Meeting Meeting Management Management

Skills... Who Needs Skills... Who Needs Them?Them?

Presented ByPresented By

Don Ensch, DTM, PID, ASDon Ensch, DTM, PID, AS

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““If you can’t be a sun be a starIf you can’t be a sun be a star If you can’t be a mountain, be a hillIf you can’t be a mountain, be a hill If you can’t be a tree, be a bushIf you can’t be a tree, be a bush

...but be the very best you can be!”...but be the very best you can be!”

- Anonymous- Anonymous

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I see too many areas of Platform I see too many areas of Platform Performing – yes, even on our Performing – yes, even on our Toastmaster Platforms – where there is Toastmaster Platforms – where there is too much slovenliness, too much slippage.too much slovenliness, too much slippage.

As Toastmaster Leaders, as Platform As Toastmaster Leaders, as Platform Performers, we have to be the Performers, we have to be the very bestvery best, , because we are looked up to as examples because we are looked up to as examples of the zenith in Platform Performing.of the zenith in Platform Performing.

Excellence Excellence mustmust be our Byline! be our Byline!

- Don Ensch, - Don Ensch,

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The Complete Platform The Complete Platform Performer Reflects Performer Reflects

Excellence In 3 Areas:Excellence In 3 Areas:1.1. CommunicationsCommunications

2.2. Meeting ManagementMeeting Management

3.3. Personal DecorumPersonal Decorum

For this session, we will consider For this session, we will consider Meeting Management and Meeting Management and

Personal Decorum.Personal Decorum.

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Meeting ManagementMeeting Management

There are four salient responsibilities to There are four salient responsibilities to meeting management whether we are the meeting management whether we are the Chairman or Speaker. They are:Chairman or Speaker. They are:

1.1. Opening a MeetingOpening a Meeting2.2. IntroductionsIntroductions3.3. Presenting / Receiving RecognitionPresenting / Receiving Recognition4.4. Adjourning a Meeting.Adjourning a Meeting.

The amount of attention we pay to the detail The amount of attention we pay to the detail that these responsibilities demand of us is that these responsibilities demand of us is the difference between excellence and the difference between excellence and mediocrity. mediocrity.

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Opening A Meeting...Opening A Meeting...There is a common misconception that the There is a common misconception that the Sergeant at Arms that opens a meeting. This is Sergeant at Arms that opens a meeting. This is not true!not true! The Sergeant at Arms merely seats The Sergeant at Arms merely seats the delegation so the meeting can open on time.the delegation so the meeting can open on time.

Do Do notnot recite a litany of “please take your seats,” recite a litany of “please take your seats,” “the meeting will start in 5 minutes,” or “will “the meeting will start in 5 minutes,” or “will everyone please be seated, clear the aisles so we everyone please be seated, clear the aisles so we can begin the meeting.” These recitations can begin the meeting.” These recitations produce produce ZILCH!ZILCH!

It is the It is the Presiding OfficerPresiding Officer who properly “calls who properly “calls the meeting to order.” the meeting to order.”

BEGIN ON TIME...BEGIN ON TIME...NO EXCEPTIONS!NO EXCEPTIONS!

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Follow the Format...Follow the Format...• Sergeant at Arms assembles the membersSergeant at Arms assembles the members• Sergeant at Arms presents the Presiding OfficerSergeant at Arms presents the Presiding Officer

(Example) “Ladies & gentlemen, please be seated. It is (Example) “Ladies & gentlemen, please be seated. It is my privilege to present the Governor of District my privilege to present the Governor of District (#)(#),, (Name of District Governor or Presiding Officer)(Name of District Governor or Presiding Officer)..

• Sergeant at Arms takes one (1) step back, leads Sergeant at Arms takes one (1) step back, leads the applause, and greets the presiding officer (in the applause, and greets the presiding officer (in this example, the DG) at the Speaker’s Positionthis example, the DG) at the Speaker’s Position

• Presiding Officer takes their position and states, Presiding Officer takes their position and states, “This meeting (e.g., The District Council Meeting) “This meeting (e.g., The District Council Meeting) is in order. Please rise for the Invocation and is in order. Please rise for the Invocation and Pledge.”Pledge.”

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Invocation and Pledge...Invocation and Pledge...

A few Words of Wisdom: The people A few Words of Wisdom: The people presenting the Invocation and the Pledge presenting the Invocation and the Pledge are to be on the platformare to be on the platform when the when the meeting is called to order. meeting is called to order. Do Do notnot allow allow the Invocation and Pledge to be presented the Invocation and Pledge to be presented from the audience.from the audience.

An Invocation precedes the Pledge.An Invocation precedes the Pledge.

A message of Inspiration follows the A message of Inspiration follows the Pledge.Pledge.

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The InvocationThe Invocation

Be Brief... Be Brief... Please!Please! The Invocation is a The Invocation is a prayer. Get the notion of offending prayer. Get the notion of offending someone by a prayer out of your mind. someone by a prayer out of your mind. Whatever your faith, say Whatever your faith, say “your”“your” Invocation and be comfortable with it.Invocation and be comfortable with it.

NeverNever apologize for apologize for “your”“your” Invocation! Invocation!

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The PledgeThe Pledge of Allegiance of Allegiance

The Pledge of Allegiance contains only 3 The Pledge of Allegiance contains only 3 pauses!pauses!

Recite the Pledge with Pride and Enthusiasm... Recite the Pledge with Pride and Enthusiasm... with aliveness, and in a firm and deliberative with aliveness, and in a firm and deliberative voice.voice.

““I Pledge allegiance to the Flag of the United I Pledge allegiance to the Flag of the United States of America and to the Republic for which States of America and to the Republic for which it stands,it stands,One Nation under God,One Nation under God,Indivisible,Indivisible,With Liberty and Justice for all.”With Liberty and Justice for all.”

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Flag PositionFlag Position

When displayed from a staff:When displayed from a staff:• The Flag is placed in advance (in front) of the The Flag is placed in advance (in front) of the

audienceaudience• The Flag is placed in a position of honor to the The Flag is placed in a position of honor to the

Speaker’s right as the speaker faces the audience.Speaker’s right as the speaker faces the audience.• The flag is placed without regard to platform or The flag is placed without regard to platform or

floor level.floor level.

When displayed horizontally or vertically against a When displayed horizontally or vertically against a wall...wall...• The Union is uppermost to the Flag’s own right, The Union is uppermost to the Flag’s own right,

that is, to the observer’s left, and directly behind that is, to the observer’s left, and directly behind the Speaker.the Speaker.

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Meeting IntroductionsMeeting Introductions

The presiding officer appropriately The presiding officer appropriately makes the introductions (exception: makes the introductions (exception: the task for introductions – other the task for introductions – other than the emcee/host – has been than the emcee/host – has been assigned to another).assigned to another).

There are two classes of introductions:There are two classes of introductions:1.1. Member or Guest IntroductionsMember or Guest Introductions

2.2. Speaker IntroductionsSpeaker Introductions

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Introducing a Member or Introducing a Member or Guest: Who Guest: Who is notis not a a

Speaker...Speaker...The function of the introduction is to The function of the introduction is to create an aura of good fellowship. create an aura of good fellowship. There is a simple formula we follow to There is a simple formula we follow to insure proper introductions.insure proper introductions.

1.1. Position (i.e., President)Position (i.e., President)

2.2. Affiliation (i.e., what organization the Affiliation (i.e., what organization the person belongs to or is affiliated person belongs to or is affiliated with)with)

3.3. Name of the personName of the person

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Introducing a SpeakerIntroducing a Speaker

The function of the introduction for a The function of the introduction for a speaker is multifold. The introduction speaker is multifold. The introduction is designed to:is designed to:

1.1. Build a bridgeBuild a bridge

2.2. Give DirectionGive Direction

3.3. Gives CredibilityGives Credibility

4.4. Sets the Speaker apartSets the Speaker apart

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Introducing a SpeakerIntroducing a Speaker

Follow this simple 4-step formula for Follow this simple 4-step formula for introducing a speaker and you will be introducing a speaker and you will be successful every time.successful every time.

1.1. Tell a little about the subject (2 or 3 Tell a little about the subject (2 or 3 sentences)sentences)

2.2. Tell a little about the speaker (2 to 4 Tell a little about the speaker (2 to 4 sentences)sentences)

3.3. The speech/presentation TitleThe speech/presentation Title4.4. The Name of the Speaker.The Name of the Speaker.

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Introducing a Speaker...Introducing a Speaker...• The Speaker’s name is the last word of the The Speaker’s name is the last word of the

introduction, indicating to the introduction, indicating to the Speaker/Audience that the introduction is Speaker/Audience that the introduction is ended. The Speaker’s name is never mentioned ended. The Speaker’s name is never mentioned in the body of the introduction.in the body of the introduction.

• When two or more Speakers are to be When two or more Speakers are to be introduced, the Speaker of the lowest rank is introduced, the Speaker of the lowest rank is introduced first, followed by the Speaker of the introduced first, followed by the Speaker of the next highest rank, and so on.next highest rank, and so on.

• The Speaker of the highest rank is introduced The Speaker of the highest rank is introduced last. For example the order would be Speaker last. For example the order would be Speaker 1, CTM; Speaker 2, ATMB; Speaker 3, DTM.1, CTM; Speaker 2, ATMB; Speaker 3, DTM.

• An Introduction should be brief – lasting no An Introduction should be brief – lasting no more than 30 to 45 seconds.more than 30 to 45 seconds.

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Mechanics of Speaker Mechanics of Speaker IntroductionsIntroductions

• After announcing the Speaker’s name, After announcing the Speaker’s name, step back one pace, at a 45step back one pace, at a 45o o angle angle from the Speaker’s position. Lead the from the Speaker’s position. Lead the applause and await the Speaker’s applause and await the Speaker’s arrival at the Speaker’s Position. arrival at the Speaker’s Position. Greet the Speaker with a firm Greet the Speaker with a firm handshake and a warm smile.handshake and a warm smile.

• Wait for the Speaker’s Wait for the Speaker’s acknowledgement (Mr. Chairman).acknowledgement (Mr. Chairman).

• Take your seat near, but not obvious Take your seat near, but not obvious to, the Speaker’s Position.to, the Speaker’s Position.

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Mechanics of Speaker Mechanics of Speaker IntroductionsIntroductions

• At the conclusion of the Speaker’s address, arise and At the conclusion of the Speaker’s address, arise and lead the applause.lead the applause.

• As the applause fades, approach the Speaker’s As the applause fades, approach the Speaker’s Position (Speaker steps back one pace), and meet the Position (Speaker steps back one pace), and meet the Speaker in a final greeting with a firm handshake Speaker in a final greeting with a firm handshake and a warm smile.and a warm smile.

• With brevity, convey to the Speaker the sincere With brevity, convey to the Speaker the sincere appreciation of the organization and audience for the appreciation of the organization and audience for the Speaker’s contribution to the goals of the meeting.Speaker’s contribution to the goals of the meeting.

• Compliment the previous step with an appropriate Compliment the previous step with an appropriate presentation to the Speaker.presentation to the Speaker.

Note:Note: Inasmuch as practical, have the Speakers and Inasmuch as practical, have the Speakers and the the Chairman/emcee seated near the Speaker’s Chairman/emcee seated near the Speaker’s Position to Position to reduce “travel time” to the Speaker’s reduce “travel time” to the Speaker’s Position.Position.

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Order of IntroductionsOrder of Introductions

1.1. ““Outside” Guests (Non-Toastmasters): Highest Outside” Guests (Non-Toastmasters): Highest to Lowest Rankto Lowest Rank

2.2. ““Outside” Toastmasters: Highest to Lowest Outside” Toastmasters: Highest to Lowest Rank.Rank.

3.3. Other Prominent Citizens: Highest to Lowest Other Prominent Citizens: Highest to Lowest Rank.Rank.

4.4. Officers of the Host Toastmaster District: Officers of the Host Toastmaster District: Highest to Lowest Rank.Highest to Lowest Rank.

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Introduction PotpourriIntroduction PotpourriIntroduce = Never Met Present = A Casual Introduce = Never Met Present = A Casual

Acquaintance.Acquaintance.• A young person is A young person is introducedintroduced to an older person. to an older person.• A gentleman is A gentleman is introducedintroduced to a lady. to a lady.• A guest is A guest is iintroducedntroduced to a host/hostess to a host/hostess• A person without rank is A person without rank is introducedintroduced to a person to a person

with rank.with rank.• A gentleman A gentleman nevernever offers his hand first in offers his hand first in

greeting a lady, unless he is the Host or of greeting a lady, unless he is the Host or of higher rank.higher rank.

• A lady rises only if she is A lady rises only if she is introducedintroduced to someone to someone of higher rank, to an older person, or to her of higher rank, to an older person, or to her Host/Hostess.Host/Hostess.

• A gentleman always rises when he is introduced.A gentleman always rises when he is introduced.

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Presenting/Receiving Presenting/Receiving RecognitionRecognition

Recognition is a vital ingredient in Recognition is a vital ingredient in Successful Platform Management! It is Successful Platform Management! It is characterized by...characterized by...

Dignity – Sincerity – FinesseDignity – Sincerity – FinesseRecognition is used to:Recognition is used to:

• Compliment a Speaker’s Performance/SkillCompliment a Speaker’s Performance/Skill• Acknowledge the Speaker’s contribution Acknowledge the Speaker’s contribution

to the Programto the Program• Manifest appreciation.Manifest appreciation.

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The Formula for Presenting The Formula for Presenting & Receiving Recognition& Receiving Recognition

• Presenting RecognitionPresenting Recognition State AccomplishmentState Accomplishment Describe the recognition Describe the recognition

(object)(object) Name the Recipient.Name the Recipient.

• Receiving RecognitionReceiving Recognition Accept the RecognitionAccept the Recognition AcknowledgeAcknowledge Express AppreciationExpress Appreciation

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The Adjournment The Adjournment ProcessProcess

The adjournment of the meeting – like The adjournment of the meeting – like the opening – is done by the Presiding the opening – is done by the Presiding Officer, and it should be brief, clean, Officer, and it should be brief, clean, crisp, and crisp, and ON TIME!ON TIME! Only the Only the Presiding Officer declares the meeting Presiding Officer declares the meeting adjourned.adjourned.

As Chairman, do not let the ending of a As Chairman, do not let the ending of a meeting drag on: adjourn promptly at meeting drag on: adjourn promptly at the time set by the Program/Agenda.the time set by the Program/Agenda.

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The Adjournment The Adjournment ProcessProcessFor the Good of the Order...For the Good of the Order...

The next to last item on the program is The next to last item on the program is The Good of the Order.The Good of the Order. It includes announcements, credits, and recognition (if any). It includes announcements, credits, and recognition (if any).

Ask Ask onceonce – and once only – – and once only – “Is there anything for the Good of “Is there anything for the Good of the Order?”the Order?”

If no one rises, or only one member rises to speak and after If no one rises, or only one member rises to speak and after they are finished, briefly scan the audience. If no one else they are finished, briefly scan the audience. If no one else rises to speak, and provided there are no credits or rises to speak, and provided there are no credits or recognition to be given, then clearly and strongly declare, recognition to be given, then clearly and strongly declare, “This meeting is adjourned!”“This meeting is adjourned!”

Note:Note: If credits or recognition are to be given, they follow the If credits or recognition are to be given, they follow the announcements.announcements.

After credits and recognition, the last item on the After credits and recognition, the last item on the Program/Agenda is Program/Agenda is ADJOURN!ADJOURN! At this point, promptly At this point, promptly adjourn the meeting and immediately leave the Chairman’s adjourn the meeting and immediately leave the Chairman’s position. The “vacant chair” clearly indicates to all that the position. The “vacant chair” clearly indicates to all that the proceedings are indeed concluded. In other words, there is no proceedings are indeed concluded. In other words, there is no meeting in progress.meeting in progress.

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The Adjournment The Adjournment SequenceSequence

1.1. ““Is there anything for the Good of Is there anything for the Good of the Order?”the Order?”

2.2. Present Credits and RecognitionPresent Credits and Recognition

3.3. Adjourn!Adjourn!

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On Personal Decorum...On Personal Decorum...

AttireAttire

NeatnessNeatness

PosturePosture

ExpressionExpression

VoiceVoice

MannersManners

Our personal decorum is a reflection, Our personal decorum is a reflection, in part, of our meeting management in part, of our meeting management skills and how seriously we approach skills and how seriously we approach our responsibilities.our responsibilities.Our personal decorum is reflected Our personal decorum is reflected through our:through our:

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Attire...Attire...• The attire should be proper and The attire should be proper and

fitting for the occasion.fitting for the occasion.• Avoid “flashy”, “mod”, and Avoid “flashy”, “mod”, and

distractive styles on the platform.distractive styles on the platform.• Men: White, pressed, dress shirt, tie Men: White, pressed, dress shirt, tie

and dark and dark suit.suit.• Women: Conservative dress with Women: Conservative dress with

long sleeves, long sleeves, or a dress suit.or a dress suit.

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Neatness Counts!Neatness Counts!• Be squeaky clean – SPARKLE!Be squeaky clean – SPARKLE!• Make sure you are presenting the best image you Make sure you are presenting the best image you

can. Shirts and suits should be spotless, clean, and can. Shirts and suits should be spotless, clean, and professionally pressed.professionally pressed.

• Shoes should be shined (no scuff marks)Shoes should be shined (no scuff marks)• Hair combedHair combed• Men, being clean shaven is preferred.Men, being clean shaven is preferred.• Fingernails should be clean and trimmed.Fingernails should be clean and trimmed.• Eliminate distractive “accruements” from your Eliminate distractive “accruements” from your

clothingclothing

Have that fresh, alive look!Have that fresh, alive look!

““When I look good, I feel good about myself and I do When I look good, I feel good about myself and I do well. It does not take wealth to look clean and neat – well. It does not take wealth to look clean and neat –

just good effort and discipline.” –Donjust good effort and discipline.” –Don

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Posture... Do You Posture... Do You Measure Up?Measure Up?

““Good posture reassures my listeners... Good posture reassures my listeners... poor posture turns them off.”poor posture turns them off.”On the platform:On the platform:

• Stand Erect (feet comfortably placed Stand Erect (feet comfortably placed about 8” apart)about 8” apart)

• Hands at your side (except to gesture)Hands at your side (except to gesture)• An alive, alert, yet relaxed stanceAn alive, alert, yet relaxed stance• Do not fuss with clothes, mike, gavel, Do not fuss with clothes, mike, gavel,

glasses, etc.glasses, etc.

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ExpressionExpression

Our “expressions” are the windows of Our “expressions” are the windows of our heart and mind, and they reveal our heart and mind, and they reveal our true “tones and tints.” Always our true “tones and tints.” Always strive to have...strive to have...

• A warm, friendly smileA warm, friendly smile• An enthusiastic demeanorAn enthusiastic demeanor• A look of confidenceA look of confidence

These will always win your audience

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VoiceVoice

Our Voice conveys our feelings, Our Voice conveys our feelings, attitudes, and emotions. Thus, we attitudes, and emotions. Thus, we strive for a...strive for a...

Firm Voice – To show StrengthFirm Voice – To show Strength Assured Voice – To show ConfidenceAssured Voice – To show Confidence Warm Voice – To show FriendlinessWarm Voice – To show Friendliness Pleasing Voice – To win the AudiencePleasing Voice – To win the Audience

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Manners: Our Code of Social Manners: Our Code of Social ConductConduct

By our manners...By our manners... We show respect/consideration for othersWe show respect/consideration for others We show respect for each other’s viewpoints We show respect for each other’s viewpoints

& feelings& feelings We do not demean or belittle othersWe do not demean or belittle others We are helpful to othersWe are helpful to others We reflect integrity and refinement.We reflect integrity and refinement.

Our good manners draw others to us and convey Our good manners draw others to us and convey our openness and fairness in dealing with them. our openness and fairness in dealing with them. Good manners are the personification of the Good manners are the personification of the Golden Rule... they are our passport around the Golden Rule... they are our passport around the world.world.

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EpilogueEpilogueWe bring time, effort, and concern to our We bring time, effort, and concern to our platform endeavors, and our personal platform endeavors, and our personal decorum on the platform determines – to a decorum on the platform determines – to a great extent – the measure of success we great extent – the measure of success we will enjoy. Strive always for the highest will enjoy. Strive always for the highest level of personal decorum – we owe it to level of personal decorum – we owe it to our audience.our audience.

Only if Only if “Excellence Is My Byline” “Excellence Is My Byline” will I will I become the “super star” on the platform. become the “super star” on the platform. Everything we do in life is a self-portrait...Everything we do in life is a self-portrait...

SIGN IT WITH EXCELLENCE!SIGN IT WITH EXCELLENCE!