Timekeeper
Role Explanation
The Timekeeper is the person responsible for keeping track of the time during the meeting. Each segment of a Toastmasters meeting has a set time limit whether it is a speech, table topic, or evaluation. With the use of a stopwatch and 3 coloured cue cards, the Timekeeper helps every speaker know how much time they have remaining on stage. They also keep a record of how long each speaker took and give a report on this at various points of the meeting.
Role Importance
One of the most importance lessons we learn on the path to becoming a better speaker is the ability to express our thoughts within a specific amount of time. Most of the times in your life in which you are called upon to give a speech or presentation, you will have a specific amount of time in which to speak. Even if there is not a time limit for a speech, it is still good to learn to express yourself concisely (how many of us have been present for a speech in which the speaker droned on for far too long?). To practice this skill, we have a set duration for each of the speeches and evaluations in a Toastmaster meeting.
In practical terms, the timekeeper also helps keep our meetings to a reasonable length of time. Without the timekeeper, our meetings would overrun every time.
Role Preparation
Before the meeting
Prepare an explanation of your role ahead of the meeting, see the sample introduction below for an example. In your introduction, you will need to explain the timing rules for the benefit of the guests and members. It’s also nice if you can include a personal element, like a time-related quote or some story that illustrates the importance of timing.
On arrival at meeting venue
Aim to arrive early so you have sufficient time to get set up. Obtain the timing cards, stopwatch, bell, and a copy of the agenda. Set yourself up at a desk at the back of the room in the centre aisle so that you are clearly visible to the speakers. Ask the Toastmaster if there are any changes to the agenda that you should be aware of.
During the meeting
The Timekeeper is one of the first roles introduced by the Toastmaster of the day after they have opened the meeting. When introduced by the Toastmaster, explain your role, show the agenda and demonstrate the 3 coloured cue cards for the audience. This is mainly done for the benefit of any guests attending the meeting.
During the meeting, you should time each of the meeting segments according to the times given on the agenda. Each speaker and role of the evening will have three times: the minimum time, the target time, and the maximum time. These times are indicated to the speaker by holding of one of the three coloured cue cards:
- Green represents the minimum qualifying time.
- Amber represents the target time.
- Red represents the maximum time.
For example, in a typical 7 minute speech, the green card would be shown at the 5th minute, the amber card at the 6th minute, and, finally, the red card shown at the 7th minute.
In most speeches we do allow a grace period of 30 seconds past the maximum time. In other words, in a 7 minute speech, the speaker is allowed to speak for 7 minutes and 30 seconds. However, if they continue speaking beyond this point, you should interrupt them by ringing the bell. It might feel rude to interrupt in this way but it is absolutely necessary to ensure our meetings do not overrun.
You also be required to give two reports on the timings during the meeting: one for the prepared speeches and one for the table topics. When called upon to give your report, announce each speaker’s name and the time taken. It’s also nice if you can mention in just a few words the subject of the speech in order to remind the audience who spoke about what.