Mentoring & Meeting Roles and

Responsibilities

The Successful Club Series

Prepared by: TM Muhammad Aqeel Sadiqi, ACB, ALB

296
1
  
EVALUATION
S

PREPARED 
SPEECHES

TABLE TOPICS
Legacy Communication and Leadership
Pathway Program
Pathway Program
What is a Mentor?
A mentor:
 Takes a personal interest and helps
 Serves as a role model, coach,
and confidante
 Offers knowledge, insight, perspective,

and wisdom
 Helps someone become successful
1
Easing the Transition
 Learn the program
 Learn club standards and customs
 Develop confidence
 Participate more
 Quickly learn speaking skills

2
Developing Special Skills
More experienced members:
 Further refine skills
 Learn new skills

3
Benefits to Mentors

 Learn from their mentees

 Remain productive
 Do something for others
 Receive recognition

4
Benefits to Clubs

 More members
 More satisfied members
 Higher member retention

5
Mentor Qualities

 Available  Supportive
 Patient  Knowledgeable
 Sensitive  Confident
 Respectful  A good listener
 Flexible  Concern for others

6
The Mentoring Steps
The First Meeting
1. Sit with the new member.

2. Orient the new member to club

customs and procedures.

3. Explain how to sign up.

4. Help with the Ice Breaker.

7
The Mentoring Steps
The Next Meeting
1. Make mentees aware
of resources.
2. Provide positive feedback.
3. Explain responsibilities.
4. Help with speeches and
other assignments.
8
The Mentoring Steps
Over Time
1. Tell how you have benefited.
2. Invite the mentee to other events.
3. Acknowledge progress.
4. Explain officers’ duties.
5. Explain speech contests.
6. Describe the organization.
9
Qualities of Mentees
Mentees should be:
 Eager to learn
 Receptive
 Open to new ideas
 Loyal
 Grateful

1
0
A Finite Relationship

It should not last

forever…

11
Why be a mentor?
The final step in developing our skills in
Toastmasters is learning how to help
others become competent
communicators and leaders. Being a
mentor may seem like it is all for the
mentee, but the real benefit comes from
knowing we can help someone better
their life.

11
What does a mentor do?
 Chances are they were honest with you; if you
did well, they told you so. And if you messed up,
they told you so.
 You probably got the feeling that they
truly cared about you.
 They were interested in you and in your success.
 They understood what you were struggling with.
 A mentor is a friend as well as a teacher and
advisor.

11
Points to Remember

 Apply Toastmasters skills as you mentor others.

 Toastmasters is a process.
 Helping them identify and achieve goals.
 Keep the big picture of Toastmasters in mind.
 Toastmasters works if it is fun and friendly.

11
Points to Remember

 You do not need to know all the answers.

 Ask the right questions.
 Avoid over-mentoring.
 Do not be afraid to share anecdotal advice.
 Mentoring is not the same as managing.

11
Conclusion

Experience.
        Learn.
               Benefit.

12
Assigned Meeting Roles
Toastmaster
• Reviews the agenda

• Talks with meeting participants to create

interesting introductions

1
Assigned Meeting Roles
Topics master
• Ensures every member at a meeting has an
opportunity to participate
• Checks the meeting agenda to give priority to those
without assigned roles
• Invites guests to participate in Table Topics™. If they
agree, the Topics master ensures they have an
opportunity to speak

1
Assigned Meeting Roles
Speaker
• Dedicate time and energy planning and practicing
manual speeches

1
Assigned Meeting Roles
General Evaluator
• Introducing speech evaluators

• Calling for reports from the timer

• Ah-Counter and grammarian

• Evaluating the meeting itself

1
Assigned Meeting Roles
Speech Evaluators
• The speaker’s manual evaluation form

• Verbally reviewing the speaker’s strengths and areas

for improvement

1
Assigned Meeting Roles
Timer
• The timer helps speakers learn to convey their
message within a specific time limit

1
Assigned Meeting Roles
Grammarian
• The grammarian and Ah-Counter help speakers and
other meeting participants to be aware of and polish
their language usage.

1
Assigned Meeting Roles
Ah-Counter
• Rings the bell for ahms, uhms, filler words etc.

1
Assigned Meeting Roles
Word Master
• Introduces the Word of the Week (WOW)

1
Additional Roles
Presenter of Invocation
Jokemaster
Vote Counter
Parliamentarian

2
Club Officers’ Meeting Roles
 Sergeant at Arms
 President
 Vice President Education
 Vice President Public Relations
 Vice President Membership
 Secretary
 Treasurer
3
PRESIDENT
The office of president is the most important
office in the club. The president provides the
leadership and guidance the club needs to be
successful and makes sure the club supplies
the positive, supportive environment its
members need to fulfill their self-development
goals. The president leads each club meeting,
and sets the tone and pace of the meeting.

3
VICE PRESIDENT
EDUCATION
The vice president education has overall
responsibility for club meeting programs. The
vice president education plans all regular and
special club meetings and other special
events. At the beginning of the office term, the
vice president education prepares a meeting
schedule for the rest of the term and plans the
program for each meeting.

3
VICE PRESIDENT
MEMBERSHIP
The vice president membership is responsible for
bringing new members into the club and ensuring that
the club always has a minimum of 20 members. New
members add to the club’s roster to minimize the
effects of normal membership turnover and they
provide the club with a continuous flow of fresh, new
ideas and personalities. The vice president
membership also makes sure that all members are
satisfied with the club and works with the vice
president education to keep meetings diverse,
entertaining, and educational.
3
VICE PRESIDENT PUBLIC
RELATIONS
While the vice president membership is
responsible for persuading guests to join the
club, the vice president public relations is
responsible for attracting guests to the meeting
through publicity and public relations and for
keeping club members informed of happenings
in the club by producing a club newsletter or
establishing and maintaining a club website.

3
SECRETARY
The secretary is responsible for keeping
clear and accurate records of club meetings
and club business, including membership
records and correspondence.

3
TREASURER
The treasurer keeps clear and accurate
financial records of club business and
ensures the club remains financially stable.

3
SERGEANT AT ARMS
The sergeant at arms maintains all club
materials and equipment between
meetings, arranges the room and
equipment for the meeting, welcomes all
guests and members to the meeting, and, in
some clubs, collects and tallies votes for
Best Speaker, Best Evaluator, etc.

3
Conclusion
“Coming together is a beginning. 
Keeping together is progress. 
Working together is success.”
– Henry Ford, American Industrialist;
pioneer of the assembly-line production method