[Just want the tips? Scroll down to the bottom of the post.]

I had the role of General Evaluator (evaluates the meeting on the whole) at our Toastmasters meeting this morning. Yesterday I was thinking about the criteria for a well run meeting.

#1 Starts on Time.

One of the things I love about Toastmasters is that we start on time. Uhhh, except for the Division Contest on Saturday which started 30 minutes late (ouch!) And of which I was co-chair (super ouch!)

For me, being on time is an issue of respect. I’ve read about people who refuse to do business with someone who can’t show up on time!

While the trigger for this thought process was our Toastmasters contest on Saturday night, it is relevant for any meeting, event, or situation in which more than one person is involved (hmmm, that pretty much covers most of what we do!)

In any meeting or event, each person plays a role that contributes to the success of the experience. In the contest, whether speaker, Toastmaster, Sergeant at Arms, or audience support, each role is important.

Of course, there are also a few parameters which set the stage for the event to happen. Namely, parameters such as when and where. We agree upon these factors ahead of time–it’s not some secret we need to figure out.

If I cause a meeting to be late because I’m not prepared–perhaps I didn’t leave the house early enough–it’s as if I’m saying that my experience is more important than everyone else’s. This is why I feel it is an issue of respect.

Of course, sometimes it’s more complicated, for example, your spouse is late coming home and you have a sick toddler who cannot be left alone.

So what do do? This is when we get resourceful. This is when we ask for help. This is when we kick into a super-communicative mode. I change the pronoun here to we intentionally, because this is when we, as a team, show our solidarity and help the contest (event, meeting, whatever) stay on track–despite the mishaps.

Being on time tips (especially for those running the meeting)

• Finish preparations a couple of hours before you are supposed to leave.
• Plan on arriving earlier than necessary. This accommodates for unexpected situations. The farther you need to drive, the more cushion time to allow.
• Cell phones, while not appropriate during an event, are a huge help in problem solving before an event. Make sure other key people have your phone number and that you have theirs.
• Take the relevant phone list for the event if all numbers you might need aren’t already in your address book.
• If your being on time is dependent on coordination with another person, have at least one idea for a backup plan should that person be delayed.

Our fearless leader Shawn was part of a recent small feature in the local newspaper The Union, for her work as Area Governor for Toastmasters Area 64. Here is the news clip:

The feature is currently up on their website as well, but I don’t know how long it will remain there.

(posted by Lance)

…compliments of Starbucks, that is.

Not once, but twice this month I’ve run across people sharing words of wisdom found on Starbucks paper cups. Blogger Jeff Hester passed on a quote about innovation and collaboration. And a few weeks ago, our Club’s Toastmasters President brought in a paper cup to read from for some inspiration.

This is a long cry from the days of drinking coffee out of white Styrofoam cups–back in the days when a cup was merely a container. Who would’ve thought that simple shape would evolve into an instrument of change? Because really, that which encourages our mind to move beyond the details of the present, to think outside ourselves, and encourages us into the sphere of community is, in fact, promoting change.

I personally only hit Starbucks when travelling, and I take in my own mug — no words of wisdom for me.

Which leads me to ponder how much more change could be made if more people traveled with their own mug. Starbucks’ Winter 2006 Social Responsibility Newsletter reports that

You know they’ve been growing by leaps and bounds so that number can only be higher now.

Take your own mug! Ask to be served with glass or ceramic! We can inspire them to more community minded practices. Then they can put the words of wisdom on the napkins :)

My dear friend Scott, who is currently in Belgium through the Fulbright Program, asked me about Toastmasters and what I do as Area Governor. I was hoping this would interest him because he is lecturing.

Hi Scotty,

Toastmasters is International–around for 80 years and is now in 40 countries. The most obvious reason someone might join is to improve their public speaking skills. What goes along with this is improved self-confidence, more concise speaking abilities, leadership skill development, improved spontaneous speaking skills, personal growth (via moving through internal blocks because public speaking is such a HUGE fear for a lot of people).

The goal of Toastmasters is to help people with the arts of speaking, listening, and thinking (simplified version).

As Area Governor, I serve the clubs in their efforts to achieve higher status in the DCP (Distinguished Club Program) which is basically a quantifiable way of measuring a healthy club. My primary responsibilities (as I see them) is to make sure the Club officers go through training, 2 club visits per club per year, put on 2 Area contests, and then help with whatever needs help. There are some other things but those are the main duties.

Interesting mix of people, and all in all, I can’t say enough good about the organization. Some of the weekly meetings are borderline spiritual experiences. One person gets up in front of a group of peers. They have prepared a speech, and in some cases have done some real soul searching in the process. The audience simply listens and supports the speaker with their attention & gives gentle and encouraging feed back. I’ve felt so much love in the room at times. And then we all go on to whatever we do in the world. I’m not sure if my group is a regularity or not. I do know that some people have been with the organization for over 20 years and that says something :)

XO Shawn

I really want to report on last night’s Biz Chicks gathering, and am finding I keep procrastinating to do task-y kinds of things. Says to me that I’m tired. No wonder. I presented a speech in Toastmasters this morning called, “Monkey Chatter” and got up at 5am to prepare and transport myself to the meeting.

My current state of mind is ironic really, considering the subject of the speech. I talked about “Dolphin” days vs. “Ant” days. Dolphin days referring to those in which you feel like you are gliding through your day, taking care of business with light heart and in a spirit of fun. And Ant days, of course, being those in which you run around taking care of this, that and the other, nose to the ground, not stopping for a break, wearing yourself out. Another symptom, for me, of an Ant day is focusing on task after task even though I have bigger projects on my plate that I “should” be doing.

The solution presented in the speech was to establish a morning and nighttime writing routine. Basically, keep a notebook by the bed with a favorite pen and download all the piddly thoughts (called Monkey Chatter), i.e. “remember this,” “don’t forget that,” “should’ve done this,” hovering on the mental back burner. (I wrote about clearing this mental clutter in more depth for the Wild Mountain Yoga Center newsletter.)

By clearing out all this clutter, you put yourself in a pro-active position. Instead of your ToDo list driving you, you are driving your ToDo list (and your day).

The speech went well…except for drawing a blank in the conclusion. (Yikes!!!–thought going through my head, “how long can I get away with looking pensive? answer: not very long. ha ha.)

Time for quick system reset through power nap technology (sic, not really a “technology”).

This morning I was Toastmaster at my weekly Toastmasters meeting. This means I introduced the people who had roles in today’s agenda, like the Speakers and General Evaluator. I was looking forward to the experience, trusting it would be better than the last time I was Toastmaster (which was my first time.) Not the case. El problemo? In my attempts to improve the introductions (which I wasn’t too happy about last time) I feel that my attention was too focused. The issue: I didn’t feel like I connected with the audience.

The beautiful thing about Toastmasters is that my experience today was simply practice. It is one of the most supportive learning environments I’ve ever experienced. I am my own harshest critic–I don’t need someone else dragging me through the mud and pummeling me when I’m down. I do, however, appreciate suggestions for what I can improve upon. This method encourages me to walk tall and keep trying. So even though I don’t feel today went as well as I would have liked, I’m already looking forward to the next time when I can try again.

The mission of Toastmasters is expansive (no, not just about making “toasts” or about prepaing “toast.”)

Through its member Clubs, Toastmasters International helps men and women learn the arts of speaking, listening and thinking – vital skills that promote self-actualization, enhance leadership, foster human understanding, and contribute to the betterment of mankind.

Tom Kane provides a succinct summary of 10 speaking tips (scroll down to bottom of post) from Toastmasters materials.

One of the first things to get dropped out of my schedule when I’m busy is reading. I literally put it on my ToDo list for today: read for 30 minutes. Sounds silly, but it worked. I’m so glad I did! I went outside to be surrounded by tall trees under a wide sky with spotty clouds cruisin’ like they had somewhere to be, fast.

Magazine for those 30 minutes: the December issue of Toastmaster, the monthly journal for the Toastmaster community. Most of the articles were about persuasive speaking tips: use of metaphors, openers, closers, techniques. Some of the tips prompted the repsonse, “Well, yeah, of course,” and some prompted, “Oh my gosh! Yes! That’s exactly what I need to do!” I’m thinking about entering the Motivational contest coming up in February, so the timing was perfect (I’ll bet they planned that!)

So is the magazine going to sit on my desk until I write my next speech so that I can use it for reference?
Correct answer: No.

hmmm, and what if I want to reference one of these articles, in say 6 months? Especially the one by David Garfinkel, called “Persuasive Speaking, How to talk your audience into a whole new point of view”?

Let’s talk Magazine M.O. (modus operandi - i.e. way of operating) tips. There are a few primary tips to mention (have more? let me know.)

1. Magazine boxes. To stick with the Toastmasters magazine example, I store all back issues in a box labeled, “Toastmasters”
2. Of Interest tags. As I read a magazine, I have a pad of small Post-its and a pen with me. When I see or read something of interest that I may want to refer to later, I write a few descriptive words on a Post-it and stick it on the page.
3. When the box gets full, I pull out all the issues that don’t have Post-its (i.e. articles of interest) and toss in the recycle bin