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leadership

Understanding Meeting Roles

Why Meeting Roles Matter

Meeting roles are the backbone of the Toastmasters experience. They provide:

  • Leadership Practice: Lead different aspects of meetings
  • Skill Development: Build specific competencies
  • Meeting Structure: Ensure smooth, effective meetings
  • Learning Opportunities: Understand meeting dynamics

Primary Roles

Toastmaster of the Meeting

  • Difficulty: Advanced
  • Responsibility: The meeting's master of ceremonies
  • Introduces speakers and role players
  • Keeps the meeting flowing smoothly
  • Manages transitions between segments
  • Sets the meeting's tone

General Evaluator

  • Difficulty: Advanced
  • Responsibility: Oversees the evaluation portion
  • Coordinates the evaluation team
  • Evaluates the meeting overall
  • Provides feedback to role players
  • Manages evaluation segment timing

Table Topics Master

  • Difficulty: Intermediate
  • Responsibility: Leads impromptu speaking
  • Prepares topics/questions
  • Calls on speakers
  • Manages the Table Topics segment
  • Encourages participation

Supporting Roles

Timer

  • Difficulty: Beginner
  • Responsibility: Keeps everyone on time
  • Times all speeches and segments
  • Provides visual signals
  • Reports timing results
  • Helps maintain schedule

Grammarian

  • Difficulty: Beginner
  • Responsibility: Monitors language use
  • Introduces word of the day
  • Notes good language use
  • Identifies areas for improvement
  • Reports findings

Ah-Counter

  • Difficulty: Beginner
  • Responsibility: Tracks filler words
  • Counts filler sounds (ah, um, er)
  • Notes crutch words
  • Provides awareness feedback
  • Helps improve fluency

Evaluation Roles

Speech Evaluator

  • Difficulty: Intermediate
  • Responsibility: Evaluate prepared speeches
  • Provide constructive feedback
  • Highlight strengths
  • Suggest improvements
  • Encourage the speaker

Table Topics Evaluator

  • Difficulty: Intermediate
  • Responsibility: Evaluate Table Topics responses
  • Provide brief feedback
  • Note effective techniques
  • Encourage participants
  • Keep feedback concise

Some clubs have additional roles like Joke Master, Listening Post, or Parliamentarian. Ask about unique roles at Gloucester Speakers.

Role Progression

For New Members

Start with these roles to build confidence:
  1. Timer: Learn meeting flow
  2. Ah-Counter: Develop listening skills
  3. Grammarian: Focus on language
  4. Table Topics Speaker: Practice impromptu speaking

Intermediate Members

Progress to more challenging roles:
  1. Speech Evaluator: Develop analytical skills
  2. Table Topics Master: Lead a segment
  3. General Evaluator: Oversee evaluations
  4. Toastmaster: Run the entire meeting

Advanced Members

Take on specialized roles:
  • Contest roles: Chief Judge, Contest Chair
  • Workshop facilitator: Lead educational sessions
  • Mentor: Guide new members
  • Officer positions: Serve the club

Signing Up for Roles

Using Easy Speak

Our club uses Easy Speak for role assignments:
  1. Log into Easy Speak
  2. View upcoming meetings
  3. Select available roles
  4. Confirm your commitment

Best Practices

  • Sign up early for preferred roles
  • Try each role multiple times
  • Challenge yourself progressively
  • Honor your commitments

If you can't fulfill a role, find a replacement and notify the VP Education as soon as possible.

Preparing for Your Role

One Week Before

  • Review role requirements
  • Contact relevant people (for evaluator roles)
  • Start preparing materials
  • Confirm your attendance

Day Before

  • Final preparation
  • Review agenda
  • Prepare any materials needed
  • Get a good night's sleep

Day Of

  • Arrive early
  • Set up any equipment
  • Review your responsibilities
  • Support other role players

Role Benefits

Personal Development

  • Confidence: Lead meeting segments
  • Organization: Manage responsibilities
  • Communication: Practice different speaking styles
  • Leadership: Guide others

Professional Skills

  • Project Management: Coordinate tasks
  • Public Speaking: Regular practice
  • Team Leadership: Work with others
  • Time Management: Meet deadlines

Common Concerns

"I'm not ready for that role" Everyone feels this way initially. Roles are learning opportunities, not tests. Members will support you.

"What if I make mistakes?" Mistakes are part of learning. Our supportive environment means members will help, not criticize.

"I don't have time to prepare" Most roles require minimal preparation. Start with simpler roles and build up as you gain confidence.

Tips for Success

Universal Tips

  • Arrive 15 minutes early
  • Bring necessary materials
  • Ask questions if unsure
  • Learn from others doing the role
  • Reflect on your performance

Role-Specific Preparation

  • Timer: Practice with your device
  • Evaluator: Contact speaker in advance
  • Table Topics Master: Prepare extra topics
  • Toastmaster: Confirm all participants

The Bigger Picture

Remember that meeting roles aren't just tasks—they're opportunities to:

  • Serve your fellow members
  • Practice leadership skills
  • Build confidence
  • Contribute to club success

Each role you take on adds to your Toastmasters journey and helps create the supportive, educational environment that makes Gloucester Speakers special.

Don't take on too many roles at once. It's better to do one role well than multiple roles poorly.

Next Steps

  1. Review role descriptions in our Roles section
  2. Sign up for a role in the next meeting
  3. Observe others performing roles
  4. Ask for feedback after your performance
  5. Try new roles regularly

Every expert was once a beginner. Take that first step and sign up for a role today!