Evaluate To Motivate

A constructive evaluation can be a motivational process for both receiver and giver, whether at work or play. The steps below are tailored to a speaker giving a speech but can be adapted to most circumstances.

Provide an encouraging and constructive speech evaluation with these guidelines.

Before the speech:
1. Ask the speaker if there is anything specific you should listen for, or watch for, that the speaker wishes to improve upon.
2. Review the speech objectives as presented in the manual.

During the speech:
1. Listen, listen, listen.
2. Are the objectives being met?

After the speech:
1. Applause to let the speaker know the job was well done!
2. “Standing Ovation” for the Icebreaker or 10th speech is a great idea.

Try to present the evaluation as a mini-speech with a beginning, middle and an end. Hint: Tell the audience what you’re going to say, say it, tell them what you said.

Evaluation Guidelines:

  • Be supportive and encouraging.
  • Use 1st person to describe the speech elements.

I saw…
I heard…
I felt…

  • Give 2-3 positive examples of what went well.

I thought…

  • Give 1-2 examples of what could be improved upon or done differently.
  • Big conclusion – summarize and end on a positive note.
  • Remember: Don’t “kill them with kindness.” Constructive feedback makes us better when provided in a supportive and encouraging way.

I am a member of the Gettysburg Addressers Toastmasters Club

Meetings: 1st & 3rd Wednesday  –  6:30pm
Location: Adams County Public Library
More information http://gettysburg.toastmastersclubs.org/

Toastmasters Club’s Officer Roles

Each of the officers in a Toastmasters club has certain responsibilities to fulfill in supporting the club and its members. There are several officer positions within each Toastmasters club, both to spread the workload fairly and to expand the leadership opportunities for club members.


Filling an officer role does not mean that you are required to do the job alone. Being an officer simply means that you are responsible for ensuring that the job gets done. As an officer, you are encouraged to ask other members of the club to help you fulfill your duties.

Transferable Skills
Many skills you can develop by being a club officer transfer directly to your job and life outside of Toastmasters. That’s why you joined Toastmasters, right? It’s a win/win!

Here is a table showing the transferable skills for each officer role:

President VP-Education VP-Membership VP-Public Relations
Team Building
Strategic Planning
Conflict Resolution
Project Management
Meeting Facilitation
Time Management
Parliamentary Processes
Conflict Resolution Negotiations
Strategic Planning
Time Management
Recognition Incentives
Event Planning
Personnel Development Career
Personnel Orientation
Personnel Development
Career Planning
Customer Service
Public Relations
Rewards / Incentives
Marketing & Sales
Seminar Development
Media Relations
Rewards / Incentives
Advertising & Promotion
Graphic Design
Seminar Development
Treasurer Secretary Sgt-at-Arms Past President
Budget Preparation
Revenue Tracking
Revenue Forecasting
Revenue Generation
Money Management
Policy Administration
Purchasing Consulting
Report Writing
Policy Administration
Order Processing
Historian / Librarian Research
Document Control
Event Coordination
Inventory Management Master of Ceremonies Communication Skills Customer Service Negotiations
Event Planning
Team Building
Strategic Guidance

Club Executive Team

Collectively, a club’s officers are referred to as the club’s Executive Team. The club officer positions and their respective responsibilities are listed below:

The President is the chief executive officer for the club. The primary responsibilities of this role involve the general supervision and operation of the club.

The President presides at club meetings and directs the club in meeting the members’ needs for educational growth and leadership. In cooperation with the other officers, the President establishes long-term and short-term goals for the club.

Vice President Education
The Vice President Education (VPE) manages all educational programs within the club. The primary responsibilities of this role involve ensuring that all members continue their progress toward their own individual educational goals.

The VPE plans, organizes, and implements meeting schedules to include speeches, educational modules, and other events sufficient to meet both individual and club objectives. When members complete a speech or other major achievement, the VPE will sign or initial the appropriate documentation and contact Toastmasters International to ensure proper recognition. New members will receive orientation and be assigned a mentor by the VPE.

Vice President Membership
The Vice President Membership (VPM) manages the activities that sustain and increase the number of members in the club. The primary responsibilities of this role involve marketing and some administration.

The VPM plans, organizes, and implements a continuous marketing effort to ensure that club membership remains above club charter strength (20 members). This is accomplished both by retaining current members (working with the VPE) and by gaining new members (working with the VPPR). The VPM is responsible for the semi-annual membership reports to Toastmasters International and for keeping the membership roster and attendance records.

Vice President Public Relations
The Vice President Public Relations (VPPR) manages the creation and maintenance of the club’s image. The primary responsibilities of this role involve both internal and external communications.

The VPPR plans, organizes, and implements programs to maintain the positive image of the club and of Toastmasters for an audience consisting of all guests, members and the general public. Common activities in this role include press releases, publicity campaigns, website maintenance, media representation, and club newsletters.

The Secretary manages all record-keeping and correspondence. The primary responsibilities of this role involve handling administrative details between the club and Toastmasters International and keeping the club’s documents available and up-to-date.

The Secretary maintains the club’s records, including club by-laws and the club constitution. Additionally, the Secretary handles and maintains new member applications, updated membership records, supply orders, officer lists, and past club records. The Secretary also records and reads the minutes for club meetings and for meetings of the Executive Team.

The Treasurer manages the club’s financial health. The primary responsibilities of this role involve handling the club’s finances, including the collection of club dues and the payment of all bills.

The Treasurer receives and disburses funds to further the operation of the club and its officers. All club accounts are managed by this office. Twice annually, the Treasurer must notify members of dues collection and then collect club dues from each member.

Sergeant at Arms
The Sergeant at Arms (SAA) manages the club’s meeting facilities and decorum. The primary responsibilities of this role involve all those tasks expected of the host of the meeting.

The SAA arranges the room and setup for all meetings, sets out and cares for the club’s materials and supplies, and greets members – and especially guests – as they come in the door.

Immediate Past President
The Immediate Past President guides and supports the Executive Team. The primary responsibilities of this role involve serving as a resource for new officers and ensuring continuity with past terms.

The Immediate Past President chairs the Nominating Committee, assists in preparing the Club Success Plan, and promotes the club’s efforts to be recognized under the Distinguished Club Program.

Gettysburg Addressers

As part of a membership drive, our Toastmasters club in Gettysburg, PA hosted an open house in 2010. I wrote this original poem for the occasion.

Ode to The Gettysburg Addressers 
by Douglas Bayliss

There’s a club in town. It’s been around. Has a name that sounds quite admirable – The Gettysburg Addressers of Toastmasters International.

It started back in two thousand and five, this year’s the 5th anniversary. The club is fun and casual but doesn’t do things cursory.

On Wednesday nights throughout the year, at the Adams County library, a meeting ensues that helps one grow but nothing that’s too contrary.

Just walk right in and give a speech it’s sure to build your confidence, you’ll soon find out without a doubt it was a decision of great consequence.

In nineteen hundred and twenty-four the 1st club started quite readily. From humble beginnings, the plans were made by Dr. Ralph C. Smedley.

He worked at a Y and realized, as VP of Education, the boys who were there could use some help with their public relations.

So he started a club, a Toastmasters club to teach the boys to think, and they grew confident in their speaking; he must have been a shrink!

The club caught on and started to grow, there’s over 10,000 of them now, The Addressers is one that’s come of late, and that you cannot disavow.

There are speeches to evaluate, a timer to commiserate, ah counter and grammarian; joke-of-the-day; word-of-the-day; thought-of-the-day: Are table topics rational? The Gettysburg Addressers of Toastmasters International!

An officer you might become the leadership has just begun. With a President, Sergeant at Arms, VP of Education. There’s PR of course and Marketing with Public Relations.

A Secretary and Treasurer?… Ahhh… The executive committee!

But don’t stop there, there’s more to come on an area and district level. With a Governor and her Lieutenant; why they deserve a medal! They organize clubs with great ambitions and help to run the competitions.

To raise the toll of one’s body mind and soul is really quite sensational. You gotta admit, and I submit, this is more than recreational.

If you dream of being more ambitious, the International level is most propitious, with more speeches to give and conventions to host, you might have to travel from East to West coast!

But there’s nothing to fear with the confidence gained from all of the leadership drills, just step right up and volunteer –  it turns out you’ve got the skills!

So let’s be thankful for this club of choice, that helps us find our inner voice with a name that is quite admirable:  The Gettysburg Addressers of Toastmasters International!

Words for the day:

toll n. The quality (positive or negative) that renders something desirable or valuable.

propitious adj. Presenting favorable circumstances.

© 2010 Douglas R. Bayliss

My inspiration for this poem comes from “I Am the Very Model of a Modern Major-General,”  a fast-paced patter song from Gilbert and Sullivan’s 1879 comic opera The Pirates of Penzance:

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