Last Revised: August 21st, 2019
To a significant degree, the quality of the evaluation segment of the meeting depends on your leadership and planning. You do not have to run a perfect segment; Toastmasters is an arena where you can safely make mistakes. However, make a good faith effort to run a well-planned segment. You will get out of the experience what you put into it. If you need help, contact your mentor. If you don’t have one, contact the vice president of education, who will assist you.
Early in the week, you confirm all scheduled individual evaluators. Consider both e-mailing and phoning them. If a member doesn’t get one message, they are likely to get the other. You will want to avoid depending on e-mail only; some members fail to check it regularly. Consider phoning beginning Sunday evening; this gives you an early start, and many members are home at this time. If this is impossible, please make a good faith effort to reach evaluators no later than Monday. You do not have to wait until the Toastmaster contacts you to do this. When you contact each evaluator remind him/her that his/her responsibilities include contacting the speaker whose presentation they will evaluate early in the week to see if the speaker wants the Evaluator to listen and/or look for anything special.
The day of the meeting, you arrive early and touch base with the toastmaster and evaluators. You pay careful attention to how the entire meeting is conducted, paying special attention to strong and weak aspects. You will probably want to make notes.
You begin the evaluation segment by briefly explaining the role evaluation plays in the Toastmasters program if guests are present. You introduce each individual evaluator. Please choose your words carefully. For example, you might introduce an evaluator by saying, “Next, Jane Rogers will evaluate Joe Smith’s speech.” Avoid saying, “Next, Jane Rogers will evaluate Joe Smith.” There is a difference.
After the last individual evaluator, you evaluate the meeting in general – everything from how members and guests were greeted and the Sergeants-at-Arms prepared the room to the conclusion of formal speeches. However, be concise; you have a maximum of three minutes. Avoid evaluating the speeches for a second time. As the general evaluator, part of your evaluation may include evaluating the evaluators’ performance. In your evaluation be both honest and fair, highlighting both strong and weak aspects of the meeting. When highlighting weak aspects, make suggestions for improvement. The general evaluator has responsibility for reporting both strong and weak aspects of the meeting. Virtually any meeting will have a weak aspect. If you fail to cite it, you are whitewashing, which fails to encourage members to improve.
To conclude, you ask for a timer’s report and ask members to vote for the best evaluator. You return control to the Toastmaster.