Resources

Forms and Resources

These documents have been made available to assist you in your role. They are intended to make your job easier, not provide directions. If you want more information on your role and responsibilities, please see the Role Descriptions page.

Agendas

The Toastmaster is responsible for creating the agenda. You can use a template provided here or create your own agenda. If you create your own, be sure to include all of the roles and required information.

Regular meeting agenda form – This Word document contains drop-down lists and text boxes that allow you to easily choose the appropriate values or enter text for each field. The agenda contains the standard roles for a regular meeting.

Note: This file is updated when there is a change in membership. Please be sure to use the current version to ensure any member can be selected for a role.

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Regular meeting agenda template – This editable Word document should be used when changes to the standard agenda format are required. Changes could be non-standard meeting roles, speech times, etc.

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Speech-a-thon agenda form – This Word document contains drop-down lists and text boxes that allow you to easily choose the appropriate values or enter text for each field. The agenda contains fields for seven speakers and other standard roles but no evaluation roles.

Note: This file is updated when there is a change in membership. Please be sure to use the current version to ensure any member can be selected for a role.

Download file

Speech-a-thon agenda template – This editable Word document should be used when changes to the standard agenda format are required. Changes could be non-standard meeting roles, speech times, etc. The agenda is structured for seven speakers and other standard roles but no evaluation roles.

Download file

 

Evaluation Resources

General Evaluator Assistant – How was the meeting? If you’re not sure how to determine that, the following file will give you suggestions.

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Speech Evaluator Assistant – Have you ever watched a speech and been at a loss when it was time to evaluate it? This form is intended to help you find elements of a speech to evaluate so you have plenty to address during the evaluation.

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Evaluating a speaker is more than just standing up and giving your opinion. Effective evaluations highlight positive and negative elements of the speech while being supportive and helpful. The following PDF files provide information that will help you become the best evaluator you can be.

Effective Evaluation

Evaluation Tips

Evaluating the Ice Breaker

Becoming a Better Listener

 

Timer sheet – This is a simple file to help you keep track of all speakers during a meeting.

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New Member Materials

Two aspects of public speaking most speakers need to address are eliminating filler words and enhancing one’s message with gestures and body language. The following PDF files contain advice and tips to help you achieve those goals.

Omitting Filler Words

Gestures: Your Body Speaks

Nervous about being called upon for Table Topics? Impromptu speaking can be intimidating. These tips will help you make the most of your speaking time:

Table Topics Tips

Impromptu speaking isn’t the only anxiety-inducing part of Toastmasters. Even prepared speeches, no matter how well rehearsed, can evoke the jitters. Here are some tips that can help you remain calm:

Managing Your Speaking Anxiety

Breathing Exercises

 

Helpful Speaking Tips

How to Handle Your Icebreaker by Joe McGurn

Some people think that to be an effective speaker you have to be on the offensive, much like the offensive line of the the Boston Bruins.  They feel that they have to take control and outwit the opponent or the audience to get their attention, but in reality to be an effective speaker, all you really have to do is be your authentic self. While there are many people who are  successful at taking the stage by storm, there are just as many others who succeed in other ways. Speakers, like Wayne Dyer, and Steven Covey, feel that what they have to offer can change the world and make it a better place. They do not demand it or scream about it, they present quiet cerebral arguments for it. As a result intelligent people come to know and respect them. Do what feels natural and you will succeed.

First time speakers should realize that their speech has an important message in it and that it will never see the light of day unless they get up to present it. Nervous about your first speech? Here is what you need to do: 1) practice the speech 10 times a day for a few days prior to your presentation 2) An hour before the meeting take a walk for  15 to 20 minutes.  3) Visit with as many people in the room before the meeting as you can, introduce yourself, shake hands, and say hello to them (now they will be friends and not strangers). 4) Do some deep breathing exercises before you speak. 5) When you get before your audience, pause and smile, because you know them and they will all be cheering for you just like the crowds at the Boston Garden cheer for the Bruins.  Be yourself, you will be a success.

 

What do those Green, Yellow and Red timers Paddles mean?

Confused about what those timer paddles mean? Download this one page PDF to learn about them.

 

Mentoring

Toastmasters Mentor Program Overview:

When you volunteer as a mentor, you are positioning yourself as a leader for our members who need your help. It will be up to the mentors to reach out, check in, and guide their assigned mentee through their Toastmaster journey. In addition, a mentor will challenge a mentee to break through their comfort zone and take on various roles usually starting out as a Timer and/or Grammarian.

As a mentee you can expect your mentor to contact you within a week. Before they contact you, please write down some of the questions that you may have, and consider what goals you would like to work on. Listed below is a list of the common areas that mentors typically focus on.

What is a Mentor?

A mentor takes a personal interest in helping a lessor experienced and/or new member, the mentee. They offer guidance, coaching, knowledge, and wisdom through scheduled sessions in order to help build the mentee’s confidence and help them advance as a Toastmaster more quickly.

How Often Does the Mentor/Mentee Speak?

It is recommended to speak, email, or get in contact with one each other at least once a week. Although people’s schedules can be busy it is recommend to meet up as well.

How Long Should Each Mentoring Session Last?

A mentor will spend at least 15 minutes each session helping the mentee with some of the recommendations listed below. During the first few weeks new members may require more time.

How Long Does the Relationship Last?

A mentor/mentee relationship typically lasts 2 or 3 months, after that they can choose to stay or switch to help another club member.

A Mentor Can Help with:

  • Guide the mentee’s first three speeches, especially the Ice Breaker
  • Help you become familiar with Pathways
  • Explain the various club meeting roles and how to sign up
  • Help the mentor learn our club standards and protocol
  • Share their experiences and knowledge with the mentee
  • Help with specific goals that the mentee may have
  • Encourage the mentee to participate in meeting roles
  • Provide positive feedback to the mentee
  • Answer any questions that the mentee may have
  • Motivate the mentee to attend all meetings

(Remember, take it slow and one step at a time)

Qualities of a Mentor:

Available, patient, respectful, knowledgeable, a good listener, and concern for others

Why Become a Mentor?

When people feel they have a friend in the club, especially one ready and willing to answer questions, they are more likely to be active and remain members.

  • The mentor learns from the mentee as well
  • Improved member retention
  • More satisfied members

Please consider saving this as a Word doc or placing in an easy to retrieve location in order to use as a continual resource.