Suggestions for Scheduling Toastmasters Meeting Roles

1) List the roles across the top, the members down the side, the intersection with the date that member last filled that role. Then sorting by the role column gives you an ordered ranking of who should have the first opportunity to fill that role.

2) Or list dates on the left and roles across the top (same as below). Then type the names of your club members down each column, staggered in each column. For a tiny hypothetical club "The Four J's," the TM column might read, "Jack, Jill, Jim, Jane" and then back to Jack, while the GE column might read, "Jill, Jim, Jane, Jack" and then back to Jill. If Jill is on vacation the week she would normally be GE, she serves as GE the week after.

3) When a new member joins your club, you could give them a different role every week to expose them quickly to each one. Try to call their name for table topics as soon as they're ready. Or you could begin with non-speaking roles such as Ah Bell and Timer (with careful coaching on how to run your timing light), followed by small speaking roles such as Jokemaster and Wordmaster. Try to schedule their Icebreaker within three weeks.

4) The week after serving as Toastmaster, try assigning the member to be General Evaluator, or vice versa. The week after speaking, try assigning them to be Evaluator. To avoid calling someone up for Table Topics two weeks in a row, assign them a major role the week after they do a Table Topic. The Topicmaster should choose someone who isn't already on the program, if possible.

5) Club Assistant is an elaborate shareware program for planning Toastmasters meetings, last revised in 1995 by Anthony Shipley of Australia.

6) Below is an example of a spreadsheet that automatically totals how many times each member has held each role, and calculates the total number of roles they have filled. Add additional rows at the top to plan additional meetings.

Role	TM	GE	Spk1	Spk2	Ev1	Ev2	TTM	Gr	I∓P	JM	Tim	Ahh	Hot1	Hot2	Vac	TTS1	TTS2	TTS3
5/28/02	Robert	Elisa	David	Louise	Bob	Linda	MichaelM	Dale	Gerry	Dale	Audrey	Marissa	-----	-----		Tracey	Patricia	Marissa
5/21/02	David	Carl	Robert	MichaelP	Marissa	Dale	Bob	Louise	Linda	Kelly	Cheryl	Louisa	Gerry	Ernest		Ernest	Linda	Louise
5/14/02	Louise	Robert	Bob	David	Linda	MichaelP	Marissa	Ken	Kelly	Patricia	Gerry	Elisa	Dale	Audrey	Carl	Louisa	Ernest	Gerry
5/7/02	Linda	Patricia	Louise	-----	Carl	-----	Kelly	Gerry	Dale	Gerry	Louisa	Marissa	Gerry	-----		David	Robert	Patricia
4/30/02	Marissa	-----	Louisa	Gerry	Kelly	David	Linda	MichaelM	-----	Ken	Cheryl	Bob	David	Elisa		Elisa	Louise	MichaelP
4/23/02	Patricia	Bob	Audrey	David	MichaelP	Ken	Robert	Carl	Louisa	Kelly	Tracey	Linda	Tracey	Dale		Carl	MichaelM	Dale
4/16/02	Dale	MichaelP	MichaelM	Linda	Bob	Marissa	Elisa	Louise	Tracey	Louisa	Ernest	Robert	Bob	Patricia		Patricia	David	Ken
4/9/02	David	MichaelM	Bob	Marissa	MichaelP	Dale	Louise	Audrey	Robert	Gerry	Kelly	Carl	-----	Victor	Patricia	Ken	Dale	Audrey
4/2/02	-----	-----	Robert	Patricia	Bob	Marissa	-----	-----	-----	-----	-----	-----	-----	-----		Tracey	Louise	Robert
4/2/02	Dale	Carl	Louise	Ken	MichaelM	Tracey	-----	-----	Bob	-----	Kelly	Elisa				Carl	Bob	Linda
3/26/02	Bob	Ken	MichaelP	-----	Patricia	-----	Dale	Gerry	Elisa	Marissa	Ernest	Michelle	Audrey	MichaelM		MichaelM	Linda	Marissa
3/19/02	Louise	Ken	Gerry	Elisa	Robert	Ernest	Audrey	Dale	Bob	Michelle	MichaelM	Linda	Marissa	MichaelP		David	Kelly	MichaelP
3/12/02	Linda	-----	-----	-----	-----	-----	Dale	-----	-----	-----	-----	Cheryl	Bob	Ernest	Ken	Darlene	MichaelM	Gerry
3/5/02	Ken	Dale	Bob	Louise	MichaelM	Darlene	Robert	MichaelP	Marissa	Ken	David	Patricia	Tracey	Kelly		MichaelM	Marissa	Louisa
2/28/02	Patricia	Contest	Contest	Contest	Contest	Contest	Contest	Contest	Contest	Contest	Contest	Contest	Contest			Louisa	Louise	Elisa

Role	TM	GE	Spk1	Spk2	Ev1	Ev2	TTM	Gr	I∓P	JM	Tim	Ahh	Hot1	Hot2	Vac	TTS1	TTS2	TTS3	Spk	Total
MichaelM	0	1	1	0	2	0	1	1	0	0	1	0	0	1	0	2	2	0	1	13
Dale	2	1	0	0	0	2	2	2	1	1	0	0	1	1	0	0	1	1	0	15
Bob	1	1	3	0	3	0	1	0	2	0	0	1	2	0	0	0	1	0	3	18
Louise	2	0	2	2	0	0	1	2	0	0	0	0	0	0	0	0	3	1	4	17
Ernest	0	0	0	0	0	1	0	0	0	0	2	0	0	2	0	1	1	0	0	7
Linda	2	0	0	1	1	1	1	0	1	0	0	2	0	0	0	0	2	1	1	13
Robert	1	1	2	0	1	0	2	0	1	0	0	1	0	0	0	0	1	1	2	13
Elisa	0	1	0	1	0	0	1	0	1	0	0	2	0	1	0	1	0	1	1	10
Audrey	0	0	1	0	0	0	1	1	0	0	1	0	1	1	0	0	0	1	1	8
David	2	0	1	2	0	1	0	0	0	0	1	0	1	0	0	2	1	0	3	14
Marissa	1	0	0	1	1	2	1	0	1	1	0	2	1	0	0	0	1	2	1	15
MichaelP	0	1	1	1	2	1	0	1	0	0	0	0	0	1	0	0	0	2	2	12
Tracey	0	0	0	0	0	1	0	0	1	0	1	0	2	0	0	2	0	0	0	7
Carl	0	2	0	0	1	0	0	1	0	0	0	1	0	0	1	2	0	0	0	8
Gerry	0	0	1	1	0	0	0	2	1	2	1	0	2	0	0	0	0	2	2	14