Date 13 Apr 09, 14:43
Description Changing the Agenda to suit a particular meeting
Article scope easy-Speak information
Editing the Agenda
The agenda for each meeting is created by copying the template that best matches this meeting (for example 'three speeches').
You may create new templates or replace old ones if your club decides to change the normal structure of its meetings.
Do not use this screen to enter speech titles or correct speech timings on the agenda.
To change the Agenda for a Meeting
At the top right of the screen, at the same level as the Meeting Manager's name you will see a button to edit the agenda.
If the button is not visible, either:
The first screen presents an overview of the meeting agenda showing the Role, Event description and the Timing for each item.
When you create a new item, or edit an existing one, the detail screen is shown and you should complete the following fields:
Role Use the pull-down to select one of the roles that you have defined for your club (e.g. 'Timekeeper')
Repeat This field shows on the screen if the role may repeat - for example 'Speaker' or 'Evaluator' where the same role will be performed by several different people during a meeting.
Event Use this field to say what the action is for this item (e.g. 'Report Topic times')
Green, Amber, Red Use the pull-downs to select the times that will be printed on the agenda. (If you only want a time printed in one heading choose zero for the other fields.)
Duration Use the pull-down to select the expected running time for this item. This field is used to calculate the running times but is not printed anywhere.
Print the start time for this item
Click on 'Yes' if a start time will always be printed for this item (e.g. 'Open the Meeting' or 'Break')
Click on 'Detail Agenda only' for items which will only show a start time on the detail form of agenda that you print for the TME or Timekeeper.
Print this item on the summary agenda Click on 'Yes' if this item is to be printed on the summary form of agenda used by club members. Click on 'No' if this item is only to be printed on the detail form of agenda used as a script by the Timekeeper and the Toastmaster for the Meeting.
Print spacer after this line Click on 'Yes' if you want a feint horizontal line printed afer this item. For example, the line BEFORE the 'break', the line FOR the 'break' and the line for 'End of meeting'
When you have completed the detail changes to a line you will be returned to the overview page.
Give careful consideration to how many of your agenda lines will be printed on the summary agenda.
It is very helpful for an inexperienced Toastmaster or Timekeeper to have a fully detailed agenda to use as a script.
If you plan to have some fun with a meeting in reverse order (suddenly the General Evaluator role will become very popular!) you may click on the 'Reverse all items in this agenda' button at the bottom of the screen.
Saving this agenda as a template
If you have made changes to the agenda that you will use in the future for other meetings you should save this new version of the meeting agenda as a template.
(If this is not shown you do not have system authority to edit the templates. Please refer to Knowledgebase article on Club Officers. http://d71.org/kb.php?mode=article&k=28)
Either use the pull-down to select an existing template name and then click on the 'Replace' button
If you wish to save this agenda and re-name an existing template:
If you wish to delete a template: