Effective Club Meeting


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2010 Club Officer Training hosted by Toastmasters Leadership Institute; Summary of mine

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Effective Club Meeting

  1. 1. Notes on “Effective Club Meeting” in TLI Session on Sat., July 17 Edited by Sung-Jin, Kim1. Session Host: Sean Becker, Immediate Past President of Empire Statesmen Toastmasters Club2. Key Message: Consistency with a Flavor3. Backup Statement for Key Message: “Have guests and members experience a clear picture of consistent formatted meeting structure in every meeting!” How-To  Have all the club members greet every single guest and give them worm welcoming.  Have experienced members sit beside guests and guide them through each role in the meeting agenda step-by-step.  Generic Meeting Structure in Chronological Order: Sergeant at Arms (announcement of meeting start & introduction of President)  President (lead for business portion of meeting; i.e., announcement of various achievement for club awards or individual members’ awards, delivery of upcoming events in division/district/area/club, asking for reports from each club officers when necessary, telling individual members’ personal bonding news like members’ transfer or no more coming to the meeting because of, or etc.)  Club President (introduction of Toastmaster)  Toastmaster (brief mention of an invocator, joke master/humorist, regular speakers, evaluating teams (general evaluator, evaluators, timer, ah- counter and grammarian), table topic master, ballot counter)  Toastmasters (introduction of an invocator)  Invocator  Toastmaster (introduction of a joke master/humorist)  Joke Master/Humorist  Toastmaster (introduction of a grammarian for word-of-the-day)  Grammarian (word-of-the-day)  Toastmaster (full-blown introduction of each speaker)  Regular Speakers  Toastmaster (ask a timer for speakers’ eligibility report & ask all the audience to give any feedback for the speakers’ speeches on ballot count sheet and let them pick the best speaker & ask the ballot counter to collect ballot count sheets)  Toastmaster (introduction of a table topic master)  Table Topic Master (lead for table topics)  Toastmaster (ask a timer for each table topic speaker’s eligibility report & ask all the audience for picking the best table topic speaker & ask the ballot counter to collect ballot count sheets)  Toastmaster (introduction of an each evaluator)  each Evaluator (evaluate speakers’ speeches)  Toastmaster (introduction of general evaluator)  General Evaluator (evaluate both evaluators and the whole portion of the meeting procedure)  Toastmaster (ask a timer for report of elapsed time of joke master/humorist, regular speakers, table topic speakers, general evaluator, evaluators)  President (declaration of adjourning the meeting)
  2. 2. Notes on “Effective Club Meeting” in TLI Session on Sat., July 17 Edited by Sung-Jin, Kim4. Final Message: “Give members and guests some motivation to continue to participate in meeting on a regular basis!” Tip 1: “Bear in mind that you are FACILIATATING the meeting; thus, put yourself into guests’ shoes and members’ and tell them which portion of meeting will come next. While you are at a certain portion of meeting, explain each role in that portion.” Tip 2: “Don’t be a pain-in-the-neck! Tell interesting or useful things that speakers carried out well, rather than point out some mistakes!!” Tip 3: “Shake it off! Blend things that give the audience fun & constructive experience in meeting structure!! For example, run successful educational series such as Distinguished Club Program in the sense that it brings members’ motivation to achieve each individual educational goal in time to become a Distinguished Club.”