Time Keeper

The timekeeper tracks and signals speaking times, helping speakers stay within limit.

 

The timekeeper is responsible for timing items in the meeting and signaling at appropriate points. One of the skills in speech training is expressing oneself within a specific time. The timekeeper helps those at the meeting practice this.

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Before the Meeting

Review the easy-Speak agenda and raise any questions with the toastmaster of the day. In particular, note the times of the prepared speeches.

Prepare an explanation of your role. Make it interesting. For example, google ‘time’ for a fascinating fact.

During COVID, we’re meeting on Zoom. There are several ways the timekeeper can signal speakers on Zoom. Keep in mind that lights and colors can be difficult to see when cameras are processing images. We have found two effective ways a timekeeper can signal speakers. The first is simple; the timekeeper writes GREEN, YELLOW, and RED on three different cards or pieces of paper. At the appropriate time, the timekeeper holds the relevant card in front of their camera. The second way to signal speakers uses a Zoom background. Toastmasters offers timer Zoom backgrounds you can upload to a free Zoom account. At the appropriate time, the timekeeper changes his or her Zoom background to the green, yellow, or red background.

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During the Meeting

When introduced, give an explanation of your role and demonstrate the signal device. There are three timed meeting segments: table topics, prepared speeches, and evaluations. During these segments, speakers are encouraged to speak for a minimum time and no longer than a maximum time. If a speaker doesn’t speak within these time boundaries, he or she isn’t qualified for the popular vote, but the speaker still receives credit for the role or project. The timekeeper uses a stopwatch to track speakers’ times and signal devices to notify speakers of their time as detailed below.

Table topics speeches are one to two minutes. The timekeeper refrains from making any signal until the speaker has spoken for one minute. After the speaker has spoken for one minute, the timer will signal with a green light or card. After the speaker has spoken for one and a half minutes, the timer will remove the green signal and show a yellow light or card. After the speaker has spoken for two minutes, the timer will remove the yellow signal and show a red light or card. The speaker will then have a 30-seconds grace period to complete the speech before being disqualified for the popular vote. The timekeeper will continue showing the red signal and will not make any indication if the speaker continues after his or her 30-seconds grace period. If a speaker fails to speak for one minute, he or she is disqualified from the popular vote. If a speaker speaks longer than two and a half minutes, they are disqualified from the popular vote.

Prepared speeches are commonly five to seven minutes, but check the agenda for exact times. For a five-to-seven minute speech, the timekeeper refrains from making any signal until the speaker has spoken for five minutes. After the speaker has spoken for five minutes, the timer will signal with a green light or card. After the speaker has spoken for six minutes, the timer will remove the green signal and show a yellow light or card. After the speaker has spoken for seven minutes, the timer will remove the yellow signal and show a red light or card. The speaker will then have a 30-seconds grace period to complete the speech before being disqualified for the popular vote. The timekeeper will continue showing the red signal and will not make any indication if the speaker continues after his or her 30-seconds grace period. If a speaker fails to speak his or her minimum time, they are disqualified from the popular vote. If a speaker speaks longer than his or her maximum time plus a 30-seconds grace, they are disqualified from the popular vote.

Evaluations are two to three minutes. The timekeeper refrains from making any signal until the speaker has spoken for two minutes. After the speaker has spoken for two minutes, the timer will signal with a green light or card. After the speaker has spoken for two and a half minutes, the timer will remove the green signal and show a yellow light or card. After the speaker has spoken for three minutes, the timer will remove the yellow signal and show a red light or card. The speaker will then have a 30-seconds grace period to complete the speech before being disqualified for the popular vote. The timekeeper will continue showing the red signal and will not make any indication if the speaker continues after his or her 30-seconds grace period. If a speaker fails to speak for two minutes, he or she is disqualified from the popular vote. If a speaker speaks longer than three and a half minutes, they are disqualified from the popular vote.

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Throughout the meeting, signal each speaker as required.

Record each participant’s name and time used.

When called to report by the toastmaster of the day or general evaluator, stand by your chair and announce the participant’s name and the time taken.

When reporting on the time of each table topic response, remind the audience in a few words of the subject. This is particularly useful for the best table topics vote.

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