Duties and responsibilities of General Evaluator
Read the following details collected from various web sites
When you are the General EvaluatorThe general evaluator is just what the name implies-an evaluator of anything and everything that takes place throughout the meeting. The responsibilities are large, but so are the rewards. The general evaluator is responsible to the Toastmaster who will introduce you; at the conclusion of the evaluation segment of the meeting, you will return control to him or her.
You are responsible for the evaluation team, which consists of the timer, grammarian, ah counter, and table topics evaluator if your Club has one. The usual procedure is to have one evaluator for each major speaker, but this is not necessary You are free to set up any procedure you wish, but each evaluation should be brief, yet complete. Methods for conducting the evaluation sessions are limitless. Review the Effective Speech Evaluation manual for ideas.
Prior to the Meeting
The General Evaluator is just what the name implies-an evaluator of anything and everything that takes place throughout the meeting. It is a large responsibility, but with proper preparation the role can be performed successfully.
Prior to the meeting:
During the meeting:
General Evaluation Guide
Note: This can be used as a rough outline for evaluating any Daybreakers Meeting.
Hints for the General Evaluator
If you've never been General
Evaluator before, the few hints here may help you organize your part of the
meeting more effectively.
Your duties begin with a call
to the Toastmaster (who may call you first) about seven to ten days prior to the
meeting. It is recommended that you and the Toastmaster split the calling
assignments as follows:
* One or more of these roles
may be dropped in future scheduling.
So the you call the
"traffic cop/feedback" roles, while the Toastmaster calls everybody
else. As soon as you find out from the Toastmaster how many speakers there
are, you can start lining up the evaluators. As a rule, the evaluator will be
at least as experienced as (and preferably more experienced than), the
speaker. This establishes a certain "pecking order" in the
assignments. Pay particular attention to the evaluator for an Icebreaker
speech; don't hesitate to assign a more experienced evaluator to this speaker.
If one or more speakers back out, give a courtesy call to the evaluators you
don't need just to let them know they won't be evaluating at this particular
Your general evaluation
should cover three broad areas: (1) an overall evaluation of the meeting, (2)
an evaluation of the table topics session, and (3) an evaluation of the speech
evaluators. Regarding the actual meeting, these are a few standard questions
you should answer:
most evenings there isn't any trouble with the subsidiary roles. Every now and
then, however, there's a slip-up. For example, the Timer may be confused about
which setting to use on the automatic timing light. Any mistakes in this area
are obviously unfair to the speaker. Mention this in your evaluation, with a
suggestion of how it can be avoided in the future (printed instructions, have
an experienced member sit next to the Timer, etc.).
move on to the next subject: how was the table topics session? Were the
questions posed in such a way as to encourage respondents to formulate an
extemporaneous speech that lasts a minute or two? Our somewhat larger than
usual audience is probably terrifying for a novice to speak in front of the
first several times, particularly in table topics. Therefore, it is critical
that the table topics questions be designed so as to provide the least amount
of intimidation for novices. How did the Table Topics Master do with the
content of the questions? Were the questions short, simple, and open ended?
What about his/her selection of respondents? If there was an invitation to
guests to participate in table topics, was the invitation tactful?
respect to the evaluations, be aware of the two most common errors:(1) too
much time spent merely summarizing the speech and (2)a "whitewash"
(that is, the evaluator finds nothing wrong with the speech). These two errors
typically go together. There is no such thing as a perfect speech - except the
Gettysburg Address and the Sermon on the Mount - and there are always at least
one or two things that the evaluator can mention that would have improved the
this approach: as the speakers present their speech, write down the single
most positive and single most negative thing they're doing. This provides a
frame of reference for you to compare your observations with those of the
evaluator. If you both agree, fine...Say so. If you disagree, then you have a
good reason to mention something that the evaluator may have overlooked, as
well as having another opportunity to help the speaker improve. (But remember:
the evaluation is your target here; don't evaluate the speech all over again.)
notice on some evenings that some of our more experienced members speak longer
than they should (including the President!), even when the schedule is
"tight" They typically come across as preachy, long winded and
verbose. While being as diplomatic as possible, mention we pay the price of
unnecessary and lengthy discourses with an abbreviated, or even eliminated,
table topics session (which benefits the more inhibited members).
usually call on the reports of the Grammarian and Ah Counter and you also give
out the Spark Plug award to the person who does the most to make the meeting a
success. Most of the time it goes to the Toastmaster. Although you obviously
have a lot to discuss, your comments in the general evaluation should not go
much beyond five minutes.
for General Evaluator
behind the role
The General Evaluator conducts the entire Evaluation Session. The Toastmaster-of-the-Meeting will relinquish control of the lectern to the General Evaluator for that portion of the meeting.
In advance, the General Evaluator should call each of the individual speech evaluators and tell them to which speaker they have been assigned. The General Evaluator is responsible for calling the Grammarian, the Time Keeper and the Vote Counter to remind them of their assignment.
At the meeting, the General Evaluator is responsible for evaluating the entire meeting. The General Evaluator should evaluate:
The room arrangement
The greeting of guests and members
Promptness of meeting opening
Conduct of the business session
The Toastmaster-of-the-Meeting's performance
The Table Topics Master and the Topics Speakers' performance
The Grammarian's performance
The Evaluators' performance
The Timing and Vote Counting procedures when needed
When neither accolades or suggestions for improvement are needed, the General Evaluator should not feel compelled to verbalize unnecessarily. While no time is specified for the General Evaluator, time is precious to everyone at the meeting so use it wisely! The General Evaluator should NOT (except in the case of the very grossest oversight) evaluate the individual speakers.This is the job of the individual speech evaluators.
The General Evaluator evaluates the meeting in chronological order. When the General Evaluator reaches the prepared speech portion of the program, the individual speech evaluators are called on to evaluate the prepared speeches. The General Evaluator then asks the audience to pass their ballots for Best Evaluator to the Vote Counter. Next the General Evaluator evaluates the individual evaluators.
The General Evaluator should then ask the Word Master for a report of how often the word of the evening was used during the meeting.
In conclusion,the Grammarian should be called on. When needed, the General Evaluator evaluates the Grammarian.
The General Evaluator retains control of the lectern during the entire Evaluation session. After the General Evaluator's final comments, control of the lectern is returned to the Toastmaster-of-the-Meeting.
To guide the members through an evaluation of the meeting. With the help of your evaluation team, you will offer your opinions on the strengths of the club and the areas where the club can improve the quality of their meetings.
Before the Meeting:
As general evaluator you are responsible for facilitating the evaluation process. In preparation for the meeting you should:
At the Meeting:
During the meeting, you must be attentive. Your role is to be a active observer of the meeting. You gather information on the performance of the members during the meeting. Your job includes:
Tips and Traps:
The job of an evaluator is not as easy as it might seem. Your job is to deliver your opinions on the performance of members in their various roles in a toastmaster meeting but first and foremost on the Evaluations provided by the speech evaluators. These evaluations must be constructive and positive in nature. Your responsibility is to outline the strengths of members' performances. You must also point out areas where members could improve their skills. Make sure you read the literature provided to you when you joined on evaluations.
The General Evaluator
The GENERAL EVALUATOR evaluates anything and everything that takes place at the meeting, except the individual speakers. The GENERAL EVALUATOR'S guidance of the speech evaluators and fair summation of the meeting has a great influence on members' attitudes; therefore he or she should point with enthusiasm to the good in the meeting and show by example and helpful suggestions how weak areas could be improved.
Before the Meeting
Check with the Toastmaster to find out how the program will be conducted and if there are any planned deviations from the usual meeting format as well as identify of speakers,
Contact the Speech Evaluators to confirm their ability to attend the meeting.
Brief your Speech Evaluators on their job and inform them whom they will be evaluating. Suggest that each Evaluator call his or her speaker to talk over any special evaluation requirements suggested in the manual or requested by the speaker. During this briefing, emphasize that "evaluation" is a positive, helping act to help Toastmasters develop their skills. It should preserve (and enhance) the self esteem of the speaker.
Upon Arrival at the meeting
Insure that Evaluators have their Speaker's manual and understand the project objectives.
If an Evaluator is not present, consult with the Toastmaster and arrange for a substitute.
During the meeting
Take notes on everything that happens (or doesn't but should). Were there unnecessary distractions that could have been avoided? Did each segment of the meeting begin and end on time?
Prior to the formal speeches, you will be asked to stand and assign your evaluators. Report on which evaluator is evaluating which speaker.
After the speeches, the Toastmaster will introduce you, the GENERAL EVALUATOR. You now preside over the meeting.
Go to the lectern and introduce each Evaluator. Shake his or her hand and then sit down. After each recitation, thank the Evaluator for his or her efforts.
After the evaluations are complete, return control of the meeting to the Toastmaster.
What to say at the end of the meeting when called on to give your report:
Stand and say, "Mr./Madam Toastmaster, Fellow Toastmasters and Honored Guests: ... report on the meeting."
OPENING: Mr. Toastmaster, Fellow Toastmasters and Welcome Guests.
A. EXPLAIN THIS PORTION OF THE MEETING:
1. "General/Chief Evaluator" is just what the name implies. An Evaluator of everything and anything that takes place throughout the meeting.
2. The assigned Evaluators provide a very valuable service.
They provide Feedback to each SPEAKER.
This Feedback is Immediate, oral and in writing. It should be honest and constructive.
Evaluators are not critics.
Criticism is negative; evaluation is a positive experience designed to help people overcome weak habits and add power to good habits.
The audience is encouraged to fill out the evaluation forms provided on the tables.
3. The GRAMMARIAN and AH COUNTER can provide helpful feedback.
B. Ask the TIMEKEEPER to explain the lights.
(Call for Best Speaker Vote if not done yet)
C. Introduce an EVALUATOR # 1:
Name of EVALUATOR:
Name of SPEAKER:
Name of Speech:
Time of Speech:
Objectives of Speech:
Personal Profile of EVALUATOR (1-2 lines):
Wait at the Lectern, shake hands. Walk behind the EVALUATOR. When Speaker is finished, jump up and applaud.
D. Introduce an EVALUATOR # 2:
Name of EVALUATOR:
Name of SPEAKER:
Name of Speech:
Time of Speech:
Objectives of Speech:
Personal Profile of EVALUATOR (1-2 lines):
Wait at the Lectern, shake hands. Walk behind the EVALUATOR. When Speaker is finished, jump up and applaud.E. Introduce Grammarian (Untimed)
F. Ask for Vote for Best Evaluator (or Grammarian) and give general evaluation of the meeting.
G. Return control of meeting to the Toastmaster of the Meeting
of how to be a good general evaluator :
1. Sitting at the rear of venue, browse if any decoration suitably placed. Example are trophy, banner, educational materials properly displayed ?
2. During the meeting, any unnecessary distractions, eg. Beeper sound or mobile phone ringing are avoided ?
3. Add something to the evaluation to those reported by timer
4. Watch if timers, ah counters, vote counters definitely express the rules.
IntroductionAs the General Evaluator, you will conduct the evaluation portion of the meeting. Every aspect of the meeting should be evaluated, either by your helpers or by you. You should attempt to do this in a constructive manner with the goal of helping the speakers improve, using Toastmasters evaluation principles. Thus you need to recognize good performance and offer encouragement and suggestions about improvements the speakers might try.
During the Meeting
As General Evaluator, you coordinate the evaluation segment of the Education Session. The purpose of this segment is to provide constructive feedback on the performance of meeting participants.
1. Once you accept control of the meeting, give a short explanation of the benefits of evaluation (under 1 minute).
2. Mention that there are other people to assist you. Welcome them to the lectern in turn: Table Topics Evaluator, Prepared Speech Evaluators Ah Counter and Grammarian.
3. When all the assisting evaluators have finished, provide an evaluation of the meeting as a whole (5 to 7 minutes).
What to look for:
a. Did everything happen as it was supposed to happen? For example, was the banner displayed, were Agendas, evaluation forms and ballots distributed, etc.? Did every segment of the meeting start and end on time?
b. Observe every participantís performance. Comment on good performance and suggest improvements, if any. Comment on the preparation, organization, delivery and enthusiasm of each personís function. Do not reevaluate the Prepared Speakers, although (if time permits) you may mention something that the speech evaluator may have missed.
c. Follow the General Evaluatorís Worksheet for specific areas to look for in each members function.
1. State clearly at the beginning of your presentation that any comments you make are your own opinions, not those of the club.
Example: Use expressions such as "I think", "I believe my attention would be captured even more if", or "In my opinion", rather than "You should" or "You must". Other appropriate terms are: "I liked" and "I would have liked". Avoid making a positive comment and then using a "but".
2. While each person delivers their evaluation, sit off to the side but closely enough that you can return quickly to the lectern to shake the Speakers hand once (s)he has finished.
3. Always be positive: make your feedback constructive. Donít criticize negatively without offering ideas on how to improve. Stick to only one or two areas of improvement. People will ignore everything you say if you appear to be too negative. Conclude discussion of each function with praise or congratulations.
"Harold, I found your toast was truly inspirational. I thought that the topic was definitely appropriate. I believe that it would have been easier for us to respond in unison, if the declaration had consisted of only 3 or 4 words. Just the same, you certainly got us into the spirit of your toast - it was delivered with sincere passion."