Roles

The purpose of this section is to give you tips in fulfilling the responsibilities of the various roles of a Toastmasters meeting. If you have any questions about the information in this document, please ask your mentor or another experienced Toastmaster.

The Toastmaster meeting roles are presented here in the order that a new member typically takes them on:

  • Invocator/Pledge Leader
  • Timer
  • Grammarian
  • Table Topics Master
  • Speech Evaluator
  • Chief Evaluator (aka General Evaluator)
  • Toastmaster of the Day

Tips on conducting meetings and using proper meeting etiquette are also included in this section:

  • Meeting Agenda and Script
  • Meeting Etiquette
  • Etiquette for Speakers

Invocator/Pledge Leader

Giving the invocation is one of the first roles a new member takes on. The invocation is important because it sets the tone for the meeting. It is also good practice for those times outside of Toastmasters when you are asked to say a blessing:

  • Stand, and ask the audience to please rise.
  • Once everyone is standing, you have a couple of options. You can deliver a short prayer invoking a higher power to bless our meeting. If you are not comfortable delivering a prayer, you can share a short inspirational story, quotation, or thought for the day. In either case, the message should be brief.
  • If possible, deliver the invocation, quotation, or message from memory or extemporaneously rather than reading it. It will have much more impact that way.
  • Give the audience a moment to absorb your message, then face the flag, and say, “Please join me in the Pledge of Allegiance.” Start off the Pledge in a strong voice. The audience will then join in with you.
  • When the Pledge is concluded, take your seat.

For an even more effective invocation, ask the Toastmaster of the Day what the meeting theme will be, and keep that theme in mind as you develop or select your material.

Don’t forget! The Invocator/Pledge Leader is also expected to give a “chuckle” at the end of the meeting. The chuckle assures that we leave the meeting with smiles on our faces. It is also good practice for life outside of Toastmasters, because being able to tell a good joke is another valuable speaking skill.

Stand to deliver the chuckle, then tell us a joke that is brief and in good taste. For maximum effectiveness, deliver the joke from memory.

Timer

Being able to speak within an allotted amount of time is one of the most important skills we learn as Toastmasters. It is the Timer who helps us learn this skill, by monitoring our time for every speech:

  • Before you serve as Timer for the first time, have your mentor, the Sergeant at Arms, or other experienced Toastmaster show you how the timing device works. It is fairly easy to operate once you know how. The first time you serve as Timer, ask an experienced Toastmaster to sit next to you just in case you have trouble.
  • Before the meeting, find out the times for all the speeches. Table topics are always 1-2 minutes, evaluations are always 2-3 minutes, but prepared speeches vary in length. Most are 5-7 minutes, but there will be variations. The times should be listed on the agenda, or you can check with the Toastmaster or the speakers.
  • Speakers are generally allowed a 30-second grace period at the beginning and end of the allotted time frame. For example, for a 5-7 minute speech, the speaker is considered “within time” if the speech is at least 4 minutes and 30 seconds but no more than 7 minutes and 30 seconds. The only exception to this rule is table topics. For table topics, the speaker must speak for at least 1 minute. The speaker is allowed the 30-second grace period at the end, however, and is considered within time if the table topic is no more than 2 minutes and 30 seconds.
  • Make sure you have a pen and paper for recording the speech times.
  • The hardest part about being the Timer–believe it or not–is to remember to turn the device on at the beginning of the speech (at the speaker’s first words), and to turn it off at the end of the speech (after the speaker’s last words). This is why it is a good idea to have a helper sitting next to you the first few times, to help you remember.
  • Be prepared to give a Timer’s report throughout the meeting (reporting whether the speakers were within time) and at the end of the meeting (reporting the times for each speaker).

Once you have mastered the basics of being the Timer, challenge yourself to deliver an entertaining Timer’s report. But do remember to keep it brief.

Grammarian

The Grammarian’s role is one of the most important in a Toastmasters meeting, because it is the Grammarian who helps us improve our language skills. Serving as Grammarian is the best way to improve your listening skills. To prepare effective feedback, you must listen to each speaker at a “word” level.

The Grammarian has three jobs:

  • The first job is to provide a Word of the Day and write down who uses it. Choosing a Word of the Day is a fine art. The purpose is to introduce a word that we can work into our speeches and, therefore, into our vocabulary. It should be challenging but not impossible. If you can, choose a word that fits with the Toastmaster’s theme for the meeting. Print or write the word in LARGE letters on two pieces of paper. (If you think it is too large, it is probably just right.) Before the meeting, tape one paper to the front of the lectern and one to the table opposite the lectern.
  • The second job is to listen to each speaker for poor speech habits and write them down. These include filler words such as “ah,” “uh,” “um,” “you know,” and “basically.” Some people use “and” or “so” to string sentences together rather than using proper pauses. Some people have a distracting “pet word” that they use over and over. Some people make distracting verbal noises such as smacking their lips together. Some people have a problem with “false starts.” It’s the Grammarian’s job to listen for problems like these and bring them to the speaker’s attention so they can improve the next time.
  • The third job is to listen for the proper use of the English language–grammatical problems that need to be corrected as well as colorful vocabulary or particularly effective use of language that the Grammarian wants to compliment.

When the Toastmaster introduces you, come to the lectern and introduce the Word of the Day that you have prepared. Pronounce the word, define it, and use it in a sentence. Then encourage the speakers to use the Word of the Day. If any visitors are present, give a brief description of your job as Grammarian before you take your seat.

As you listen to each speaker, make good notes that you can use when giving the Grammarian’s report at the end of the meeting. The first few times you serve as Grammarian, you may find it helpful to make a chart of things you are listening for, and make an entry for each speaker.

Table Topics Master

The Table Topics Master has a very powerful role. You decide the table topics and you decide who will answer them. But there are several guidelines to follow in order to be a successful Table Topics Master:

  • Call on speakers who are not already on the program are or not otherwise scheduled to speak. This maximizes the number of people who are given an opportunity to speak at the meeting. If all meeting attendees are on the schedule, choose those who have the most minor speaking roles, such as Pledge Leader, Timer, and Grammarian.
  • Present the table topic BEFORE you choose a speaker. That way, everyone has a chance to think about how they would answer before they are let off the hook. So announce the topic first and THEN announce the name of the speaker you have chosen.
  • After the first table topic speaker has finished, ask the guests if they would like to participate. Participation is optional, of course. They are welcome to simply observe.
  • Keep the table topic setup brief. Do not give a mini-speech. Table topics time is for the speakers, not the Table Topics Master.
  • Keep your topics brief. A long table topics question is difficult to follow, difficult to remember, and difficult to answer.
  • If possible, choose topics that fit with the Toastmaster’s theme of the day.
  • When the last speaker is finished, repeat the names of all the table topics speakers, to refresh the members’ memories before they vote on the Best Table Topics.

Like choosing a Word of the Day, choosing a good table topic is a fine art. Avoid using table topics that require specialized knowledge or that are simply too difficult to answer. Instead, use table topics that are suitable for a wide range of speakers. Above all, make table topics fun. For many members it is the scariest portion of the meeting, but good table topics make them fun to answer and fun to listen to.

Speech Evaluator

New members should wait until they have given a few speeches before serving as Speech Evaluator. It is important to experience being on the receiving end of a few evaluations first. But once you have given a few speeches and feel comfortable with the idea, serving as an Evaluator is one of the best ways to stretch yourself as a new Toastmaster.

Your purpose is two-fold: (1) to provide the speaker with insightful and constructive feedback so that they can improve the next time, and (2) to hone your skills as a listener and as an evaluator. Entire books have been written on how to give an effective evaluation, but the following list provides the basic points:

  • Don’t repeat the contents of the speech. The evaluation should not be a summary of the speech but should call attention to specific parts that are relevant to the evaluation.
  • Evaluate the delivery, structure, and appropriateness of the speech, not the content itself. Your opinion on the subject matter is probably not relevant to the evaluation of the speech.
  • Provide both positive feedback and suggestions for improvement. Tell the speaker what they did well, and give them a challenge for the next speech. Every speaker needs both in order to grow. If you cannot come up with a single suggestion for improvement, then at least provide the speaker with options for presenting the speech in a different way.
  • Base your evaluation on the objectives of that particular speech. Each project has a set of objectives to guide the speaker. They should also guide your evaluation. How well did the speaker meet those objectives? Answering that question takes some of the subjectivity out of your evaluation.

Your evaluation should be 2 to 3 minutes long. If in that time you provide praise that is genuine and suggestions that are constructive, you will be a successful Speech Evaluator.

Chief Evaluator (aka General Evaluator)
In a way, the Chief Evaluator is the “Toastmaster” for the evaluation portion of the meeting. The Toastmaster calls on the Chief Evaluator once the speeches have concluded, and the Chief Evaluator in turn calls on the Evaluators. In addition, the Chief Evaluator is responsible for augmenting the feedback provided by the Evaluators. While the Chief Evaluator is not expected to evaluate every speaker again, it would be appropriate to mention something an Evaluator may have overlooked or to express a different opinion on a particular point.

Additionally, the Chief Evaluator should evaluate the Table Topics… the participants as well as the Table Topics Master. The Chief Evaluator is responsible for keeping the evaluation portion of the meeting on time as well. If the meeting is running long, Table Topics evaluation should be the portion left out.

As a conclusion to the evaluation portion of the meeting, the Chief Evaluator is responsible for providing a general evaluation of the meeting as a whole–citing things that worked well as well as things that should be improved. This is one of the most important responsibilities of the Chief Evaluator and should not be overlooked.

It’s also appropriate for the Chief Evaluator to check with the timer to make sure the Evaluators were on time so members can vote on Best Evaluator.

Toastmaster of the Day

The role of Toastmaster of the Day is the most challenging, because there are so many things to remember! Once you have served all of the other roles of the meeting, though, it’s time to take on this challenge. The Toastmaster of the Day has several responsibilities:

  • To confirm the meeting participants before the meeting

  • To prepare the meeting agenda and bring copies to the meeting

  • To choose a theme for the meeting, if desired

  • To conduct the meeting, using proper meeting etiquette

  • To control the pace of the meeting so that the meeting ends on time

  • To return control of the meeting to the presiding officer at the end of the meeting

Experienced Toastmasters will also provide explanations as needed throughout the meeting, to help visitors understand what’s going on.

For best results, always tape a copy of the agenda to the lectern. That way, you won’t have to carry it in your hand back and forth, which frees your hands for applause and makes you look more polished. It also eliminates the risk of being stuck at the lectern without it.

Some Toastmasters like to begin the meeting with a mini-speech. This is not part of the Toastmaster’s job and is a dangerous pitfall, as it can cause the meeting to run behind before it even starts. A few brief comments, such as a description of the theme for the day, are really all you need to start off with. Remember, the Toastmaster is only the facilitator for the real stars of the meeting–the speakers.

Before you serve as Toastmaster for the first time, review the standard meeting agenda and script. Do a verbal walk-through of the meeting with your mentor or other experienced Toastmaster to make sure all your questions are answered. Then review meeting etiquette guidelines to ensure that transitions are smooth and everyone is comfortable.

Meeting Agenda and Script

A meeting agenda template is located in our download area. You can customize the agenda when you are the Toastmaster of the Day. When you are developing the agenda for a particular meeting, always arrange the speakers in order of experience. That is, put the least experienced speaker first and the most experienced speaker last. Remember to maintain the speaker-evaluator pairs as they appear on the schedule, since many evaluators like to contact the speaker ahead of time. Remember that in order to prepare the agenda, you must have the names of all the meeting participants, and you must know the titles, times, manual, and project numbers for all the speeches.

Immediate following the agenda template is a meeting “script.” This script helps you remember what you need to say and do when you are the Toastmaster of the Day. You may find it helpful to prepare a similar script to use when you serve as Toastmaster of the Day.

As you become more comfortable with the role of Toastmaster of the Day, you will feel more comfortable making extemporaneous comments through out the meeting as well as giving personalized introductions. For example, you might make a personal comment or observation about the speaker, such as a reference to a memorable speech, a comment about one of the speaker’s best qualities, or a compliment regarding the speaker’s service to the club.

When you have mastered the responsibilities of being Toastmaster of the Day and no longer need a script, it is still a good idea to tape a copy of the agenda to the lectern.

Meeting Etiquette

Every Toastmasters club is different and has a different way of doing things. However, there are a few standards of meeting etiquette that are expected at all meetings:

  • After you are introduced and have taken control of the lectern, thank the person who introduced you, using their title for the meeting. For example: “Thank you, Madam Toastmaster.” “Thank you, Mister Chief Evaluator.” “Thank you, Madam Table Topics Master.” “Thank you, Mister President.” Etc.
  • Before you begin speaking, address the audience, such as with “Fellow Toastmasters and Honored Guests . . .”
  • Do not refer to the lectern as a podium. A podium is something that you stand on.
  • When you have finished speaking, call on the person who is taking control of the lectern, such as “Mister Toastmaster,” “Madam President,” “Mister Table Topics Master,” etc.
  • Do not abandon the lectern when you have finished speaking. Remain there until the next speaker arrives. Shake the speaker’s hand, then step behind the speaker and return to your seat.
  • When you are at the lectern to introduce someone or to return control of the meeting to someone else, lead the applause as that person comes to the lectern.
  • Etiquette for SpeakersA few reminders for new speakers:
  • The 10 projects in the basic manual are arranged in a particular order to maximize your development as a new Toastmaster. For best results, follow the projects in the order they are presented.
  • Stay within your allotted speaking time. Going way over time puts the meeting behind, creates anxiety, and deprives everyone of the valuable feedback that comes at the conclusion of the meeting.
  • When you have finished speaking, do not abandon the lectern. Transition back to the Toastmaster with a handshake.
  • Avoid sales speeches. If you would like to improve your sales pitch, establish a scenario to speak from, or practice pitching something different. Try not to make your fellow Toastmasters feel like potential customers.
  • Avoid religious and political speeches. Although experienced Toastmasters might handle these subjects skillfully, they are generally not advised. Do not risk alienating your fellow Toastmasters by speaking on a potentially offensive topic.
  • When you have finished your speech, do not thank the audience. We are thankful to YOU.

And finally, if you have any questions at all–about meeting roles, the basic manual, meeting etiquette, or anything else, please ask! Your fellow Toastmasters are here to help you.