Meeting Management Skills... Who Needs Them?

Meeting Management Skills... Who Needs Them? Presented By Don Ensch, DTM, PID, AS

“If you can’t be a sun be a star If you can’t be a mountain, be a hill If you can’t be a tree, be a bush ...but be the very best you can be!” - Anonymous

I see too many areas of Platform Performing – yes, even on our Toastmaster Platforms – where there is too much slovenliness, too much slippage. As Toastmaster Leaders, as Platform Performers, we have to be the very best, because we are looked up to as examples of the zenith in Platform Performing. Excellence must be our Byline! - Don Ensch,

The Complete Platform Performer Reflects Excellence In 3 Areas: • Communications • Meeting Management • Personal Decorum For this session, we will consider Meeting Management and Personal Decorum.

Meeting Management There are four salient responsibilities to meeting management whether we are the Chairman or Speaker. They are: • Opening a Meeting • Introductions • Presenting / Receiving Recognition • Adjourning a Meeting. The amount of attention we pay to the detail that these responsibilities demand of us is the difference between excellence and mediocrity.

Opening A Meeting... There is a common misconception that the Sergeant at Arms that opens a meeting. This is not true! The Sergeant at Arms merely seats the delegation so the meeting can open on time. Do not recite a litany of “please take your seats,” “the meeting will start in 5 minutes,” or “will everyone please be seated, clear the aisles so we can begin the meeting.” These recitations produce ZILCH! It is the Presiding Officer who properly “calls the meeting to order.” BEGIN ON TIME... NO EXCEPTIONS!

Follow the Format... • Sergeant at Arms assembles the members • Sergeant at Arms presents the Presiding Officer (Example) “Ladies & gentlemen, please be seated. It is my privilege to present the Governor of District (#), (Name of District Governor or Presiding Officer). • Sergeant at Arms takes one (1) step back, leads the applause, and greets the presiding officer (in this example, the DG) at the Speaker’s Position • Presiding Officer takes their position and states, “This meeting (e.g., The District Council Meeting) is in order. Please rise for the Invocation and Pledge.”

Invocation and Pledge... A few Words of Wisdom: The people presenting the Invocation and the Pledge are to be on the platformwhen the meeting is called to order. Do not allow the Invocation and Pledge to be presented from the audience. An Invocation precedes the Pledge. A message of Inspiration follows the Pledge.

The Invocation Be Brief... Please! The Invocation is a prayer. Get the notion of offending someone by a prayer out of your mind. Whatever your faith, say “your” Invocation and be comfortable with it. Never apologize for “your” Invocation!

The Pledge of Allegiance The Pledge of Allegiance contains only 3 pauses! Recite the Pledge with Pride and Enthusiasm... with aliveness, and in a firm and deliberative voice. “I Pledge allegiance to the Flag of the United States of America and to the Republic for which it stands, One Nation under God, Indivisible, With Liberty and Justice for all.”

Flag Position When displayed from a staff: • The Flag is placed in advance (in front) of the audience • The Flag is placed in a position of honor to the Speaker’s right as the speaker faces the audience. • The flag is placed without regard to platform or floor level. When displayed horizontally or vertically against a wall... • The Union is uppermost to the Flag’s own right, that is, to the observer’s left, and directly behind the Speaker.

Meeting Introductions The presiding officer appropriately makes the introductions (exception: the task for introductions – other than the emcee/host – has been assigned to another). There are two classes of introductions: • Member or Guest Introductions • Speaker Introductions

Introducing a Member or Guest: Who is not a Speaker... The function of the introduction is to create an aura of good fellowship. There is a simple formula we follow to insure proper introductions. • Position (i.e., President) • Affiliation (i.e., what organization the person belongs to or is affiliated with) • Name of the person

Introducing a Speaker The function of the introduction for a speaker is multifold. The introduction is designed to: • Build a bridge • Give Direction • Gives Credibility • Sets the Speaker apart

Introducing a Speaker Follow this simple 4-step formula for introducing a speaker and you will be successful every time. • Tell a little about the subject (2 or 3 sentences) • Tell a little about the speaker (2 to 4 sentences) • The speech/presentation Title • The Name of the Speaker.

Introducing a Speaker... • The Speaker’s name is the last word of the introduction, indicating to the Speaker/Audience that the introduction is ended. The Speaker’s name is never mentioned in the body of the introduction. • When two or more Speakers are to be introduced, the Speaker of the lowest rank is introduced first, followed by the Speaker of the next highest rank, and so on. • The Speaker of the highest rank is introduced last. For example the order would be Speaker 1, CTM; Speaker 2, ATMB; Speaker 3, DTM. • An Introduction should be brief – lasting no more than 30 to 45 seconds.

Mechanics of Speaker Introductions • After announcing the Speaker’s name, step back one pace, at a 45o angle from the Speaker’s position. Lead the applause and await the Speaker’s arrival at the Speaker’s Position. Greet the Speaker with a firm handshake and a warm smile. • Wait for the Speaker’s acknowledgement (Mr. Chairman). • Take your seat near, but not obvious to, the Speaker’s Position.

Mechanics of Speaker Introductions • At the conclusion of the Speaker’s address, arise and lead the applause. • As the applause fades, approach the Speaker’s Position (Speaker steps back one pace), and meet the Speaker in a final greeting with a firm handshake and a warm smile. • With brevity, convey to the Speaker the sincere appreciation of the organization and audience for the Speaker’s contribution to the goals of the meeting. • Compliment the previous step with an appropriate presentation to the Speaker. Note: Inasmuch as practical, have the Speakers and the Chairman/emcee seated near the Speaker’s Position to reduce “travel time” to the Speaker’s Position.

Order of Introductions • “Outside” Guests (Non-Toastmasters): Highest to Lowest Rank • “Outside” Toastmasters: Highest to Lowest Rank. • Other Prominent Citizens: Highest to Lowest Rank. • Officers of the Host Toastmaster District: Highest to Lowest Rank.

Introduction PotpourriIntroduce = Never Met Present = A Casual Acquaintance. • A young person is introduced to an older person. • A gentleman is introduced to a lady. • A guest is introduced to a host/hostess • A person without rank is introduced to a person with rank. • A gentleman neveroffers his hand first in greeting a lady, unless he is the Host or of higher rank. • A lady rises only if she is introduced to someone of higher rank, to an older person, or to her Host/Hostess. • A gentleman always rises when he is introduced.

Presenting/Receiving Recognition Recognition is a vital ingredient in Successful Platform Management! It is characterized by... Dignity – Sincerity – Finesse Recognition is used to: • Compliment a Speaker’s Performance/Skill • Acknowledge the Speaker’s contribution to the Program • Manifest appreciation.

The Formula for Presenting & Receiving Recognition • Presenting Recognition • State Accomplishment • Describe the recognition (object) • Name the Recipient. • Receiving Recognition • Accept the Recognition • Acknowledge • Express Appreciation

The Adjournment Process The adjournment of the meeting – like the opening – is done by the Presiding Officer, and it should be brief, clean, crisp, and ON TIME! Only the Presiding Officer declares the meeting adjourned. As Chairman, do not let the ending of a meeting drag on: adjourn promptly at the time set by the Program/Agenda.

The Adjournment Process For the Good of the Order... The next to last item on the program is The Good of the Order. It includes announcements, credits, and recognition (if any). Ask once – and once only – “Is there anything for the Good of the Order?” If no one rises, or only one member rises to speak and after they are finished, briefly scan the audience. If no one else rises to speak, and provided there are no credits or recognition to be given, then clearly and strongly declare, “This meeting is adjourned!” Note: If credits or recognition are to be given, they follow the announcements. After credits and recognition, the last item on the Program/Agenda is ADJOURN! At this point, promptly adjourn the meeting and immediately leave the Chairman’s position. The “vacant chair” clearly indicates to all that the proceedings are indeed concluded. In other words, there is no meeting in progress.

The Adjournment Sequence • “Is there anything for the Good of the Order?” • Present Credits and Recognition • Adjourn!

Attire Neatness Posture Expression Voice Manners On Personal Decorum... Our personal decorum is a reflection, in part, of our meeting management skills and how seriously we approach our responsibilities.Our personal decorum is reflected through our:

Attire... • The attire should be proper and fitting for the occasion. • Avoid “flashy”, “mod”, and distractive styles on the platform. • Men: White, pressed, dress shirt, tie and dark suit. • Women: Conservative dress with long sleeves, or a dress suit.

Neatness Counts! • Be squeaky clean – SPARKLE! • Make sure you are presenting the best image you can. Shirts and suits should be spotless, clean, and professionally pressed. • Shoes should be shined (no scuff marks) • Hair combed • Men, being clean shaven is preferred. • Fingernails should be clean and trimmed. • Eliminate distractive “accruements” from your clothing Have that fresh, alive look! “When I look good, I feel good about myself and I do well. It does not take wealth to look clean and neat – just good effort and discipline.” –Don

Posture... Do You Measure Up? “Good posture reassures my listeners... poor posture turns them off.” On the platform: • Stand Erect (feet comfortably placed about 8” apart) • Hands at your side (except to gesture) • An alive, alert, yet relaxed stance • Do not fuss with clothes, mike, gavel, glasses, etc.

Expression Our “expressions” are the windows of our heart and mind, and they reveal our true “tones and tints.” Always strive to have... • A warm, friendly smile • An enthusiastic demeanor • A look of confidence These will always win your audience

Voice Our Voice conveys our feelings, attitudes, and emotions. Thus, we strive for a... • Firm Voice – To show Strength • Assured Voice – To show Confidence • Warm Voice – To show Friendliness • Pleasing Voice – To win the Audience

Manners: Our Code of Social Conduct By our manners... • We show respect/consideration for others • We show respect for each other’s viewpoints & feelings • We do not demean or belittle others • We are helpful to others • We reflect integrity and refinement. Our good manners draw others to us and convey our openness and fairness in dealing with them. Good manners are the personification of the Golden Rule... they are our passport around the world.

Epilogue We bring time, effort, and concern to our platform endeavors, and our personal decorum on the platform determines – to a great extent – the measure of success we will enjoy. Strive always for the highest level of personal decorum – we owe it to our audience. Only if “Excellence Is My Byline” will I become the “super star” on the platform. Everything we do in life is a self-portrait... SIGN IT WITH EXCELLENCE!

Meeting Management Skills... Who Needs Them?