MoT #4: Program Planning & Meeting Organization

Toastmasters International recommends the following six standards for this MoT. Commentary has been included.

• Publicize the program and agenda in advance. 
  
• This simply means to schedule the meeting ahead of time, so you don't have to stress about the meeting not being executed well. Your club should have clear expectations of how to confirm attendance or absence, how to sign up for meetings, and who is responsible for planning meetings. No one should ever be saying "I didn't know my role today was" about their role.
• Ensure all members know their responsibilities for each meeting and are prepared to carry out all assignments. 
  
• Between New Member Orientation, mentoring, and other resources, every role holder should be informed on how to do their assigned task. Supplying motivation comes from the member and from the club supporting each other.
• All speaking and leadership projects are manual projects. 
  
• This benefits the member and the club; the member by guiding them along a progression of skill-building, and the club by getting credit in the form of educational awards.
• Begin and end meetings on time. 
  
• Very important for corporate clubs especially, but also shows that everyone respects everyone else's time. Meetings that go on too long tend to rapidly lose focus, interest, and attention. Limit meetings to no more than 90 minutes, unless you have breaks.
• Feature creative Table Topics™ and exciting theme meetings. 
  
• Boring meetings don't hold attention and don't encourage people to come back.
• Base positive, helpful evaluations upon project objectives and speakers’ learning goals.
  
• Dovetails with the Toastmasters' Promise. Evaluators need to be able to deliver candid feedback in a tactful and supportive way.