virtual toastmasters meetings · toastmasters virtual club meetings – members guide page 6 2.3.2...

Virtual Toastmasters Meetings

Members guide

Version: 1.2 Date: April 18th 2020 Author: Andreas Bruckmüller

Vienna Toastmasters Club 551

Toastmasters Virtual Club Meetings – Members Guide

Table of Contents

1 INTRODUCTION ......................................................................................................................... 3

2 BEFORE THE MEETING ............................................................................................................... 4

2.1 EQUIPMENT .............................................................................................................................. 4 2.2 ROOM ..................................................................................................................................... 5 2.3 ROLE CHANGES .......................................................................................................................... 5 2.3.1 TIMER ........................................................................................................................................... 5 2.3.2 VIDEO MASTER .............................................................................................................................. 6 2.3.3 SERGEANT AT ARMS ......................................................................................................................... 6 2.3.4 AH COUNTER ................................................................................................................................. 6 2.3.5 BALLOT COUNTER ........................................................................................................................... 6 2.3.6 EVALUATOR ................................................................................................................................... 6

3 DURING THE MEETING .............................................................................................................. 8

3.1 ONLINE CONFERENCING ............................................................................................................... 8 3.2 ETIQUETTE FOR VIRTUAL MEETINGS ................................................................................................ 8 3.3 PRESENTING .............................................................................................................................. 8

4 AFTER THE MEETING ............................................................................................................... 10

5 IMPROVING YOUR INTERNET CONNECTION ............................................................................ 11


1 Introduction This document has been created in a time of crisis. I usually like to be prepared so I can be calm and professional in any situation. However, sometimes it is necessary to react to changing circumstances in a short period of time. It also seems to be human nature that we get things done faster in difficult moments. This is therefore a developing document, where the learnings from each meeting can be regularly added to this guide. This document has been written to keep clubs alive. Toastmasters is a lot about community and personal contact. When this is not possible, the next best option is to meet virtually and have a great time. We still want to offer an opportunity for our members during this time, to keep in touch and help people grow as public speakers and leaders. This document is intended as a guide on how to communicate professionally in virtual environments. Remote meetings are different to physical meetings both in the preparation and in how things are conducted. There are many great benefits to virtual meetings including no travel time and recording of the evening for instance. Please take some time to review this guide, so that we can develop and enjoy all aspects of online meetings together with our fellow Toastmasters. Your sincerely Andreas Bruckmüller President 2019/20 Vienna Toastmasters Club 551


2 Before the meeting 2.1 Equipment You will need:

• A stable internet connection with enough bandwidth to transfer video streams without flickering or dropping out. In general, around 15-30mbit should suffice. Make sure you have enough download and upload (or “downstream and upstream” – again very technical) capacity per month with your provider.

• A video camera with good image quality, so that your body and gestures can be

seen. Smartphones and computers usually have cameras. Sometimes they are of poor quality.

• A microphone that enables everyone to hear you clearly. Again, smartphones and

computers have these, but the quality is often poor. Be aware that you might have to move away from the computer or mobile device to perform your speech. It is therefore best to connect to a separate microphone wirelessly (blue-tooth headsets, headphones, etc.) or at with a cable at least 2m long to allow freedom of movement.

• Virtual conferencing software installed on your device. Zoom is quite common. It

can be downloaded for free here: https://zoom.us/download You can find videos explaining how to use Zoom for Toastmasters purposes here: Zoom Meetings Online on Youtube

• The guidance sheet according for your role during the evening, which is usually provided by the club. Please download it beforehand from: Toastmasters International: https://www.toastmasters.org/resources/resource-library?c=%7BB87758C7-F5BF-4C84-982D-166964D80380%7D VTM551: https://www.toastmasters.at/ressources/

Please test your set-up, software and equipment before your first meeting, preferably with a second person. Ask your mentor, a digitally experienced member or the officers’ team for assistance you. Do this far enough in advance before a meeting so you can adapt your setup and make sure you have the right equipment to get a good quality result. Here is an example of a decent setup as seen by the audience:


2.2 Room The room where you sit, should be quiet without interruptions during the meeting. It should also not contain anything that can potentially distract other participants during the meeting, especially when you are presenting. In addition, take care of the lighting state. There should be a soft ‘omni’ light filling the room rather than a strong spotlight causing distracting shadows. 2.3 Role changes The introduction of the roles is shortened to a minimum to save time. 2.3.1 Timer The Timer should use a green, amber and red card similar to contests holding it into the camera as long as the timeframe lasts. A5 or A4 in size works best as it can be seen easily in your camera. The Timer can also use virtual backgrounds in Zoom instead. The background is switched instead of showing the cards. A background package can be found here: https://www.toastmasters.at/wp-content/uploads/VTM551_Timer_Package.zip When doing a speech, make sure the video stream of the timer is visible.

Plain background, no distractions

Proper lighting

Good camera angle and frame

Wireless earplugs with microphone

Good image quality

Decent clothing


2.3.2 Video Master The Video Master is a new role with the following duties:

• Starts the virtual meeting room 30 minutes before the meeting is scheduled. • Helps people set up their cameras, microphones, providing technical support if

something doesn’t work during the meeting. • Supports with handling the zoom software and its functionalities during the

meeting. • Makes sure that people are on mute during the meeting if they are not speaking. • Monitors members with an active role in the meeting to ensure continuous

connection, takes actions if the connection is lost. • If you can play a clapping sound when appropriate. • Ends the virtual meeting room when the meeting is completed.

2.3.3 Sergeant at arms

• There is no need for the Sergeant at Arms for preparation of the meeting. 2.3.4 Ah Counter

• The responsibilities are as usual. However, the piggy bank will not be used. 2.3.5 Ballot Counter

• Feedback will be sent directly to speakers as a private message. You don’t collect them online for them.

• Votes will be sent to you via private message. Please save your chat after voting (function in zoom) for later reference if necessary.

2.3.6 Evaluator

• Download the evaluation sheet according to the project from pathways:

• Evaluators give a normal speech about their findings. • After the meeting, send the written Feedback via Pathways basecamp.


• If the speaker is still on the old learning path the person has to send a copy of the paper to the Evaluator beforehand. The evaluator then sends a copy back to speaker after the meeting.


3 During the meeting 3.1 Online Conferencing

• The Link to the meeting is found in easy-speak. • If you use a mobile device (smart phone, Notebook, etc.) plug the power supply in. • The virtual meeting room is opened 30 minutes before the scheduled meeting

start. Be there earlier so it can start on time, it is also a chance to have a chat! • Naming convention: Put in your full name (first name, surname). If you have a role

put it in in the first place (role, first name, surname). • There will be one break before the speeches for up to 10 minutes. • In case of disconnection of a member with an active role, the Toastmaster of the

evening can pause the meeting and decide how to continue. • Feedback to speakers is given via private chat. This replaces the small papers.

Make sure you selected the correct speaker before sending it. • Your votes are sent to the ballot counter via private chat. Make sure you selected

the ballot counter before sending. • Best speaker, best evaluator and best table topics will still be awarded. Ribbons will

be handed out at the next physical meeting. • Notice that it is very helpful to give feedback with mimics and gestures to the

speaker even with the microphone muted. • Please clap by waving with your hands.

3.2 Etiquette for virtual meetings

• Your camera is always on. • Your microphone is always on mute, except when you need to speak. • During the meetings you should stay in front of your device observing the meeting

and supporting other members. There will be a break before the speeches where you can get up. But make sure to be back in time.

• You are at home and comfortable. This might lead to unwanted gestures and actions (brushing your hair, touching your face, slumping in your seat, etc…) This can still be seen by your fellow Toastmasters and does not come across well. Try to avoid it especially when speaking. Maintain your regular meeting environment body language. Nod and smile when people are speaking. Support your fellow Toastmasters.

• Do not use animated virtual backgrounds in Zoom during the meeting even if you don’t have a speaking role to avoid distracting the speakers.

3.3 Presenting

• The process of the virtual meeting is exactly the same as in normal meetings. For further details refer to the meeting agenda.


• Make sure you can see the timer before presenting a speech, evaluation or a table topic.

• Look into the camera while speaking. Cameras are usually very small. Mark them with a sticker to highlight the position and make it attractive for your eye.

• Use the feedback time for the previous speaker to set up your camera, props and background.

• Use your hands to make gestures like you would in a physical meeting. When seated you need to hold your hands higher than usual.

• Actively use face expressions (mimics) to visualize your feelings towards the current discussion to give feedback to the speaker. When you are speaking, notice that listeners will see your face expressions more than usual. Use them – even exaggerate them - to improve your speech.

• When presenting roles or participating in table topics you can stay seated. Please make sure that your upper body is visible.

• When giving a prepared speech, please stand up and position yourself such that you can be seen from the knees up.

• Before you speak, unmute your microphone. After you have spoken, mute your microphone.


4 After the meeting

• Evaluators send the written feedback to speakers • The video master will open the floor (un-mute all) for chats afterwards. • After a while (max. 10 mins) the whole meeting will be closed. The video master will

give notice that the meeting will be closed.


5 Improving your Internet Connection1 Failing voice or video streams during a presentation can be irritating for the audience and reduces your speech effectiveness. While your internet connection often works when you just listen it will suddenly fail when you start to speak. Here are some tips that might help with your Internet Connection Use the best Internet connection you can

• Wired connections are better than wireless (WiFi or cellular) connections. • WiFi connections are better than cellular (3G/4G/LTE) connections.

Plan ahead and join meetings from a location where you can use a fast, reliable, wired Internet connection. Mute your microphone when you're not speaking When your microphone is on your video conference software will devote part of your Internet connection to an audio stream for you, even if you are not speaking. Mute your microphone when you do not need it, and you will allow your video conference software to use your Internet connection more effectively. Disable HD webcam video Sending high definition (HD) webcam video requires more bandwidth than sending non-HD. Disabling HD video will free up more of your Internet connection for other parts of your meeting. See Settings->Video configuration to disable this feature in Zoom. Close other unneeded applications on your computer. Online meetings can demand significant memory and processing power from your computer. Closing other applications, ones you do not need during the session, will help online meetings run better. Avoid other activities that will steal bandwidth. Don't start other bandwidth-intensive activities just before or during an online meeting. On your device—and as much as possible, on other computers and devices that share your Internet connection—avoid:

• large downloads • large uploads • streaming video (e.g. Netflix, Hulu, YouTube) • cloud backups (e.g. Carbonite, CrashPlan) • cloud file synchronizations (e.g. OneDrive, Dropbox) • other high-bandwidth activities

1 Derived from https://wiki.millersville.edu/display/instructdocs/Improving+your+Zoom+connection

virtual toastmasters meetings · toastmasters virtual club meetings – members guide page 6 2.3.2...

Documents