Introducing the role: “The purpose of the Timer is to assist the speakers in speaking within a defined time frame. I will define the time requirements for each segment of the meeting and then give a verbal report at the end of that portion of the meeting. For each speech type, I will show a green signal at the minimum time, a yellow signal at the midpoint, and red at the time limit — you will have 30 seconds to wrap up after the red is displayed.”
I. BEFORE THE MEETING:
• Check the agenda for speech times, which vary by project. Note minimum, mid-point, and maximum times. (A speaker may ask for additional time before the meeting starts. If the Meeting Toastmaster agrees, note the new minimum, mid-point, and maximum times)
• Advanced projects may specify the time for a main presentation, questions, and answers, role-playing, or other audience participation. Clarify with the speaker and Meeting Toastmaster what times you will signal.
• Be sure to have a working stopwatch (you may use your phone)
II. AT THE MEETING:
A. Confirm the following times with the speakers and Toastmaster of the day: • Prepared Speech – as printed on the agenda (30 seconds grace before minimum and after maximum)
• Table Topics — minimum 1 minute (NO GRACE), mid-point 90 seconds, maximum 2 minutes (30 seconds grace)
• Speech Evaluation — minimum 2 minutes (30 seconds grace), mid-point 2-1/2 minutes, maximum 3 minutes (30 seconds grace).
Start timing as soon as the speaker speaks or performs any action that is part of the presentation.
Signal minimum, mid-point, and maximum times – GREEN, YELLOW, and RED.
In hybrid online/in-person meetings, it helps to have one person showing the timing colors online and another holding up timing cards in the room. In general, it’s easier for the person showing the colors online to serve as the official timer.
When asked to report, report on how long the speaker spoke and if they are within the required timeframe.