When You’re an Evaluator

Back to Basics; When You’re an Evaluator


Opening:
When we are scheduled to be an evaluator, we are responsible for giving feedback to a speaker on how their speech came across to us. Was it effective? If so, what made it effective? What about the speech could be improved? How would our suggestions improve the speech? Our feedback to the speaker is important. Our feedback is the foundation for the speaker making their next speech even more effective. As humans we all strive for continuous improvement.

Today we will examine:
1. How to evaluate a speech,
2. The responsibilities of the evaluator,
3. The importance of receiving feedback.

Body:
The Toastmaster’s manual on evaluation states, “Each of us is an evaluator. From our first cup of coffee in the morning until our last yawn at night we are constantly evaluating the people and things around us. It is hoped that, through this method of constructive evaluation, we may be able to improve the environment in which we live.”

“Your goal as an evaluator is to provide honest reaction to the speaker’s presentation in a constructive manner, utilizing prescribed guides.”

For the benefit of both the evaluator and the speaker, it is helpful for newly joined Toastmasters members to get some experience prior to evaluating more seasoned members. Newer members however can evaluate Icebreaker speeches. I believe they can become comfortable if they are just one speech in the manual ahead of the person they are evaluating. The information should be fresh to them.

Let’s get down to the nuts and bolts of evaluating. When assigned the job of evaluating you may want to talk to the speaker ahead of time to find out which project they are working on and what specifics (if any) the speaker wants you to look for.

I would recommend you confirm your assignment with the Master Evaluator to make sure your assignment has not changed. You may think this should be the speaker’s responsibility but if you want to be prepared, contact the speaker in advance to be prepared. Read the evaluation in advance so you are ready to listen to the speech and know what to focus on.

As an evaluator your purpose is;
1. To determine the effects of a speaker’s performance on you.
2. Give a description of the specific impact of the speech.
3. Provide suggestions for improvement of the speech. What could they do to make the speech more effective?
4. Your goal is to give feedback effectively. If you can get across feedback for improvement, you as an evaluator are well on your way to being an effective communicator too.
5. Remember you are not judging the person or the ideas presented, you are giving feedback on how effective you saw the presentation.
6. To encourage the speaker in a way that allows them to take something away to work on and improve next time.
7. Let the speaker know that your responses reflect how you saw, felt and responded to them not concrete rules of speaking. Our job as speakers and evaluators is to communicate effectively to each other and audiences.
8. If you are confused by the speech, say so. If you liked it say so and say what you liked about it.
9. Think of your feedback as open handed instead of close handed, “You could do this to make your speech more effective” versus “Never, ever do this!”

When the speaker begins their speech, stay focused on the speaker. Evaluating is about listening. I like to take notes during the speech on a separate sheet of paper and then fill out the evaluation form once the speaker is finished. I usually wait until all speakers are finished then I fill out the form.

When it comes time to give the evaluation, I like to review the purpose and objectives of the project the speaker was delivering.
1. Cover the points of the evaluation,
a. Point out what was effective,
b. Point out areas for improvement,
c. Point out how the improvements would make the speech more effective.
2. Was the speaker prepared?
3. Was the presentation organized?
4. Was the delivery effective?
5. How effective was the closing? If there is a weak part of a speech, it is the close. How well did the speaker close?

Speaking of feedback, a word about the sandwich method of feedback. Many people like this form of giving feedback. I don’t like it. The sandwich method is to put a point of negative feedback between two positive points like a sandwich.

I think of the sandwich method in this way. A speaker has completed their speech and is in a state of vulnerability. Using the sandwich method, the evaluator picks them up with positive feedback, slaps them back down with a negative comment and then picks them up again. For me it is too plastic and the speaker rides up and down and up again not really going anywhere. A good evaluation will inspire the audience and motivate the speaker to improve even more.

Conclusion
Being an evaluator helps us improve our listening skills. It also helps us improve our speaking skills as we must prepare and deliver an evaluation (a speech!) in a short period of time.

Being an evaluator challenges us to provide feedback for improvement in a way which will allow the speaker to improve their communication skills to be more effective next time.

It also challenges us to provide feedback in a positive manner.

When you get the assignment to evaluate a speaker;
· Be prepared.
· Listen.
· Give constructive feedback on the effectiveness of the speaker’s communication skills.
· Build up the speaker’s confidence and inspire them to keep improving.

This world of ours needs effective communicators. As an evaluator you can become one and help a fellow toastmaster become one as well.

When your the Tabletopics Master!

Title of Speech: Back to the Basics: When you are the Table Topics Master!
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(Opening: To capture the audience's attention).

Fellow Toastmasters (TM) and guest. I wish to review the points necessary for being a good Tabletopics Master (TT) during our Toastmaster meetings. After the speeches are given comes the time in the meeting when the table topics are presented.
This time serves several purposes:
· It allows time for the evaluators to fill out their evaluations and prepare to deliver the evaluation which is in itself a speech.
· It allows us to hone our skills in speaking “off the cuff”.
· It is also entertaining!

In my presentation, I will talk about the table topics role by breaking it down into several parts;
· Preparation 1
· Preparation 2
· Presentation
· Closing.

(Body: Points to support the Opening)

· Preparation 1 Before the meeting, Coming up with the questions. I have said many times in TMs that whenever I am the Tabletopics Master, I take a blank sheet of paper and I write across the top, News, Weather and Sports. I also write “Seasonal”, “I remember” and “If only I could…” These topics and headings give me the inspiration to come up with the questions. I usually prepare 8 to 10 questions for our meetings. Write open ended questions.

· Preparation 2 Immediately prior to the meeting, During the beginning of our meeting, I note who is speaking and who is evaluating. Since evaluators are off limits for questions (as they are busy preparing the evaluations) and speakers have had one opportunity during the meeting already, everyone else is fair game, perhaps including the guest. Guests are tricking! Some may not want to be called on yet, others may enjoy the challenge. My rule is never to call on a guest unless I know the experience will not scare them away from Toastmasters. Remember, table topics are scary for seasoned TMs. One other key preparation step is to make sure you select folks without a job first to get the broadest participation by those present.


· Presentation; asking the questions. Once asked to the lectern, the Tabletopics Master (TT)’s job is to introduce the question, the subject, etc. and solicit an answer, opinion or response. The key for me is to always introduce the question and then look the “victim” in the eyes and call out their name. As participants answer the question, listen to their answer and lead the applause once they are finished. Avoid facial expressions which are negative should you disagree to the answer of a political question. You are not to judge the answer, just solicit it and encourage the participant.

· Closing the Tabletopics. Cut off the questions promptly at the designated time [it’s 7:45 for my TM club (if 3 speakers are on the schedule)] or as directed by the TM of the day. You don’t need to use all your questions and you want to leave time for the rest of the meeting so we can end without feeling rushed out of the room. Call for a timer’s report. That is part of your job as well. After the timer’s report, ask members and guest to vote for the best Table Topic participant. Now turn the lectern back over to the TM of the Day.




(Conclusion, summary of points)

To fulfill the role of table topics master takes:

· Preparation in composing the questions and deciding whom to ask the questions
· Presentation, introducing the subjects, calling on participants and leading the applause once they are finished.
· Calling for the timer’s report and soliciting the votes.
· Turning the lectern back over to the TM of the day.
· Being called on for table topics is the most dreaded tasks even of seasoned Toastmasters (TMs). This is probably because it is the hardest to master. We don’t improve by accident, we improve on purpose. When you are called on to be the Table topics master, remember you are in a sense leading a discussion, a discussion designed to improve the audience.

When you are the Toastmaster of the Day

Toastmaster's Speech

Type of Speech: Speak with Knowledge

From: Phil Brady

Date: July, 1, 2008

Title of Speech: Back to Basics; When you are the Toastmaster of the Day!


Opening:
When we are the Toastmaster of the Day, we are responsible for running the meeting. What does that mean? It means preparation, presentation and evaluation. These are the 3 cornerstones of Toastmasters.

Preparation is planning the meeting in advance. Contacting the participants and making sure they accept their role and will be prepared.

Presentation is starting the meeting and advancing the agenda while watching the clock. Our club has the challenge of making sure we are out of here exactly at 8 a.m. If we don’t leave on time, our brothers who meet after us will let us know. In other words, failure to hit our schedule does not constitute a schedule adjustment for those who follow us. They just barge right in whether we are finished or not. You can’t buy that kind of motivation in a volunteer group!

Evaluation is reflecting on how the meeting went and determining what improvements would make your role as Toastmaster of the Day better, easier or less stressful next time.


Body:
Let’s look at preparation. I like to begin preparing for my role as Toastmaster of the Day at the end of the previous meeting. I do this by paying close attention to the review of next week’s schedule and noting those who are present to see if they accept their role, need a replacement and who volunteers to be the replacement.

Our club is good about sending out next week’s agenda via email ASAP after the last meeting. This gives everyone plenty of time to know their assignment and to be prepared. Our email instructions are simple; Speakers, TT, WJM, HS and ME are expected to confirm their assignment to the TM. The other participants; Evaluators, Ah Counter, Grammarian, Timer and Greeter should confirm to the ME.

As Toastmaster of the Day, I like to contact my speakers via email or phone even if they were at the last meeting just to double check on their participation. I ask them how long their speeches are so I am not surprised Tuesday morning with a 20 minute speech for which I wasn’t prepared. I also remind them to bring me an introduction.

Once my speakers have confirmed their assignment, the TT & WJM are on board I inform the ME how many speakers we have and who they are. The schedule changes so much the ME needs to know this in case they want to reassign evaluators based on the experience level of participants.

Now that the ME has parlayed with me, we have completed our advance preparation. Unless I get a change before the meeting, all systems are GO! I now have the “just prior to meeting” preparation to do. This is a very important step.

At the meeting, arrive early to gather up introductions of the speakers. Read these to insure you can read the person’s handwriting and/or become familiar with their words and phrases. Check with the WJM, TT and ME to make sure they are ready. If there is a hiccup, now is the time to call on the HS to fill in. Once you have touch base with the participants and adjusted to changes, you are ready to go!

The Sergeant of Arms will open the meeting and introduce the president who will make announcements and then introduce you. You may want to provide the president with an introduction of your own. Once you are introduced, take possession of the lectern and begin your role in the meeting by greeting your fellow members and working down the agenda.

I like to use a worksheet agenda when I am Toastmaster of the Day. It has the agenda items and notes to remind me what to do when. From here on, the TM’s role is to introduce the participants, relinquish the lectern, take it back when it is handed off to you and lead the applause.

When it is time for Tabletopics, instruct the TT master to cut off the questions at 7:45 to allow time for the evaluations. After evaluations, call for a review of next week’s schedule while the votes are counted and the WJM fills out the award cards. After handing out the awards, turn the meeting back over to the president.

Once the meeting is over, reflect on how well the meeting went and what (if anything) you could do to improve it next time.


Conclusion:
The role of Toastmaster of the Day is 85% preparation and 15% execution. Advanced planning and a good agenda will help you hone your skills as Toastmaster of the Day. This is one of the valuable skills that can be transferred to everyday life in work, church or civic organizations. The role of emcee, facilitator or leader is usually up for grabs and your stepping into it can make a difference in any organization.

Be prepared, stay on your agenda and most important, SMILE! These are the keys to successful Toastmaster of the Day.



Mr. (or Madame) Toastmaster.


Toastmaster of the Day, Meeting Planner and Agenda


7:00 a.m. Pledge of Allegiance.

7:02 a.m. Greeting and announcements by president.

7:06 a.m. Introduction of Toastmaster of the Day.

7:08 a.m. Introduce the WJM: ___________________________

7:10 a.m. Introduce the ME who will introduce their staff: ___________

7:12 a.m. Introduce speaker #1: ____________________

Please take a moment to write a note for the speaker.

Introduce speaker #2: ________________________

Please take a moment to write a note for the speaker.

Introduce speaker #3: _______________________

Please take a moment to write a note for the speaker.

Call for a timer’s report.

~7:32 a.m. Introduce the Table topics Master: ___________________

7:45 a.m. Call for a timer’s report.

7:46 a.m. Introduce the Master Evaluator: _____________________

7:55 a.m. Call for a timer’s report.

7:56 a.m. Go over next week’s schedule.

7:58 a.m. Hand out awards.

7:59 a.m. Turn the meeting back over to the president.

8:00 a.m. Adjourn.