Here are some items you can add to your new member welcome Packet.
Developed by Jenna Barrone, District 83 PRM
- Register ahead of time (if offered).
- Mute your microphone unless you're speaking.
- Look directly into the camera when you are talking, NOT at the screen.
- Dress as you would for a regular club meeting.
- Be aware of your background. Use a virtual background if possible.
- Make sure your lighting is good and test your setup prior to the meeting.
- Avoid clapping – use “jazz” hands instead (can confuse meeting software).
- Give your undivided attention during the meeting. Be patient and keep in mind that instructions may need to be repeated frequently. If you need to walk away, turnoff your camera first so as not to distract others.
- Refer to the agenda to follow along with the meeting.
Determine which online platform you will use for your meetings (Zoom, Skype, WebEx, GoToMeeting, Google Hangouts, Microsoft Teams, etc.)
If the platform requires members to install software on their computers, send them a link prior to the meeting with other important login information they may need
Ahead of the meeting
Email attendees a copy of the agenda with remiders to mute their microphones and adjust cameras to be seen.
Request they join 5 to 10 minutes early to allow everyone to get situated.
Ask attendees to register to allow the organizer to know how many people are expected (if available a link will be provided to register for the meeting).
Ask attendees, especially those with roles, to make their chat ID their full name & role or if they are a guest.
TOASTMASTER should share the agenda on a shared screen at the beginning of the meeting
Assign a TECHNICAL HOST (online version of Sergeant at Arms) to set up meeting and ensure members are muted. They also will monitor the chat and respond to technical issues They should also mute those who do not, to control background noises.
AH COUNTER/GRAMMARIAN per usual meetings.
WORD, QUOTE, JOKE OF THE DAY per usual meetings.
TIMER can use a timer software, display cards on their camera, or use the chat box Note that colors my not always appear clearly to all attendees so indicating them by a letter (G, Y, R) might be helpful.
TABLE TOPICS MASTER can choose volunteers or randomly select. If members volunteer, determine how they should at the beginning of the meeting during the explanation of roles. e.g. use the chat box.
EVAULATORS general and for speeches are as per usual meetings.
Notify your members in advance of your virtual meeting through your website, social media pages, and email
Provide resources such as video tutorials or guides to your members to help them get comfortable with using the required technology.
During meetings use conversation prompts to create a positive group atmosphere, break down social barriers, and get people to know and trust one another.
Keep consistent communication with members and guests before, during, and after meetings
Post Meeting Evaluation
Plan an additional 15-30 minute of time to go over what worked and what didn’t and what can be improved for the next meeting
Email a survey to all for feedback on their experience. You can use a Google Form or Survey Monkey. This will give them the opportunity to voice any changes or improvements they think are needed.
https://d2.toastmastersdistricts.org/_District_2_Digit al_Transformation_2020.html? fbclid=IwAR2__05dc3Sw_rOC4F83ddW3W5xzkod5U V5tv74U11Sjmf8g_9hLzJWJYNE
|Jeremy Yencer, EC3||Margarita Estrada, DTM||Mario Lewis, DTM||Isaak Gelbinovich, DTM||Meet Patricia Loud,DTM||Somesh Chablani, DTM||Dave Chapman, DTM|
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Welcome New Clubs
|Charter Date||Club Name/Club Number|
Club Anniversaries This Month
|Charter Date||Club Name||Anniversary|
|August 14th 2010||Henkel Toastmasters||Celebrating 10 Year Anniversary|
|August 1st 1995||Tower And Bridge Toastmasters Club||Celebrating 25 Year Anniversary|