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Toastmasters
General
Evaluator
Improving
the process while overseeing the execution.
Don’t worry; there’s no capital punishment during Toastmasters
meetings. Unless, of course, the grammarian is in a bad mood.
If you think of
a club meeting as a project, then you can see the general
evaluator as a kind of project manager. As GE, your
responsibilities include:
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Ensuring the
speech and leadership project evaluators know their
responsibilities
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Supervising
the timer, grammarian and Ah-Counter
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Evaluating
everything that takes place during the club meeting
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Making sure
each activity is performed correctly
Several days
before the meeting, contact the person who will be Toastmaster
of the meeting and confirm the meeting program. You should also
develop a checklist to follow during the meeting so you don’t
have to keep all the details in your head. Some clubs have a
prepared checklist. If your club doesn’t have one, ask the
Toastmaster to help you create your own checklist.
When discussing
the meeting program with the Toastmaster, ask what evaluation
format to use. Typically, an evaluator is assigned to an
individual, but sometimes evaluations are done by panels. The
general evaluator may set up any evaluation procedure he or she
chooses, but it should fit into the meeting program. Remember,
too, that every evaluation must be brief and complete. Review
the Effective Evaluation manual for different evaluation
formats.
You’ll also need
to contact members serving as:
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Timer
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Grammarian
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Ah-Counter
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Individual
evaluators
Remind them of
their assignments, and brief evaluators on their
responsibilities, the members they will evaluate and the
evaluation format to use. Make sure the evaluators understand
that evaluation is a positive, helping act that enables fellow
Toastmasters to develop their skills. Point out that an
evaluation should enhance the speaker’s self-esteem and
encourage evaluators to prepare thoroughly for their role.
Recommend that they call the member they’ve been assigned to
evaluate to discuss specific project objectives.
Your final task
before the meeting is to prepare a brief verbal explanation
detailing:
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The purpose,
techniques and benefits of evaluation so guests and new
members will better understand the function of evaluations.
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How
evaluation is a positive experience designed to help people
overcome flaws and reinforce good habits in their
presentations.
On meeting day:
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Arrive
early.
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Make sure
all evaluators are present and that they have the
appropriate speaker or leader’s manual.
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If an
evaluator is absent, consult with the vice president
education and arrange for a substitute.
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Ask each
evaluator if he or she has any questions about the project
objectives to be evaluated, verify each speaker’s time and
notify the timer if there are any changes.
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Take your
seat near the back of the room. This will ensure you have a
good view of the meeting and all its participants.
The Toastmaster
of the meeting usually introduces the general evaluator before
the Table Topics portion of the meeting. But your club may have
a different order for introductions, so check with the
Toastmaster or VPE before the meeting if you’re not sure when
you’ll be introduced.
When you’re
introduced:
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Stand by
your chair and deliver the explanation you prepared.
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Identify the
grammarian, Ah-Counter and timer and have these members
briefly state the purpose of their jobs.
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Request the
word of the day, if your club has one, from the grammarian
and then be seated.
During the
meeting, use your checklist and take notes on everything that
happens (or doesn’t, but should). For example: Is the club’s
property (e.g. trophies, banner, educational material) properly
displayed? Were there unnecessary distractions that could have
been avoided? Did the meeting, and each segment of it, begin and
end on time?
Study each
participant on the program, from the person giving the
invocation or thought for the day to the last report by the
timer. Look for good and less than desirable examples of
preparation, organization, delivery, enthusiasm, observation and
general performance of duties. When it’s time to begin the
evaluation portion of the meeting, the Toastmaster will
introduce you, again. This time, you’ll go to the lectern and
introduce each evaluator. After each recitation, thank the
evaluator for his or her efforts.
Finally, give
your general evaluation of the meeting:
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Use your
checklist and the notes you took during the meeting.
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Phrase your
evaluation so it is helpful, encouraging and motivates club
members to implement the suggestions.
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You may wish
to comment on the quality of evaluations. Were they
positive, upbeat, helpful? Did they point the way to
improvement?
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When you’ve
completed your evaluation, return control of the meeting to
the Toastmaster.
Being general
evaluator is a big responsibility and it is integral to the
success of every single club member. People join Toastmasters
because they have a goal – they want to learn something. The
club is where they learn. If the learning environment isn’t
focused and fun, members won’t learn what they joined to learn.
Your observations and suggestions help ensure the club is
meeting the goals and needs of each member.
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