Shanghai Leadership Toastmasters Club Script for Assignment Takers

Revised August 28, 2006

Shanghai Leadership Toastmasters Club

Script for Assignment Takers

Contents
RECEPTIONIST GREETER TOASTMASTER OF THE EVENING (TME) GRAMMARIAN AH COUNTER TIMER TABLE TOPICS MASTER (TTM) TABLE TOPICS EVALUATOR (TTE) LEADERSHIP TODAY FACILITATOR PREPARED SPEAKER INDIVIDUAL EVALUATOR (IE) GENERAL EVALUATOR (GE) Reminder to all role-takers: please arrive at the meeting by 18:45 if you have a role in the meeting. 2 3 5 7 9 11 13 14 15 17 18 19

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Receptionist
Preparation
18:30 – 18:40

• Arrive at the meeting no later than 18:30 • Set up reception materials on the reception desk • Place copies of Toastmasters magazines and other promotion materials on the desk

Reception
18:40 – 19:00 To Guests

• Warmly welcome them to the meeting • Distinguish first time guests from returning guests and let them sign on different sign-in forms • Ask first time guests how they get to know our club and write down specific source of information on the new guests sign-in form, e.g., the friend’s name, the website domain, the magazine name, #1 TMC, Pudong TMC, etc. • Collect Rmb35 as the entrance fee • Distribute an agenda, a voting slip and a name badge to each guest • Count the total number of guests present and write the figure down on the returning guests sign-in form
To Members (including members from other TMCs)

• • • •

Warmly greet them to the meeting Ask them to tick on the members sign-in form Collect Rmb20 as entrance fee Distribute an agenda & a voting slip and let them pick up their name badge from the desk • Count the total number of members and write the figure down on the members sign-in form • Close the door to prevent disturbance to the meeting.

During the Intermission
• Pass the sign-in forms to secretary for filing • Fill out meeting cash flow form and make sure correct amount of money is collected • Pass the entrance fee together with the meeting cash flow form to Treasurer

2

Greeter
Duties: the greeter makes sure all guests receive a warm greeting when coming to the club. In addition the greeter is responsible for making a quick evaluation of guests, allowing the MVP to encourage potential members to join our club. Preparation of the meeting • Make sure to bring the New Guest Evaluation Form (see below) • Make sure to be at the meeting location at least 30 minutes prior to the meeting During the 30 minutes proceeding the meeting • Sit next to the receptionist • Ask guests questions from the New Guest Evaluation Form • Ask guests for their business cards • Hand over agenda to guests and explain them the meeting format very briefly • Answer initial questions guests may have • If other officers are present, introduce guests to officers • Show guests to their seats • Thank guests for coming! Just before start of the meeting • Hand over the New Guest Evaluation Form to the MVP • Give MVP oral instructions about guests, if necessary

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New Guest Evaluation Form Guest name Why are you coming to the Leadership TM club? What is your occupation and for how long have you been doing this? I am a sourcing manager for XYZ company. I have been managing a team of 3 people for the last 3 years I am at university and doing a major in Chinese literature What do you expect from Leadership TM? Assessment of guest as a potential member (Yes, No, not sure yet) Yes

E.g. Jeanne Smith

I heard you had a club focused on leadership, which is a topic I need to gain more proficiency in I read about TM in 8 days

E.g. Paul Dupont

I would like to gain more confidence in speaking. Also I feel my leadership experience can contribute to the club. I want to improve my English

No

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Toastmaster of the Evening (TME)
Duties: Act as a general host/hostess; Conduct the entire program smoothly.

Prior to the Meeting
Check with EVP or the future agenda to find out the: Theme Program changes Participants Special events, such as new member inductions, award ceremonies or officer installations Prepare an opening of this meeting

Upon Arrival at the Meeting
Ask every assignment taker their thoughts/opinions on the meeting theme. The assignment takers include Timer, Grammarian, Gender Confusion/Ah counter, Warming Up/Table Topic/General Evaluation session masters and prepared speech speakers.

During the Meeting
Arrive early in order to confirm role takers have arrived. Find substitutes if necessary. (Ask EVP/President to help if necessary) Warm up the atmosphere at the beginning of the meeting by a warming up activity. Introduce prepared speakers by using POETS, i.e. their Position (e.g. TM, CTM, ATM), speech Objective, the Evaluator, Time and Speech title) and/or by their thoughts/opinions on the meeting theme. Introduce other assignment takers by their thoughts/opinions on the meeting theme. Always lead the applause before & after the speaker starts/finishes. Remain standing near the lectern after the introduction till the speaker has acknowledged you and assumed control of the meeting, then be seated. Take full control of the meeting, especially when speakers go over time.

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How to Run a Warming-up as TME?
Duties: To warm up the audience at the beginning of a meeting and create a

warm atmosphere for the entire meeting.

Suggested Activities for the Warming-up Session
• Joke telling • Chain stories • Tongue twisters-provide a few examples of tongue twisters, i.e. “she sells sea shells at the seashore” and ask members to practice them. • Riddles • Mini-debates on uncontroversial topics or rotate debate • Games

Reminders
• This session is short and snappy; must be very interactive with the audience • Give no more than 20 seconds’ explanation of your program • Invite members who do not have assignment to participate • Keep the session moving; keep the energy high

6

Grammarian
Duties: As a grammarian, you need to comment on the use of English during the meeting.

Prior to the Meeting
• Prepare a brief explanation of your duty.

During the Meeting
• • • • • Listen for the vocabulary, pronunciation and grammar. Throughout the meeting, listen to everyone’s word usage; Write down any awkward use or misuse of the language. Note the good use of words. Give fresh viewpoints by offering the correct usage in every instance where there was misuse instead of only explaining what was wrong. Report on creative language usage.

Note: There is no need to mention the name of speaker during the report when correcting language errors.

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A Sample Script for the Grammarian
Here is your script for the introduction to Grammarian duties: Toastmaster of the Evening, fellow members & most welcome guests: good evening! I’m pleased to be the Grammarian of tonight’s meeting. As a grammarian, my job is to pick out the good usage and bad usage of language during the meeting. I will pay attention to your pronunciation, grammar and vocabulary. At the end of the meeting, I will make a report based on my observation for you. Toastmaster of the Evening!

A Grammarian’s Record Form Good Usages Good words and sentences

Rhetoric Devices

Usages need to be improved Pronunciation

Grammar

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Ah Counter
Duties: As an Ah counter, you need to note words and sounds that are a distraction to the speech from anyone who speaks during the meeting. Eliminating these distractions will improve the quality of your presentation. Some examples of “Ah”s include: • • • • Words such as " and, well, but, so, you know" Sounds such as" uh, um, er" Repeats of a word or phrase such as "I, I" or "This means, this means." Errors with gender such as he for she, and him for her

Prior to the Meeting • Prepare a brief explanation of your duty.

During the Meeting • • Throughout the meeting, listen for the “Ah”s made by every speaker and count them accurately. Report the number of Ahs and gender confusion made by speakers.

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A Sample Script for the Ah Counter
Here is your script for the introduction to Ah Counter duties: Toastmaster of the Evening, fellow members & most welcome guests: good evening! I’m pleased to be the Ah-Counter of tonight’s meeting. My job is to help you cure your bad speaking habits. They are sounds like “ah”, “er” and “em” or words like “well”, “and”, “but, “so”, and “you know” etc. These annoying sounds and words are the so-called “ahs”. Eliminating these distractions will improve the quality of your presentation. I will count the number of the “ahs” I hear you make. At the end of the meeting, I will make a report for you. Toastmaster of the Evening!

An Ah-Counter’s Record Form
Speaker TM / CTM / ATM / DTM Number of Ahs

Summary
Speakers who made zero ah. Speakers who made ahs for fewer than 5 times Speakers who made ahs for more than 5 times

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Timer
Prior the meeting: Check the stopwatch and flags During the meeting:
Time every session Give a detailed report on everybody’s usage of time at the end of the meeting Ask one member near you to time you when you give the report

Timing Rules
Prepared speeches Check the speech length. Sometimes it is 5-7min, 6-8min, or 8-10mins. Also some advanced manuals and training session are even longer. Prepared Speaker So if its 5-7 mins 5 mins = green 6 mins = yellow 7 mins = red or 8-10 mins 8 mins = green 9 mins = yellow 10 mins = red Table Topics Table Topics Speaker 1 min = green 1.5 min = yellow 2 min = red Also remember to time the session. Usually it is between 10-15 minutes. When the time is up, raise the red flag as the Table Topics Master returns to the podium after the last speaker. Evaluators Table Topics Evaluator 2 min = green 2.5 min = yellow 3 min = red

Individual Evaluator 2 min = green 2.5 min = yellow 3 min = red General Evaluator 4 min = green 4.5 min = yellow 5 min = red

Note: every speaker has 30 seconds to finish his speech/report after the red flag is raised and it is not deemed as overtime.

A Sample Script for the Timer
Toastmaster of the Evening, fellow members & most welcome guests: good evening! am the timer tonight, to help you finish your speech on time. Prepared speakers, please note the following rules: - When you see the green flag, you have used the minimum required time and you have qualified. - The yellow flag means you have one minute left, and - When the red flag is held up, please conclude your speech within 30 seconds. Table Topic speakers and Evaluators, please note the following rules: - When you see the green flag, you have qualified. - The yellow flag means you have 30 seconds left, and - When the red flag is held up, please conclude your speech within 30 seconds. At the end of the meeting, I will give up a detailed report. Thank you. Toastmaster of the Evening! I

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A Timer’s Record Form Timer ____________
Position Speaker

Date _______
Allocated time (min) 3 2 4 1 1 1 Time taken

Meeting opening and guest intro SAA Welcome and Intro of TME President Toastmasters of Evening (TME) with Warming-up session Intro of Timer Role Intro of Grammarian Role Intro of Gender Confusion and Ah Counter role Table Topics Master (TTM) Leadership Today Facilitator TT Speaker 1 TT Speaker 2 TT Speaker 3 TT Speaker 4 TT Speaker 5 TT Speaker 6 TT Speaker 7 TT Speaker 8 TT Speaker 9 TT Speaker 10 TT Table Topic Evaluator (TTE) Prepared Speaker 1 Prepared Speaker 2 Prepared Speaker 3 Prepared Speaker 4 Individual Evaluators 1 Individual Evaluators 2 Individual Evaluators 3 Individual Evaluators 4 Grammarian Ah Counter General Evaluation 100” on Positive Change Let the guest talk Awards/Close

1-2 1-2 1-2 1-2 1-2 1-2 1-2 1-2 1-2 1-2

2-3 2-3 2-3 2-3 1-2 1 4-5 100” 1

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Table Topics Master (TTM)
Guidelines
How to choose Table Topics questions: How to choose Table Topics speakers: DO 1. Prepare specific questions related to the theme of the meeting. 2. Prepare at least 8 questions for a 15 minute session. DO 1. Choose an experienced member first (CTM or above) 2. Select members who do not have an assignment first (see members list attached and tonight’s agenda). 3. Ask the question first, then call member’s name or number. (Before the
meeting you can give numbers to about 8 people, then call numbers at random.)

3. Ask your mentor or an experienced member if you are not sure how to prepare questions

DO NOT: 4. Make the questions too long or too complicated. 5. Choose racial, religious, sexual, and topics of bad taste. Current events are good topics.

4. Finally choose one or two guests. DO NOT: 5. Call a guest as the first speaker 6. Call more guests than members

A Sample Script for the Table Topic Master
Here is your script for the introduction to TTM duties: Toastmaster of the Evening, fellow members & most welcome guests: good evening! am the Table Topics Master tonight. Table Topics or unprepared speaking is to help members think on their feet. Tonight the theme of the meeting is <see agenda> I

I will ask questions based around this theme. After I have read out the questions, I will choose a member to come up and give a 1-2 minute speech to answer this question. So listen carefully. After the session you will be asked to vote on the Best Table Topics speaker. Please write down your choice on the voting slips provided and return to me. Thank you.

13

Table Topics Evaluator (TTE)
A Sample Script for the Table Topics Evaluator
Here is your script for the introduction to TTE duties: Toastmaster of the Evening, fellow members & most welcome guests: good evening! am the Table Topics Evaluator. I

The purpose of evaluating the Table Topics session is to identify ways to improve the flow and quality of the session as a whole. This means the preparation of the Table Topics master, the types of questions chosen and the speakers selected will be evaluated. If TTE session is 5 minutes, please evaluate the TT speakers. If it’s 3 minutes, please just evaluate TTM’s performance. Evaluation of Table Topics Master 1. How well did the questions relate to the theme? Evaluation of Flow 1. Was the first speaker called up an experienced member (CTM or above) or speaker?

2. How appropriate were the questions? (easy to understand, on suitable topics)

2. Were all members who are not doing assignments called upon to speak?

3. Were there enough questions?

3. Did the Table Topics Master ask the question before calling up the speaker?

4. How well did the Table Topics Master prepare?

4. How many guests were called versus members? (should be more members)

5. Did the Table Topics Master shake the hand of each speaker before and after the speech?

5. Did the session end on time?

A Table Topics Evaluation Form
Pass your written evaluation to the Table Topics Master after your oral evaluation. Date: Name of Table Topics Master: Name of Table Topics Evaluator:

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Leadership Today Facilitator
Role Duties
Duties: Facilitate the Leadership Today Session on the leadership theme used for the meeting. Leadership Today is a feature session in our club. It is designed to let audience share their ideas and opinions on a specific leadership topic. The facilitator is to provide a setting that everybody can participate instead of one person giving a winded speech on the topic.

Prior to the Meeting Check with EVP or the future agenda to find out the:
Theme

Prepare a facilitated session around the theme with objectives to:
Engage the audience with the topic Generate a variety of perspectives and views from the audience (i.e., not all one sided) Attempt to lead the audience towards some conclusions on the subject (e.g., a question or hypothesis posed at beginning leading to a conclusion or application at the end.)

Write a short paragraph for around 50-100 words on the theme to prepare audience for the session. Co-ordinate in advance with any supporting members for the session, organizing and delegating preparation with them as appropriate During the Meeting Fully brief any other members supporting the facilitator about their roles and how they will fit into the session at the start of the meeting Facilitate the Leadership Today session Facilitation Suggestions Clarify the discussion topic or question in writing for the audience at the beginning of the session. Content: do your research and provide new content that is not common knowledge to everyone in the room, unless you are going to view common information in a new way. Provide a roadmap of the process you will be using for the session. For example, “Today we are going to look at a few traits of historic world leaders. As a group we will analyze each person and then discuss the merits of their common traits.” Or “This evening we are going to discuss two leadership traits: being task oriented or people oriented. For the sake of the discussion we are going to say that ‘a balance’ is not the best solution, one should be more important than the other. I’ll
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introduce some research findings, we will divide the group into two sides and you’ll make case for which trait is more important.” Different Points of View: seek to view the topic from different points of view. Gender. (e.g., Do men and women view this differently?) Age. (e.g., How does this issue effect senior adults and young adults differently?) Personality. (e.g., How do more emotional people manage this problem differently?) Roles: (e.g., boss, employee, teacher, parent, poor, urban, etc. (e.g., If you were the boss, would you have answered the question the same way?) Nationality: (e.g., Why don’t people in Europe do it that way?) Giving Feedback about comments. There are several ways you can comment on an audience members comment: Praise the comment Question the comment Ask another audience member to give their perspective on the comment Do not give any feedback. Being random at giving feedback makes you less predictable. Conclude with a “take home point.” Something new that the audience can apply in their lives. Manage your time well. After Meeting Write a 200-250 words’ summary of the session entitled “Last Meeting’s Reflections on Leadership” and send to EVP – a summary of the variety of perspectives and insights brought up during the session.

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Prepared Speaker
Duties: Prepare, rehearse and deliver the speeches from Toastmasters manual; Learn from other speakers.

Prior to the Meeting
Give your speech title to EVP a week before the meeting. Talk with your mentor to develop strong speech content. Practice your final script at least five times; Record and re-listen to your rehearsals. Prepare visual aids (if necessary). Bring your manual to the meeting to give to your individual evaluator.

Entering the Room
Arrive early to check microphone, lighting, visual aids or writing board. Dress appropriately & comfortably.

During the Meeting
Shake hands with TME before your speech. Always acknowledge the Toastmaster and audience at the beginning. Present the speech according to the manual. Wait for the TME to return to the lectern. NEVER thank / apologize to audience. Listen to your and other member’s evaluation for helpful hints. Ask other members to comment on your speech.

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Individual Evaluator (IE)
Duties: Help the speaker become less self-conscious and a better speaker.

Prior to the Meeting
• • Review carefully the Effective Speech Evaluation manual, which you received in your New Member Kit. Study the project objectives as well as the evaluation guide in the manual.

Upon Arrival at the Meeting
• • Look for the speaker and get his or her manual. Confer with the speaker to see if he or she has any specific things for you to watch for during the talk.

During the Meeting
• • • • Record your impressions of the speech in the manual along with your answers to the evaluation questions. Begin and end your evaluation with a note of encouragement or praise. Praise a successful speech and tell why it was successful. Give the speaker the deserved praise and constructive suggestions in the manner you would like to receive them when you are the speaker.

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General Evaluator (GE)
Duties: Evaluate everything that takes place throughout the meeting; Help individual evaluators.

Prior to the Meeting
• • • Check with TME to find out how the program will be conducted. Prepare a brief but thorough talk on the purpose, techniques, and benefits of evaluation. Prepare to evaluate the strengths and improvement areas for individual evaluators.

Upon Arrival at the Meeting
• • Check if every evaluator and speaker is present. Ask the TME if any agenda changes have been made.

During the Meeting
• • Observe the setting, the transitions, session masters, TME and flow of the meeting. When introduced to conduct the evaluation phase of the meeting, go to the lectern and introduce each evaluator. After each recitation, thank the evaluator for his or her efforts. Call for Grammarian’s report. Call for Ah Counter’s report. Call for timer's report. Wrap up by giving your general evaluation of the meeting. Take notes of what happens in the meeting.

• • • • •

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GE Report Form
You do not need to mention everything – as the time is limited. This form can also help you write your GE report; please email your GE report to Secretary on Wednesday. Please do not evaluate content that has already been evaluated. So do not evaluate Prepared Speakers or Table Topics speakers.

Things I liked

Things to improve

Setting
Reception desk Room set up
Seats / mic / comfort

People
SAA
Turn off mobiles? How many new guests were introduced? Mission & 4 taboos Create welcomed feeling

TME
Introduce meeting theme? Warm up the audience? Introduce every speaker using a structure? E.g. POETS / speakers background / speakers opinion on the theme.

Timer / Grammarian
Explain roles clearly

Individual Evaluators
Fair evaluation?

How to improve?

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Things I liked

Things to improve

Sessions
(where applicable)

Table Topics
Linked to meeting theme? How to improve session?

Leadership Today (see details in the next page)
Involvement? Value? Facilitation skill?

Training
What could members learn?

New member induction
Q&A / Voting / Smooth

Transitions
Did all speakers shake hands with the session masters?

Time
Time meeting start?

Did all the sessions & speakers finish on time?

Other
Overall impressions

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Evaluating the Leadership Today Facilitator
Area Evaluated Set-up of Session Topics for Evaluation Were the purpose and objectives of Leadership Today communicated at start? Were guidelines given by the facilitator as to how the session was going to conducted (e.g., today discussion will be in three parts…)? Did the facilitator prepare content sufficiently relevant to the theme of the meeting? Had the facilitator prepared relevant content to be used to prompt and drive discussion that was relevant to the theme? Was a clear and logical structure used to coordinate discussions on the theme? (e.g., framework, sub-themes) Did the audience seem to enjoy the subject and become involved? Were both guests and members involved? Did the Facilitator engage people directly by asking questions or for their opinion? Did the facilitator engage people by bringing up one of their potential experiences / opinions that would contribute to the discussion? Control of the Session Did the facilitator take control of the discussion when comments slipped too far off course or became too chaotic? Did the facilitator redirect a member when they misunderstood the theme or? Did the facilitator ensure that a variety of perspectives was gathered from the audience (i.e., not all same perspective)? Did the facilitator ensure that discussion was sufficiently evenly spread amongst audience members (i.e., not all 2 people contributing)? Did the facilitator transition well from audience member to audience member and in between topics? Did the facilitator provide relevant feedback and reinforcement (e.g, repeat and clarify) to make points made by audience members clear for everyone? And point out the notable points? Did the facilitator bring the session to a close by summarizing some of the main points that had been brought out by the discussion?
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Content Preparation

Audience Understanding

Audience Engagement

Transition and Feedback

Conclusion of session

Appendix: Toastmasters Club Craft
1. Toastmasters history: please check
http://www.toastmasters.org/pdfs/OutofthePast.pdf (You must have Acrobat

Reader to read this file. You can free down load Acrobat Reader from www.adobe.com) 2. Toastmasters Mission/Vision:
http://www.toastmasters.org/pdfs/Mission&Vision.pdf (You must have Acrobat

Reader to read this file. You can free down load Acrobat Reader from www.adobe.com) 3. Shanghai Leadership Toastmasters Club: founded in March 1st 2006.

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