IRRI Toastmasters Club: Let's shorten our club meetings!

[Eunice Anne Capili]

Dear all,

Happy Monday!

We are entering the second quarter of our Toastmasters Year. As you all know. we are always on the lookout for ways to improve the way we do our club meetings. This time, I want to raise our concern with regard to our club meetings' duration.

Everyone would agree that our club meetings are long. This has been the norm even when we were still doing our physical meetings  Currently, we're meeting 2.5 hrs which is an improvement from our initial three-hour meetings. Nevertheless, 2.5 hours is still long given that online meetings are more energy-consuming than physical meetings are. Plus most of us come from a long day of work.

I have gathered feedback (directly and indirectly) from our members. Sadly, one of our members did not renew in our club because he could not squeeze our meeting in his schedule. My colleagues, who are fellow club members, expressed that concern as well. 

That said, let's make it a goal this quarter to cut our meetings into 2 hrs (5:30 PM - 7:30 PM). If we observe our meetings, we consume so much time largely because we don't honor the time given to us. Our evaluations/reports -- supposedly 3 minutes -- happen 5-7 minutes. Our prepared speeches happen more than 7 minutes -- there were times they take more than 10 minutes. So just imagine the aggregate of those excess time. 

One reason for this is that either most of us don't know how to pin the timer on Zoom or the feature does not appear (for some reason). I also noticed that not all necessarily stick to the time even when they are made aware of it (I'm guilty of this!).

Given this concern, what I'm proposing is this: The assigned timer must use audial cues aside from the usual visual cues. For example, if a speech must only last from 5-7 minutes, the timer will play a single ring of bell to notify the person on spotlight that s/he hit the 5-minute mark; two bell rings if the person reaches the 6-minute mark; and three bell rings if the person reaches the 7-minute mark. Once the speaker reaches the end of the grace period (7 in and 30 sec), the bell will ring for a longer duration and the speaker will be muted to give the mic (and spotlight) back to the Toastmaster of the Day. This will apply not only to Prepared Speech givers, but also to the rest of the role-takers (except the TMD and the General Evaluator). 

With this, I challenge everyone to strictly adhere to the time provided by the Toastmasters International (TI). For sure, TI gave that amount of time because they know that that's enough time to send across a message that will accomplish its purpose effectively. This way, we also get to train ourselves to respect and honor time -- ours and others'. Also, let this be a challenge to make our speeches and reports in a way that we can send across our message that accomplishes our objective in a concise and brief way.

Fellow Toastmasters, let me know what you think. I discussed this with some members already and they agreed. I want our meetings to be a space from where we leave energized, empowered, and inspired -- not drained. 

I look forward to your responses. Thank you!

Best,

President Eunice

[Craig Jamieson]

Good morning Pres Eunice,

Thank-you for this suggestion - I support it 100%. We could even make it like a fun game not to get cut off at the end. This applies also to evaluations - I have also gone overtime with evaluations in the past.

You also know my preference for omitting the TM pledge at the beginning of meetings so I won't go over that again, but I also think that we could omit the break in the middle, if we're really able to keep the whole meeting within 2 hours.

If the timer is able to mute people at the end of speeches, maybe they don't then need to give a timers' report. After all, everyone is getting immediate feedback on their timing! That would also save a few more minutes in every meeting.

Maybe some of the admin at the end could also be cut or reduced. The crown for the most ahs and uhms is a bit of fun, but a little unfair to name and shame, especially for those who have made the effort to play a greater role in the meeting (TMoD, for example) and are therefore more likely to get hit.

Those are just a few suggestions from me for you to consider. I do love the idea of trying out the audible horn to save time pinning the timer, which has been an issue. Good innovation!

Best,

Craig

--
TOASTMASTERS INTERNATIONAL- WHERE LEADERS ARE MADE
---
You received this message because you are subscribed to the Google Groups "IRRI-Toastmasters Club" group.
To unsubscribe from this group and stop receiving emails from it, send an email to irri-tmc+u...@googlegroups.com.
To view this discussion on the web visit https://groups.google.com/d/msgid/irri-tmc/CAK-Ee9NQ9UhEiAgQ%2B9RGrp_RtymOJncb2cwP7S20h2RoDUX7jQ%40mail.gmail.com.

[Eunice Anne Capili]

Hi, Craig! 

Your suggestions are highly appreciated. We (zoom masters and TMD) are having a dry run of the program later; we'll try to make some adjustments based on your suggestions as well. :) Thank you!

To view this discussion on the web visit https://groups.google.com/d/msgid/irri-tmc/CAKAdLWhRFtYLnHFy4gXUWL6FMUxx1V8qprBnZcWZJ_ENq1bt6Q%40mail.gmail.com.

[Maria Liza Milante (IRRI)]

Hi Pres Eunice,

No problem with me. 

I also agree with omitting the Timer's report and the 5min Break as suggested by TM Craig if we will keep the whole meeting within 2 hours.

After incorporating the suggestions and if we will strictly follow the time allotted, we will have our Group picture at 7:31PM. 😅

Cheers,
Liza

On Mon, Oct 12, 2020 at 10:49 AM Craig Jamieson <cr...@strawinnovations.com> wrote:

To view this discussion on the web visit https://groups.google.com/d/msgid/irri-tmc/CAKAdLWhRFtYLnHFy4gXUWL6FMUxx1V8qprBnZcWZJ_ENq1bt6Q%40mail.gmail.com.

The International Rice Research Institute is a member of the CGIAR System Organization, a global research partnership for a food secure future.

[Jhoanne Ynion]

Hi TM Liza,

About the Timer's role, I am reluctant to omit the Timer's role since it is one of the very important measure of efficiency on how the meeting was conducted. The role does not only check whether the speech is beyond the time frame. The Timer notes whether all the role takers are within the alloted time and whether the whole program is on time.

If I am to suggest a portion to omit, I suggest Haha hunter and/or Filleritis. 

Just my two cents 🙂

Best,

Jhoanne

To view this discussion on the web visit https://groups.google.com/d/msgid/irri-tmc/CAN7oEKR%3DjP182%3DGjkD4vojDutfE7z-30KGgb6zBTULG40rXjWA%40mail.gmail.com.

[Jessica Rey]

Dear Pres Eunice,

Suddenly, I got nervous! Can we practice all the tasks of the timer (me!!!)???

I had always been technically challenged and now oh my!

J

To view this discussion on the web visit https://groups.google.com/d/msgid/irri-tmc/CAF68G9qjViNOtY_JZqTF8kO_RTv5wckiXEeWiw%3DoPcJ74MS%3DNg%40mail.gmail.com.

[Gladys Thielke]

I think presenting the times with a slide - such as Melchor created recently for Speechcraft - could accomplish the Timer's report with very few words. The report is so valuable and can be done very quickly. 

To view this discussion on the web visit https://groups.google.com/d/msgid/irri-tmc/CAF68G9qjViNOtY_JZqTF8kO_RTv5wckiXEeWiw%3DoPcJ74MS%3DNg%40mail.gmail.com.

[Maria Liza Milante (IRRI)]

Dear all,

When we had our face to face meeting, we allot 3 min for Grammarian and Ha ha Hunter, while both Ah Counter and Timer do their reports for 2 min each.

In our virtual meetings we allot 3 min for each functionary. How about adjusting it to: Grammarian (3 min) then Haha Hunter, Timer and Ah Counter (2 min each) - see last column below.

By doing this, we keep all functionaries. 😄

Roles	Face to Face Meeting	Virtual Meeting	Virtual If No Timer’s Report	Virtual Propose Adjustment
Grammarian	3 min	3 min	3 min	3 min
HaHa Hunter	3 min	3 min	3 min	2 min
Timer	2 min	3 min	-	2 min
Ah Counter	2 min	3 min	3 min	2 min
Total	10 min	12 min	9 min	9 min

Would appreciate your comments until tomorrow 5pm so we can finalize our program. 

Many thanks!

Your TMoD this Thursday (15 Oct),
Liza 

To view this discussion on the web visit https://groups.google.com/d/msgid/irri-tmc/CAExKrBfnSdm-G8vwbj14f9y-QxgPPmDxMzR8-cUvD9FwwuWtCg%40mail.gmail.com.

[Craig Jamieson]

Good ideas flowing in now.

Another approach could be to merge rolls.

E.g. The zoom masters set some sort of timer on the screen or traffic lights that everyone can see and cut off everyone who goes over (and the GE mentions about start and finish times of the meeting) so little or no timer role or report needed.

E.g. 2. The grammarian absorbs the Ha-ha hunter role, covering "Gems, germs and funnies", making it like a "Kiss, kick, kiss" format.

Craig

To view this discussion on the web visit https://groups.google.com/d/msgid/irri-tmc/CAN7oEKQ4KEjQPkB8%3DBSYN04SzNSrzw-iHyaBWwvDAMnPd8JMhA%40mail.gmail.com.

[Gladys Thielke]

This will take great discipline - because in my observation, evaluation is where we usually lose track of the schedule. When Nomel was GE he noted we followed our schedule - until evaluation. Im for these changes - less is (often) more. We can learn not to report comprehensively but instead to report highlights and generalities. 

To view this discussion on the web visit https://groups.google.com/d/msgid/irri-tmc/CAN7oEKQ4KEjQPkB8%3DBSYN04SzNSrzw-iHyaBWwvDAMnPd8JMhA%40mail.gmail.com.

[Thelma Paris]

I agree! How about the introductions using the word of the day? We need to shorten each introduction. We need to be reminded of the time allotment.

Thanks,

Thelma 

[Eunice Anne Capili (IRRI)]

Hi, all. Here are my thoughts based on what you all said while considering what is most necessary and what will best serve the club.

(1) Let's remove the filleritis champion (for now).

(2) As for the evaluation and reports, give highlights and generalities - not a comprehensive report (exactly what Gladys said).

(3) As for the timer, I do get that the timer's report is essential as that gives us an idea of our efficiency BUT why would it be necessary if the audial cues and the cutting off of the person on screen are immediate feedback in themselves (just as what Craig said)? I do think the timer's report is still important but given the URGENT NEED to practice being on time (this has been our problem even way back we're doing physical meetings), we need an external reinforcement of that for now. If, eventually, we get better with the way we steward time even without the need of this reinforcement, we may eventually go back to doing the timer's report (I think?).

(4) As for the merging of haha hunter's responsibilities with grammarian's, I'm not sure if that's okay with others but it's fine with me... I'm a bit iffy about this, though, because the haha hunter is something distinct to our club. If the majority is on board with the merging of the two roles, then we'll get rid of the haha hunter's report as well and include this in the grammarian's report.

(5) As for the Word of the Day (WOTD), the grammarian will call only 3-4 people to use the word in that segment and instead, let's give more emphasis on using the word all throughout the meeting. :) The point of the Word of the Day is for us to get acquainted with a rather unfamiliar word and make it part of our vocabulary through practice starting in our club meeting. (Although, I'd say, I'm a bit reluctant about choosing only 3-4 people because I like that we use the WOTD to introduce ourselves because it breaks the ice and at the same time provides an avenue for us to get to know a bit about each other. but as for now, we'll just call 3-4 people and prolly call a different set of people every meeting for the WOTD.)

(6) As for the timing provided by Ms. Liza, I'm on board with the time provided in the last column. If we're merging the haha hunter's and grammarian's reports and removing the timer's report, then that leaves the grammarian with 3 minutes and the ah-counter with 2 mins. (Haha hunter with 2 mins as well if we don't get rid of it)

(7) For the Prepared Speech speakers, make it a practice to write a 6-minute speech and present it in 7 minutes (if the time allotted for your speech is 5-7 mins). I got this from a webinar by some Toastmasters' World Champions.

I asked Melchor last night during our Zoom rehearsal if zoom has the timer feature, but he said that Zoom doesn't have it. As for presenting the timer as slides, I'm not sure how that would work. Enlighten me? because what if the speaker also needs to share slides? And I'm thinking, if that would work, Melchor would have suggested it yesterday? Melchor, some two cents?

Toastmaster Jay,

I totally feel you! Don't worry - we will be giving you what you'll need for the audial cues. :) LLL     L:sadb Let's have a 30-min (max) meeting tomorrow. Will send a calendar invite.

Lastly, I'd like to emphasize that we are on a trial and error way of doing things this season. Let's see what works and what doesn't.

All,

Thanks for this discussion. Love seeing everyone's two cents. Appreciate them. :)

To better and more collaborative club meetings,

Eunice

To view this discussion on the web visit https://groups.google.com/d/msgid/irri-tmc/CAGrbvyLMRCb2rA1UADn6R7mNv%3DROhHNWi99B1haZJbjj%2BRHchQ%40mail.gmail.com.

[Eunice Anne Capili (IRRI)]

Good morning, club!

Here are the changes happening today:

(1) We'll remove the Filleritis champion.
(2) We'll retain all roles. For the moments of truth part, strictly do your report/evaluation within your alloted time:

• Table Topics Evaluator - 3-5 mins
• Speech evaluator - 2-3 mins
• Grammarian - 3 mins
• Haha hunter - 2 mins
• Timer - 2 mins
• Ah - counter - 2 mins

When giving evaluation and reports, give highlights and generalities - not a comprehensive report.

(3) For speakers, 

• Table topics - 1-2 mins
• Prepared speech - stick to your speech project's alloted time.

(4) Grammarian, as for Word of the Day, stick to choosing 3-4 people. Be conscious of the time the Toastmaster of the Day gave you. 

(5) The Timer will use audial cues to notify the speaker of the following:

• 1st mark - single bell (means you reached the minimum of your allotted time)
• 2nd mark - double bell (means you should start wrapping up)
• 3rd mark - triple bell (means you reached the maximum of your allotted time)  
• end of grace period - multiple ringing of bell (means your time is up)

We'll do a demo later. 

Lastly, let's not forget to enjoy! While we want to practice efficiency, we don't want to overfocus on how we fare with time. In fact, the bottom line here is to practice brevity and conciseness -- which are essential elements in any form of communication. Let me end by sharing what I found online about these two:

To be "brief" means to get straight to the point or to be short in duration. 

To be "concise" means to express a lot of information in the fewest words possible.

See you later,

Pres Eunice