The Role of The Timer

The Timer in Toastmasters plays a crucial role in helping speakers manage their time effectively and ensuring meetings run smoothly. Yet for many new members it’s one of the first few roles they are assigned and can be the most stressful!! Who would have thought?

But when you need to track the time on one device, signal time changes on a different device, note down the timings for each individual speaker (who might have changed from the agenda) and then give a report at the end it can be a daunting task. Not if you take our tips from below…

The Timer’s primary responsibilities include:

1. Monitoring time for each meeting segment and speaker
2. Introducing timing guidelines and using coloured cards or signals to indicate time remaining
3. Keeping track of speech durations and reporting timings at the end of the meeting

Transferable skills developed through this role include:

1. Time management: The timekeeper learns to track and manage time precisely, a valuable skill in many professional settings
2. Attention to detail: Accurately timing multiple speakers and segments requires focus and precision
3. Communication: Explaining the role and providing clear time signals helps develop concise communication skills
4. Assertiveness: Interrupting speakers who exceed time limits builds confidence in enforcing rules tactfully
5. Multitasking: Juggling timing, signaling, and record-keeping enhances the ability to handle multiple tasks simultaneously
6. Adaptability: Timekeepers must adjust to different speech types and time limits, fostering flexibility
7. Responsibility: Ensuring the meeting stays on schedule cultivates a sense of accountability

These skills are highly valuable in various professional contexts, from project management to event planning, making the timekeeper role an excellent opportunity for personal and career development.

 

What are some common challenges faced by timers in Toastmasters meetings

Timers in Toastmasters meetings often face several common challenges:

1. Maintaining focus: Timekeepers must stay alert throughout the entire meeting, which can be mentally taxing, especially during longer sessions. Have a drink handy to stay hydrated as it helps you stay focussed, make sure you have everything you need and check the agenda with the Toastmaster before you start in case there are any changes which could throw your concentration, and check your equipment is working well and be prepared with back-up coloured cards or props just in case.
2. Accurate timing: Precisely tracking multiple speakers and segments requires concentration and quick reactions to start and stop timing. Make sure you ask someone to buddy with you so they can help you stay on track especially during the rapid fire sessions like Table Topics.
3. Visibility to speakers: Ensuring that timing signals are clearly visible to speakers, particularly in online meetings where speakers may not always see the timer's video feed[5]. – Remind speakers to pin the timer in their view so they can see timer clearly while presenting and especially when sharing their screen
4. Interrupting overtime speakers: Timers may feel uncomfortable interrupting speakers who exceed their time limits, but it's necessary to keep the meeting on schedule. When you’re introduced at the start, remind people to stay on time and let them know what signal you will give if they go overtime (e.g. a bell, a gesture, silent clapping).
5. Delivering engaging reports: Making the timer's report interesting and not putting other members to sleep can be challenging. When you’re new stick to the basics, the speakers name, role and actual time compared to allocated time. As you get more experienced you can make the report a real test of your impromptu speaking ability to make it interesting. Check out the video below for some ideas…
6. Adapting to different speech lengths: Timers need to be familiar with various time limits for different speech types and adjust their signals accordingly. Have a chat with the people rostered on the agenda before the meetings starts especially if there is a new segment you are not familiar with or an advanced speech that has more than one segment. Mark up the agenda clearly and look out for any timing typos in the agenda - the break could say 15mins but the agenda might only have allowed 10mins!
7. Technical issues: In online meetings, timers may face challenges with virtual backgrounds, pinned video feeds, or other technical aspects of signaling time. The key is to assume something could go wrong and to have a back-up plan to mitigate it. If your virtual coloured timing backgrounds fail, have coloured cards or props to show on screen instead, if a speaker has trouble pinning the time offer to give verbal cues instead and if you have intermittent connection, warn the Toastmaster ahead and ask someone to be prepared to jump in if your screen freezes or you lose connection.
8. Multitasking: Timers must juggle timing, signaling, and record-keeping simultaneously, which can be overwhelming for some. When rostered as the Timer, ask the VP Education or the Toastmaster to roster a co-timer with you so you can share the role and it will be less overwhelming.
9. Explaining the role clearly: Timers need to concisely explain their role and the timing signals, especially for the benefit of guests and new members. Though many will say it’s a simple task, it’s easy to forget something. You need to explain the timing on the agenda, demonstrate the timing lights or cards, advise what warning you will give people who go over time and that you will report times later. Have a checklist of what you need to tell your audience so you don’t forget something.
10. Dealing with unexpected changes: Timers must be flexible and adapt to last-minute changes in the agenda or speech order. Be prepared for changes and don’t be afraid to ask during the meeting for clarification re any changes. Remember, it’s OK if you don’t get something right. It’s all part of learning a new skill.

 

Sources

[1] Timer - Toastmasters International https://www.toastmasters.org/membership/club-meeting-roles/timer

[2] How to Take On the TIMER Role at a TOASTMASTERS MEETING https://www.youtube.com/watch?v=ohXTuBs7OK4

[3] The Timer's Toolkit - Toastmasters International https://www.toastmasters.org/magazine/magazine-issues/2021/feb/the-timers-toolkit

[4] How the speech timer at Toastmasters club meetings could provide ... http://joyfulpublicspeaking.blogspot.com/2017/04/how-speech-timer-at-toastmasters-club_25.html

[5] Timekeeper - First London Toastmasters https://firstlondontoastmasters.co.uk/timekeeper

 

Video

The timer role is one that new members are often quick to sign up for; however, making a Timer Report interesting may be one of the most challenging tasks within Toastmasters.

In this video, hear a seasoned Toastmaster explain why the Timer role is so important, and how you can knock this role out of the park and not put other members to sleep!