Developing a “Presiding Presence”

Carl Nohr, PRP

We all know that person who seems to be a natural at presiding . They make effective use of members’ time, demonstrate impartiality to the issues, and provide effective meeting control without seeming to do anything special . It is difficult to describe exactly what it is about them that gives them this “presence . ”

A presiding officer is one of the essential officers for conduct of business in a deliberative assembly1 . Robert’s Rules of Order Newly Revised (12th ed .) (RONR) states that a presiding officer should be well versed in parliamentary law2 and should be impartial . 3 Other recommended qualities are tact and common sense . 4 RONR also states, “The presiding officer of an assembly—especially of a large one—should be chosen principally for the ability to preside . ”5 What is this ability, and how do we acquire it?

This article explores the author’s proposition that the “ability to preside” can be learned by everyone . RONR provides the basics of presiding behavior . Everyone’s ability can be substantially increased by adding an understanding of non-verbal communication . By combining this with a willingness to study and change personal behavior, everyone can develop a “presiding presence . ”

The acquisition and improvement of presiding skills aligns with the NAP Body of Knowledge . Leaders should be able to demonstrate efficient and effective presiding techniques . 6 Consultants must train and assist presiding officers to preside effectively . 7

Sitting and Standing While Presiding

RONR provides presiding officers with information about where to sit and when to stand .

1 RONR (12th ed.) 3:6 2 RONR (12th ed.) 47:6 3 RONR (12th ed.) 43:29 4 RONR (12th ed.) 47:6 5 RONR (12th ed.) 47:6 6 NAP Body of Knowledge, Leaders

Domain 1: Conduct of Meetings, National

Association of Parliamentarians 7 NAP Body of Knowledge, Consultants

Domain 3: Serving as Parliamentarian in

Meetings & Conventions, National

Association of Parliamentarians

The presiding officer should be placed in a room so that, even when seated, he can see the entire hall and all present can see him . 8 This is important for bidirectional verbal and non-verbal communication .

The presiding officer should stand to perform several functions . She stands when calling a meeting to order or declaring it adjourned, and while putting a question to vote (except in a small board or a committee) . 9

She should also stand while explaining her reasons for a ruling on a point of order (if the explanation entails more than a few words) or when speaking during debate on an appeal or a point of order that she has submitted to the judgment of the assembly .

10

The presiding officer should be seated when a member speaks in debate . If, when seated, the presiding officer is unable to see the members, she may remain standing, but should step back slightly while the member is speaking . 11

The presiding officer can otherwise sit as he finds convenient—provided that even when seated he can see the entire hall and all present can see him . 12 He may stand at any time if needed to preserve order, or for any other presiding role requiring the assembly’s full attention .

How should the presiding officer stand? An erect and balanced posture, feet slightly apart with one foot a little forward and hands at the side, provides a stable stance, and conveys a message of confidence and authority .

Appropriate Words for Presiding

RONR contains numerous samples of words for members and presiding officers to use in meeting management . In addition, many excellent publications contain material to assist presiding officers in their choice of words .

13,14

At other times, presiding officers may choose their own words . In such settings, they should use “strong” language . Consider the different message the following two paragraphs convey .

The NAP office is in critical need of renovations. Please donate generously to ensure the future of our great organization.

It looks like the NAP office could probably use some improvements.

If you like, you could perhaps consider donating to help a little with some renovations.

The first paragraph is written in “strong” language, and the second in “weak” language .

8 RONR (12th ed.) 3:7 9 RONR (12th ed.) 47:9 10 RONR (12th ed.) 47:9 11 RONR (12th ed.) 47:9 12 RONR (12th ed.) 47:9 13 Master the Meeting: Practice with Scripts,

National Association of Parliamentarians

Educational Resources Committee, 2021 14 Parliamentary Playbook, National

Association of Parliamentarians Education

Committee, 2021

When speaking, verbal fillers also dilute the strength of what is said . Verbal fillers include “uhm,” “you know,” and “like .” Presiding officers should eliminate these from their speech patterns .

In addition to the words used, the tone of the voice and the placement of emphasis on certain words, also contribute substantially to what will be understood by the members . Consider the different messages given by emphasis on each of the three words in the sentence, “I love you”: “I love you,” “I love you,” and “I love you .” Each conveys a different meaning . A wise presiding officer ensures the use of correct tone and emphasis to convey the correct message to the assembly .

Appropriate Tone of Voice for Presiding officers

RONR states that the appropriate tone of voice for presiding officers is calm and deliberate . 15 Regardless of what is happening at the meeting, this is essential for the members to have confidence in the ability of the presiding officer to control the meeting . The presiding officer should be sufficiently self-aware to detect if his tone is changing for the worse . Unless immediately reparable, it would be wise to ask the assembly to stand at ease for a minute while the presiding officer collects himself and can reestablish an appropriate tone . If he is unable to do so, he should expect a point of order to be raised regarding his tone, and possibly further sanctions from the floor .

16

In dealing with any case of disorder in a meeting, the presiding officer should especially maintain a calm, deliberate tone—although he may become increasingly firm if a situation demands it . Under no circumstances should the chair attempt to drown out a disorderly member—either by his own voice or the gavel—or permit himself to be drawn into a verbal duel . 17

Non-Verbal communication for Presiding officers

Communication is the imparting or exchange of information for a purpose . While there is debate in the research community about the relative contribution of verbal and non-verbal communication, there is agreement that non-verbal communication (NVC) contributes significantly to the message .

What message should a presiding officer communicate? An effective presiding officer will communicate a message of expertise, impartiality, and fairness . A presiding officer can say he is an expert, impartial and fair, but should affirm and amplify this message with appropriate NVC .

The elements of NVC are posture, hand gestures, eye contact, tone of voice, facial expressions, and overall appearance .

15 RONR (12th ed.) 61:9 16 RONR (12th ed.) 62:2-15 17 RONR (12th ed.) 61:9

When standing, posture should be erect, facing the assembly, with feet slightly apart and one foot slightly forward . Leaning, swaying, and crossing the legs should be avoided . Hands should be at the side, unless used in meaningful natural gestures that complement the words being spoken . The hands should not come above the middle of the chest as higher placement of the hands indicates strong emotion rather than calmness . Upward facing palms indicate openness and honesty . Hands in pockets convey disinterest and boredom and create an opportunity for distracting noises from keys and coins . If the presiding officer walks, he should move with deliberation and purpose .

When seated, the officer’s posture should be slightly relaxed . The hands should be visible and still, except for occasional gestures that are concordant with the words being spoken . The hands should be kept below the middle of the chest . Objects on tables should not be unnecessarily moved .

Nodding and shaking of the head convey approval or disapproval, and should be eliminated . Touching the face or neck, and playing with hair, jewelry, or pens, are placating gestures . They convey a message of discomfort or lack of confidence, and should be avoided .

Eye contact is an essential method to communicate with individuals, and is a component of meeting control . Eye contact can be used to recognize a member, or to convey that the behavior of the member is of interest to the presiding officer, and not necessarily in a good way! When it is not necessary to look at a specific member, the presiding officer should be scanning the assembly as well as support personnel .

Facial expressions are widely appreciated as an important communication tool . The presiding officer should display an expression of interest and openness, but may adopt a sterner appearance if needed for meeting control . Facial expressions of anger or contempt are never useful . Hopefully, the well-prepared presiding officer will never have occasion to display an expression of surprise!

In addition to the well-known facial expressions, micro expressions are important . These are fleeting expressions that we have no control over, which expose our true emotions . The only way to manage these is to ensure that our emotions are sincere and controlled, so that they cannot betray us involuntarily .

The overall appearance part of NVC is concerned with grooming and wardrobe . The complete appearance of the presiding officer should be consistent with what the members expect a leader to look like . Everything about the presiding officer should confirm what she wants the assembly to think of her and her abilities . “Unless an audience sees the right image, it doesn’t hear the right message . ”18

18 Winning Body Language, Mark Bowden,

McGraw Hill, 2010

Ten Things to Do to increase our Ability to Preside

Of course, greater understanding of parliamentary law, as well as practicing tact and common sense, will increase presiding ability. To complement these activities, the author concludes with a list of ten things each of us can do today to improve our NVC and consequently our “presiding presence.” They are:

1. Video record yourself.

This is better than asking a friend for a critique; you may not get a useful appraisal.

2. Manage facial expressions.

Read the same material with different attitudes; you’ll see the difference in your face.

3. Stop head nodding and shaking.

This behavior indicates an opinion; avoid this and demonstrate impartiality.

4. Eliminate verbal fillers.

The use of these diminishes the strength of your words.

5. Use “strong” language.

Choose words that are positive and persuasive.

6. Stop apologizing.

Unless it’s needed, in which case, apologize promptly and correctly.

7. Stop touching your face and neck.

This is a self-comforting gesture and conveys a message of low confidence.

8. Stop playing with jewelry, pens, and other things.

This is distracting.

9. Stop pointless gestures.

These diminish rather than build your message.

10. Evaluate your wardrobe.

Look and feel like the leader you are! Work through these steps to ramp up your “presiding presence” and boost your presiding ability. You can do it! NP

carl Nohr, M.D., PRP, joined the NAP in 2013 and became a PRP in 2018. He serves as a Director, Vice Chair, Secretary, and Speaker for several associations. He is a student of good governance, meeting management, and decision making. He loves to share knowledge and believes we can all learn much from each other.