The Meeting Agenda Form; Your Best Friend!

The Agenda! 

 In our meetings we have this form called the agenda that we use as the Toastmasters to conduct the meeting. This invaluable piece of paper is your lifeline to a good and timely meeting. 

  As toastmaster it is a good idea to get to the meeting a little early and fill in the blanks. It also give you little bit go time to talk with different people who have roles in the evening meeting.   

 When handing the meeting over to the other leaders IE: Table Topics Master and General Evaluator. Leave the agenda on the lectern so they also can also follow the agenda. 

  More seasoned Toastmasters have a habit, me included, of going by memory and we often forget parts of the meeting.  A common one is asking for a timers report. This can be avoided simply by using your agenda and following it to the letter.

  At the end of the meeting this document is signed by the toastmaster and given to our secretary to be filed . This serves as our minutes to the meeting. 

  In conclusion use this document,  it is your best friend when serving as toastmaster.

 These documents are provided in person by our Sergeant at Arms you can also download and print this from our free toast host website in the file area.   

https://www.pioneertoastmasters.com/

    

 

Mastering the Handshake Protocol: The Secret to Seamless Toastmasters Transitions

  Have you ever witnessed a moment during a meeting where the lectern is left completely abandoned? The speaker walks away, the room goes silent, and a cold, awkward vacuum fills the air. This happens when we forget a fundamental rule of meeting etiquette: control of the room must always be formally passed.

  In Toastmasters, the lectern is never left unattended. Think of it like a relay race. If you simply walk away when you are done speaking, you are essentially dropping the baton on the floor. We maintain continuity, energy, and professionalism through a simple tradition known as the Handshake Protocol.

The In-Person Protocol

When a meeting leader calls you up to speak, remain seated until they finish introducing you. Once they step aside, walk up to the stage with confidence. Look them in the eye, and firmly shake their hand.

This is more than just a polite greeting. By shaking hands, you are physically signaling to the audience: "I now have control of the room."

When your speech concludes, the protocol reverses. Do not immediately walk back to your seat. Stay at the lectern, lead the applause, and wait until the meeting leader returns to the stage to shake your hand and physically take back control of the room.

The Virtual Twist

What if your club meets online? The rule absolutely still applies. Instead of a physical handshake, you must execute a virtual handoff.

The person currently leading the meeting should look directly into the camera, say, "Over to you, [Name or Role],"and applaud until the speaker starts talking. The incoming speaker then acknowledges the handoff with a nod and a verbal greeting, such as, "Thank you, Mr. Toastmaster." Once finished, the speaker waits on screen until the Toastmaster takes back the spotlight.

The Challenge

Whether you are meeting in person or on Zoom, smooth transitions keep a meeting moving with momentum. They separate an amateur gathering from a high-quality, professional event.

The next time you fill a role at a club meeting, remember the relay race. Do not drop the baton. Let’s keep our transitions seamless, intentional, and sharp.

The Box Gesture Technique.

The Box Gesture Technique.

When we speak, our hand movements should naturally reinforce our words. However, without a plan, our hands can easily become a distraction—either dropping limply to our sides, which lowers our energy, or flailing too widely, which signals anxiety. The Box Technique solves this by giving us a framework for purposeful movement.

To use this technique, imagine an invisible, rectangular frame directly in front of your torso:

• The top boundary is at your chest level.
• The bottom boundary is at your waistline.
• The side boundaries extend just slightly past your shoulders.

The rule of this technique is simple: every hand gesture you make must stay contained inside this imaginary window.

When you want to emphasize a key word, contrast two ideas, or list points, you execute those movements cleanly within this space. When you finish a thought, your hands return to a relaxed, open resting position near the center of the box, right around your navel.

This technique is highly effective for two main reasons:

1. It projects composure: Gestures kept inside this zone look calculated and controlled. This signals to your audience that you are confident and certain of your message.
2. It maintains focus: The human brain naturally tracks motion. Keeping your hands in this chest-to-waist window ensures that the audience's eyes are always drawn right back up to your face and your eye contact.

I challenge everyone to visualize their own personal box. Keep your gestures intentional, stay inside the frame, and notice how much more authoritative your delivery becomes.

https://www.youtube.com/shorts/qzXVg4wtQsE

Stop Apologizing in your speeches!

 In  the most recent toastmasters magazine I came across this article entitled 

“   Resist Your Regrets

How to stop apologizing for yourself in presentations and what to do instead.”

By Joel Schwartzberg

I will summarize what I got from this article briefly.  I would encourage you all to take time later to read it in its entirety as it is very good. 

To quote the article

“Consider your immediate reaction to this line: “I’m sorry, but …”

Do you sense bad news is coming or that the speaker is about to under-deliver? That’s not a message speakers want to send, but many do it instinctively and needlessly.

Regretful phrases like “I apologize …” and “Please excuse/forgive …” may seem polite, but they usually backfire, making you sound less credible and confident. It’s your job to manage your regret, not your audience’s job to accommodate it.”

  This to me is a great example of more being less!  Don’t sabotage your speech with this type of addition. You do not need to bring undue attention to things in you speech which often times are already known by the audience and if not don’t bring it up! 

 An example would be apologizing for not practicing enough before you presentation!   Most of the time, while maybe more practice would have helped some, your audience is still impressed with your speech giving acumen!   Don’t bring attention to things that don’t need or deserve attention.   Just present your speech and do the best that you can in that moment. 

 

https://www.toastmasters.org/magazine/magazine-issues/2026/july/resist-your-regrets

Educational Moment: Happy New Year

  

  As we step into a brand-new Toastmasters fiscal year, our club goals have completely reset to zero. Just like the magic in A Midsummer Night's Dream, we awake today to a completely fresh slate, full of infinite possibilities.

Every single one of us has the power to shape the destiny of our club over the next 12 months. This fresh start relies heavily on the Distinguished Club Program, or the DCP. The DCP is our club’s report card, measuring our success across education, membership growth, and training. 

When you submit a speech level pathway, earn a designation, or invite a friend to a meeting, you aren't just achieving personal growth. You are actively earning a point that helps our club achieve 'Distinguished' status.

My challenge to you during this midsummer fresh start is simple:

• Log into Pathways this week and select your next project.
• Prepare your next speech
• Commit to one personal goal you want to conquer by next June.

Let’s use the vibrant energy of this new year to dream big, support each other, and track our magic all the way to a Distinguished Club ribbon!"

Congratulation Pioneer Toastmasters on a great Toastmasters Year!!!

 

   You all have had a great year in accomplishing all of these club Goals!  As you can see we have achieved all but one goal and that is goal #3 "Two more level two awards" only one level two is lacking on that particular  line.  At this point in total we achieved 9 of the education goals. That simply means we were working the pathways and getting things done.  I have seen the growth in practice as you all have gotten better at public speaking and in the leadership you bring to our club and no doubt beyond.   Congratulations! And thanks for a great year!    Looking forward to next year!  

More Tips for Toastmasters

More tips for Toastmasters:

“Embrace your unique style. Don’t copy the style or gestures of other speakers, as your audience will sense a lack of authenticity. Be yourself; no one does that better than you can.”

  Simply put be yourself you are the only you in the world and we like you! 

“Be prepared for the worst. Murphy’s Law states that anything that can go wrong will go wrong. Be prepared by having print-outs of your presentation slides and a copy of your presentation on USB drive.”

 One can never be over prepared.  I remember many years ago and this has happened more than once, there was confusion about who was going o be her for wasn’t bottom one was no one with a key showed up.   Think of your preparation that way. Could you present you speech up by the entrance top the church here where we meet with people standing or sitting at the picnic tables there?  IF so you probably are prepared if you could not then a plan B plan could be a good thing. 

“Pause. Before addressing your audience, pause for a few seconds. This will gain their attention and increase impact.”

  This is one of my favorite things to calm things down and get the audiences attention prior to beginning your speech.   I can remember teaches growing up that did this…. It works 

Source for these tips is the article linked here:

https://www.toastmasters.org/about/90th-anniversary/90-tips