Easy Speak Guide for the Toastmaster / Meeting Manager

Dear Toastmaster,

if you happen to have any problems, contact the VPE / IT Support.

If you are the Toastmaster you are the manager of the meeting. You can introduce changes to the agenda even after it has been closed for online user changes.

Below find guidelines about:

  • assigning roles
  • attendance
  • agenda
  • emails
  • print agenda
  • badges
  • detail agenda

ASSIGNING ROLES

Choose the agenda template.
You can assign members roles which are still not taken, apart from a speech. But they should confirm the roles.

  • choose a member from a drop-down menu
  • send a ‘third email’ asking for confirmation
  • click on the cross to delete the member from the agenda

If they decline a role you get an email informing you about it.
Save all changes.

ATTENDANCE

You can mark members attendance or absence. The members can change that online.
Save all changes.

LEADERSHIP TRACK
A member can start a leadership track and complete 10 projects from the CL manual by taking roles at and outside the meetings.
Make sure the member chooses the CL project from the drop down menu.

WORD OF THE DAY

You can include the Word of the Day in the agenda.

MEETING THEME AND DESCRIPTION

Write the theme in theme box.
Click on [Edit Meeting Text] to add text to the agenda (e.g., club business, announcements).

AGENDA

You can edit the meeting agenda pressing the agenda button.
Check the length of the meeting at the top of the edit screen.
You may change the agenda template and the items (if necessary).

insert new items – note: you must always choose a role
name event – unless you only assign a role to a person (e.g. evaluators, at contests)
choose occurrence – 1st, 2nd
duration

  • enter the total time limit allowed for the item (should be more than, e.g., the length of speech, as it contains introduction, handling props, etc.)
  • if one speaker takes part, enter the time limits for the whole session next to the colours
  • if many speakers take part in the session enter the time limits for individual speakers next to the colours (e.g. Table Topics: colours 1m – 1m30s – 2m, whole session 15m)
  • enter ‘0’ if you only assign a role to a person (at contests)
  • enter ‘0’ if you want to mark the start of the session (e.g. EVALUATION SESSION)

mark ‘Yes’ for Print this item on the summary agenda and Print the start time for this item, BUT do not mark ‘Yes’ for ‘print the start time’ for evaluation team members or if you only assign a role
save

edit the agenda item
press on the pencil icon

change order
use arrows
change the order of numbers and press Save new sort order

delete an item
press the red cross
write ‘x’ in the sort order boxes and press Save new sort order

PRINT AGENDA

Check the theme is on the agenda.
Press the agenda print button.
The agenda will contain the description of speeches and members awards, and exact time limits for three colours.

EMAILS

First email
is to inform people about the meeting. Choose the recipients and write the message.
Only people who are not marked on the meeting edit screen will get this message.

***

This is a reminder of our Toastmasters Club meeting of Wednesday 7th March 2012

Full details of the agenda were available on the website from 20:00 on Wednesday 11th January 2012.

Please use the website or click on one of the following links before 20:00 on Sunday 4th March 2012 to tell me if you will be at the meeting.

I WILL be at the Wednesday 7th March 2012 meeting
I will NOT be at the Wednesday 7th March 2012 meeting

***

For emails 2-5: guests will only get them if they have confirmed attendance!

Second e-mail
is sent to people to whom you haven’t assigned any roles.

***

For the moment I have not assigned you a role but please keep looking at the website and volunteer if a role becomes available.

We haven’t yet heard if you can come to the next meeting. Please use the website or click on one of the following links to tell me if you will be there.

I WILL be at the Wednesday 9th May 2012 meeting
I will NOT be at the Wednesday 9th May 2012 meeting

***

For the moment I have not assigned you a role

There are some roles that still need to be filled, so if you would like to volunteer for one please click here.

or click on this link to tell me that you will NOT be at the meeting.

I will NOT be at the Wednesday 30th May 2012 meeting

***

Third e-mail
is sent to people to whom you have assigned roles.

***

Dear Ala
Thank you for telling me that you will be coming to this meeting.

I have assigned you the role of ‘General Evaluator’.
If this role is new to you, there is information available on the website.

Please use the website or click on one of the following links as soon as possible, but before 23:00 on Tuesday 29th May 2012, to confirm that you can accept this role.

I ACCEPT the ‘General Evaluator’ role
I will NOT be at the Wednesday 30th May 2012 meeting

***

Fourth e-mail
is sent to volunteers (who already confirmed attendance on ES or otherwise), asking them if they would like to take a role.

Thank you for telling me that you will be coming to this meeting.
For the moment I have not assigned you a role

There are some roles that still need to be filled, so if you would like to volunteer for one please click here.

***

Thank you for telling me that you will be coming to this meeting.

For the moment I have not assigned you a role but please keep looking at the website and volunteer if a role becomes available.

View or print the agenda for the Wednesday 9th May 2012 meeting.

***

Fifth e-mail
is sent to everyone with the final version of the agenda of the meeting, best to do it a day before the meeting.

Mentors’ e-mail
is sent to mentors where their mentees have roles.

PRINT BAGDES (optional)
You may print the badges for people present at the meeting.

DETAIL AGENDA
Agenda with detailed timing of the meeting – great for less experienced Toastmasters.