Planning Evaluations - Sharing with Care
Robert Green DTM

Date : 16-06-2005

Do you find yourself listening to the feedback provided by others and thinking to yourself that you could never do that?
People are not born with the ability to evaluate presentations, like all communication skills, the ability to provide meaningful feedback is a skill that can be practiced and learned.

Speak to the Speaker

Why do people who work as trainers, teachers and motivational speakers still attend toastmasters? After all they spend a good part of their working lives speaking to groups so why would they spend their free time doing the same?
The answer is the Toastmasters Clubs provide an opportunity to practice new skills and techniques in a friendly and supportive environment.

Each of us as speakers will have aspects of our presentation styles that we are nervous or unsure about. The basic Communication and Leadership manual is designed to gently expand our skills by working on one aspect at a time.
Prior to the meeting commencing as an evaluator you should talk to the member making the presentation and ask if there is anything they specifically wish you to listen for?

If the speaker does not give you an area to look for you may need to follow this question with another such as ‘Was there anything you found difficult in terms of preparation for the speech?’

Looking at the points for improvement suggested by the evaluator of the previous speech, together with the speakers requests will give you a good start of identifying points to look for.

 [back to top]

Prior Preparation

Often the difference between an evaluation that is smooth, targeted and meaningful and one that struggles to express the opinion of the evaluator is the amount of preparation that is put into the process.
It is a common myth that an evaluation cannot be prepared and that it must be developed in the window of time between the presentation and the evaluation.

While for the content this is the case, the structure and process you use as a evaluator can certainly be prepared.
With a club evaluation, you should take the opportunity to speak to the person you will be evaluating beforehand to find out if there is anything in particular they would like you to pay attention to. Doing so will enable your feedback to target the needs of your audience.

 [back to top]

Elements

Like any presentation, an evaluation should still contain the key elements of a presentation.
1. Opening: The opening of the evaluation sets the scene, reminds the audience of the speech and outlines the perspective that the evaluator is taking in presenting the evaluation.
2. Body: The body of the evaluation should contain both praise for the speakers’ efforts and offer constructive points for improvement. The points for improvement should be focused and offer specific suggestions for improvement.
A 3 minute evaluation gives you only enough time to comment on a small range of points. Allowing you time to provide information and detail on each point will give you time to present 5to 6 points only.
3. Conclusion: This is your opportunity to remind the speaker of the main points you have covered in the evaluation and to encourage the speaker towards their next presentation.

 [back to top]

Presenting with Empathy

Ensure that you consider the knowledge and experience of the speaker. By talking with the speaker prior to the presentation, and from your own knowledge of their experience, you will be able to appropriately pitch your presentation.

What was the Speaker doing?

Make sure you read the objectives of the presentation so you are familiar with what skills and knowledge the speaker was being asked to apply in the presentation. A speech on gestures should receive feedback that includes some mention of the gestures.

Conclusion

Remember that your evaluation is your opinion, the speaker is free to either accept or reject your suggestions and that the purpose of the evaluation is to be mutually supportive and encouraging.

Good Luck with your Evaluations.

 [back to top]