How to Be a Good Toastmaster Running Meetings

The toastmaster runs the "presentation" part of the meeting.

Toastmasters clubs have long been recognized as organizations through which members may improve their communication and public speaking skills in a fun, supportive and friendly atmosphere. During a club gathering, the toastmaster is the person who conducts the presentation portion of the meeting, explaining "table topics," introducing speakers and the "general evaluator," facilitating voting and evaluation, and keeping things running smoothly.

Things You'll Need

• List of speakers
• List of table topics
• Prepared introductions and remarks
• Voting envelope

Instructions

1. Talk to the presentation team at least three days before the meeting to be sure each member will attend. Prepare your remarks to explain the table topics and your formal introductions for the table topics master, the general evaluator and each speaker.

2. Step up to the podium when you are introduced by the chair. Thank the chair and improvise some appropriate bridging remarks. Present your formal introduction of the table topics master and invite him to the lectern. Sit down. Ask the timer to announce disqualifications if the table topics master does not do so. Call for a member vote for best table topics presentation if the table topics master does not do so.

3. Return to podium when the table topics master has finished his presentation and provide impromptu bridging remarks while the ballots are being finished and collected. Call a five to 10 minute break (as the schedule and agenda permits) and ask the timer to put it on the clock.

4. Call the meeting back to order and introduce the speaking segment of the meeting. Review the basic and advanced manuals if new members or guests are present. Formally introduce the first speaker. Ask the evaluator to review objectives of the speech, introduce the speaker and invite the speaker to the podium. Sit down. After the speech return to the podium, thank the speaker and make impromptu positive remarks about the speech. Remind members to make specific, constructive comments on their feedback forms and give them one minute to do so. Repeat steps for all speakers on the agenda.

5. Announce that members will vote for the best speaker of the evening and circulate the voting envelope. Explain the voting criteria.

6. Give a short description of the evaluation portion of the meeting. Describe the importance of the assessments to the speakers and the club. Formally introduce the general evaluator and pass the meeting to him. Resume your seat.

Tips & Warnings

• Stay on schedule. Sticking to the agenda will make the meeting run more smoothly and efficiently.

• Make your introductions more than bare-bones statements. Do your research and include information about the speaker's hobbies, achievements and personal life.

• Remind the club members that the speakers should be evaluated on how well their speech met its objective and how it was organized and researched as well as on its delivery.

• Don't cancel meetings if the turnout doesn't meet your expectations. Doing so will discourage the members who did show up from coming again.

• No matter how well-prepared you are, something unanticipated will come up. Be prepared to call on another member to fulfill the role of someone who does not show up, and have a backup speech in case you need to take a speaker's place in the event of a last-minute cancellation.

References

• Capital Toastmasters: Role of the Toastmaster
• Prolific Living: 10 Tips on Running Successful Toastmasters Meetings, Farnoosh