At Cardiff Toastmasters, member Chris Poole has been quietly building something remarkable, a fully integrated meeting management system designed specifically for Toastmasters clubs. From real-time speech transcription and performance analytics to synchronised officer dashboards and immersive speaker introductions, his software is reimagining how meetings can run seamlessly, professionally, and with a touch of theatrical flair. The software uses AI to transcribe speeches live, tracks meeting timing automatically, and stores detailed performance data across meetings. A recent innovation means that speakers can now receive a personalised link showing their timing, filler words, and full transcript, no account required.
Cardiff Toastmasters has been using piloting the use of this software since autumn 2025, and it is transforming how meetings are managed and experienced. Chris didn’t set out simply to build another tool. He set out to solve a real problem. Like many Toastmasters, he saw how much coordination happens behind the scenes of every meeting, agenda flow, timing, evaluations, filler word tracking, engagement, and follow-up. He began experimenting with a range of AI tools and technologies, exploring how they could work together to support officers, speakers, and guests in real time.
What started as experimentation quickly became innovation. This web-based meeting management system designed specifically for Toastmasters meetings based on the Cardiff experience, integrating real-time analytics, speech transcription, performance tracking, and synchronised role-based interfaces for meeting officers. And this is only the beginning. It’s a reminder that Toastmasters is not just a place where we practise skills. It is a place where ideas are tested, developed, and brought to life.
Cardiff Toastmasters recently showcased this software during a WWE-themed meeting, creating an immersive and high-energy experience. With music, smooth transitions, and precise coordination, the meeting demonstrated how technology can support creative themed sessions while keeping everything running seamlessly. Imagine coming on stage to Darth Vader’s Imperial March:
Variety, creativity, and meaningful experiences are what keep members inspired and guests returning. Thanks to innovators like Chris Poole, Cardiff Toastmasters is showing how imagination, technology, and the Toastmasters spirit can come together to create something truly memorable.
And this is only the beginning.
If your club is curious about how technology and themed meeting design can enhance the meeting experience, Chris would be delighted to share more as the tool continues its development journey.
Last Updated on 24th February 2026 by Allen Paul