POWERtalking Issue 33 | June 2017 www.powertalkinternational.com
POWER talking ...... coaching coaching in in effective effective speaking speaking
In This Issue 3 Convention Addiction!
- by Mary Flentge, President-elect of ITC
4 From the Editors - June 2017
- by Marijke Slager, Div. III VP & Marilyn Robinson, ITC Secretary
5 How to Interpret Bylaws - by Alice Bartlet
6 Is Business a Bore? - by Pat Cartwright
8 Protocol Education from Manitoba
- Club education presented at Maple Leaf Communicators Club
9 Courtesies and Conformity
- a Self Quiz on Protocol - answers on last page
10 Protocol in the European Court System - by Marijke Slager
11 Glossary of Words used in ITC
- list compiled by members of ITC over the years
14 Invitation and Introduction
- by Mary Bueckert, Maple Leaf Communicators Club, Manitoba Council-at-Large
15 Courtesies and Conformity
- Answeres to a Self Quiz on Protocol
Lighthouse on front cover by Geoffrey Whiteway / Stockvolt Flowers on p. 3, 7, 9, 10 & 13 by Óli Jón Jónsson Kids playing on back cover designed by Pressfoto / Freepik
PUBLICATION GUIDELINES POWERtalking e-magazine is published quarterly: March, June, September, December. All submissions are made to the Editorial committee and once accepted become the property of ITC.
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Articles of between 500-700 words should be of particular interest to members and the mission of the organization.
Very much in demand are articles that have educational value for members.
Authors must submit a portrait photo of themselves as a seperate jpg or png file, together with, preferably, a 20-50 word profile of their credentials.
Write-ups on installations, anniversaries, charters and contests have limited interest and are rarely published.
Photographs must be submitted separately in their original format and size, not in Word or PDF documents.
Convention Addiction! - by Mary Flentge, President-elect of ITC What makes a Convention so much fun? Why do we spend a big chunk out of our savings to attend? What is it about Convention that grips our imagination? I remember my first Convention. It was rather scary in the beginning. Everyone seemed to know each other, everyone appeared to know where they were going and everyone had a sense of purpose. I soon got over that and discovered that Conventions are a tremendous amount of fun, extremely friendly, and rather addictive.
What exactly is a Convention and why is it so addictive?
A Convention brings like-minded people together to share ideas, to discover the latest techniques, to benefit from state-of-the-art technology and above all discover new horizons. Workshops, plenary sessions, keynote speakers are all part of the Convention mix.
Convention is exhausting
The hours are long and you are constantly on the go. Each night you drop in to bed with exhaustion, but with a feeling of exhilaration. You get up the next morning with your program in your hand, anxious not to miss the next appointment.
A Convention energizes
Convention is also a place to meet up with friends and colleagues but especially to make NEW friends and colleagues. Convention is about Networking.
Convention is multi-cultural
If one was to check the passports of people attending Convention you would find they come from all continents and more countries than you can imagine. The ITC/POWERtalk Convention is a multi-cultural affair.
Convention is networking
Be sure to bring your calling cards and be prepared to receive even more. When receiving a card, look the person in the eye and thank them for sharing their business card. Always wear your name badge, even in unofficial functions. Most times people will remember your face but hardly ever your name. Be sure to “get out there”. Go meet and mingle. Everyone might look confident and self-assured but most will not be, and will welcome your interest in them.
Convention is talking to people
Don’t underestimate the value of human contact. That is what a Convention is about. Go talk to people. Introduce yourself, and especially BE yourself. Next time you go to Convention, someone will say “Hello, I met you last time at convention, how are you doing now?”. That’s what makes Conventions addictive.
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From the Editors - June 2017
- by Marijke Slager, Div. III VP & Marilyn Robinson, ITC Secretary
In the March 2017 issue, we noted that with region conferences and International convention in the next few months, we would have a focus on protocol in this issue.
officer checked her notes and, realizing the error, re-assigned the head table guests to the correct seats. Those in the audience were entertained by the head table re-arrangement!
What is PROTOCOL? There are many definitions of the word “protocol” but the one we are interested in is “the code of ceremonial forms and courtesies of precedence accepted as proper or correct in official dealings as between heads of state or diplomatic officials,” (Webster’s New World dictionary).
We practice protocol in our clubs, councils, regions and International to observe the formalities, but also to prepare us for situations external to our organization in which we may find ourselves. Having a “polished” performance reflects favorably on our organization and on us as individuals.
Protocol is a system of rules that explains the correct conduct and procedures to be followed in formal situations (Merriam-Webster dictionary). Protocol is the customs and regulations dealing with diplomatic formality, precedence and etiquette, or the system of rules and acceptable behaviour used at official ceremonies and occasions.
So, let’s brush up on our good manners and common sense to help achieve effective communication.
When done correctly, an event proceeds seamlessly but when errors occur, disaster may result and often some humorous situations may occur. For example, I attended a formal dinner where the guests at the head table were incorrectly assigned to their seats. The presiding
We look forward to meeting many of you at convention in July. Please continue to send us your comments and ideas for our magazine. Editors Note regarding issue #32: Margaret Sutherland’s name was inadvertently omitted from the article WIIFM on page 13 in the previous issue #32. Margaret is a past International President (2011-2013) and is a member of Hobart POWERtalkers Club, Tasmania, Australia Region. We apologize for the oversight.
POWERtalking Magazine Editorial Committee Members Co-editor Co-editor Member Member Member
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Marilyn Robinson Marijke Slager Geraldine Lightfoot Aðalheiður Rúnarsdóttir Kazuyo Sugitani
Division II Division III Division II Division III Division IV
marrobins@mymts.net slalom@home.nl gerryvl@thot.net adalheidur.runarsdottir@gmail.com kksugi@nifty.com
How to Interpret Bylaws - by Alice Bartlet
About the author - by Wyn Bowler, ITC Parliamentarian 2015-2017: In a recent newsletter of the Oregon Association of Parliamentarians, which is part of the National Association of Parliamentarians, there was an article about interpreting bylaws. I found it very informative and with the author’s permission it is reprinted here. This article was written by Alice Bartlet, Professional Registered Parliamentarian of the National Association of Parliamentarians. Currently, Alice is the vice-president of the Oregon Association of Parliamentarians. Alice is a former member of ITC; she was president of Columbia Region. There are many times when parliamentarians are called upon to interpret the meaning of bylaws. This request for interpretation often comes from organizations that are having a conflict in interpreting what a particular provision in their bylaws mean. Roberts Rules of Order Newly Revised (11th edition), has guidelines to help folks decide what provisions in bylaws mean. These Principles of Interpretation can be found on pages 588 to 591. Here is a synopsis. These Principles of Interpretation can be applied to all governing documents. 1. Each society decides for itself the meaning of its bylaws. If the meaning is clear, the organization cannot change that meaning. But, if the provision is ambiguous, it must be interpreted in harmony with the other bylaws. If possible, the meaning must also be interpreted in accordance with the intent of the organization at the time that it was adopted. It only takes a majority vote by the group to determine the meaning. At that point, the ambiguous bylaw provision needs to be amended as soon as possible. 2. When a provision of the bylaws is susceptible to two meanings, one of which conflicts with or renders absurd another bylaw provision, and the other meaning does not, the latter must be taken as the true meaning. Only the meaning that does not create a conflict should be used. 3. A general statement or rule is always of less authority than a specific statement or rule and yields to it. The specific statement that gives the details that implement a particular rule must be given authority. No one has a right to quote a general statement to defeat a specific statement. 4. If the bylaws authorize certain things specifically, other things of the same class are thereby prohib-
ited. It is presumed that only items that need to be in the bylaws are there. If something can be done without the bylaws authorizing it, there would be no reason for a bylaw to list specific things of the same class, unless to make all things not listed as being prohibited. 5. A provision granting certain privileges carries with it a right to a part of the privileges, but prohibits a greater privilege. So, if an officer is granted the right to do a particular activity, this does not give them the right to increase the scope of that activity. 6. A prohibition or limitation prohibits everything greater than what is prohibited, or that goes beyond the limitation; but it permits what is less than the limitation, and also permits things of the same class that are not mentioned in the prohibition or limitation and that are evidently not improper. So, if an officer is allowed to serve only two consecutive terms, they may not serve three, but could serve only one term. 7. The imposition of a definite penalty for a particular action prohibits the increase or diminution of the penalty. So, if the provision in the bylaws says that a board member will be dropped from the board if they miss three consecutive meetings, the board may not vote to retain a member who would be covered by that bylaw. However, exceptions could be put into the bylaw to allow the board to take different action. 8. In cases where the bylaws use a general term and also two or more specific terms that are wholly included under the general one, a rule in which only the general term is used applies to all the specific terms. An example would be if the bylaws allow for “elected officers” and “appointed officers”, another provision that refers to officers, would include both elected and appointed officers
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Is Business a Bore? - by Pat Cartwright
Is Business a Bore? Absolutely not, but some clubs make it so. Has your club addressed how to simplify and streamline business sessions? If not, one could ask “why not?” There are no hard and fast rules as to how a business session should be run, only suggestions. The Master Manual says flexibility is the key to success. Your club’s business meeting should be conducted to meet the needs of your members and in the most succinct way possible.
CLUB GMAIL
The key is for members to know before the meeting what business will be raised. Does your club have a system in place to facilitate this? Using a club Gmail is an ideal way. a. Set up a club Gmail address. It is not only a communication tool, but also an e-filing system for easy reference. It also provides a generic email address for outside contacts, from which any member can take appropriate action. b. Advise all levels to use this email for ALL communications to the club – the club contact then doesn’t have to be changed every term. c. ALL members (and only the members) have the password to access the emails and their content. d. Communications within the club also use the club Gmail, such as for Assignment Sheets, Minutes, Reports, Education Material, Rosters, Programs, etc. e. Every member is asked to access the Gmail before the next meeting and read the Minutes and all communications, ready for business. f. After each meeting, the secretary (or another designated member of the club) should “archive” all business for that meeting under that Meeting Number. Items can also be copied into sub-directories such as “Convention”, “Region”, “Council”.
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This is a system that members can access wherever they may be and using whatever means they can, without clogging up individual email systems. It enables club business to be dealt with without depending on a private recipient opening emails and distributing the information. It enables all members to keep abreast of things if they are not at the meeting.
STREAMLINE BUSINESS
Now we’ve covered how members can prepare for meetings, let’s look at the business session itself. Here are some clues taken from Guide for Meetings and Organisations by N. E. Renton, the parliamentary authority used in Australia and New Zealand, but the shortcuts are equally of use in all clubs. 1. Quorum A specific announcement in regard to the quorum is not essential, as the presence of a quorum is implicit in the actions of the Chair constituting the meeting. The number of members present can simply be recorded. 2. Apologies If the granting of leave of absence (ie. by a motion to accept or even receive the apologies) is not a point at issue, this stage of the meeting could be expedited by simply announcing the apologies and recording them in the minutes. Naturally, all apologies should have been lodged with one specific board member, for example the First Vice President, to facilitate program changes. 3. Minutes of Previous Meeting As the minutes have been distributed electronically to all members, there is no requirement to have them read at the meeting and only a simple motion is required, for example: “That the minutes of meeting 365 be confirmed”. No need for: • the name of the club, because the meeting can only confirm minutes of its own meetings • the date of the meeting, as the meeting number identifies the meeting • the venue where the meeting was held • any other phrases such as “taken as a true and correct record” or “as circulated and taken as read”
4. Business Arising from the Minutes Only finalised business should be listed/dealt with in this stage of the meeting and then only if not listed elsewhere on the agenda, such as in Outwards Communications or in Reports.
Details of Accounts to be Passed for Payment should be read out and then a single motion to pass for payment.
Deal with any ongoing business as separate items in General Business.
9. Other Reports All board and committee reports are in Gmail, so at the meeting, the reports need only be “received”, by motion (not read). Business arising or queries are dealt with. If a report is verbal, no motion is required, but written reports are always preferable for reference.
5. Communications Outwards The list of communications sent by the club from the previous meeting should be listed, with a single explanatory sentence, but no motion is required. 6. Communications Inwards Only communications from external sources for club business are listed. Communications within the club are not listed. Group under subheadings according to the originating body, eg. International, Region, Council and include a brief explanatory sentence (not just the topic) for future reference in the Minutes. Dates and officer names may be recorded in the minutes, but are not required to be read at the meeting. This part of the meeting can be expedited by dispensing with a formal receipt motion. 7. Business Arising from the Communications As members have had the opportunity to read all communications prior to the meeting there is no need to read out at the meeting. In any case, only non-routine communications should be summarised at the meeting. Action taken can be recorded and action to be taken dealt with in remarks or by motion. 8. Treasurer’s Report Previously distributed in Gmail, so only the totals need be read at the meeting. Payments to be Ratified can be ratified and the Financial Statement adopted in one motion: “that Payments totalling $... be ratified and the Financial Statement showing a balance of $... adopted.”
Treasurer’s Reports should only be required monthly.
10. General Business All items of General Business should have previously been advised to and/or decided by the president and only those items dealt with at the meeting. There should be no discussions, except on motions for action.
MINUTES
Minutes are a formal brief summary of proceedings at meetings - a record of decisions made and actions taken. Any motion passed unanimously can be recorded as “It was resolved that ….”. There is no requirement to record names of movers and seconders. Motions of a contentious nature may have the name of the mover recorded. Even more contentious motions may have the voting figures recorded. Society has progressed from handwritten minutes in a minute book. It has even progressed from printed minutes adhered in a minute book. A loose leaf minute system can be used, provided there is sequential numbering of pages.
NO BOREDOM
There is no time for boredom in a ten minute club business session, where everyone knows what is happening, there is no extraneous chatter, business is dealt with and recorded and all members have had the opportunity to participate.
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Protocol Education from Manitoba - Club education presented at Maple Leaf Communicators Club, Manitoba Council at Large, 2002 Do you bow or shake hands? Have you been in a situation where you were introduced to someone and wondered should you bow or should you shake hands?
they are bowing from the waist. In Japanese culture a deep bow is a sign of respect.
The answer to this question depends on what country you are in at the time, or what the situation is.
The lesson is that if you are travelling in another country, whether for business or pleasure, try to learn about the cultural customs and business practices that will help you feel that you are doing the right thing. You do not want to inadvertently insult someone.
Shaking hands in business
In a business situation, people will usually shake hands when introduced and exchange business cards. If it is a man and woman meeting, the woman usually extends her hand first, showing that the contact is okay with her.
How it is done in Japan
In Japan, the act of exchanging business cards is almost mandatory. I have noticed at ITC conventions, our Japanese members have always had their business cards ready to exchange so I make sure that I have a good supply within easy reach. That is a good practice to continue in any setting. You rarely shake hands with our Japanese members, rather you bow. Some bow so low that
To your health - on Toasts
Have you attended an event recently where those in attendance were invited to stand and toast the Head of State? Did you observe how the toast was conducted? Why do we toast the Head of State or other important offices?
If you are at a social gathering and an older woman enters the room, what is the proper protocol for introductions? A man always stands when meeting a woman. A woman who is younger should also stand. A person who is a contemporary need not stand. It would be the older woman’s choice whether she would shake hands or not.
Good manners are essential
So much of what we call protocol is just good manners and good manners never go out of style. Just as we learn what knife and fork to use, we learn and practice the niceties, what is accepted as proper and correct.
must not be crossed. Many other countries have adopted a similar protocol.
When toasting a Head of State
The origin of toasts is interesting. Toasts were popular in Europe between men who were never sure about friendliness. The idea was that if he toasted you, he was less likely to kill you!
There are loyalty toasts to friends, heads of state, to an organization and to a bride. The salutation may be as casual as “Here’s to you”, “to your health”, or “congratulations”. However, there is a set pattern when toasting a Head of State such as The Queen of England, the President of a country, or the Prime Minister.
English parliament established a tradition where the party in power faces the opposition. There is an aisle between the two sides that is wide enough for two sword lengths and a line that
A Toast to the Queen or any head of state traditionally is with water only, although some sources say it is done only with water when no alcoholic beverage is available.
An interesting origin
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Learn about other culture when travelling
The clinking of glasses and smoking
Should you clink your glass with others at your table? Glasses should NEVER be clinked, just raised on high. Folklore has it that if you clink the glasses, it tolls the death of a sailor! It is tradition that there is no smoking prior to a toast. Fewer people smoke these days, and certainly not in the room where food is being
served, but nonetheless, this tradition prevails. Smokers must wait until after the toast to leave the room to smoke.
Come to Convention
If you are attending ITC convention, there will be many and frequent opportunities to toast. Take the time to practice beforehand and do it with confidence at Convention.
Courtesies and Conformity - a Self Quiz on Protocol - answers on last page
1. Protocol is the observance of accepted practices which honors ______________ not ________________ . 2. Protocol observance within the International Board is: (list) 3. If more than one past president of a level is present, which has the highest rank? 4. If more than one standing committee chairman is honored at the head/top/official table, how are they seated? 5. When special ITC guests are equal in rank, which takes precedence? 6. When is the only time the International President is outranked? 7. If there is a lectern, the presiding officer sits (a) ___________; if there is no lectern, the presiding officer sits (b) ___________ or (c) ___________. 8. The charter should be presented to a new club by ____________. 9. The officers are installed ___________ the charter is presented. 10. What are the two generally accepted ways of seating according to rank? 9
Protocol in the European Court System - by Marijke Slager
certain order in which people are seated at a table or addressed when introduced. I believe there is another aspect of protocol that deals with the court system. Can you explain that to our members? Helga: When I was working as a judge at a civil court in Vienna, I had to dictate a summarized protocol in every session of the court, be it with oral proceedings, like hearing of the witnesses or parties, or just with the advocates and authorized experts.
Our members have such interesting careers whether outside the home as in the workforce or managing a home business or ensuring a vibrant home. We have been asking members to share with us what they do and how their involvement in our organization has made a difference. One such person is Helga Kerschbaum. Born in Vienna, Austia, she is a Judge at civil courts in Vienna. Helga has an impressive resume. She is a teacher for Zen-meditation and Contemplation. She is truly an international, having lived for almost four years spread over a decade in Cape Town, South Africa, and two years in Paris, France. During a three month stay in Kyoto, Japan, she worked on Japanese anti-trust law at Kyoto Sangyo University, where she lectured about Austrian history, which was published there. Helga is the author of two books and several published articles on law and spirituality. It was a pleasure to talk to her about her current position and how what she has learned at ITC relates.
PROTOCOL
Marijke: Helga, our upcoming issue of POWERtalking magazine is focusing on protocol. When we talk about protocol, we usually think about formal dinners or conventions where there is a
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Interestingly enough, the protocols of the courts and the protocols or minutes of an organization like ITC, are not so different as you may think (see Robert’s Rules of Order Newly Revised (RONR)). The formal frame starts with “Protocol”, followed by where, when, which case, the persons who are present, similar to the minutes we take in ITC that state the time, place, purpose, attendance. The contents of the protocol reported in a court state what happened during the trial, which applications were made, which witnesses and parties were heard, etc. All the court´s official decisions had to be in the protocol. If a lawyer considered a statement of a witness or expert very important, s\he could ask to enter it in the protocol. If one or both lawyers would disagree to what they heard me dictate for the protocol, they could make an official protest. But almost always they signed the Protocol to confirm its correctness and accuracy. Just before the closing of the trial, often the next steps (unfinished business) would be mentioned in the protocol. And of course the time of the end! Marijke: Thank you, Helga, for providing this interesting insight into another aspect of protocol.
Glossary of Words used in ITC - list compiled by members of ITC over the years
Accreditation is a compulsory educational programme to measure personal growth. The accreditation programme consists of five levels. Agenda is a list of items or points to be handled during a business meeting Board is the governing body at each level of ITC, also called officers Book Report briefly reports on a book, its author, skeletal plot and reasons why the audience should read that particular book. Book Review is an in-depth critical analysis describing, the essence and worth of a book. Business meeting is a part of a club, council, region or international meeting, chaired by the president. It enables the members to discuss and transact administrative matters as they arise. Bylaws are the set of rules by which ITC is run. They describe the name and objectives of the ITC organisation, its members, officers and board, committees and how they are elected and/or appointed. Bylaws can only be changed during a business meeting and need a 2/3 majority vote. Chair is the presiding officer during a business meeting. Charter is the term applied to the document given by ITC granting the right to form a subordinate independent club. Closing thought is a thought provoking, or provocative brief quotation to conclude a meeting. If author is known, credit should be given. Club The individual ITC/POWERtalk club is the basic component of the entire organisational structure. The purpose of the club is to assist in the development of the individual member through POWERtalk training methods. Club Meeting lasts about two hours, and involves as many members as possible. Each club meeting has a theme. The aim of each programme is to educate, encourage participation and give evaluation (feed-back).
Committee is composed of a few members assigned to a task that cannot be performed as effectively by the entire group. Sometimes a committee of one member is named. If the members authorise the committee, the committee is answerable (verantwoordelijk) to the members. CMT or Council Management Training is given by region officers to incoming council officers. Conference is the biannual Region meeting organised during a spring weekend. During the conference business is conducted, club delegates vote for a new region board, the region speech contest is held and education given. A member of the International Board is the official visitor. Convention is the biennual international ITC meeting held in July and lasts 5 days. It is organised in different parts of the world. This is where the assembly brings about changes and new developments, workshops and training sessions are offered. The annual speech contest is held. It is a great opportunity to meet fellow ITC members. The operation of ITC is authorised by membership decision, as expressed in biennual Convention, action by accredited delegates from clubs in good standing. Council is the second level of organised operation in ITC. Council membership consists of a minimum of three clubs, but not more than 16. Clubs assigned to it are within a geographic area. Delegate to council is an elected club officer and member of the club board. The liaison between club and council and is expected to attend all council meetings. She/he votes as directed by the club and reports back all decisions taken. Discussion leader is a training oportunity where members gain experience in presenting a portion of the meeting. Learn to select issues that will generate interest and enthusiasm for the participant and the audience. Evaluation (feed-back) is the personal opinion given by a member on any presentation or assignment, e.g. a speech, offering helpful suggestions for improvement. Giving and
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receiving evaluation is an important training tool and is a good way to learn to accept other member’s opinion and show politeness and respect for others. Grammar is a function to improve the rules for the combination of words into sentences, and the forms of words, for English as well as other languages. Grammarian is the member who leads the Grammar training which helps members gain expertise in grammar. History of ITC. Founder and first president Ernestine White chartered the first club of Intl. Toastmistress Clubs in September, 1938. One year later, 20 clubs existed. The first convention was held in San Jose, California, United States. Motto: ”To love our language and use it with grace and facility”. A magazine called Toastmistress was first published in December 1938. Canada chartered its 1st club in 1946, and Scotland in 1947. At the 43rd convention 1984, the name of the organisation changed to International Training in Communication (ITC) and in 1985 the name of the magazine changed to “The Communicator”. Since 2002, the brand name POWERtalk International was adopted for our training program. Icebreaker (Self-introduction) is a speech organised and presented to introduce oneself to fellow members, giving them an understanding of ones interests, goals and ambitions. Issues of the day is used to practice impromptu speaking on a given subject of interest generated through the media and/or world affairs. Lexicology (Word Power) is a program item where members present an education on word usage. Master Manual is a handbook which explains the organisation and provides a comprehensive guide for the preparation, construction and presentation of speaking assignments. It explains listening skills and gives basic information on evaluation. Available to all members.
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Motto is a sentence or quote chosen by the president in order to express his/her focus point during his/her term of office. Nominations is a request for ITC elected offices at each level done annually or biennually. The nominating committee is a standing committee appointed by the board at all levels. Officers are the governing body at each level of ITC, also called board. Opening thought / Inspiration is a short message which inspires reflection. A quotation may be read and the author noted, but it should be brief. Oral reading improves delivery, voice projection, enunciation (articuleren) and tonal expression. Members attain proficiency in interpretative reading when practicing oral reading. Parliamentarian is an appointed officer who advises the board in matters of bylaws, standing rules, parliamentary procedures and parliamentary law and provides education and training to members on parliamentary procedures. Parliamentary procedure expedites the business of an assembly in an orderly manner and protects the rights of the members. POWERtalk International is the brand name for Coaching in Effective Speaking POWERtalk Short Course is a six part short course on coaching in effective speaking PREM Public Relations, Extension & Membership President is the elected officer who presides at meetings. He/she is responsible for all activities and actions taken. President-elect is the President’s understudy. She/he presides in the absence of the president. Program/me lists the various parts of the meeting and the time allotted to each part of the program.
Minutes is a summary, a record, of what is discussed and decided at a meeting.
Programme leader co-ordinates and presents participants in a planned programme as a unified whole, making both speakers and audience comfortable with their role.
Motion is the proposal made during a business meeting. A motion has to be seconded before it can be discussed and voted upon.
Protocol is the observance of accepted practices which accord recognition to officers and show proper respect to guests and programme
participants. Protocol honours the office, not the individual. Quorum is a number of members who must be present at a meeting before it can have authority/ transact business. Region is the third level of organised operation in the ITC structure. It embraces all clubs and councils within its boundaries. The region serves as liaison between the councils and their clubs and the ITC international board. Robert’s Rules (of Order Newly Revised) have been adopted by ITC as the authority on all questions of procedure and parliamentary law. ITC bylaws are based on this source. Secretary is the officer that records the minutes of every meeting, sends out letters, invitations, notifications and confirmations on behalf of the club, council or region, at the request of the president. Speech contest is held annually at all levels. Competition starts at club level and is held early in the term. Contestants receive 3 topics to choose from. They give the speech a title, and have to deliver a speech of 5-8 minutes. The club winner is entitled to compete at the next level (council) where she/he may use the same speech. The winner of the council speech contest competes again at region level, and this winner is invited to compete at International convention.
Table Topics is an impromptu reply to topical questions asked (no longer than 1-2 minutes). Same as Issues of the Day. Standing Rules are a set of rules regulating/ handling the details of administration of clubs, councils, regions. Amendments/changes to the standing rules need a simple majority. Theme is the subject of a club meeting. The whole programme usually revolves around this theme. Timer’s report is given at the end of a meeting, showing how long all the contributions were. Members are allotted a certain amount of time for each assignment and should learn to stay within these limits. Important part in ITC training and is an important component of every programme. Treasurer performs and records all financial transactions at the level she/he is elected. She/he gives financial statements during a business meeting. Vice-President is a member of an elected board. He/she plans and organises the programme, often with the help of a committee. Workshop is a method of “learning by doing”. It is a method of training, mostly given by experienced ITC members or outside guests who have expertise in a certain field. Workshops are always part of the programme during a council meeting, region conference or International convention.
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Invitation and Introduction
- by Mary Bueckert, Maple Leaf Communicators Club, Manitoba Council-at-Large About the author: Mary is a native of Winnipeg, MB. Canada. She received a Bachelor of Nursing degree and a Masters degree of Education from the University of Manitoba (UofM). For twenty five years she taught in the UofM School of Nursing and after retirement she joined the faculty of a small college and taught Introductory Psychology. She joined Toastmistress in 1971 and remained for 10 years; holding offices at club, council and region. After a twenty-six year hiatus she returned to POWERtalk and currently is the President of Manitoba Council. Have you ever had the embarrassing situation where you thought you were invited to speak to a group but never received either telephone or written confirmation and then, the morning of the event, received a call asking for your bio for introduction later in the day? To ensure that you never have such a situation occur, here are some pointers to ensure that you never put someone else in such a compromising position.
INVITATIONS
If you are extending an invitation to someone verbally, it should be followed up with a written invitation to confirm the verbal invitation. All invitations, written or verbal, should be made well in advance of the event. The written invitation should include date, time, place, type of meeting, kind of presentation required, length of time allowed, tentative outline of the program, financial responsibility of the group, cost to the guest, hotel and travel accommodation if required, where the guest will meet, if applicable, directions to the meeting place, if necessary and dress of the day. At least 30 minutes should be allocated on the program for an out-of-town speaker and a minimum of one hour for a workshop presenter. A courtesy copy of the invitation should be sent to the president if she/he is not the person who has invited the speaker. If a function ticket is required, provide the guest(s) with ticket(s) in advance of the meeting to avoid any embarrassment. Send letters of appreciation to guests and program participants as soon as possible. If you are the guest, plan to arrive at the venue well in advance of the event. The presiding
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officer should wait no longer than 10 minutes if the guest of honour is late and then proceed.
INTRODUCTIONS
Knowing the proper protocol for introducing guests seated at the head table can make the difference between a professional, polished event and a disaster. Introduction of Guests of Head Table A person known to the audience is presented; if unknown, the person is introduced. The presiding officer usually introduces both head table guests and special guests in the audience. A host or hostess may introduce other guests. Remember it is the individuals who are introduced, not the ‘head table’. Head table guests are usually introduced in the order of the highest ranking to the lowest, or in accordance with the custom of the area. When introducing guests, just repeat the name of the individual. Do not say “’on her left, on her left...’”. Head table guests may be applauded after each introduction or after all have been introduced. The choice of when the gathering applauds is the presiding officer’s and she/he should instruct the audience prior to the introductions e.g. “Please hold your applause until all have been introduced.” Meal service should not be delayed for introductions. Commence the meal and make introductions when it is convenient e.g. between courses If a head table guest must leave before the program is completed, the presiding officer should have a designated person to escort the guest from the room.
Introduction of Guest Speaker When you are introducing a guest speaker, be brief and exacting; usually only one or two references to the person’s qualifications or experience are necessary. Select the qualifications that relate to the topic at hand. You should also indicate the honour of having the person for the occasion. Know the proper pronunciation of the speaker’s name and title. State the speaker’s subject last. This helps to build interest in the topic. Generally, you should remain standing until the speaker acknowledges the introduction. If the speaker does not acknowledge the introduction, take your seat promptly and discreetly. When there is more than one speaker, introduce them from the lowest to highest, unless otherwise indicated. Lead the applause following the introduction and after the speaker has completed his/her presentation. Make brief thanks following the conclusion of the speech. It’s a compliment to the
speaker if you can make a reference to one or two points from their presentation. Gently remind the speaker if she/he exceeds the time allotted. Usually, you should determine in advance how to indicate to the speaker that they are reaching their time limit.
Respect of Time Given
A reliable source described to me a situation where there were four speakers participating in a panel discussion. The first speaker went over her time allotment and appeared not to notice. After three minutes had elapsed and it was evident that the speaker was not about to conclude, the next scheduled speaker got up from her seat, moved to the microphone and advised the speaker that her time was up. She then proceeded with her own presentation. The audience was delighted! The moral of the story is: When you are tasked with introducing a speaker take the time to prepare for these special speaking assignments and assist all guest presenters to perform to their optimum!
Courtesies and Conformity - Answers to a Self Quiz on Protocol
1. Protocol is the observance of accepted practices which honors the office not the individual. 2. Protocol observance within the International Board is: President - President-elect-Secretary – DVPI – DVPII – DVPIII – DVPIV. 3. If more than one past president of a level is present, the past president who has served most recently has the highest rank. 4. If more than one standing committee chairman is honored at the head/top/official table, are seated Alphabetically as listed in the bylaws. 5. When special ITC guests are equal in rank, the one with the longest length of service takes precedence. 6. The only time the International President is outranked is when guest speakers from outside the organization are present. 7. If there is a lectern, the presiding officer sits (a) to the right; if there is no lectern, the presiding officer sits (b) to the right of the center if there is an even number or (c) in the centre if there is an odd number. 8. The charter should be presented to a new club by a member of ITC. A rare exception is made when a club particularly wants to honor a non ITC member (e.g. a sponsoring company). 9. The officers are installed before the charter is presented. 10. Alternate and Straight line are the two generally accepted ways of seating according to rank.
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The ABC’s of Friendship A friend ...
A B C D E F G H I J K L M N O P Q R S T U V W X Y Z ccepts you as you are elieves in You
alls you just to say hello
oesn’t give up on you, ever
nvisions the whole of you, even the unfinished parts orgives your mistakes
ives unconditional love elps you when you need it nvites you over ust “is” with you eeps you close at heart oves you for who you are akes a difference in your life every day
ever judges you or what you do
ffers support whenever you need it
icks you up when you are down
uiets your fears when you are scared
aises your spirits when you are down ays nice things about you to others ells you the truth when you need to hear it nderstands you always
alues you for what you are, a friend alks beside you -plains things you don’t understand ells when you won’t listen and aps you back to reality when you get of track and lose your way
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