Date 03 May 08, 20:37
Description How to assign the speakers and identify which speech they will make.
Article scope easy-Speak information
Assigning Speeches for the meeting
If you have authority to assign speeches for a meeting, the 'Assign Speeches' button will be visible when you view the agenda screen prior to the meeting. This feature allows you to select which speeches will be made at the meeting.
You are assigned to be the meeting manager for this meeting and the Club has decided to allow the Meeting Manager to assign speeches.
Click on the 'Assign Speeches' button and the 'Assign Members to Speeches' screen opens.
This screen has two parts:
If the member accepts the speaking role other than through the system (for example they telephone you) you may also click the 'Accept' check-box next to their name.
If a member has told the system that they will NOT attend this meeting their speeches are excluded from the pull-down list but are still visible at the bottom of the screen.
Please note that 'Educational' presentations (for example from the Successful Club and Leadership Excellence Series) are queued in the same way as speeches but may only be allocated to the agenda item 'Educational'.
When you have completed the assignments click on the 'Submit Assignment' button at the bottom of this panel.
If you have already assigned speakers for a meeting and subsequently wish them to appear in a different order you may do this from the screen used to assign all the other roles. (You would do this for example if someone scheduled as first speaker dropped out and you will replace them with a speaker who is much more experienced than speakers two and three at this meeting)
The List of Available Speeches
If a member has already said that they will not be able to attend this meeting their speech will still show in the list of available speeches but is not included in the pull-down selection of speeches that may be scheduled for this meeting.
The list includes, for your reference, speeches that have already been scheduled for another meeting but these will not be available to schedule at this meeting unless the member 'refuses' the invitation to speak at the other meeting (or you get the member's agreement to 'unschedule' them for the other meeting).
If the member has not put details of their speech in the queue you will not be able to schedule it for the meeting but note that the VP-E is able to add a speech to the queue for any member by selecting the member's profile and clicking 'add a speech' at the bottom.
Note that the available speeches will be sorted:
Do not be concerned if the speech title is not yet finalised - the agenda will be updated automatically when the member makes a change to their speech in the queue.
Members who may speak at more than one club
Placing Speeches in the Queue