Time Keeper

Role Objective

Assist meeting participants by showing them how much time is left for them to finish their presentation.

Description of Role

Most things in Toastmasters are timed. This makes it possible for the Chair to deliver a meetings program on time and assists presenters to carry out their assignments on time, a significant part of their objectives

Preparation

• Ensure that you have studied the Agenda. The times should be listed on the Agenda.

• Get on top of the StopWatch operation. This can be tricky.

• Check the lights are working.

Timing

Study the Agenda for these. You may have to alter the allocation of time between the General Evaluator and the Leadership Evakluator. The Chair will advise you of this or it may be announced during the Agenda Changes section of the meeting.

Note - lights should be displayed only during the final minute of the Leadership Evaluators session. See the Timing notes for the Leadership Evaluator.

Procedure

The invariable lighting sequence is; Green, Yellow (Orange), Red, the same as a traffic light. As with traffic lights, you should only display one light at a time. Leave the red light on until the speaker has finished at which point, remember to turn the red light off.

A flashing red light is used to warn seriously overtime speakers at (say) 30 seconds past time. Flash the red light two or three times only, there's no need to further distract a speaker who may already be having trouble finishing their presentation. If the speaker is still going one minute over time, a further three flashes will be needed.

You may need to use discretion with over-time guest presenters seek guidance from the Chairman (or President) about this. Similarly, if a senior member acknowledges that they are over time there is not a lot to be gained by flashing the red light.

You aren't immune from Table Topics so if called, be sure to ask the person next to you to take over for the duration of your TT.

Usually the times are on the Agenda, but as an approximate guide;

Table Topics
Unless the Agenda says otherwise:
Green @ 1 minute, Orange @1.25 minutes, Red @ 1.5 minutes.
Flashing red @ 1.5 minutes +10 secs.

Table Topics Evaluations
Allow 30 seconds per speaker being evaluated e.g.
6 speakers = 3 minutes
10 speakers = 5 minutes.

Speeches
Green light two minutes before completion,
Orange light one minute before completion,
Red light at Completion,
Flashing Red light 30 seconds after completion.

Speech Evaluations
Green light at 2 minutes, Orange light at 2 minutes 30 seconds, Red light at 3 minutes.
Flashing Red light at 3 minutes 30 seconds.

General Evaluator
Green light two minutes before completion, Orange light one minute before completion, Red light at Completion.
Flashing Red light 30 seconds after completion.

Key points

• Check everything

• Follow the Agenda times

Desirable Outcome

As Timekeeper you have assisted the Chairman in keeping the meeting on time.

You have helped ensure the speakers kept to the time allocated for their assignment, essential for successful meetings and great speeches.