Traditional vs. Virtual

Toastmasters Meetings

November 2016

Virtual Toastmasters Club

➔ Executive: Spread out at various

locations

➔ Technology: High usage with

computer, web camera, phone line

➔ Location: Global, virtual/online

➔ Costs: TI dues, room rental fees,

equipment/technology costs

➔ Networking: Occurs virtually during

the meeting and after the meeting

via IM/email/text/phone calls

Traditional Toastmasters Club

➔ Executive: All in one physical

location

➔ Technology: Limited usage such as

projector/TV

➔ Location: Close proximity to main

intersection for easy access

➔ Costs: TI dues, room rental fees,

social outings

➔ Networking: Occurs in-person

during meetings

What has been challenging?

➔ Speech Contests: Explaining TI

contest rules for members outside

the district

➔ Time Zone Difference:

Encouraging virtual participation for

members outside the E.T. time zone

➔ Employee Reimbursement:

Getting management approval for

consistent employee reimbursement

across locations

What has been surprising?

➔ Find A Champion: Strong leader

who can motivate their location-

based team members to participate in

Toastmasters meetings

➔ Networking and Camaraderie:

Strong team-building and networking

support across office locations

➔ Technology: Easy to use and free or

low-cost technology solutions to

integrate into Toastmasters meetings

What Has Worked Well In Virtual Meetings

➔ Technology Works: Test web camera (video) and

phone line (audio) to ensure they work for meetings

to run smoothly. Ensure all other devices are turned

off to avoid distractions.

➔ Prepare In Advance: Share meeting agenda and

any key notes with club members in advance to

make meetings productive.

➔ Connect People: Toastmaster works to connect

people across virtual locations, encourage

participation throughout meeting by filling out speech

evaluations and taking on a role in Table Topics.

What Has Worked Well In Virtual Meetings cont’d

➔Engagement: Encourage all

club members to turn on their

video cameras, listen to the

speeches, and avoid

distractions by multitasking.

➔Set Ground Rules: When

executive will meet, when

meetings will occur, respect

and civility are a must, etc.

Virtual Team Building

➔ Team Vision: Develop a shared team vision that

outlines the main goals, objectives, and assign

responsibilities

➔ Ice Breakers: Learn more about your club members

work style, values, and personality

➔ Small Talk: Allow a few minutes for ‘water cooler talk’

at the beginning of each meeting for team members to

get to know each other, ask about their weekend, etc.

➔ Ongoing Learning: Be open to testing new ideas,

making mistakes and learning how to work together in

a virtual environment

Questions?

Handy Resources

➔How to Run a Great Virtual Meeting, https://hbr.org/2015/03/how-to-run-a-

great-virtual-meeting

➔Virtual Team Building Exercises,

https://www.lifemeetswork.com/2016/01/29/10-team-building-exercises-

remotevirtualdispersed-teams/

➔Making Virtual Teams Work: Ten Basic Principles,

https://hbr.org/2013/06/making-virtual-teams-work-ten