Host an Online Meeting
We highly encourage you to continue meeting online. There are certain tips
- Run the meeting as you would a normal Toastmasters Meeting
- Invite people early. Send multiple reminders.
- Use headphones or earbuds if possible. This helps cut out the echo on your end.
- Try to have everyone on video. Seeing everyone’s face helps you feel more connected.
- Allow members and guests to linger after the official meeting like you would in person.
- Corporate Clubs: We would recommend you to use the online meeting tools that your organization provides. These are generally premium services and have a set of tools that can help augment your meeting experience. In case you have issues, you can resort to the recommendations below.
- University/Community Clubs: As a District, we have evaluated several platforms – Zoom, GoTo Meeting, Webex, Microsoft Team, Free Conference Call. We recommend using Zoom
Resources for getting started
- Zoom https://support.zoom.us/
- Microsoft Teams https://teams.microsoft.com/
- Google Hangouts https://hangouts.google.com/
Your Online Meeting: Things to do
Before the meeting
- Invite the members early enough. A Calendar invite works well.
- If possible, put a sign at the physical location of your club meeting, letting people know about going online. Add a contact number/email for more information.
- Do a “meeting check”
- Did you download Zoom?
- Check your Sound and Microphone
- Check your Camera
- Agenda – Do you have a copy on your Email?
- Is your Chat Window visible and working? Send a test message.
- Speakers should ensure that their evaluators have the respective forms. Depending on your club, your communication tools may differ. If you are having trouble or do not have a way to contact your evaluator, your club officers will be able to assist you. If need be, evaluators should be able to find all forms on the Toastmasters International website.
Arrive early to setup the meeting by opening the online meeting bridge/room.
Toastmaster of the Day:
- Share the Agenda via email. This must be done a few hours before the start of the meeting. In case there is a dropout, fill in the spot with someone online and send out the agenda again via email.
- Be ready on time.
Sergeant at Arms:
- Ensure members and guests can connect online. Share a direct phone number if possible to have them dial-in, in case of issues.
- Announce if the meeting is being recorded.
- Remind the attendees to mute their microphones. Monitor the Chat to see if the attendees need any assistance.
- Encourage the attendees to not clap their hands when applauding. The microphones are sensitive and can spike the volumes for the attendees. Instead attendees can wave their hands.
During the meeting
- Toastmaster provides a quick tour at the start of the meeting
- When you are not speaking, mute the microphone.
- The timer should use visual or audio cues for timing. See what works the best for your meeting. Timer Cards can be used via the timer’s camera or by sharing the screen and using green/yellow/red images of the timer cards.
- Do not rely on gestures, to convey points.
- Account for delays in transmission when asking someone to speak.
- The Toastmaster should make it clear, announcements regarding the expectations, e.g.: “please post your feedback for the speaker in the chat”.
- Meeting Officials, Toastmaster, Table Topics Master, General Evaluator, should hold the meeting as close to normal as possible.
After the meeting
- Leave a few minutes for an informal wrap-up of the meeting.
- Solicit feedback from the attendees.
- Invite to the next meeting