Dear General Evaluator,
the following guidelines will help you prepare for your role:
You and your team will evaluate everything that happens during the meeting.
The purpose of this role is to practise constructive and motivating evaluation in order to help the members of the Club develop, and to learn team management and leadership skills.
You are responsible for the evaluation of the whole meeting, so:
PRIOR TO THE MEETING
- (arrange the evaluation team, unless the Toastmaster does that),
- prepare a brief explanation of your duties for the benefit of guests,
- study the duties of the whole evaluation team,
- think how to structure your presentation in the Evaluation Session.
UPON ARRIVAL AT THE MEETING
- make sure all the evaluators are present, if not – help the Toastmaster of the Evening arrange a substitute Toastmaster on the spot,
- choose a place to sit to allow yourself full view of the meeting and its participants.
DURING THE MEETING
- be ready to explain clearly and briefly your role (the purpose of the session and the activities),
- be decisive and constructive,
- (if it is you who leads the Evaluation Session,
- invite the evaluators to the lectern,
- call for reports of all the evaluators according to the order on the agenda,)
- if the TM leads the session, wait till they call on you to give your report,
- state if the meeting has served the assumed purpose – to contribute to the self-growth of the members by developing communication and leadership skills,
be lenient with new members,
- however, always remind the functionaries they should be acquainted with the guidelines,
- give practical advice, if something needs improvement, say how it could be done,
- if the club levies fines :), explain the fine schedule.
- evaluate the Masters of the sessions,
- evaluate the Evaluation Team,
- evaluate the Club Officers – they are to perform different functions every meeting, too (give report of their duties, receive the guests and take proper care of them – explain the membership rules and educational programme, prepare the meeting – banner, agenda, etc.),
- mention any other things you liked or which could be improved in the meeting.
If there are guests,
- explain briefly the purpose of the session and evaluating roles, unless the Toastmaster does so,
- you might also remind here the mission of the club or emphasize that:
Evaluation is a positive, helping act. As conscientious Toastmasters, our goal must be to help fellow Toastmasters develop their skills. Evaluation is a positive experience designed to help people overcome weak habits and add power to good ones.
You should not
- re-evaluate the Speaker, though you might wish to add something the evaluator may have missed.
‘Round Robin Technique’ – have all members evaluate the Speaker one by one.