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How To Take On The Time Keeper Role At Toastmasters

Taking on the role of timekeeper at a toastmasters meeting is an important, yet often overlooked job. In much the same way as you don’t appreciate a mechanic until something goes wrong with your car, you don’t appreciate a timekeeper’s role until things get out of hand. In this article we’ll be taking a close look at the role of the time keeper at a toastmasters meeting.

We’ll find out exactly what the timekeeper’s duties are, how those duties should be performed and what props should be used. As well as why the role of timekeeper is such an important role. Keep reading to find out more.

What Roles Will You Find At Toastmasters?

At every toastmasters meeting there are certain official roles that are required for the smooth running of the meeting. These include;

• Sergeant at Arms
  The Sergeant at Arms is responsible for making sure that all attendees (members and guests) have a seamless and pleasant meeting experience. They’re responsible for setting up the meeting space, introducing guests and helping with the overall flow of the meeting throughout the evening.
• Toastmaster
  The toastmaster is the director and host of the meeting.
• Ah Counter
  The ah counters role is to note any over used or filler words/sounds.
• Topicsmaster
  The topics master, also known as the table topics master, leads the impromptu speaking part of the meeting.
• Table Topics Speakers
  The table topic speakers respond to impromptu questions set by the table topics master.
• General Evaluator
  The role of the general evaluator is to evaluate everything that transpires at the club meeting.
• Grammarian
  The role of the grammarian is to help members improve their grammar and vocabulary.
• Speech Evaluator
  The speech evaluator provides feedback on a specific speaker’s performance. This role is separate from that of the general evaluator who evaluates the whole meeting and the performances of every role involved in the meeting.
• Timekeeper
  The timekeeper has an important role and is responsible for monitoring and signalling the time for speakers and other segments of the meeting. To make sure that the meeting runs smoothly and ensuring that speakers stick to preset time limits.

What Is A Timekeeper At Toastmasters?

The timekeeper is responsible for the smooth running of the meeting, and tasks include;

Introducing Their Role

Before the meeting begins, the timekeeper explains their role and the timing guidelines (including the traffic light timing system) to the members of the club.

Time Monitoring

The timekeeper studies the meeting agenda and ensures that each speaker stays within their allotted time period as specified by the toastmaster program. The timekeeper does this by using the latest published program as a checklist.

All timings will be printed down the right hand side of the form. Typically in the following format;

• 3/4/5
  Which signifies the green signal at 3 minutes, the amber at 4 minutes and red at 5 minutes.

If a speaker goes way beyond the maximum time, for instance 30 seconds beyond table topics timings, or 60 seconds for all other contributions, a bell should be rung to show the excessive over run of time.

Signalling The Remaining Time For Each Speaker

The timekeeper uses a traffic light timing system to indicate when the speaker is close to the end of their allotted time.

The sequence runs as follows;

• Green
  The speaker is speaking within their allotted time.
• Amber
  The speaker is coming towards the end of their allotted time.
• Red
  The speaker has reached their maximum allotted time.

Speech Tracking

The timekeeper has to keep track of the exact time each speaker uses for their speeches, table topics and evaluations.

Reporting

At the end of the meeting, the timekeeper gives a report on the timing of each speech showing which speakers were on time, under time or over their allotted time.

By timing all speeches accurately and using the signalling cards, the timekeeper helps speakers practice making their speeches to a good time. The timekeeper also keeps meetings on schedule and allows enough time for all speakers to be included and have sufficient time to speak.

Tips For The Timekeeper

To familiarise yourself with the operations and arrangements, you should aim to arrive at the meeting at least 15 to 20 minutes before the formal start of the meeting. Make sure you have a stopwatch or accurate timer on your mobile phone.

You should;

• Start using the colour coded signals when the toastmaster opens the meeting and for every other function where timings are needed.
• Once you’ve been introduced, you should explain your role as timekeeper as well as the times on the program and include a demonstration of how the colour coded signals will be used.
• Keep a record of meeting progress and an individual record of every speaker with their names, subjects and timings.
• After being called upon by the toastmaster, you should give a short report on each speaker including their names, subjects and timings and report on any that overrun the target time by a serious amount of time.
• Once the break has finished, you should carry on with the timings and record names, subjects and timings for each prepared speaker and for each evaluator including the topics evaluator.

You should also be aware that different speeches are allowed different timings so you’ll need to check on that. As a rough guide;

• The Icebreaker runs for 4 to 6 minutes
• Speeches 2 to 9 in the first manual are 5 to 7 minutes
• Speech 10 is 8 to 10 minutes
• Advanced speeches can last for as long as 15 minutes.

This shows that it’s extremely important to check on the agenda beforehand as it could really damage someone’s progress if you stop them halfway through their speech accidentally.

If your toastmasters have a green, amber and red light system (some use cards or flags) it’s important that you check that they are running correctly before the start of the meeting.

The table topics section can become quite confusing for the timekeeper, but as the timing is not so important during table topics and is only used as an aid, if you do get into difficulty, you can usually make up the time without upsetting anyone.

Don’t forget to bring a pen and paper with you to record the names, subjects and timings of each speaker.

You should also sit in a position where the timing device is easily visible by each speaker (it’s usually best to sit opposite the speakers).

How To Give Your Timekeepers Report

Remember that if you just read out a list of names, subjects and times, it can become boring very quickly. You can personalise it slightly by adding comments on particular parts that you enjoyed. Or add a small but entertaining anecdote related to what the speaker was talking about.

For instance if one of the speakers gave a talk about football, you could add a funny quip about it being an interesting talk that definitely scored in your book. Or something along those lines.

How To Introduce Your Role As Timekeeper

At the beginning of the meeting the toastmaster will introduce a team of facilitators including you, the timekeeper. The toastmaster will introduce you to explain your role. You will then be expected to get up and give a brief introductory speech on your role and the way you’ll be carrying it out.

You should say something along the lines of;

Thank you Mister/Madam Toastmaster, fellow toastmasters, friends and guests

As timekeeper my role is to provide feedback on the time that speakers take to deliver their speeches. This is to be sure that we stick to the allocated time to make sure this meeting runs to time.

I will be timing the following; prepared speakers, table topic speakers, evaluators, grammarian, Ah counter and general evaluator. 

The green card/light/flag will indicate when the speech is long enough according to the requirements of the project. For example;

• 1 minute for table topics
• 2 minutes for evaluations
• 4 minutes for a prepared speech of 4 to 6 minutes.

The amber card/light/flag will be shown to indicate that the speaker’s time is running low. So for a table topics speech the amber card/light/flag will be displayed at 30 seconds, 1 minute 30 seconds for evaluations and 5 minutes for prepared speeches.

The red card/light/flag will be displayed when the time allotted has finished. You can check the timings with this evening’s agenda for more information.

At the end of the meeting I will provide a report for the times of each speaker. Back to you Mister/Madam Toastmaster.

When To Show The Colours

You should start your timer as soon as the speaker starts to speak. The first word uttered by the speaker should be exactly when you start the timer. Ensure that the speaker has spotted your colour coded signal which should be displayed for the following times;

• Table Topics (2 minutes)
  1 minute green, 1 minute 30 seconds amber, 2 minutes red.
• Prepared Speech (generally 7 minutes)
  5 minutes green, 6 minutes amber and 7 minutes red.
• Prepared Speech Evaluations (up to 3 minutes)
  2 minutes green, 2 minutes 30 seconds amber and 3 minutes red.
• Grammarian Report (up to 3 minutes)
  2 minutes green, 2 minutes 30 seconds amber and 3 minutes red.
• Ah Counter Report (up to 2 minutes)
  1 minute green, 1 minute 30 seconds amber and 2 minutes red.
• General Evaluator Report (up to 10 minutes)
  8 minutes green, 9 minutes amber and 10 minutes red.

At most toastmaster meetings you’re not required to record the timings for a toastmaster’s opening or closing remarks, the toastmaster of the evening, your own timekeeper’s role or guest introductions.

How To Report

At the end of the prepared speeches you’ll be required to give your report. You should read the time used by each speaker for their speech.

You should have a script something like;

John spoke for 6 minutes and twenty five seconds for his 7 minute speech. Jill spoke for 6 minutes 50 seconds for her 7 minute speech and Arthur spoke for 14 minutes 32 seconds for his 15 minute advanced speech.

Each speaker did a fantastic job in fulfilling their project time requirements, well done to you all.

Thank you Mister/Madam Toastmaster.

At the end of the meeting you will be required to provide times for all the other speakers. You should say something like;

For table topics the maximum time allowed for each speaker is 2 minutes, Dennis spoke for 1 minute 28 seconds, Rachel spoke for 2 minutes 38 seconds and Fred spoke for 1 minute 45 seconds.

For evaluations the allotted time is a maximum of 3 minutes, Tom spoke for 2 minutes 30 seconds, Jane spoke for 2 minutes 45 seconds and Bill spoke for 2 minutes and 5 seconds.

Do exactly the same for grammarian, ah counter and general evaluator and then finish by saying;

That’s my time report for the evening, back to you Mister/Madam Toastmaster.

Timekeeper Role Preparation Checklist

Let’s finish with a brief summary of all you will need to do to perform your role as timekeeper at a toastmasters meeting;

Before The Meeting 

You should prepare an explanation of your duties as timekeeper. Your introduction should include the timing rules for all guests and members so everyone knows exactly what’s going on. You should also add some personality to your introduction, maybe a time related quote or a brief story that shows why it’s important to keep time.

When You Arrive At The Meeting

You should arrive at the meeting early enough so that you have time to prepare and get set up. You need to find the timing cards, stopwatch, bell and a copy of the evening’s agenda.

Select a desk at the back of the room in the centre aisle where you can be seen clearly by all speakers. You should also check with the toastmaster if there are any changes to the agenda that you should know about. Sometimes members change their speech projects last minute which can affect timings.

During The Meeting

The timekeeper is one of the first roles that the toastmaster will introduce once they have opened the meeting. Once you’ve been introduced by the toastmaster, you should explain your role, show the agenda and demonstrate the use of the colour coded cards, flags or lights for the benefit of any guests.

You will then need to time every part of the meeting sections according to the times written in the agenda. Each of the speakers and roles of the evening will have 3 times, the minimum time, the target time and the maximum time. Those times are indicated by the colour coded cards/flags/lights, which are;

• Green
  This represents the minimum qualifying time.
• Amber
  This represents the target time.
• Red
  This represents the maximum time.

To give you a brief idea, in a 7 minute speech, the green card/flag/light would be shown at the 5th minute, the amber would be shown at the 6th minute and the red would be shown at the 7th minute.

It’s worth noting that most speeches have a short period of grace allowed past the maximum time. So for a 7 minute speech, the speaker is allowed to speak for 7 minutes and 30 seconds. If they continue to speak beyond that point however, you will need to interrupt them by ringing the bell.

This might appear rude to your normal way of thinking but it’s vital if you don’t want the meeting to run over its allotted time.

You will also have to give 2 reports on the timings during the meeting, one for the prepared speeches and one for the table topics. When asked for your report, you should announce each speaker by name and the time taken. It’s also a nice touch if you can mention a brief description of the subject of the speech to remind the audience who said what.

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Frequently Asked Questions