topics to stimulate ideas for short speeches. Call on experienced Toastmasters first to be an example for new members and guests. Ask guests if they would like to participate. When introduced by the Toastmaster of the Day, you can use the following introduction:

“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.” 


SPEECH EVALUATOR

Speech Evaluator

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.
  • The Toastmaster will introduce the Speaker but will call on you before that to give the speakers path, level, speech objectives as stated in the Pathways Guide and length of speech.
  • Take notes during the Speaker’s speech and be prepared when called on after Table Topics to give a short Evaluation 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. The time of the speech is also not your concern since the Timer takes care of that responsibility.
  • When giving any evaluation: begin with praise, add constructive criticism and always end in praise.