How to Timer the RDG Way

1. What is the Timer?

The timer is a great starter role for new members. As a timer, you will: 

• Present a short explanation of your role at the opening of the meeting
• Time the speeches, table topics, and evaluations at the meeting
• Provide a timer's report at the end of the three major segments
• Keep tabs on the overall time that the meeting is taking (this is very key for the Table Topics section) and raise awareness of meeting time use as needed 
  

As a timer, you'll need a timing light or flags, as well as a time keeping device (stopwatch, wristwatch with stopwatch functionality, smart phone, etc.). Pen and paper to record times are useful as well.

As a timer, you'll improve your time awareness, learn time management skills, as well as increase your ability to focus.

2. Before, During, & After the Meeting

In this section, you'll learn what you need to prepare for before the meeting, what to do during the meeting, and about after-meeting tasks.

2.1. Before the Meeting

Some tasks to complete before the meeting begins:

• Confirm with the speakers what their speech times are. Most speeches are five to seven minutes, though speakers may request more or less time; some projects have multiple timing requirements
• Confirm that you have a timer's worksheet
• Confirm that you have timer flags or timer lights
• Confirm you have a timekeeping device (stopwatch or otherwise)

If you are using one of the timer PowerPoint files found in the files section for this course, make sure you have a laptop or tablet that are compatible.

2.2. During the Meeting

Logistics & Role Explanation

The timer is usually seated towards the rear of the room so that the speaker can easily see the time signals. You may want to quickly verify that the speakers can see your flags from where you are sitting.

During the beginning of the meeting, you will be called upon by the Toastmaster (or perhaps the General Evaluator) to explain your duties. You should stand, acknowledge the Toastmaster, and say something like:

“To help condition ourselves not to be long-winded, I will be timing all of our speakers today in Table Topics, prepared speeches, and evaluations. The green flag means that you have spoken for the minimum amount of time. The yellow flag is the midpoint. Finally, the red flag shows the maximum amount of time. Speakers will be disqualified if they speak more than 30 seconds under or over time, with the exception of Table Topics, where participants must speak for one minute minimum. Speakers exceeding the maximum time limit may be cut off due to meeting time limits.”

Afterwards, return control with “Mr./Madam Toastmaster” and sit down.

Timing Speeches, Table Topics, & Evaluations

Timing officially begins with the first word or action intended to gain the audience’s attention. Timing stops when the speaker surrenders control (usually by saying “Mr./Madame Toastmaster” or them gesturing towards them). When the speaker reaches the minimum time, hold up the green flag (or turn to that timing light) and leave it up (or on). When (and if) the midpoint is reached, take down the green flag and switch to the yellow. Finally, if the maximum time is reached, hold up the red flag. Do not wave the flags or make sounds to get attention.

When the speaker completes, take down any flags or turn off any lights and record the time.

Providing the Timer's Report

Near the end of each section, ensure that the member in control (Toastmaster, Table Topics Master, or General Evaluator) calls upon you to give a Timer’s report. Your summary can be something like this:

“Mr./Madam (Role), all speakers qualified. (Speaker #1 name) came in at (time #2), and (speaker #2 name) came in at (time #2).” (if all speakers met the time requirements)

“Mr./Madam (Role), (speaker #1 name) did not qualify. (Speaker #2 name) did qualify. (Speaker #1 name) came in at (time #2), and (speaker #2 name) came in at (time #2).” (if one speaker didn’t qualify)

 If you are skipped or forgotten, raise your hand and use something like the following:

“Mr./Madam (Role), point of order: We need to have a timer’s report.”

Keeping the Meeting On-Pace

The other major duty of the timer is to monitor the overall time that the meeting is taking. This is especially important for corporate clubs that may only have an hour (or less) to complete their meeting. If you have more flexibility in your meeting time, it's still important to make sure that the meeting starts and concludes on time. Even with people having a good time, ninety minutes tends to be the maximum a meeting can go before people get exhausted or need a break.

Some agendas will have specified times on them, but precise timing is rare. A good rule of thumb is if you have one speaker, your meeting should be 60 minutes long. Two speakers equals 75 minutes. Three speakers equals 90 minutes. While speakers usually go for just 5-7 minutes, remember that you have time spent introducing them as well as evaluating them. You must also factor in opening and closing the meeting.

2.3. After the Meeting

The timer usually has no post-meeting tasks, though speakers may ask you what their time was. If your secretary wishes to provide meeting times in an after meeting report, you may need to provide those to them.

3. Suggestions

• If you are using lights, avoid confusing the speaker. Turn off the previous light prior to turning on the next light. Try not to disturb the audience with the flags.
• If you have a meeting theme, you can pattern your meeting role explanation and timer reports after the theme. For example, if the meeting theme is "Science Fiction", a sample timer's report could be: "Captain, sensors show that our first speaker qualified, but we have a red alert with our second speaker, who went 33 seconds over their time limit."
• If you forget to start the timer when the speaker starts, start it and time as normal.
• If you forget to flag the speaker at the correct time, raise the correct flag, and ignore the extra time. For example, if you see the time is 5 minutes 30 seconds and you haven't raised the green flag, raise the green flag. Wait one minute before raising the yellow flag, and another before the red.
• If you have a timing error, mention it briefly during your timer's report.
• Speech timing chart:

4. Video