Meeting

A succesfull one looks like this:

In order to prepare it, here’s a list of what should be done by people with roles:

TOASTMASTER OF THE WEEK

  • Contact the Table Topic Master to obtain the theme of the meeting, the Word of the Day and the Warm-Up Question.
  • Prepare the agenda. Fill the names of people assigned to roles, project numbers and names, Table Topic, Warm-Up question and Word of the Day. Add an apropriate picture and a quote connected with the meeting’s theme – if those weren’t provided by the Table Topic Master, find them yourself.
  • REMEMBER TO PRINT THE AGENDAS AND BRING THEM TO THE MEETING!
  • Make sure all roles are assigned before the meeting, you can find up-to-date list on EasySpeek meeting page – if in doubt, contact Vice President of Education.

TABLE TOPIC MASTER

  • Prepare the theme of the meeting, that will also be the theme of Table Topic
  • Prepare 5-8 questions for the speakers. 6 is the optimal number. The questions should invoke answers from 1 up to 2 minutes long.
  • When preparing your questions:
    • Select ones that will inspire the speakers to expand on them, give their opinions, etc.
    • Make the questions as short and simple as possible.
    • Phrase them in such a way that the speaker clearly will know what you want them to talk about and won’t be asking you to repeat them.
    • Watch Whose Line Is It Anyway to get an idea of what is possible during Table Topics ;)
  • Prepare the Warm-Up Question for the Toastmaster to ask some or all audience members at the beginning of the meeting. The Warm-Up Question should be short and should invite for a short answer (no longer than 15-30 seconds), possibly varying from person to person.
  • Prepare the Word of the Day. It should be a word that will help members increase their vocabulary – a word that can be incorporated easily into everyday conversation but is different from the way people usually express themselves.
  • Find an appropriate quote and picture for the Toastmaster to place on the Agenda and the information posts about the meeting on the web.
  • Send all the above information (except the Table Topic questions) to the Toastmaster as soon as possible, to give him time to prepare the agenda. Send theme of meeting, quote and picture to VPPR so he can put information on the web.

SPEAKER

  • Read the project description in the manual and prepare your speech according to guidelines.
  • Find an evaluator for your speech and make sure he or she will attend the meeting you will have your speech on.
  • Contact Your Evaluator and and give him or her as much information as – in your opinion – is helpful for him to prepare an introduction.
  • Prepare the speech :)
  • Rehearse the speech many times to be comfortable delivering it
  • REMEMBER TO BRING YOUR MANUAL TO THE MEETING!

SPEECH EVALUATOR

  • Review carefully the Effective Evaluation manual that you received in your New Member Kit.
  • Prepare introduction for the speaker: Ask the speaker whose speech you are evaluating which manual project he or she will present. Review the project goals and what the speaker hopes to achieve. Ask the speaker if he wants you to mention anything specific in your speech introduction. Mention all of it in your introduction.
  • During the meeting, ask for your speakers Competent Communicator Manual and write your sppeech feedback in there.
  • Provide effective feedback. Study the project objectives as well as the evaluation guide in the manual. Remember, the purpose of evaluation is to help people develop their speaking skills in various situations. By actively listening and gently offering useful advice, you motivate members to work hard and improve.

GENERAL EVALUATOR

  • Check with the Toastmaster to find out how the program will be conducted and if there are any planned deviations from the usual meeting format.
  • Ask members to step into the evaluation team roles (Ah-Counter, Grammarian and Timer) for the upcoming meeting.
  • Prepare a brief but thorough talk on the purpose, techniques and benefits of evaluation (for the benefit of the guests). Evaluation is a positive experience designed to help people overcome weak habits and add power to good ones.
  • During the meeting, make sure your evaluation team is present. If someone’s missing, ask other members to fill in the missing roles.
  • In the end of the meeting, provide your General Evaluation of the whole meeting. You should emphasize the positive points of the meeting and each member, but also provide specific recommendations for improvement.

VICE PRESIDENT OF EDUCATION

  • Create meeting on EasySpeak. Contact members and encourage them to accept roles and confirm attendance.

VICE PRESIDENT OF PR

  • Create meeting on Facebook and invite our “fans”. Create the meeting on Meetup.com and send an e-mail to everyone in the group announcing the meeting.
  • Ask the Table Topic Master for the theme meeting and picture and include them on social media.
  • During the meeting, take photos of everyone including guests.
  • After the meeting upload the photos to social media.
  • Do a summary of the meeting and send to all the members.
  • Write notes about next meeting on our website and Facebook page

AH-COUNTER

  • Sign in for the Ah-Counter role on Easy Speak
  • Contact the General Evaluator and inform him or her that you’ll be the Ah-Counter
  • Read your Competent Communicator manual for instructions for this role

GRAMMARIAN

  • Sign in for the Grammarian role on Easy Speak
  • Contact the General Evaluator and inform him or her that you’ll be the Grammarian
  • Read your Competent Communicator manual for instructions for this role

TIMER

  • Sign in for the Timer role on Easy Speak
  • Contact the General Evaluator and inform him or her that you’ll be the Timer
  • Read your Competent Communicator manual for instructions for this role