GOTO Toastmaster checklist

Toastmaster checklist

Meeting invite is being managed by GOTO email account (committee takes care of this)

easy-speak.org is our agenda management system. This is key to running a successful meeting so use this tool wisely.

What does the role entail?

Before the meeting

1. From the time of the prior meeting you are considered Toastmaster with core responsibility for the success of the next toastmasters meeting.

2. Set a theme and update the easy-speak.

3. Send the 1st automated email from easy-speak around 3 weeks before the meeting

4. Confirm with the speakers that they will be ready and get them to add speech titles to easy-speak.

5. Encourage all members to mark attendance in easy-speak and to take roles if there is one they particularly want. We use autoallocate closer to date to share our roles.

6. Reach out to club members to confirm attendance (there are automatic emails from easy speak that can assist you with this). Most members are in the club's whatsapp group. you can use this or linkedin to follow up with members you do not have contact details for.

7. If you ask someone to do a particular role please mark them as assigned in easy-speak this will avoid any confusion or someone else taking that role. When they formally accept the role make sure it is marked in easy-speak (? means assigned not accepted)

8. Ensure all roles are filled around 10 days prior to meeting (if you use auto allocate it will allocated based on roles not done recently - button appears at bottom of meeting page in easy-speak )

9. Send easy-speak emails to everyone who has not confirmed role

10. Liaise with Evaluators to ensure they are prepared, spoken to speakers and downloaded eval forms from basecamp

11. Confirm the Grammarian has prepared a word of the day (make sure they look in easy-speak for previously used word not to duplicate)

12. Invite guests and encourage others to do so.

13. Get the Table Topics Masters to check recent meetings to ensure table topics are shared about, also remind them to ask attendees without speaking roles as a priority

14. Update/use easy-speak as it manages most of the above process for you

15. Share role guide with anyone who asks about how to do a role https://docs.google.com/document/d/1c-_XD32gXbSiElJUc99GAyZUq_Ywq02uBAjTXTTW3e0/edit?usp=sharing

16. Prepare your introduction and round robin

17. Review Agenda and reach out to Leslie or Stephen if you feel it needs modification

18. Review attendee list

19. Get to the meeting early to ensure you are happy with room setup and have clearly defined speaking focal area

20. If you have something special you want with your theme that requires members to bring props then you can ask committee members to include instructions/blurb in the dinner ordering email (an example of this might be a meeting themed “Hats” in which you ask all attendees to come in an interesting hat)!

21. You do not need to worry about coordinating with the venue around food orders the committee will do this just followup with people who have not filled in the orders by the Sunday before

22. You may need to move speakers about sometimes they contact saying they will arrive late or need to leave early

23. There is a template for the seating plan which the secretary or president will share with you this ensure roles are sitting in appropriate places and guests are spread evenly throughout

24. It is the toastmasters responsibility to fill in the seating plan ideally to be 90% complete the Sunday before the meeting

25. The club secretary or president can assist with this plan please ask secretary to double check it once you have completed During the meeting.

26. Follow the agenda and run the first section of the meeting - up until you introduce the Evaluation Coordinator.

27. Be prepared to introduce the theme at the beginning, set the theme and the tone!

28. Round robin

    1. Please mention the time allowed per person (8 or 12 seconds) or 1-2 sentences so the round runs on time.
    2. Hold the mike and walk around the room this will allow you to control time available to each speaker

29. Speak to the Table Topics Masters to ensure they vary the number of table topics to assist on keeping the meeting to schedule, and that they start with an experienced member so that the member can provide a good example to those following.

30. Hand the meeting over to the Evaluation Coordinator to run the evaluation part of the meeting

31. Shake hands (or covid acceptable alternative greeting) every time you hand over the lectern or top focal point

32. Prepare your segues and meeting intro to minimize the filler words you use. After the meeting.

33. Provide feedback to committee

34. Provide any additions/clarifications required for this checklist