Here is a step by step guidance to help you excel in your role as a General Evaluator in your club’s next meeting.
Before the meeting starts.
Study the agenda carefully and note names of all the role players as well as speakers for the day. Especially, take notice of the TAG role players and the Table Topic Evaluator whom you have to introduce when called upon by the TMOD. It would be wise to speak to them a day before the meeting to ensure that they are aware of their duties and are well prepared.
During the meeting – Here is a step by step guidance to perform your role as the General Evaluator.
Step 1 – Start evaluating the meeting right from the moment the SAA takes the stage.
Step 2 – When invited by the Toastmasters Of The Day, step up on the stage and introduce your role as the General Evaluator. You may give a brief speech like –
“Hello everyone. I am the General Evaluator for the day. My role is to keep track of everything that happens during the course of our meeting today. I will note all the things we did well as well as areas we can improve upon as a club.
RELATED : Here is an amazing way to give your introduction as a General Evaluator to add spice and humor to your role.
Step 3 – Introduce the TAG team and the Table Topic Evaluator.
“Assisting me in my role today is a team of supplementary evaluators. Let me introduce them to you.”
RELATED : How to introduce your role as a Timer.
Step 4 – Once you get back to your seat after the introduction, keep your eyes, ears and mind on things that happen during the meeting so that you may prepare your report. (You will find more on things to note below.)
Step 5 – Towards the end, when the Toastmasters Of the Day invites you to present your report, call your supplementary team in the following order –
Speech Evaluator 1
Speech Evaluator 2 (Next 3 if you have)
Table Topic Evaluator
Ah Counter (note – Ah counter is invited after the Grammarian so that he/she may note the filler words used by Grammarian while presenting his/her report as well.)
Step 6 – Once all the role players are done presenting their report, you may present your report. (more on this below)
Step 7 – Get back to your seat. Your job for the day is done.
There are specific things that a General Evaluator should take notice of for every role player and speaker. Below is a checklist of things that you should keep an eye on.
(The above checklist is in MS Word format so that you may edit it to include any specific parameters unique to your club. For example, some clubs have the role of Jokemaster but same does not appear here since it is not common to all clubs)
The above checklist is fairly self explanatory and easy to follow. Below is a small explanation on some points that may raise confusion.
a) Under the TMOD checklist, the last point mentions about adjusting to the time limit. Sometimes our meetings tend to violate the time limits as set out in the agenda due to various reasons. The General Evaluator should check how well the TMOD adjusts the theme material he/she has prepared so that some lost time is recovered.
b) After the checklist of some role players, there is an open ended section that says “Any other remarks.” This is to record some specific commendation/recommendation or any other observation that the GE may have which is not covered by the checklist above it.
c) For Prepared Speakers, there are only two open ended sections that provide space for “things you liked” and “scope for improvements.” This is just for the GE to record commendations and recommendations. Prepared speakers are evaluated by the Speech Evaluator and therefore, the GE can skip commenting upon them unless there is a specific point that you feel has not been addressed by the Speech evaluator.
d) Under the Table Topic Master checklist, the second point asks if the topics were linked to the theme. It is appreciated if the topics chosen by the Table Topic Master are linked to the meeting theme set by the TMOD. The GE can make note of this factor here.
e) Under the Table Topic Master checklist, the last point says if guests were invited after club members. It is generally appreciated if the Table Topic Master first invites the club members to speak on Table Topics and than guests. This ensures that club members get a chance to speak and guests can understand the section well. The GE may take note of this factor here.
f) Under the Speech Evaluator checklist, the third point says if the speaker is left high on a positive note. It is appreciated if the Speech Evaluator concludes his evaluation by bringing out some good aspects of the speaker’s speech. This induces positive sentiments in the speaker and motivates him to come back to the stage. The GE may take note of this factor here.
g) Under the Grammarian checklist, third point says if names of people were omitted when presenting the “not so good usage of English” section. It is appreciated if the Grammarian just corrects the wrong use of language without uttering names of people who made the error. This ensures that the speaker does not feel embarrassed. The GE may take note of this factor here.
The above report reflects the vast majority of common factors that the General Evaluator should take note of. As mentioned earlier, the report may be edited to include parameters specific to your club.