Meeting Roles Described

return to Club house

During the meetings, you will be asked to carry out any number of roles or jobs. Try to arrive at least 5 minutes early to meetings. As soon as you arrive, take a copy of the agenda and establish whether you have a role that meeting.   This is your guide to each role. It is not meant to be memorized.  Aim to speak clearly and naturally.    

The Meeting Leader

The Meeting Leader is the host.  Your job is to make people feel welcome and to keep the meeting flowing. You open the meeting, introduce speakers and close the meeting.  You try to keep the meeting on track  according to the agenda. 

The floor, or stage should never be empty during a meeting.  Someone must be in charge at all times.  When you invite a speaker, initiate the clapping and wait for that person to arrive on stage.  When they arrive, shake hands with them and leave the floor/stage without walking in front of them! Walk behind or better yet, leave from the opposite direction from which they arrived. 

This shaking of hands is like passing the baton between teammates in a footrace or passing the microphone.  You must not leave the stage without shaking the new speaker’s hand.

Watch closely for when the speaker is finished speaking.  Don’t leave them hanging!  When they are done, start the clapping and shake hands which gives them permission to leave the stage.  They can’t go anywhere until they shake your hand, figuratively returning the baton to you.

Thank the speaker and if you can, make a positive comment on the person’s speech.  

If you observe that a speaker is nervous, try standing a little closer to them rather than away in the “wings”; you can offer great support.  

At the beginning of the meetings, your teacher or facilitator will introduce you as the Meeting Leader and start the clapping to welcome you. 

Start at the top of the agenda and say, “Welcome to Pipe Up for Teens! This is the (Chapter Name) we meet at (Place) (Time).

Our Mission Statement is  . . …

And our motto is,  everyone please? Class answers, “I am ready!” 

From there, continue to read through the agenda. 

When you come to Presenting the Roles, start with yourself.  Simply give your name and and say it is your pleasure to be the Meeting Leader today. 

Reading down the list, next comes the Attendance Officer. 

ie. “Jake is our Attendance Officer. Jake, could we please have your report? “

Jake will stand at his seat and indicate what changes need to be made to the agenda for which you will thank him.  

You will carry on down the list of roles.  Inviting each to describe their job/role and thanking each for doing so.

The only speakers that you will call to the front of the room are the Word of the Day Secretary and the club facilitator/teacher.  Remember to shake hands upon their arrival and again before they return to their seat. Your job is to initiate clapping and shake hands to receive and dismiss speakers.

Proceed with the activities listed on the agenda.

Introduce each presenter of a Prepared Speech with the aid of the TOP Sheet he/she has filled out.

During Off-the-Cuff, you will be seated for the time that the Off-the-Cuff Officer is in charge.

This seems like a great deal to remember but it is much easier than it seems.  

At the end of the meeting, read out the Action Items listed  on the back of the agenda under the Word of the Day. Read those out loud, thank everyone for their participation and adjourn the meeting by saying, ‘See everyone next week!” or “This meeting is adjourned. Have a great week everyone! Thank you for coming.”  It’s up to you how you would like to end the meeting.

Being the Meeting Leader takes practice and no one gets it the first few times but muddling through the first few times is a great start for everyone.  You can make a “Time-Out” gesture or just straight up ask if you aren’t sure what to do next.  The audience can look it up for you.  Learning by doing is preferable than memorizing this guide!

Just as when you host friends at a party at your house, things will happen.  Drinks spill, the appetizers sometimes get burned, and someone gets lost on the way to your house.  Just as such events are best handled graciously and calmly, so too are the gaffs you will make or notice others make during a Pipe Up for Teens meeting.   Aim to be unflappable when a faux-pas occurs and stay focused on the good.  Smile reassuringly and carry on.  This savoir-faire is an impressive skill to cultivate. 

Another way to put it is:

Don’t worry about making mistakes . . .  everyone does!  Of course! The objective is not to be perfect . . . .the objective is to handle mistakes expertly by not allowing them to derail you.  “Thank you,  for that clarification”  or “Excuse me, I mean to say . . . ” will make slip-ups fade away.  Keep your humor and your smile! That’s confidence.

The Attendance Officer

Your job is to help by letting everyone know if and what changes there may be to the agenda. As soon as you arrive, pick up the agenda.  Make sure everyone who is listed on the agenda is present.  

  • If a speaker is absent make a note.
  • If anyone who has a role is absent make a note.
  • note any other changes to the agenda 
  • Try to find replacements for those who are missing 

When you are called upon during Role Call stand up and:

  • explain your job
  • report who is absent
  • report on all changes to the agenda
  • Ask all members if there are any other changes to the agenda before moving on
  • if you still need volunteers for certain rolls or speeches filled ask for volunteers .  Thank everyone who volunteers.

When there are no more adjustments to be made to the agenda, return the meeting to the Meeting Leader. 

Make eye contact with the audience members while you are speaking.  When you are done speaking, look at the Meeting Leader and say, “I’m handing it back to you, (Meeting Leader’s Name).”  

Word-of-the-Day App

Your job is to present the Word-of-the-Day and to encourage everyone to use it!

On the back of the agendas, you will find the Word-of-the-Day. 

Get ready to present the Word-of-the-Day with enthusiasm!  

  1. You will be invited to the front to tell the audience all about the Word-of-the-Day!
  2. Tell the audience how you intend to enforce use of the Word-of-the-Day!
  3. Instruct the audience on what to do when someone uses the Word-of-the-Day.
  4. Make eye contact with the audience members while you are giving the instructions. When you are done speaking look at the Meeting Leader and say, “I’m handing it back to you, (Meeting Leader’s Name)”  

You will be weaponized with a soft squeaky stuffed dog-toy.  Explain that you will squeak the toy up to 2 x’s to encourage the speaker to incorporate the Word-of-the-Day into their speech.  If the speaker doesn’t use the Word-of-the-Day you will throw the stuffed toy at them!  

Whenever anyone successfully uses the Word-of-the-Day instruct the audience to either do a 3 second drum-roll on their, laps or tables.  Some clubs stamp their feet.  Consult your facilitator/teacher.

This is such an important role as it contributes to the fun atmosphere!  Whenever you get a smile or surprise someone with a flying stuffed dog toy or someone actually uses the Word-of-the-Day, give yourself a point.  Well done! 

The "Ah, Like, Um" Counter

 

 When you are called upon during the review of roles, at your seat stand and explain your role. 

  1. Explain your job is to keep track of  superfluous and crutch words  that speakers are in the habit of making.  Explain you pay special attention to “Ah, Um & Like.”
  2. Tell the audience you will record the number of filler words a speaker uses during a Prepared Speech and on the speaker’s Warm Fuzzy. 
  3. For a highly problematic word such as “LIKE” invite the audience to cough discretely to encourage the speaker to say instead:
  • such as
  • for example
  • for instance

Make eye contact with the audience members while you are speaking.  When you are done speaking, look at the Meeting Leader and say, “I’m handing it back to you, (Meeting Leader’s Name).”  

 

Of note:

  • No discrete coughing when someone is giving his or her 1st speech: the Baby Book Speech.
  • Expect filler words to get worse before they get better.

Top Sheet Clerk

During Role Call explain that your job as TOP Sheet Clerk is:

  • to collect the TOP Sheets,
  • to make sure the TOP Sheets are legible and
  • to give them to the Meeting Leader as soon as possible.

 

Explain that a TOP Sheet is meant to help the Meeting Leader introduce the speaker and it is always written by the speaker.

Tell everyone that when they have a speech, they can print the TOP Sheet from the Pipe Up website.  Ask them to please arrive at the meeting with the TOP Sheet already filled out.  

Thank everyone for filling out the TOP sheets.  Make eye contact with the audience members and when you are done speaking look back at the Meeting Leader and say, “I’m handing it back to you, (Meeting Leader’s Name).”  

T  is for Topic

O  is for Objective

P  is for  Person

= TOP SHEET

The Timer Clerk

During Role Call explain your job.

  1. You help the speaker keep tract of the time.
  2. You indicate on the speaker’s Warm Fuzzy for how long they spoke. You will need a Warm Fuzzy for each speaker giving a prepared speech.

For a Prepared Speech:

  • At 3 minutes you raise the green felt square.
  • At 4 minutes you raise the yellow felt square.
  • At 5 minutes you raise the red felt square.
  • At 6 minutes you initiate the clapping and all should join in. 

For Off-the-Cuff:

The goal is to talk for at least 1 minute and hopefully 2 minutes. 

  • 1st minute- green felt square
  • 2nd minute – yellow felt square
  • 3rd minute- red felt square 
  • Initiate clapping after three minutes.

Make eye contact with the audience members while you are speaking.  When you are done speaking, look at the Meeting Leader and say, “I’m handing it back to you, (Meeting Leader’s Name).”  

***Note: the 1st speech or The Baby Book Speech isn’t shut down with clapping at 6 minutes.  A first time speaker may need more time and people love listening to the Baby Book Speeches.

The Warm Fuzzy Secretary

During Role Call explain your job to the class:

  1. to make sure before the meeting that everyone has enough Warm Fuzzies, especially the Timer Officer and the “Ah, Um, Like”  Counter.
  2. to explain what a Warm Fuzzy is.  The Warm Fuzzy is a small piece of paper that gives encouragement to the speaker.  On one side of the Warm Fuzzy ask everyone to please write 1) What they learned from the speech and 2) what they liked about the speech. 
  3. to instruct all to quietly pass their  Warm Fuzzy to the speaker by or at the end of the meeting.

If there are no questions, thank everyone who remembered to bring Warm Fuzzies to class and remind people to please print them at home from the website.  

Make eye contact with the audience members while you are speaking.  When you are done speaking, look at the Meeting Leader and say, “I’m handing it back to you, (Meeting Leader’s Name).”  

The Photographer

During Role Call, when the Meeting leader asks you to describe the role of the Photographer tell the audience that your role is to:

  1. Take pictures when ribbons are awarded at the end of the meeting
  2. Explain that a speaker can request you to take a photo or a video of his/her speech. It may be better to take the video on the speaker’s own phone.  
  3. Explain how a speaker can obtain the photos if they are on your mobile phone.  

Make eye contact with the audience members while you are speaking.  When you are done speaking, look at the Meeting Leader and say, “I’m handing it back to you, (Meeting Leader’s Name).”  

The Treasurer

Sometimes the club, will need to collect fees for handouts, small prizes, candy etc.

This will be arranged by your Facilitator.

Your job is to:

  1. explain what the collection is for,
  2. record payments made, 
  3.  place the payments in the envelope provided to you by your Facilitator, and
  4.  gently remind people to bring outstanding payments.

Make eye contact with the audience members while you are speaking.  When you are done speaking, look at the Meeting Leader and say, “I’m handing it back to you, (Meeting Leader’s Name).”  

Off-the-Cuff Leader

As the Meeting Leader is reviewing the roles at the beginning of the meeting, think of a good “tease” to create interest in the Off-the-Cuff portion of the meeting.  Sometimes, announcing the Theme of the day is enough for a good tease.

During Role Call, explain:

  • you are leading Off-the-Cuff
  • that Off-the-Cuff is the portion of the meeting where volunteers will have the opportunity speak on a given topic extemporaneously for between 1 and 3 minutes.
  • explain that this teaches people to think on their feet
  • Give a tease on the topic 

When it is time for Off-the-Cuff, you will be invited to the front to take over the meeting from the Meeting Leader. Approach the front and shake hands with the Meeting Leader. 

Reiterate that Off-the-Cuff is the portion of the meeting where volunteers will have the opportunity speak on a given topic extemporaneously which requires thinking on your feet.

Ask the Timer to wave the green felt square at the end of 1 minute the yellow felt square  at the end of 2 minutes and to wave the red felt square and begin clapping at the end of 3 minutes.

Explain the game/exercise and invite your first speaker to the front.  Shake their hand and ask them their question.  This should be the most enjoyable part of the meeting.  Have fun with it! Encourage the audience to help out if the speaker gets stuck. 

Be gracious and thank each speaker for being a good sport. 

When your Off-the-Cuff is finished, look at the Meeting Leader and say, “I’m handing it back to you, (Meeting Leader’s Name).”  

*occasionally giving out wrapped candy helps reluctant speakers.  Ask your facilitator/teacher if that would be alright.  There could be food allergies.

Evaluators

If you are scheduled to be an Evaluator for a Prepared Speech you will be invited to the front to share your Warm Fuzzy with the speaker. 

When you are invited to the front, shake hands with the Meeting Leader and

  1. say whose speech you are evaluating
  2. say what they spoke about
  3. say what you learned from the speech
  4. say what you liked about the speech
  5. Congratulate the speaker (say well done, we look forward to your next speech, great speech, we enjoyed your speech, congratulations) 

 When you have done speaking, look at the Meeting Leader and say, “I’m handing it back to you, (Meeting Leader’s Name).”  

 

In the Sandwich Evaluation Form, a skill to work on is suggested, sandwiched between two of the speaker’s stronger skills.   By pointing out the positives of a speech, the speaker is more likely to keep a realistic perspective of their delivery rather than develop an overly negative perspective by singularly focusing on one skill that can be improved upon.  Speakers who do not know how to improve, really value this kind of evaluation.  New speakers and new evaluators do best to stick to the public Warm Fuzzy until the speaker is aware of what skills they are doing well.

Blog Reviewer

Every week Pipe Up for Teens updates its blog with tips on public speaking.  The blog is accessible through the student club page.  

All members are asked to read the blog in preparation for the class. 

The facilitator reviews the content of the weekly blog with the class.   The facilitator may also recommend a more advanced student to the Meeting Leader to go over the weekly blog.  

If  you are recommended  by the facilitator to review the weekly blog, the Meeting Leader will invite you  to the front of the class.  When you arrive at the front of the room,  shake hands with the Meeting Leader.

Your job is to:

  1. Announce the blog’s topic. 
  2. Ask the audience what were the main points of the blog and illicit from the audience an explanation of each tip. (You are not showing what you know.  You are prodding the audience to recall the material. Give hints.)  
  3. Recap the main points of the blog and encourage everyone to try to put the tips to use.  

Turn to the Meeting Leader and say, “I’ll hand the meeting back to you.”  Shake hands and return to your seat.  

You are on your way to being a coach!