Being Toastmaster is an important educational opportunity - because it provides real life practice at running a meeting. Running the meeting in a systematic yet friendly manner teaches us to deal with surprises. For example (a scheduled speaker does not show up), interruptions occur (the lights go off in the middle of a presentation), and guests arrive unexpectedly (these are just a few of the things we learn to deal with - while keeping the meeting moving smoothly forward.

Before the meeting the Toastmaster should approach each of the scheduled speakers for the evening and make sure they have their manual with them. The manual is critical if the speech is to be accurately evaluated and is credited towards their next speaking objective.

In addition the speakers for the evening should provide the Toastmaster with the speech title and number - which the Toastmaster must have in order to introduce the speech. There are introduction tips elsewhere on our site - take a look at them. An accurate introduction including the title is vital for the attendees and the speaker.

The Toastmaster comes to the lectern, greets the Presiding officer, and takes control of the meeting. The first act of the Toastmaster is welcoming the group - asking the guests to rise and tell us their name and how they happened to learn about out club.

Then the Toastmaster announces any late changes to the printed agenda - so members and guests can follow the proceedings - feeling confident they understand what comes next as the meeting moves on. A key tool in staying on track is the meeting agenda. Be sure to have yours in front of you - where you have noted the known changes in the margins. It is important to note that each attendee should have their copy - where they can make a note of the changes you describe.

When each person in the room has a copy of the agenda in front of them they are able to follow along - understanding the progress of the activities. The printed agenda also give guests a feeling of control - it eases their mind, knowing they won't be caught off guard or embarrassed by not knowing what is happening. Everyone from the most senior member to the first time guest knows what to expect next.

It is a good idea at this point to remind the group that there are important announcements on the back of the agenda. Do not spend any time on them as they will be covered later - just a heads up early in the meeting to bring these items to their attention.

The Toastmaster explains that a Toastmasters meeting has 3 component parts (Project Speeches, Table Topics, and Evaluation), and says that the Table Topics Master will explain Table Topics and that the General evaluator will explain evaluation.

As each scheduled activity is introduced it must be explained. For that reason the Toastmaster should be prepared to describe how it fits into the learning objectives of the meeting. Then, before the meeting, determine along with the person handling that role (Jokemaster, Invocator, etc.) whether they intend to explain the nature of the activity or if they expect you to do so. It is important to the guests, especially, that each of the agenda items be described. But it is a waste of time if both the Toastmaster and the individual handling the activity both explain it.

The Toastmaster explains his/her in the meeting as follows:

"The role of the Toastmaster is to move the meeting along: Introduce each speaker with a 2-to-3 sentence biographical introduction; state the objectives of the Project; announce the title of the speech and the speaker's name."

For each speaker, do as suggested in the previous paragraph. After introducing the speaker, lead the clapping and shake hands with the speaker. After each speech, shake hands with the speaker, allow 1 minute for members of the audience to complete a written evaluation, and ask the timer to indicate when one minute is up. As each speech is concluded it is not appropriate for the Toastmaster to make any comment about it - that is the role of the individual evaluator.

After the last speaker is done, introduce the Table Topics Master. Lead the clapping and shake hands with the Table Topics Master.

Now that Tabletopics are finished - it is time to call on the Master Evaluator. Once the evaluations are complete you are near the end of the meeting and will call the people to the lectern who have additional comments. The meeting is finally turned over to the presiding officer (President) who will bring the event to a close.

It is key to remember that while there is a form to be followed, you will not be electrocuted if you make a mis-step. Guests respond better if they see you comfortably executing your role. They are transferring themselves into the action. May it fun for yourself and them - while providing a consistent and relaxed experience. After all it's just practice, for the real world experiences where there are penalties for lack of performance.

Written by Wayne Messick, ATM, a member of Traffic Toastmasters.