Meeting Role Guide
Captain of the Watch
Toastmasters role: General Evaluator
Lead the evaluation team and provide a constructive evaluation of the meeting as a whole.
The Role
As head of the evaluation team – a team comprised of the Wizard of Ahs, Cleric of Rhetoric, Sorcerer of Time, Scribe, and any Watchmen – the Captain of the Watch oversees the use of these procedures, reporting upon those areas where participants may have fallen short at the possible expense of continuity. In addition to leading the evaluation team, the Captain of the Watch relieves the Toastmaster of the Day of the responsibility of running the meeting at the conclusion of Table Topics. Because of this responsibility, many consider Captain of the Watch to be one of the more challenging roles.
Before the Meeting
Ensure that any scheduled, prepared speeches have an assigned Watchman. Some Captains of the Watch might wish to ask scheduled speakers if they have a preference of Watchmen. Ensure that any scheduled Watchmen are prepared to fulfill the role. For newer Watchmen, it may be helpful to emphasize the importance of beginning one’s evaluation with one or more positive observations before delivering any points of possible improvement and ending the evaluation on a high note.
During the Meeting
Once Table Topics have concluded, you will accept control of leading the meeting from the Toastmaster of the Day, marking the beginning of the evaluation portion of the meeting. For the benefit of any guests present, you should briefly explain the importance of evaluation within Toastmasters before calling upon the assigned Watchman for each of the prepared speeches that were given (in the same order that speeches were given). In the event that an Watchman does not provide a constructive evaluation – either no positives were recognized or no points of improvement mentioned – the Captain of the Watch should be prepared to give a few comments of his or her own.
After all evaluations have been completed, the Captain of the Watch calls upon the remaining three members of the evaluation team – the Wizard of Ahs, Cleric of Rhetoric, Sorcerer of Time, and Scribe – to deliver their reports. Finally, and taking note of the remaining time for the meeting, the Captain of the Watch should deliver an evaluation of the meeting as a whole, using notes taken throughout the meeting. This evaluation should help promote a high standard of excellence during each session. As with the more targeted prepared Watchmen, the Captain of the Watch should strive for a mix of positive recognition and opportunities for improvement. A sample page outlining some of the specific meeting aspects to be potentially observed and commented upon is enclosed.
After the Meeting
No tasks. Individual clubs may assign additional responsibilities, such as turning in the sheet used to formulate your general evaluation.
When You’re Called On
My role as the Captain of the Watch is to preside over the evaluation portion of our meeting. Evaluation is valuable as it fosters continuous improvement by assessing the things that worked well along with those that could be improved.
Captain of the Watch Notes
Use the following agenda-based table to take notes for your end-of-meeting evaluation. While aspects like starting and ending on time are important, there is greater value in providing a more in-depth evaluation.
Captain of the Watch Script
Introduction: The Toastmaster will invite you to the floor to conduct the evaluation portion of the meeting. Explain the purpose of evaluation. “Now we begin the evaluation portion of our meeting. Evaluation is valuable as it fosters continuous improvement by assessing the things that worked well along with those that could be improved.”
Watchmen: For each prepared speech, call upon the designated Watchman to provide an evaluation. “Our (first) Watchman is [Name of Watchman 1], evaluating [Name of Speaker 1]’s speech, [Speech Title]. Please help me welcome [Name of Watchman 1].” (repeat as necessary for each Watchman present)
Sorcerer of Time Report: Ask the Sorcerer of Time to provide his or her report. “Our Sorcerer of Time [Name of Sorcerer of Time] will now report on how well we have managed our time.”
Wizard of Ahs Report: Ask the Wizard of Ahs to provide his or her report. “Our Wizard of Ahs [Name of Wizard of Ahs] will now provide his/her report on today’s use of filler words.”
Cleric of Rhetoric Report: Ask the Cleric of Rhetoric to provide his or her report. “Our Cleric of Rhetoric [Name of Cleric of Rhetoric] will now provide his/her report on excellent uses of language, opportunities for improvement, and uses of the Word of the Day.”
Scribe Report: Ask the Scribe to provide his or her report. “Our Scribe [Name of Wizard of Ahs] will now provide his/her report on today’s quest completions.”
General Comments: Using the information you have collected on the opposite side of the sheet, provide an evaluation of the meeting as a whole. “Now I have a few comments on today’s meeting as a whole …”
Cede control to the Toastmaster. “This concludes the evaluation section of our meeting. Please welcome back our Toastmaster of the Day [Name of Toastmaster].”
Skills You’ll Practice
Familiarity with the structured format of a standard Toastmasters meeting, along with any specific modifications adopted by your individual club; a willingness to lead a meeting and call upon others to solicit their contributions
Why Take This Role?
The ability to provide constructive, non-critical feedback, balancing opportunities for improvement with positive observations