Showing posts with label Meeting Guides. Show all posts
Showing posts with label Meeting Guides. Show all posts
Monday, November 14, 2011
Friday, June 04, 2010
Seven Tips for Effective Evaluation
How can we deliver an effective evaluation during a Toastmasters' meeting? What is the best way of giving feedback to a speaker? I'm sure these questions are in the mind of anyone who is given the role of evaluating a speaker.
Let me share to you what I feel to be the seven (7) important rules for giving effective feedback when performing the role of an evaluator during a Toastmasters' meeting. There could be more, but we can start with these ones. Interestingly, most of these are the same rules that one should observe when giving feedback to anyone whether that is in the office, at home, or to friends.
Somebody said that "feedback is the breakfast of champions"- well, I guess that could only be true if the feedback is given properly. Feedback can be helpful or destructive, depending on the intent and the manner by which it is given. Just think about those times when you were inspired after getting a sincere and honest commendation from someone. Or recall a time when you received a criticism and ended up focusing on questioning the motive rather than reflecting on the validity of the feedback.
1. Driven by desire to help. To me, this is the foundation of all effective feedback. At the core of every successful evaluation is the heart that cares. You can make make this as your mantra before you start doing the evaluation. You are there to help. So make it sure that your language, your style, your delivery, your structure, and your observations are all in sync with that purpose.
2. Focus on the Speech Project's Objectives. Given your limited time which is about 2 minutes, you can only say so much. Thus, your observations and delivery should focus on the specific objectives of the speech project you are evaluating. If it is about the use of visual aids, then say something about the strong and weak points in the way the speaker utilized the visual aids. You can always share all your other observations during a one-on-one talk with the speaker after the meeting.
3. Observe thoroughly, convey limitedly. It is good to be thorough during your observation. Try to capture all strong and weak points relevant to the speech's objectives. This way, you have enough data to choose from. However, when it is time to deliver your evaluation, you have to trim down your observations to about 4 key points (2-strong points and 2 recommendations). Make the 'editor's cut' no matter how discomforting that may sound to you.
4. Use a Definite Structure. A good structure will allow you to manage your time well during your delivery of the evaluation. One good example of a solid evaluation structure is the use of the Kiss-Kick-Kiss formula, or otherwise known as Commend-Recommend-Commend. It is a sandwhich approach that emphasizes the strengths without ignoring the opportunities for improvement. Another style is to structure your observations around the speech's objectives. In this style, you can cite the extent to which the speaker achieved an objective, plus the strong and weak points, then your recommendations. Then you repeat the same process in reference to another objective.
The above talks about the structure of your entire evaluation. But what about the structure of a specific feedback? What is a good outline for citing a strong or weak point? One technique is to use the Behavior-Impact-Recommendation.
Behavior - what did the speaker say or do? ("I noticed that..." or "When you...")
Impact - what was the impact of what the speaker said/did in achieving the speech's objectives? I felt that..., "I thought that..."
Commendation/Recommendation- what can you commend or recommend? "I'd like to see more that ... in your next speeches", "I feel that You may want to consider ..."
5. Start right, end right. Just like any other speech, your evaluation should have proper opening and closing statements.
During your opening, it is always good to build rapport with the speaker first before sharing your feedback right away. A simple greeting and a congratulations would go a long way in easing the tension of the speaker. You can also give the speaker an assurance about your positive intent.
Your closing statement should reflect an encouraging tone. For example, you can summarize the strong points, express your desire to hear his next speech, or invite the audience to applaud the speaker.
6. Use "I" Language. Avoid using "We," "S/he," "The speaker," "You" - these words lack accountability. You have to own your feedback. Saying something like "we feel that..." assumes that the audience share your observations which is not necessarily the case. Words like "he or she or the speaker" are too impersonal.
7. Talk to the speaker and not to the audience. Just remember that your feedback should be directly given to the speaker. You are not there to report your observations to the audience. The audience are simply there to indirectly learn in the process. Your key focus is the speaker. To do this, you need to maintain eye contact with the speaker most of the time and using direct, conversational tone.
However, you can also involve the audience from time to time. You can confirm your observation with them just to reinforce your message. You can invite them to clap for the speaker. But their involvement should be seen as just a brief interlude to a main event that features the speaker as the principal character.
Giving feedback can be an enriching experience for both you and the other person. Whether that is in a Toastmasters' meeting or involving somebody else in another setting, the principles that govern effective feedback are essentially the same. They have to be given with the right intent, to the right person, at the right time, and in the right manner.
Let me share to you what I feel to be the seven (7) important rules for giving effective feedback when performing the role of an evaluator during a Toastmasters' meeting. There could be more, but we can start with these ones. Interestingly, most of these are the same rules that one should observe when giving feedback to anyone whether that is in the office, at home, or to friends.
Somebody said that "feedback is the breakfast of champions"- well, I guess that could only be true if the feedback is given properly. Feedback can be helpful or destructive, depending on the intent and the manner by which it is given. Just think about those times when you were inspired after getting a sincere and honest commendation from someone. Or recall a time when you received a criticism and ended up focusing on questioning the motive rather than reflecting on the validity of the feedback.
1. Driven by desire to help. To me, this is the foundation of all effective feedback. At the core of every successful evaluation is the heart that cares. You can make make this as your mantra before you start doing the evaluation. You are there to help. So make it sure that your language, your style, your delivery, your structure, and your observations are all in sync with that purpose.
2. Focus on the Speech Project's Objectives. Given your limited time which is about 2 minutes, you can only say so much. Thus, your observations and delivery should focus on the specific objectives of the speech project you are evaluating. If it is about the use of visual aids, then say something about the strong and weak points in the way the speaker utilized the visual aids. You can always share all your other observations during a one-on-one talk with the speaker after the meeting.
3. Observe thoroughly, convey limitedly. It is good to be thorough during your observation. Try to capture all strong and weak points relevant to the speech's objectives. This way, you have enough data to choose from. However, when it is time to deliver your evaluation, you have to trim down your observations to about 4 key points (2-strong points and 2 recommendations). Make the 'editor's cut' no matter how discomforting that may sound to you.
4. Use a Definite Structure. A good structure will allow you to manage your time well during your delivery of the evaluation. One good example of a solid evaluation structure is the use of the Kiss-Kick-Kiss formula, or otherwise known as Commend-Recommend-Commend. It is a sandwhich approach that emphasizes the strengths without ignoring the opportunities for improvement. Another style is to structure your observations around the speech's objectives. In this style, you can cite the extent to which the speaker achieved an objective, plus the strong and weak points, then your recommendations. Then you repeat the same process in reference to another objective.
The above talks about the structure of your entire evaluation. But what about the structure of a specific feedback? What is a good outline for citing a strong or weak point? One technique is to use the Behavior-Impact-Recommendation.
Behavior - what did the speaker say or do? ("I noticed that..." or "When you...")
Impact - what was the impact of what the speaker said/did in achieving the speech's objectives? I felt that..., "I thought that..."
Commendation/Recommendation- what can you commend or recommend? "I'd like to see more that ... in your next speeches", "I feel that You may want to consider ..."
5. Start right, end right. Just like any other speech, your evaluation should have proper opening and closing statements.
During your opening, it is always good to build rapport with the speaker first before sharing your feedback right away. A simple greeting and a congratulations would go a long way in easing the tension of the speaker. You can also give the speaker an assurance about your positive intent.
Your closing statement should reflect an encouraging tone. For example, you can summarize the strong points, express your desire to hear his next speech, or invite the audience to applaud the speaker.
6. Use "I" Language. Avoid using "We," "S/he," "The speaker," "You" - these words lack accountability. You have to own your feedback. Saying something like "we feel that..." assumes that the audience share your observations which is not necessarily the case. Words like "he or she or the speaker" are too impersonal.
7. Talk to the speaker and not to the audience. Just remember that your feedback should be directly given to the speaker. You are not there to report your observations to the audience. The audience are simply there to indirectly learn in the process. Your key focus is the speaker. To do this, you need to maintain eye contact with the speaker most of the time and using direct, conversational tone.
However, you can also involve the audience from time to time. You can confirm your observation with them just to reinforce your message. You can invite them to clap for the speaker. But their involvement should be seen as just a brief interlude to a main event that features the speaker as the principal character.
Giving feedback can be an enriching experience for both you and the other person. Whether that is in a Toastmasters' meeting or involving somebody else in another setting, the principles that govern effective feedback are essentially the same. They have to be given with the right intent, to the right person, at the right time, and in the right manner.
Saturday, January 03, 2009
Toastmasters Meeting Guide: President
Behind the scenes, you will ensure that every one – officers, speakers, and role players are well briefed. Let the Vice President for Education, his AVP, and the Toastmaster of the Evening work together to run the meeting, but be ready to pitch in at any point when necessary.In the meeting, you will communicate a professional yet encouraging tone and ensure a high quality of meeting execution.
Set the tone among the officers to present to everyone a warm, motivating environment. Be appreciative of guest evaluators who go out of their way to help the club. Let newcomers feel welcome. Continuously motivate the officers by praising them for jobs well done.
Here are some reminders.
Before the meeting:
-Let the VP for Education take the lead, but be ready to assist when necessary.
-Be ready to coach role players who are not yet familiar with the processes.
-Welcome all guests who come in. Introduce non-Toastmaster guests to the VP for Membership.
-Point out and help remedy anything that is not according to plan or standards.
During the meeting:
-Call the meeting to order by saying: “As the President of the Butter N Toast Toastmasters Club, I call this meeting to order.” Then, bang the gavel twice.
-Introduce the leader of the Invocation and the Toastmaster’s Promise
-Enthusiastically introduce the Toastmaster of the Evening.
-When the program is about to end, let the TM of the PM turn over the proceedings to you.
-Seek guest comments. Encourage them to come back.
-Lead a discussion of business matters.
-Thank people for attending and participating in the meeting.
-Adjourn the meeting by banging the gavel once.
After the meeting:
-Thank guest evaluators and encourage new guests to come back. Thank and praise noteworthy performances.
Checklist:
-Gavel
-Introduction of the TM of the PM
-Business Matters
Toastmasters Meeting Guide: VP Education
You are the behind the scenes director of every meeting. You plan the program and coordinate with the different people playing roles in the meeting.
Here are your reminders.
The day before the meeting:
-Send reminders to the speakers, role players, and evaluators.
-Finalize, print, and replicate the program.
Before the meeting:
-Follow up on every role player so that you can revise the program to accommodate last minute no-shows. You may also have to shuffle the program sequence if some major players are running late. Be ready to take other roles if necessary.
-Brief the TM of the PM and the General Evaluator.
-Be ready to coach role players who are not yet familiar with the processes.
-Welcome all guests who come in. Introduce non-Toastmaster guests to the VP for Membership.
During the Meeting:
-In the absence of the President, you will preside over the meeting. Consult President’s Kit.
-In the Business Matters segment, assign the roles for the next meeting. Get commitment from the speakers. Fill out the form.
After the meeting:
Checklist:
-Printed Program
-Meeting Kits
-Next Meeting Form
Here are your reminders.
The day before the meeting:
-Send reminders to the speakers, role players, and evaluators.
-Finalize, print, and replicate the program.
Before the meeting:
-Follow up on every role player so that you can revise the program to accommodate last minute no-shows. You may also have to shuffle the program sequence if some major players are running late. Be ready to take other roles if necessary.
-Brief the TM of the PM and the General Evaluator.
-Be ready to coach role players who are not yet familiar with the processes.
-Welcome all guests who come in. Introduce non-Toastmaster guests to the VP for Membership.
During the Meeting:
-In the absence of the President, you will preside over the meeting. Consult President’s Kit.
-In the Business Matters segment, assign the roles for the next meeting. Get commitment from the speakers. Fill out the form.
After the meeting:
Checklist:
-Printed Program
-Meeting Kits
-Next Meeting Form
Toastmasters Meeting Guide: VP Membership
With an eye toward converting guests into members, your job is to communicate to the potential member that Toastmasters is a motivational environment for them to learn skills and develop confidence. Make the experience as pleasurable and rewarding as possible.
Here are your reminders.
Days before the meeting:
-Send out an invitation to members, past guests, and potential guests. Use e-mail, text, chikka, and other channels.
Before, during, and after the meeting:
-Greet guests and let them sign the Attendance Sheet.
-Formally welcome new members to the club.
-Help guests willing to join complete the Application for Membership.
-Coordinate with the Treasurer regarding payments.
-Coordinate with the VP for Education about scheduling new members for their Icebreaker speech.
-In the Absence of both the President and the VP for Education, you will preside over the meeting. Consult President’s Kit.
Checklist:
-Attendance Sheet
-Application Forms for Membership
-Icebreaker Copies
Here are your reminders.
Days before the meeting:
-Send out an invitation to members, past guests, and potential guests. Use e-mail, text, chikka, and other channels.
Before, during, and after the meeting:
-Greet guests and let them sign the Attendance Sheet.
-Formally welcome new members to the club.
-Help guests willing to join complete the Application for Membership.
-Coordinate with the Treasurer regarding payments.
-Coordinate with the VP for Education about scheduling new members for their Icebreaker speech.
-In the Absence of both the President and the VP for Education, you will preside over the meeting. Consult President’s Kit.
Checklist:
-Attendance Sheet
-Application Forms for Membership
-Icebreaker Copies
Toastmasters Meeting Guide: VP Public Relations
It is your job to get the news out there that BnT TMC is one of the most fun places to learn and develop one’s skills. So, if you’re doing a good job, guests should be coming in through the meeting doors at a frenetic pace. Get them in and keep them coming back.
Here are your reminders.
Before and after the meeting:
-Welcome all guests who come in. Introduce non-Toastmaster guests to the VP for Membership.
During the meeting:
-Announce upcoming District, Division, and Area events.
-Ask for contributions to the newsletter and web site.
Here are your reminders.
Before and after the meeting:
-Welcome all guests who come in. Introduce non-Toastmaster guests to the VP for Membership.
During the meeting:
-Announce upcoming District, Division, and Area events.
-Ask for contributions to the newsletter and web site.
Toastmasters Meeting Guide: Secretary
With an eye toward converting guests into members, your job is to communicate to the potential member that Toastmasters is a motivational environment for them to learn skills and develop confidence. Make the experience as pleasurable and rewarding as possible.
Here are your reminders.
Before, during, and after the meeting:
-Have guests and members fill out the attendance sheet.
-Welcome all guests who come in. Introduce non-Toastmaster guests to the VP for Membership.
During the meeting:
-Record meeting minutes.
-Fill out Program Report Form.
After the meeting:
-Remind members to email you their speech text to be uploaded to the blogs.
-Upload meeting minutes to blog sites and online newsletter.
Checklist:
-Program Report Form
Here are your reminders.
Before, during, and after the meeting:
-Have guests and members fill out the attendance sheet.
-Welcome all guests who come in. Introduce non-Toastmaster guests to the VP for Membership.
During the meeting:
-Record meeting minutes.
-Fill out Program Report Form.
After the meeting:
-Remind members to email you their speech text to be uploaded to the blogs.
-Upload meeting minutes to blog sites and online newsletter.
Checklist:
-Program Report Form
Toastmasters Meeting Guide: Treasurer
As Treasurer, you are to take care of financial matters in and out of the meeting.
Here are your reminders.
Before and after the meeting:
-Welcome all guests who come in. Introduce non-Toastmaster guests to the VP for Membership.
-Receive new member applications and payment.
During the meeting:
-Announce when fees are due, and explain fee structure.
After the meeting:
-Collect payment for Ah-count.
-Coordinate with Sergeant at Arms regarding any venue and food fees.
Here are your reminders.
Before and after the meeting:
-Welcome all guests who come in. Introduce non-Toastmaster guests to the VP for Membership.
-Receive new member applications and payment.
During the meeting:
-Announce when fees are due, and explain fee structure.
After the meeting:
-Collect payment for Ah-count.
-Coordinate with Sergeant at Arms regarding any venue and food fees.
Toastmasters Meeting Guide Seargent- at-Arms
You prepare the stage for the meeting by ensuring that the venue is conducive to learning and that the materials are complete and in the proper place.
Remember to:
Before the meeting:
-Coordinate all necessary reservations and payments with the venue representatives.
-Follow-up with the venue staff on the food to be served. Check that iced water is also served.
-Check the venue for:
-Comfortable temperature
-Good lighting
-Enough seats. Should the participants exceed the number of chairs, additional chairs can be easily and quickly provided.
-All Toastmasters meeting paraphernalia are complete and placed in the proper places:
-Banner is prominently placed and well presented.
-Gavel and Cue Cards are by the front
-Timing Equipment is by the back of the room. Light box is plugged in. All 3 lights are working, and replacement bulbs are available. Timer is functioning, with an emergency battery ready.
-Programs are placed where all participants can easily get a copy.
-Name tags and pens are available.
-All kits are distributed to the respective role players.
-5 minutes before the meeting starts, request everyone to sit, and advise them that the meeting will start soon.
During the meeting:
-At exactly 7 PM, get the attention of members and guests. Introduce the President of the Club.
-Monitor food and beverage consumption and coordinate with server if replenishments are necessary.
-Be ready to assist the timer or any participant who might need logistical assistance.
After the meeting:
-Collect all kits and paraphernalia and properly store them.
-Coordinate with the Treasurer regarding settling of bills.
-Leave the venue clean. Check for any items that might have been left behind by the members and guests.
Checklist:
-Money for rental and food
-Club banner
-Timing Equipment:
-Timer with extra battery
-Signal device:
-Light box
-Extra light bulbs
-Extension cord
-RYG cardboards
-Programs
-Name Tags and Pens
-Extra pens for role players and evaluators
-All Meeting Kits
Remember to:
Before the meeting:
-Coordinate all necessary reservations and payments with the venue representatives.
-Follow-up with the venue staff on the food to be served. Check that iced water is also served.
-Check the venue for:
-Comfortable temperature
-Good lighting
-Enough seats. Should the participants exceed the number of chairs, additional chairs can be easily and quickly provided.
-All Toastmasters meeting paraphernalia are complete and placed in the proper places:
-Banner is prominently placed and well presented.
-Gavel and Cue Cards are by the front
-Timing Equipment is by the back of the room. Light box is plugged in. All 3 lights are working, and replacement bulbs are available. Timer is functioning, with an emergency battery ready.
-Programs are placed where all participants can easily get a copy.
-Name tags and pens are available.
-All kits are distributed to the respective role players.
-5 minutes before the meeting starts, request everyone to sit, and advise them that the meeting will start soon.
During the meeting:
-At exactly 7 PM, get the attention of members and guests. Introduce the President of the Club.
-Monitor food and beverage consumption and coordinate with server if replenishments are necessary.
-Be ready to assist the timer or any participant who might need logistical assistance.
After the meeting:
-Collect all kits and paraphernalia and properly store them.
-Coordinate with the Treasurer regarding settling of bills.
-Leave the venue clean. Check for any items that might have been left behind by the members and guests.
Checklist:
-Money for rental and food
-Club banner
-Timing Equipment:
-Timer with extra battery
-Signal device:
-Light box
-Extra light bulbs
-Extension cord
-RYG cardboards
-Programs
-Name Tags and Pens
-Extra pens for role players and evaluators
-All Meeting Kits
Toasmasters Meeting Guide: Invocation and Toastmasters Promise
The Invocation is a positive and inspiring way to start the meeting. It should be brief and it should consider the audience.
Here are some reminders.
Before the meeting:
-Check the composition of members and guests to ensure that the invocation is inclusive and not offensive.
-Prepare a brief (30 second) invocation that will inspire the audience and will set a positive tone for the meeting.
-Stand or sit close to the front just before the meeting starts.
During the meeting:
-When introduced by the President after the meeting is called to order, move to the front, shake the President’s hand and invite the participants to stand.
-Lead the invocation.
-Ask the participants to raise their right hands and then lead them to reading the Toastmaster’s Promise.
After the meeting:
-Submit this kit to the Sergeant at Arms
Checklist:
-Invocation
-Toastmaster’s Promise
Invocation Samples:
INSPIRATIONAL 1
Ralph Waldo Emerson said, “Speech is power: speech is to persuade, to convert, to compel.”
Friends, you have this power. This power to use language to share your ideas, to touch hearts, and to bring about change. As Toastmasters, you have the power to speak and share, to explain and to entertain, to inspire and to influence. They say, “With great power comes great responsibility.” Friends, your responsibility is to share your talents and ideas. Let tonight be a night of great speeches. May tonight also be a night of learning, of fun and bonding. May we learn from each other. May we find meaning in other people’s messages. May we use our skills to encourage and entertain others. May we continue to grow so that we can become better communicators and leaders. May everyone use the power of speech to persuade, to convert, and to compel.
INSPIRATIONAL 2
Ralph Smedley said: “We learn best in moments of enjoyment."
So, Toasties, let’s have fun and let’s learn much tonight.
INSPIRATIONAL 3
Dear Toastmasters, let me share with you a story of tenacity.
The story of Ralph Smedley’s early work with Toastmasters is a testimony to insight and tenacity. While working for the YMCA, he discovered that many young men were tongue-tied and awkward in their presentations. To help them improve, he created a club where they could practice public speaking in an atmosphere of acceptance and assistance. The idea was a success – the young men’s skills improved. However, the club was not self-sustaining. Four times, Dr. Smedley was transferred by his employer, and each time a club he left behind eventually died. After 16 years, he was finally transferred to Santa Ana, California, where his concept of self-sustaining clubs for the practice and improvement of public speech grew into reality, establishing a strong-enough foothold to thrive on their own.
Dr. Smedley established Toastmasters as “a nonprofit, noncommercial movement, for the benefit of its members,” and never made a penny from his creation. He worked for the YMCA until retirement at the age of 63 and then volunteered his services to Toastmasters until shortly before his death at 87.
Friends, we are here tonight because of the vision and the never-give-up attitude of Dr. Smedley. Let us not give up on our dreams. Let’s continue to learn. Let us continue to grow as communicators and leaders.
ECUMENICAL
We are grateful to be here today to experience fellowship with people who share the passion for learning, leadership, and public speaking. It is such a privilege to be able to find the time from our busy schedules to feed our brains and our hearts. Inspire us. Teach us. Guide our speakers tonight. Reward them for their preparation and encourage them to keep on going one step higher in developing themselves. Lead the evaluators that they will speak positive words that will encourage and educate. Let every person here have the hunger to learn and a vision of what they want to be, to have, and to achieve. May this meeting help each person get where he wants to go. May every one find something amazing and life changing tonight.
CHRISTIAN
The apostle Paul encouraged the Ephesians: Let no corrupt communication proceed out of your mouth, but that which is good to the use of edifying, that it may minister grace unto the hearers.
Lord, we are here tonight in our Toastmasters journey. We thank You for the gift of communication. We thank You for the talents, the skills, the time, and energy that you have blessed us with. We ask you to bless everything that happens tonight. Let the speakers speak words that edify the audience. Let the evaluators minister to the speakers so that they will grow and learn. Let the audience be entertained and encouraged. We pray that everything we say will be a blessing to others. We ask this in the powerful name of Jesus Christ.
TOASTMASTERS PROMISE
As a member of Toastmasters International and my Club, I promise:
•To attend Club meetings regularly;
•To prepare all of my speeches to the best of my ability;
•To willingly prepare for and fulfill meeting assignments;
•To provide fellow members with helpful, constructive evaluations;
•To help the Club maintain the positive, friendly environment necessary for all members to learn and grow;
•To willingly serve my Club as an officer when called upon to do so;
•To treat my fellow Club members and our guests with respect and courtesy;
•To bring guests to Club meetings so they can see the benefits Toastmasters membership offers;
•To adhere to the guidelines and rules for all Toastmasters educational and recognition programs;
•To maintain honest and highly ethical standards
during the conduct of all Toastmasters activities
Here are some reminders.
Before the meeting:
-Check the composition of members and guests to ensure that the invocation is inclusive and not offensive.
-Prepare a brief (30 second) invocation that will inspire the audience and will set a positive tone for the meeting.
-Stand or sit close to the front just before the meeting starts.
During the meeting:
-When introduced by the President after the meeting is called to order, move to the front, shake the President’s hand and invite the participants to stand.
-Lead the invocation.
-Ask the participants to raise their right hands and then lead them to reading the Toastmaster’s Promise.
After the meeting:
-Submit this kit to the Sergeant at Arms
Checklist:
-Invocation
-Toastmaster’s Promise
Invocation Samples:
INSPIRATIONAL 1
Ralph Waldo Emerson said, “Speech is power: speech is to persuade, to convert, to compel.”
Friends, you have this power. This power to use language to share your ideas, to touch hearts, and to bring about change. As Toastmasters, you have the power to speak and share, to explain and to entertain, to inspire and to influence. They say, “With great power comes great responsibility.” Friends, your responsibility is to share your talents and ideas. Let tonight be a night of great speeches. May tonight also be a night of learning, of fun and bonding. May we learn from each other. May we find meaning in other people’s messages. May we use our skills to encourage and entertain others. May we continue to grow so that we can become better communicators and leaders. May everyone use the power of speech to persuade, to convert, and to compel.
INSPIRATIONAL 2
Ralph Smedley said: “We learn best in moments of enjoyment."
So, Toasties, let’s have fun and let’s learn much tonight.
INSPIRATIONAL 3
Dear Toastmasters, let me share with you a story of tenacity.
The story of Ralph Smedley’s early work with Toastmasters is a testimony to insight and tenacity. While working for the YMCA, he discovered that many young men were tongue-tied and awkward in their presentations. To help them improve, he created a club where they could practice public speaking in an atmosphere of acceptance and assistance. The idea was a success – the young men’s skills improved. However, the club was not self-sustaining. Four times, Dr. Smedley was transferred by his employer, and each time a club he left behind eventually died. After 16 years, he was finally transferred to Santa Ana, California, where his concept of self-sustaining clubs for the practice and improvement of public speech grew into reality, establishing a strong-enough foothold to thrive on their own.
Dr. Smedley established Toastmasters as “a nonprofit, noncommercial movement, for the benefit of its members,” and never made a penny from his creation. He worked for the YMCA until retirement at the age of 63 and then volunteered his services to Toastmasters until shortly before his death at 87.
Friends, we are here tonight because of the vision and the never-give-up attitude of Dr. Smedley. Let us not give up on our dreams. Let’s continue to learn. Let us continue to grow as communicators and leaders.
ECUMENICAL
We are grateful to be here today to experience fellowship with people who share the passion for learning, leadership, and public speaking. It is such a privilege to be able to find the time from our busy schedules to feed our brains and our hearts. Inspire us. Teach us. Guide our speakers tonight. Reward them for their preparation and encourage them to keep on going one step higher in developing themselves. Lead the evaluators that they will speak positive words that will encourage and educate. Let every person here have the hunger to learn and a vision of what they want to be, to have, and to achieve. May this meeting help each person get where he wants to go. May every one find something amazing and life changing tonight.
CHRISTIAN
The apostle Paul encouraged the Ephesians: Let no corrupt communication proceed out of your mouth, but that which is good to the use of edifying, that it may minister grace unto the hearers.
Lord, we are here tonight in our Toastmasters journey. We thank You for the gift of communication. We thank You for the talents, the skills, the time, and energy that you have blessed us with. We ask you to bless everything that happens tonight. Let the speakers speak words that edify the audience. Let the evaluators minister to the speakers so that they will grow and learn. Let the audience be entertained and encouraged. We pray that everything we say will be a blessing to others. We ask this in the powerful name of Jesus Christ.
TOASTMASTERS PROMISE
As a member of Toastmasters International and my Club, I promise:
•To attend Club meetings regularly;
•To prepare all of my speeches to the best of my ability;
•To willingly prepare for and fulfill meeting assignments;
•To provide fellow members with helpful, constructive evaluations;
•To help the Club maintain the positive, friendly environment necessary for all members to learn and grow;
•To willingly serve my Club as an officer when called upon to do so;
•To treat my fellow Club members and our guests with respect and courtesy;
•To bring guests to Club meetings so they can see the benefits Toastmasters membership offers;
•To adhere to the guidelines and rules for all Toastmasters educational and recognition programs;
•To maintain honest and highly ethical standards
during the conduct of all Toastmasters activities
Toasmasters Meeting Guide:Toastmaster of the Evening/ Day
As the host of the program, you are to create an atmosphere of interest, expectation, and receptivity. You will steer the program to ensure that goals are met and that guests and members leave feeling that they have enjoyed the meeting and learned how to be better communicators.
Here are some reminders to help you set the tone for a productive and enjoyable meeting.
Before the meeting:
-Discuss with the Vice President for Education and the General Evaluator the program, the meeting theme, and any changes to the printed program.
-Prepare an icebreaker or introduction exercise that goes with the theme.
-Check if the program role players are all in.
-Prepare Introductions for the Prepared Speakers, Table Topics Master, and the General Evaluator. Capture the following points for the prepared speakers:
-Speech Project
-Objectives of the Speech (You may ask the Individual Evaluator to read
the objectives)
-Title
-Evaluator
-Name of Speaker
-Prepare remarks to bridge gaps between program segments.
-Sit near the front of the room.
-Remind the prepared speakers and the Table Topic Master to sit close to the front of the room.
-Find somebody who can evaluate you using your Leadership Manual.
During the meeting:
-The President will introduce you. Thank the President and then take control of the proceedings.
-Preside with sincerity, energy, and decisiveness. Take your audience on a pleasant journey and make them feel that all is going well. Do not apologize for any glitches that might not be apparent to them anyway.
-Introduce the icebreaker/introduction process. Be extra warm and attentive to guests to make them feel welcome.
-Always lead the applause before and after each session.
-Shake the hand of each participant before and after her presentation.
-Introduce the Table Topic Master as you would any speaker. Very briefly share what Table Topics is. You do not need to go into detail since the TTM will give the details.
-Introduce the General Evaluator as you would any speaker. The General Evaluator will then introduce the evaluation team before every evaluation.
-After the evaluation segment, warmly thank the audience. Share some closing remarks, and turn the proceedings to the President.
After the meeting:
-Ask for your Leadership Manual. Discuss your evaluation if anything is unclear.
Checklist:
-Program
-Speaker Introductions
-Icebreaker/Introduction of Members and Guests
-Pen
-Your Leadership Manual
Here’s a summary of the Toastmaster of the Evening’s Roles in the meeting:
Toastmasters Quick Facts
INTERNATIONAL - THEN
•Founded in 1924
•By Ralph Smedley
•In Santa Ana, California.
•As an all-male club.
•Accepted female members in 1973.
INTERNATIONAL - NOW
•TM is now headquartered in Rancho Santa Margarita, California
•Has nearly 235,000 members
•11,700 clubs
•in 92 countries
PHILIPPINES - THEN
•In 1938
•Mauro Baradi established the Philippine Toastmasters Club
•But WW2 broke out
•After the war, one of the PTMC members, Teodoro Kalaw, Jr. reorganized TM in the Philippines.
•1952 - First chartered club – Tamaraw TMC
PHILIPPINES - NOW
•Also called District 75
•With 2500 members
•in 155 clubs throughout the country.
•BnT is part of Area 16 of Division B.
Before the meeting, you may want to review some basic information about Toastmasters. Do not memorize this information. Pick some points you think might be relevant to the audience. Do not make the mistake of reading this information for your audience.
What is Toastmasters?
•From a humble beginning in 1924 at the YMCA in Santa Ana, California, Toastmasters International has grown to become a world leader in helping people become more competent and comfortable in front of an audience. The nonprofit organization now has nearly 226,000 members in 11,500 clubs in 92 countries, offering a proven – and enjoyable! – way to practice and hone communication and leadership skills.
Most Toastmasters meetings are composed of approximately 20 people who meet weekly for a couple of hours. Participants practice and learn skills by filling a meeting role, ranging from giving a prepared speech or an impromptu one to serving as timer, evaluator, or grammarian.
There is no instructor; instead, each speech and meeting is critiqued by a member in a positive manner, focusing on what was done right and what could be improved.
How Does It Work?
Toastmasters makes learning fun!
This non-profit organization offers a proven – and enjoyable – way to practice communication and leadership skills. Here's how it works:
•A Toastmasters meeting is a learn-by-doing workshop in which participants hone their speaking and leadership skills in a friendly atmosphere.
•Members learn communication skills by working in the Competent Communication manual, a series of 10 self-paced speaking assignments designed to instill a basic foundation in public speaking. Participants learn skills related to use of humor, gestures, eye contact, speech organization and overall delivery. When finished with this manual, members can choose from 15 advanced manuals to learn skills related to specific interests.
•Members also learn leadership skills by taking on various meeting roles and serving as officers at the club and district levels, and by working in the Competent Leadership manual and the High Performance Leadership program. In our learn-by-doing approach, we don't lecture our members about leadership skills; we give them responsibilities and ask them to lead.
Thousands of corporations sponsor in-house Toastmasters clubs. Businesses and government organizations have discovered that Toastmasters is an effective, cost-efficient means of meeting their communication training needs.
Why Join?
Survey after survey shows that presentation skills are crucial to success in the workplace. Many people pay high fees for seminars to gain the skill and confidence necessary to face an audience. Toastmasters provides an option that is less expensive and held in high regard in business circles. This organization has been around for more than 84 years and offers a proven – and enjoyable – way to practice and hone communication and leadership skills.
You will:
•Learn to communicate more effectively
•Become a better listener.
•Improve your presentation skills
•Increase your leadership potential
•Become more successful in your career
•Build your ability to motivate and persuade
•Reach your professional and personal goals
•Increase your self confidence.
You do this by:
•Building speaking and leadership skills with time-tested methods
•Focusing on areas of interest in our self-paced curriculum
•Receiving suggestions for improvement through constructive evaluations
Toastmasters programs are . . .
•Inexpensive
•Interactive
•Convenient
•Friendly
•Supportive
More than four million people have discovered the benefits of this proven learning formula. What are you waiting for?
How to Join
•After you attend a meeting, you can apply for membership (minimum age 18.)
•At the meeting, ask for a membership application.
•Membership is affordable:
oPhP3,500 new member fee to cover your first 6 months
oPhP2,500 every 6 months
•The club officer will send your application and fees to Toastmasters’ World Headquarters.
•In the ideal world, your New Member Kit should arrive in the mail in about 10 days.
Information from: http://www.toastmasters.org/
About Toastmasters in the Philippines
Toastmasters Philippines is also called District 75. It has over 3,000 members in 155 clubs all over the country. The first Philippine club, Tamaraw TMC, started in 1938.
OBJECTIVES
10 Basic Speech Projects
1.The Icebreaker – 4 to 6 minutes
a.To begin speaking before an audience
b.To discover speaking skills the speaker already has and skills that need
some attention
2.Organize Your Speech – 5 to 7 minutes
a.To select an appropriate outline that to easily follow and understand the speech
b.To make the message clear, with supporting material directly contributing to that message
c.To use appropriate transitions when moving from one idea to another
d.To create a strong opening and conclusion
3.Get to the Point – 5 to 7 minutes
a.To select a speech topic and determine its general and specific purposes
b.To organize the speech in a manner that best achieves those purposes
c.To project sincerity and conviction and control any nervousness one may feel
d.To strive not to use notes
4.How to Say It – 5 to 7 minutes
a.To select the right words and sentence structure to communicate one’s ideas clearly,
accurately, and vividly
b.To use rhetorical devices to entrance and emphasize ideas
c.To eliminate jargon and unnecessary words
d.To use correct grammar
5.Your Body Speaks – 5 to 7 minutes
a.To use stance, movement, gestures, facial expressions, and eye contact to express the
message and achieve the speech’s purpose
b.To make body language smooth and natural
6.Vocal Variety – 5 to 7 minutes
a.To use voice volume, pitch, rate, and quality to reflect and add meaning and interest to your
message
b.To use pauses to enhance the message
c.To use vocal variety smoothly and naturally
7.Research Your Topic – 5 to 7 minutes
a.To collect information about the topic from numerous sources
b.To carefully support points and opinions with specific facts, examples and illustrations
gathered through research
8.Get Comfortable with Visual Aids – 5 to 7 minutes
a.To select visual aids that are appropriate for the message and the audience
b.To use visual aids correctly with ease and confidence
9.Persuade with Power – 5 to 7 minutes
a.To persuade listeners to adopt one’s viewpoint or ideas to take some action
b.To appeal to the audience’s interests
c.To use logic and emotion to support one’s position
d.To avoid using notes
10.Inspire Your Audience – 8 to 10 minutes
a.To inspire the audience by appealing to noble motives and challenging the audience to
achieve a higher level of beliefs or achievement
b.To appeal to the audience’s needs and emotions, using stories, anecdotes and quotes to add
drama
c.To avoid using notes
Introduction Starters:
It gives me great pleasure to bring you…
Let’s welcome…
Let’s give a big hand to…
Let’s all greet…
Tonight we bring you…
_____ needs no introduction…
Let’s say hello to…
We have with us this evening…
Welcome…
Here is …
Heeeeeeere’s…
It’s a delight to bring you…
It’s a delight to present…
Welcome to the stage…
Add more:
______________________________________________________
______________________________________________________
______________________________________________________
______________________________________________________
______________________________________________________
Here are some reminders to help you set the tone for a productive and enjoyable meeting.
Before the meeting:
-Discuss with the Vice President for Education and the General Evaluator the program, the meeting theme, and any changes to the printed program.
-Prepare an icebreaker or introduction exercise that goes with the theme.
-Check if the program role players are all in.
-Prepare Introductions for the Prepared Speakers, Table Topics Master, and the General Evaluator. Capture the following points for the prepared speakers:
-Speech Project
-Objectives of the Speech (You may ask the Individual Evaluator to read
the objectives)
-Title
-Evaluator
-Name of Speaker
-Prepare remarks to bridge gaps between program segments.
-Sit near the front of the room.
-Remind the prepared speakers and the Table Topic Master to sit close to the front of the room.
-Find somebody who can evaluate you using your Leadership Manual.
During the meeting:
-The President will introduce you. Thank the President and then take control of the proceedings.
-Preside with sincerity, energy, and decisiveness. Take your audience on a pleasant journey and make them feel that all is going well. Do not apologize for any glitches that might not be apparent to them anyway.
-Introduce the icebreaker/introduction process. Be extra warm and attentive to guests to make them feel welcome.
-Always lead the applause before and after each session.
-Shake the hand of each participant before and after her presentation.
-Introduce the Table Topic Master as you would any speaker. Very briefly share what Table Topics is. You do not need to go into detail since the TTM will give the details.
-Introduce the General Evaluator as you would any speaker. The General Evaluator will then introduce the evaluation team before every evaluation.
-After the evaluation segment, warmly thank the audience. Share some closing remarks, and turn the proceedings to the President.
After the meeting:
-Ask for your Leadership Manual. Discuss your evaluation if anything is unclear.
Checklist:
-Program
-Speaker Introductions
-Icebreaker/Introduction of Members and Guests
-Pen
-Your Leadership Manual
Here’s a summary of the Toastmaster of the Evening’s Roles in the meeting:
Tone Setter
Officer-in-Charge
Applause Leader
Speaker Introducer
Team Builder
Meeting Planner
Appreciation Giver
Session Facilitator
Time Manager
Energizer
Researcher
Officer-in-Charge
Applause Leader
Speaker Introducer
Team Builder
Meeting Planner
Appreciation Giver
Session Facilitator
Time Manager
Energizer
Researcher
Toastmasters Quick Facts
INTERNATIONAL - THEN
•Founded in 1924
•By Ralph Smedley
•In Santa Ana, California.
•As an all-male club.
•Accepted female members in 1973.
INTERNATIONAL - NOW
•TM is now headquartered in Rancho Santa Margarita, California
•Has nearly 235,000 members
•11,700 clubs
•in 92 countries
PHILIPPINES - THEN
•In 1938
•Mauro Baradi established the Philippine Toastmasters Club
•But WW2 broke out
•After the war, one of the PTMC members, Teodoro Kalaw, Jr. reorganized TM in the Philippines.
•1952 - First chartered club – Tamaraw TMC
PHILIPPINES - NOW
•Also called District 75
•With 2500 members
•in 155 clubs throughout the country.
•BnT is part of Area 16 of Division B.
Before the meeting, you may want to review some basic information about Toastmasters. Do not memorize this information. Pick some points you think might be relevant to the audience. Do not make the mistake of reading this information for your audience.
What is Toastmasters?
•From a humble beginning in 1924 at the YMCA in Santa Ana, California, Toastmasters International has grown to become a world leader in helping people become more competent and comfortable in front of an audience. The nonprofit organization now has nearly 226,000 members in 11,500 clubs in 92 countries, offering a proven – and enjoyable! – way to practice and hone communication and leadership skills.
Most Toastmasters meetings are composed of approximately 20 people who meet weekly for a couple of hours. Participants practice and learn skills by filling a meeting role, ranging from giving a prepared speech or an impromptu one to serving as timer, evaluator, or grammarian.
There is no instructor; instead, each speech and meeting is critiqued by a member in a positive manner, focusing on what was done right and what could be improved.
How Does It Work?
Toastmasters makes learning fun!
This non-profit organization offers a proven – and enjoyable – way to practice communication and leadership skills. Here's how it works:
•A Toastmasters meeting is a learn-by-doing workshop in which participants hone their speaking and leadership skills in a friendly atmosphere.
•Members learn communication skills by working in the Competent Communication manual, a series of 10 self-paced speaking assignments designed to instill a basic foundation in public speaking. Participants learn skills related to use of humor, gestures, eye contact, speech organization and overall delivery. When finished with this manual, members can choose from 15 advanced manuals to learn skills related to specific interests.
•Members also learn leadership skills by taking on various meeting roles and serving as officers at the club and district levels, and by working in the Competent Leadership manual and the High Performance Leadership program. In our learn-by-doing approach, we don't lecture our members about leadership skills; we give them responsibilities and ask them to lead.
Thousands of corporations sponsor in-house Toastmasters clubs. Businesses and government organizations have discovered that Toastmasters is an effective, cost-efficient means of meeting their communication training needs.
Why Join?
Survey after survey shows that presentation skills are crucial to success in the workplace. Many people pay high fees for seminars to gain the skill and confidence necessary to face an audience. Toastmasters provides an option that is less expensive and held in high regard in business circles. This organization has been around for more than 84 years and offers a proven – and enjoyable – way to practice and hone communication and leadership skills.
You will:
•Learn to communicate more effectively
•Become a better listener.
•Improve your presentation skills
•Increase your leadership potential
•Become more successful in your career
•Build your ability to motivate and persuade
•Reach your professional and personal goals
•Increase your self confidence.
You do this by:
•Building speaking and leadership skills with time-tested methods
•Focusing on areas of interest in our self-paced curriculum
•Receiving suggestions for improvement through constructive evaluations
Toastmasters programs are . . .
•Inexpensive
•Interactive
•Convenient
•Friendly
•Supportive
More than four million people have discovered the benefits of this proven learning formula. What are you waiting for?
How to Join
•After you attend a meeting, you can apply for membership (minimum age 18.)
•At the meeting, ask for a membership application.
•Membership is affordable:
oPhP3,500 new member fee to cover your first 6 months
oPhP2,500 every 6 months
•The club officer will send your application and fees to Toastmasters’ World Headquarters.
•In the ideal world, your New Member Kit should arrive in the mail in about 10 days.
Information from: http://www.toastmasters.org/
About Toastmasters in the Philippines
Toastmasters Philippines is also called District 75. It has over 3,000 members in 155 clubs all over the country. The first Philippine club, Tamaraw TMC, started in 1938.
OBJECTIVES
10 Basic Speech Projects
1.The Icebreaker – 4 to 6 minutes
a.To begin speaking before an audience
b.To discover speaking skills the speaker already has and skills that need
some attention
2.Organize Your Speech – 5 to 7 minutes
a.To select an appropriate outline that to easily follow and understand the speech
b.To make the message clear, with supporting material directly contributing to that message
c.To use appropriate transitions when moving from one idea to another
d.To create a strong opening and conclusion
3.Get to the Point – 5 to 7 minutes
a.To select a speech topic and determine its general and specific purposes
b.To organize the speech in a manner that best achieves those purposes
c.To project sincerity and conviction and control any nervousness one may feel
d.To strive not to use notes
4.How to Say It – 5 to 7 minutes
a.To select the right words and sentence structure to communicate one’s ideas clearly,
accurately, and vividly
b.To use rhetorical devices to entrance and emphasize ideas
c.To eliminate jargon and unnecessary words
d.To use correct grammar
5.Your Body Speaks – 5 to 7 minutes
a.To use stance, movement, gestures, facial expressions, and eye contact to express the
message and achieve the speech’s purpose
b.To make body language smooth and natural
6.Vocal Variety – 5 to 7 minutes
a.To use voice volume, pitch, rate, and quality to reflect and add meaning and interest to your
message
b.To use pauses to enhance the message
c.To use vocal variety smoothly and naturally
7.Research Your Topic – 5 to 7 minutes
a.To collect information about the topic from numerous sources
b.To carefully support points and opinions with specific facts, examples and illustrations
gathered through research
8.Get Comfortable with Visual Aids – 5 to 7 minutes
a.To select visual aids that are appropriate for the message and the audience
b.To use visual aids correctly with ease and confidence
9.Persuade with Power – 5 to 7 minutes
a.To persuade listeners to adopt one’s viewpoint or ideas to take some action
b.To appeal to the audience’s interests
c.To use logic and emotion to support one’s position
d.To avoid using notes
10.Inspire Your Audience – 8 to 10 minutes
a.To inspire the audience by appealing to noble motives and challenging the audience to
achieve a higher level of beliefs or achievement
b.To appeal to the audience’s needs and emotions, using stories, anecdotes and quotes to add
drama
c.To avoid using notes
Introduction Starters:
It gives me great pleasure to bring you…
Let’s welcome…
Let’s give a big hand to…
Let’s all greet…
Tonight we bring you…
_____ needs no introduction…
Let’s say hello to…
We have with us this evening…
Welcome…
Here is …
Heeeeeeere’s…
It’s a delight to bring you…
It’s a delight to present…
Welcome to the stage…
Add more:
______________________________________________________
______________________________________________________
______________________________________________________
______________________________________________________
______________________________________________________
Toasmasters Meeting Guide: Table Topics Master
Being Table Topic Master is fun and challenging. You must come prepared. Set the tone that this portion is an opportunity to learn, to gain confidence, and enjoy “thinking and speaking on one’s feet.”
Here are some reminders to enable you to be a great Table Topic Master.
Before the meeting:
-Check the program to determine who are playing major roles. They will be given the least priority to speak in this segment since one objective of Table Topics is to enable everyone to speak. You may pre-select your speakers before the meeting. Non-Toastmaster guests area also low in the priority list. You don’t want them to be traumatized about public speaking.
-Prepare any materials you may need.
-Find somebody who can evaluate you using your Leadership Manual.
During the meeting:
-After being introduced, briefly introduce the purpose of Table Topics.
-If necessary, explain the timing mechanics. Every speaker is given a minimum of 1 minute and a maximum of 2:30 minutes. You may request the timer to explain the signals.
-You may also introduce the PREP, SMG, PPP and other formats, but do not take too long. You may focus on just one format.
-Set the stage for the program. Keep your remarks brief, enthusiastic, and relevant. If the club has a “Word of the Day,” encourage the speakers to use the word in their response.
-Keep the program rolling by using brief transition spiels between speeches.
-Watch your total time.
Checklist:
-Questions
-Props, if necessary
-Pen
-Your Leadership Manual
Table Topic Speech Formats
When you are called upon to speak during the Table Topics segment:
•Listen carefully to the question.
•Try to present sensible, worthwhile ideas that add to the knowledge of others.
•Keep your remarks brief and to the point.
•You can refute or elaborate on ideas and information already presented to others.
•Do not apologize. This weakens your speech. Avoid lines like: “Well, that’s all I can say.” or “Sorry, I don’t know much about the subject.” or “I hope I didn’t bore you.”
You will be able to talk comfortably on virtually any subject – even those about which you know little – if you have several mental outlines to follow. Here are some outlines you may want to remember.
•PREP - When the question asks for your opinion, use the PREP outline. State your Point or opinion, and give a Reason why. Illustrate your point with an Example. Conclude by restating your Point.
•AIDA - When you want your listeners to take action, use the AIDA outline. Draw their Attention to the issue you wish to address. Create Interest by showing how this affects them. Instill a Desire in your audience to take action. State the Action(s) you recommend and call them to join you.
•SMG - The SMG outline can answer many types of questions. Begin with a Story that illustrates the point you want to stress. State your Message or the point you want to make. Expand your point with a Gain or moral of the story.
•PPF - Still another outline is PPF. Use it when your answer can be framed on a time-line or when you have three points to compare. Begin with your first points set in the Past. Move on to the next point, this time set in the Present. Lastly forecast your point set in the Future.
•The Two-point answer is the simplest outline. Here are some variations:
•Before and After
•Problems and Solutions
•Goals and Results
•Advantages and Disadvantages
You don’t need to have an encyclopedia of outlines in your head. Just remember one or two. Use them each time you are called in to answer an impromptu question and soon you will see the improvements in your impromptu speaking skills.
Here are some reminders to enable you to be a great Table Topic Master.
Before the meeting:
-Check the program to determine who are playing major roles. They will be given the least priority to speak in this segment since one objective of Table Topics is to enable everyone to speak. You may pre-select your speakers before the meeting. Non-Toastmaster guests area also low in the priority list. You don’t want them to be traumatized about public speaking.
-Prepare any materials you may need.
-Find somebody who can evaluate you using your Leadership Manual.
During the meeting:
-After being introduced, briefly introduce the purpose of Table Topics.
-If necessary, explain the timing mechanics. Every speaker is given a minimum of 1 minute and a maximum of 2:30 minutes. You may request the timer to explain the signals.
-You may also introduce the PREP, SMG, PPP and other formats, but do not take too long. You may focus on just one format.
-Set the stage for the program. Keep your remarks brief, enthusiastic, and relevant. If the club has a “Word of the Day,” encourage the speakers to use the word in their response.
-Keep the program rolling by using brief transition spiels between speeches.
-Watch your total time.
Checklist:
-Questions
-Props, if necessary
-Pen
-Your Leadership Manual
Table Topic Speech Formats
When you are called upon to speak during the Table Topics segment:
•Listen carefully to the question.
•Try to present sensible, worthwhile ideas that add to the knowledge of others.
•Keep your remarks brief and to the point.
•You can refute or elaborate on ideas and information already presented to others.
•Do not apologize. This weakens your speech. Avoid lines like: “Well, that’s all I can say.” or “Sorry, I don’t know much about the subject.” or “I hope I didn’t bore you.”
You will be able to talk comfortably on virtually any subject – even those about which you know little – if you have several mental outlines to follow. Here are some outlines you may want to remember.
•PREP - When the question asks for your opinion, use the PREP outline. State your Point or opinion, and give a Reason why. Illustrate your point with an Example. Conclude by restating your Point.
•AIDA - When you want your listeners to take action, use the AIDA outline. Draw their Attention to the issue you wish to address. Create Interest by showing how this affects them. Instill a Desire in your audience to take action. State the Action(s) you recommend and call them to join you.
•SMG - The SMG outline can answer many types of questions. Begin with a Story that illustrates the point you want to stress. State your Message or the point you want to make. Expand your point with a Gain or moral of the story.
•PPF - Still another outline is PPF. Use it when your answer can be framed on a time-line or when you have three points to compare. Begin with your first points set in the Past. Move on to the next point, this time set in the Present. Lastly forecast your point set in the Future.
•The Two-point answer is the simplest outline. Here are some variations:
•Before and After
•Problems and Solutions
•Goals and Results
•Advantages and Disadvantages
You don’t need to have an encyclopedia of outlines in your head. Just remember one or two. Use them each time you are called in to answer an impromptu question and soon you will see the improvements in your impromptu speaking skills.
Toasmasters Meeting Guide: Prepared Speaker
Thank you for accepting the challenge of delivering your speech. A successful delivery brings you one step closer to a new norm.
Here are some reminders.
Before the meeting:
• Check the program to find out when you are to speak.
• Fill out the Speaker Introduction Form and submit to the TM of the PM. Discuss with the TM of the PM how you would like to be introduced.
• Check all the materials or visual aids you might need to deliver the speech.
• Discuss with your evaluator any particular concerns or areas of focus.
• Hand over your manual to the evaluator.
• Sit close to the front of the room for quick and easy access to the stage.
During the meeting:
• While somebody else is speaking, focus on the speaker. Avoid studying your notes when someone else is talking.
• When introduced, smoothly leave your chair and walk to the stage.
• Shake the hand of the TM of the PM.
• As you begin your speech, acknowledge the audience.
• When finishing your speech, avoid thanking the audience. It is better to end with a call to action. Return the control back to the TM of the PM. Always wait for the TM of the PM to return to the stage, shake her hand, and then return to your seat.
• During the evaluation, listen intently for hints that will help you in future speeches.
After the meeting:
• Get your manual from your evaluator. If possible, discuss any questions you may have concerning your evaluation to clarify any misinterpretation.
• Have the Vice President for Education initial the Project Completion Record in the back of your manual.
• Schedule with the VP for Education your next speech.
• Seek the comments of other members.
Here are some reminders.
Before the meeting:
• Check the program to find out when you are to speak.
• Fill out the Speaker Introduction Form and submit to the TM of the PM. Discuss with the TM of the PM how you would like to be introduced.
• Check all the materials or visual aids you might need to deliver the speech.
• Discuss with your evaluator any particular concerns or areas of focus.
• Hand over your manual to the evaluator.
• Sit close to the front of the room for quick and easy access to the stage.
During the meeting:
• While somebody else is speaking, focus on the speaker. Avoid studying your notes when someone else is talking.
• When introduced, smoothly leave your chair and walk to the stage.
• Shake the hand of the TM of the PM.
• As you begin your speech, acknowledge the audience.
• When finishing your speech, avoid thanking the audience. It is better to end with a call to action. Return the control back to the TM of the PM. Always wait for the TM of the PM to return to the stage, shake her hand, and then return to your seat.
• During the evaluation, listen intently for hints that will help you in future speeches.
After the meeting:
• Get your manual from your evaluator. If possible, discuss any questions you may have concerning your evaluation to clarify any misinterpretation.
• Have the Vice President for Education initial the Project Completion Record in the back of your manual.
• Schedule with the VP for Education your next speech.
• Seek the comments of other members.
Toasmasters Meeting Guide: General Evaluator
You will evaluate everything and anything that happens in a meeting. The responsibilities are large, but so are the rewards. You head the evaluation team and will act as the host of the evaluation segment.
Here are some reminders to help you be an effective and inspiring General Evaluator.
Before the meeting:
• Check with the Toastmaster of the Evening and/or the VP for Education on how the program will be conducted and if there are any deviations from the plan.
• Call all of the evaluators to brief them on their jobs. Suggest that each prepared speech evaluator meets with the speaker before the meeting to discuss areas of focus for the evaluation. Emphasize that evaluations should be constructive, and the goal should be to help and encourage the speaker to improve in his next speech.
• Insure that each evaluator has the speaker’s manual.
• Sit near the back of the room to allow yourself full view of the meeting and its participants.
• Find somebody who can evaluate you using your Leadership Manual.
During the meeting:
• Take note of everything that happens or does not happen but should.
• Things to observe:
b.Venue and logistics, lighting, temperature, banners
c.Time management
d.Greeting of guests and members
e.The written program
f.Meeting standards
g.Speeches
h.Evaluation
• You may be called to explain some of the evaluation procedures during the Table Topic and Prepared Speeches segments.
• If time allows, you may request for a 5-10 minute break before the evaluation segment. When called to start the evaluation portion, briefly explain to the audience the rationale and the approach your evaluation will take.
• Introduce your evaluation team one by one as you call them to evaluate. Let each briefly state the purpose of his job.
• You are not to reevaluate the speakers unless you want to add something that was missed by the evaluator.
• Your job includes evaluating the evaluators. Highlight their strengths and suggest ways to improve.
• If time is an issue, some evaluators need not present their reports in front. They may stay by their seats.
• Wrap up by giving your general evaluation of the meeting and the Toastmaster of the Evening.
• Watch your total time.
Checklist:
• Program
• Pen
• Your Leadership Manual
• General Evaluation Form
Here are some reminders to help you be an effective and inspiring General Evaluator.
Before the meeting:
• Check with the Toastmaster of the Evening and/or the VP for Education on how the program will be conducted and if there are any deviations from the plan.
• Call all of the evaluators to brief them on their jobs. Suggest that each prepared speech evaluator meets with the speaker before the meeting to discuss areas of focus for the evaluation. Emphasize that evaluations should be constructive, and the goal should be to help and encourage the speaker to improve in his next speech.
• Insure that each evaluator has the speaker’s manual.
• Sit near the back of the room to allow yourself full view of the meeting and its participants.
• Find somebody who can evaluate you using your Leadership Manual.
During the meeting:
• Take note of everything that happens or does not happen but should.
• Things to observe:
b.Venue and logistics, lighting, temperature, banners
c.Time management
d.Greeting of guests and members
e.The written program
f.Meeting standards
g.Speeches
h.Evaluation
• You may be called to explain some of the evaluation procedures during the Table Topic and Prepared Speeches segments.
• If time allows, you may request for a 5-10 minute break before the evaluation segment. When called to start the evaluation portion, briefly explain to the audience the rationale and the approach your evaluation will take.
• Introduce your evaluation team one by one as you call them to evaluate. Let each briefly state the purpose of his job.
• You are not to reevaluate the speakers unless you want to add something that was missed by the evaluator.
• Your job includes evaluating the evaluators. Highlight their strengths and suggest ways to improve.
• If time is an issue, some evaluators need not present their reports in front. They may stay by their seats.
• Wrap up by giving your general evaluation of the meeting and the Toastmaster of the Evening.
• Watch your total time.
Checklist:
• Program
• Pen
• Your Leadership Manual
• General Evaluation Form
Toasmasters Meeting Guide: Table Topics Evaluator
The Table Topic Evaluator is one of the most challenging roles in a Toastmasters meeting. You need to be a good listener and synthesizer.
Here are some reminders to enable you to be a great Table Topic Master:
Before the meeting:
-Find somebody who can evaluate you using your Leadership Manual.
During the meeting:
-Record your impressions of the speeches as well as the Table Topic Master’s hosting. Pay attention to how the TTM was able to set the tone for the activity, how she was able to handle the transitions from one speech to another, and how she was able to end with a good synthesis of the Table Topic segment.
-When introduced, briefly explain your job and what evaluation approach you will take.
-Your time allotment is 1 minute per speaker, plus 2 minutes for the TTM.
-Include in your evaluations encouragement or praise as well suggestions for improvement. Be constructive.
Checklist:
-Pen
-Your Leadership Manual
-Table Topics Evaluation Report
Here are some reminders to enable you to be a great Table Topic Master:
Before the meeting:
-Find somebody who can evaluate you using your Leadership Manual.
During the meeting:
-Record your impressions of the speeches as well as the Table Topic Master’s hosting. Pay attention to how the TTM was able to set the tone for the activity, how she was able to handle the transitions from one speech to another, and how she was able to end with a good synthesis of the Table Topic segment.
-When introduced, briefly explain your job and what evaluation approach you will take.
-Your time allotment is 1 minute per speaker, plus 2 minutes for the TTM.
-Include in your evaluations encouragement or praise as well suggestions for improvement. Be constructive.
Checklist:
-Pen
-Your Leadership Manual
-Table Topics Evaluation Report
Toasmasters Meeting Guide: Individual Speech Evaluator
Your evaluation will develop your listening and communication skills. You will also help and encourage the speaker to advance in skills and confidence.
Here are some reminders to make the evaluation a mutually beneficial exercise.
Before the meeting:
• Discuss with the speaker what areas he would like to improve on or what skills he would like to strengthen. Listen actively, offer useful advice, motivate the speaker to work hard and improve.
• Get the speaker’s manual.
• Review the goals of the speech and the speaker. Study the project objectives as well as the evaluation guide in the manual.
• Check the program to find out when you are to speak.
• Meet briefly with the General Evaluator to confirm the evaluation format.
• Find somebody who can evaluate you using your Leadership Manual.
During the meeting:
• Record your impressions of the speech in the manual along with your answers to the evaluation questions. Be objective.
• When introduced, stand and give your oral evaluation. Address the audience and the speaker you’re evaluating. Begin and end with a note of encouragement or praise. Don’t try to cover too much in your talk, possibly one point on organization, one on delivery, and one on attainment of purpose. Give the speaker deserved praise and tactful suggestions.
After the meeting:
• Return the manual to the speaker. Add a verbal word of encouragement.
• Get your Leadership Manual. Discuss your evaluation if anything is unclear.
Checklist:
• Speaker’s Manual or Evaluation Pages
• Pen
• Your Leadership Manual
Other Pointers for Evaluating Speakers:
•Make the speaker feel good about giving the speech. You want to encourage them to deliver their next speeches.
•Highlight the positive. Studies have shown that organizations where people get feedback in a ratio of four praisings for every criticism are considered to have a positive atmosphere.
•Limit to a maximum of 3 areas for improvement. For new speakers, share 1 or 2 only.
•Focus on the objectives as stated in the manual.
•Be as specific as possible. Don’t just say statements like, “I love your speech.” Or “What a wonderful/great speech.” Tell them exactly what you liked about it, how it inspired you, how glad you are that he had the courage to deliver it, something that you learned about him or his topic.
•End your evaluation by affirming the person.
•Don’t challenge or rebut the content or the message of the speech. Evaluate the delivery and the speech structure.
•If you want to share other comments, you may share them after the meeting instead of during your evaluation speech.
Here are some reminders to make the evaluation a mutually beneficial exercise.
Before the meeting:
• Discuss with the speaker what areas he would like to improve on or what skills he would like to strengthen. Listen actively, offer useful advice, motivate the speaker to work hard and improve.
• Get the speaker’s manual.
• Review the goals of the speech and the speaker. Study the project objectives as well as the evaluation guide in the manual.
• Check the program to find out when you are to speak.
• Meet briefly with the General Evaluator to confirm the evaluation format.
• Find somebody who can evaluate you using your Leadership Manual.
During the meeting:
• Record your impressions of the speech in the manual along with your answers to the evaluation questions. Be objective.
• When introduced, stand and give your oral evaluation. Address the audience and the speaker you’re evaluating. Begin and end with a note of encouragement or praise. Don’t try to cover too much in your talk, possibly one point on organization, one on delivery, and one on attainment of purpose. Give the speaker deserved praise and tactful suggestions.
After the meeting:
• Return the manual to the speaker. Add a verbal word of encouragement.
• Get your Leadership Manual. Discuss your evaluation if anything is unclear.
Checklist:
• Speaker’s Manual or Evaluation Pages
• Pen
• Your Leadership Manual
Other Pointers for Evaluating Speakers:
•Make the speaker feel good about giving the speech. You want to encourage them to deliver their next speeches.
•Highlight the positive. Studies have shown that organizations where people get feedback in a ratio of four praisings for every criticism are considered to have a positive atmosphere.
•Limit to a maximum of 3 areas for improvement. For new speakers, share 1 or 2 only.
•Focus on the objectives as stated in the manual.
•Be as specific as possible. Don’t just say statements like, “I love your speech.” Or “What a wonderful/great speech.” Tell them exactly what you liked about it, how it inspired you, how glad you are that he had the courage to deliver it, something that you learned about him or his topic.
•End your evaluation by affirming the person.
•Don’t challenge or rebut the content or the message of the speech. Evaluate the delivery and the speech structure.
•If you want to share other comments, you may share them after the meeting instead of during your evaluation speech.
Toasmasters Meeting Guide: Language Evaluator
This special role is a true challenge to your listening abilities. As language evaluator, also called grammarian, you have two roles: to introduce new words to members and to comment on the use of English during the course of the meeting.
Here are some reminders to do a good job.
Before the meeting:
- Prepare your visual aid for the Word of the Day. You may post it somewhere visible.
- Find somebody who can evaluate you using your Leadership Manual.
During the meeting:
- When introduced prior to the introductions or table topics, announce the Word of the Day, state its part of speech, define it, and use it in a sentence. (Avoid obscure words. Select words that will be usable and will help build the members’ vocabulary.) Ask that anyone speaking during any part of the program use the Word of the Day.
- Pay attention to all speeches and evaluations and use the form in this kit to list down:
a. Germs- grammar lapses
b. Gems - creative words and phrases in gems.
-Take note of speakers who used the Word of the Day correctly.
- When called to present the language evaluation, explain your role briefly and give your report. Offer the correct usage when you enumerate the germs.
After the meeting:
- Submit this kit to the Sergeant at Arms
- Ask for your Leadership Manual. Discuss your evaluation if anything is unclear.
Checklist:
- Grammar Guide/ Book (optional)
- Pen
- Your Leadership Manual
-Language Evaluation Report
The Grammarian’s Glossary
Cliché - A trite or overused expression or idea, e.g.: "without further ado." However, I never met a cliché I couldn't like in a fresh or humorous context.
Dialect - A regional variety of language distinguished by pronunciation, grammar or vocabulary, especially a variety of speech differing from the standard literary language or speech pattern of the culture in which it exists.
Figure of Speech - An expression, such as metaphor or hyperbole, in which a non-literal and intensive sense of a word or words is used to create a forceful, dramatic or illuminating image.
Grammar - The study of a language as a systematically composed body of words that exhibit discernible regularity of structure and arrangement into sentences. It sometimes includes such aspects of language as the pronunciation of words, the meanings of words and the history of words.
Idiom - A speech form or expression of a given language that is peculiar to itself grammatically or that cannot be understood from the individual meaning of the elements, e.g., "put up with," "ill at ease," "how about." Also: A specialized vocabulary used by a group of people.
Informal - More appropriate for use in the spoken language than in the written language especially of business, technical or official communication.
Jargon - The specialized or technical language of trade, profession or similar group.
Nonstandard - Of, pertaining to, or indicating a level of language usage that is usually avoided by educated speakers and writers.
Slang - The nonstandard vocabulary of a given culture or subculture, consisting typically of arbitrary and often ephemeral coinages. Examples are: honcho, cool. Note: A term may receive contradictory labels of "slang" and "colloquialism" (informal speech).
Standard - Conforming to established educated usage in speech or writing.
Usage - The actual or expressed way in which a language or its elements are used, interrelated, or pronounced.
Here are some reminders to do a good job.
Before the meeting:
- Prepare your visual aid for the Word of the Day. You may post it somewhere visible.
- Find somebody who can evaluate you using your Leadership Manual.
During the meeting:
- When introduced prior to the introductions or table topics, announce the Word of the Day, state its part of speech, define it, and use it in a sentence. (Avoid obscure words. Select words that will be usable and will help build the members’ vocabulary.) Ask that anyone speaking during any part of the program use the Word of the Day.
- Pay attention to all speeches and evaluations and use the form in this kit to list down:
a. Germs- grammar lapses
b. Gems - creative words and phrases in gems.
-Take note of speakers who used the Word of the Day correctly.
- When called to present the language evaluation, explain your role briefly and give your report. Offer the correct usage when you enumerate the germs.
After the meeting:
- Submit this kit to the Sergeant at Arms
- Ask for your Leadership Manual. Discuss your evaluation if anything is unclear.
Checklist:
- Grammar Guide/ Book (optional)
- Pen
- Your Leadership Manual
-Language Evaluation Report
The Grammarian’s Glossary
Cliché - A trite or overused expression or idea, e.g.: "without further ado." However, I never met a cliché I couldn't like in a fresh or humorous context.
Dialect - A regional variety of language distinguished by pronunciation, grammar or vocabulary, especially a variety of speech differing from the standard literary language or speech pattern of the culture in which it exists.
Figure of Speech - An expression, such as metaphor or hyperbole, in which a non-literal and intensive sense of a word or words is used to create a forceful, dramatic or illuminating image.
Grammar - The study of a language as a systematically composed body of words that exhibit discernible regularity of structure and arrangement into sentences. It sometimes includes such aspects of language as the pronunciation of words, the meanings of words and the history of words.
Idiom - A speech form or expression of a given language that is peculiar to itself grammatically or that cannot be understood from the individual meaning of the elements, e.g., "put up with," "ill at ease," "how about." Also: A specialized vocabulary used by a group of people.
Informal - More appropriate for use in the spoken language than in the written language especially of business, technical or official communication.
Jargon - The specialized or technical language of trade, profession or similar group.
Nonstandard - Of, pertaining to, or indicating a level of language usage that is usually avoided by educated speakers and writers.
Slang - The nonstandard vocabulary of a given culture or subculture, consisting typically of arbitrary and often ephemeral coinages. Examples are: honcho, cool. Note: A term may receive contradictory labels of "slang" and "colloquialism" (informal speech).
Standard - Conforming to established educated usage in speech or writing.
Usage - The actual or expressed way in which a language or its elements are used, interrelated, or pronounced.
Toasmasters Meeting Guide: Ah Counter
Your task is to monitor the words and sounds used as crutch or pause fillers by anyone who speaks during the meeting. Note inappropriate interjections such as “well, and, but, so, you know, ah, um, er. You should also watch out for repeated words or phrases, such as “I,I” or “This means, this means.” In BnT, we also count the number of Ha-has to recognize those who use humor effectively.
Here are some reminders to be a good Ah-Counter:
Before the meeting:
-Find somebody who can evaluate you using your Leadership Manual.
During the meeting:
-Throughout the meeting, listen to everyone for crutch sounds and long pauses used as fillers and not necessary as part of the sentence structure. Count each utterance for each member and guest. Tally before your report.
-When introduced during the evaluation segment, you may share your report in front or by your chair, depending on the lead of the General Evaluator. Briefly explain your role and its importance, and then share your ah-count. You may highlight the ones who used the most and the least or no language crutches.
-Presenting the Ah-count is like presenting a mini speech. Use all speaking skills you have used previously. Try to have an interesting start, a substantial body, and a powerful close.
After the meeting:
-Submit this kit to the Sergeant at Arms.
-Ask for your Leadership Manual. Discuss your evaluation if anything is unclear.
Checklist:
-Grammar Guide (optional)
-Pen
-Your Leadership Manual
-Ah-Counter's Report
Here are some reminders to be a good Ah-Counter:
Before the meeting:
-Find somebody who can evaluate you using your Leadership Manual.
During the meeting:
-Throughout the meeting, listen to everyone for crutch sounds and long pauses used as fillers and not necessary as part of the sentence structure. Count each utterance for each member and guest. Tally before your report.
-When introduced during the evaluation segment, you may share your report in front or by your chair, depending on the lead of the General Evaluator. Briefly explain your role and its importance, and then share your ah-count. You may highlight the ones who used the most and the least or no language crutches.
-Presenting the Ah-count is like presenting a mini speech. Use all speaking skills you have used previously. Try to have an interesting start, a substantial body, and a powerful close.
After the meeting:
-Submit this kit to the Sergeant at Arms.
-Ask for your Leadership Manual. Discuss your evaluation if anything is unclear.
Checklist:
-Grammar Guide (optional)
-Pen
-Your Leadership Manual
-Ah-Counter's Report
Toasmasters Meeting Guide: Timer
By being the meeting’s timer, you develop your listening skills. You also have the chance to present a brief speech to help the speakers and the club manage time better.
Here are some reminders to help you in your role as a timer.
Before the meeting:
- Confirm scheduled participants with the TM of the PM, the General Evaluator, or the VP for Education. Confirm the time required for each segment.
- Set up the timer’s work station: timer or stopwatch, signal device (light box or RYG cards, or both). Sit where you are easily seen by the speakers.
- Find somebody who can evaluate you using your Leadership Manual.
During the meeting:
- Note what time the meeting started and ended. Time breaks from start to finish. You may include this in the final report if the break time was extended.
- When requested to do so, be ready to explain the timing rules and demonstrate the signal device.
- Throughout the meeting, signal each program participant on the time lapsed using the guide on the next page.
- Record each participant’s time.
- You may report all who participated, or you may choose to highlight only those who registered speech times that are less than minimum or more than maximum. Your report is also like a mini-speech. Use whatever skills you have learned about organizing and delivering your speech.
After the meeting:
- Return all the equipment, as well as this kit to the Sgt. at Arms.
- Ask for your Leadership Manual. Discuss your evaluation if anything is unclear.
Checklist:
- Speaker’s Manual
- Pen
- Your Leadership Manual
- Timer's Report
Here are some reminders to help you in your role as a timer.
Before the meeting:
- Confirm scheduled participants with the TM of the PM, the General Evaluator, or the VP for Education. Confirm the time required for each segment.
- Set up the timer’s work station: timer or stopwatch, signal device (light box or RYG cards, or both). Sit where you are easily seen by the speakers.
- Find somebody who can evaluate you using your Leadership Manual.
During the meeting:
- Note what time the meeting started and ended. Time breaks from start to finish. You may include this in the final report if the break time was extended.
- When requested to do so, be ready to explain the timing rules and demonstrate the signal device.
- Throughout the meeting, signal each program participant on the time lapsed using the guide on the next page.
- Record each participant’s time.
- You may report all who participated, or you may choose to highlight only those who registered speech times that are less than minimum or more than maximum. Your report is also like a mini-speech. Use whatever skills you have learned about organizing and delivering your speech.
After the meeting:
- Return all the equipment, as well as this kit to the Sgt. at Arms.
- Ask for your Leadership Manual. Discuss your evaluation if anything is unclear.
Checklist:
- Speaker’s Manual
- Pen
- Your Leadership Manual
- Timer's Report
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