Purse Museum and Lunch At Root’s Cafe, March 2018
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Protocol in a Zoom Age
Written by: Karon Kading Jarrard, National Chair, Protocol Committee
National Parliamentarian Linda Hardin Sehrt, PRP, presented information in her October 2020 “Parliamentary Wise article – Electronic Meetings Authorized in Bylaws”, providing resources to make decisions regarding conducting electronic meetings and authorizing such meetings in chapter bylaws. The new 12th edition of Robert’s Rules of Order Newly Revised (RONR) addresses electronic meetings and is available for purchase in the DAR Store. It will help you to navigate the rules and bylaw wording for electronic meetings.
Our goal, of course, is to resume in-person meetings at the first opportunity. Until we can meet in person again, “Welcome to the Zoom Age!” Think of your computer screen as your meeting room – because it is.
Continue to Shine your Light with enthusiasm and a positive attitude. Reach out to members and make every effort to assure that all members can participate, especially those who may not be computer literate. Is it possible they can participate via telephone? To build confidence look at the Zoom Tutorial for new users. Activate that old telephone tree to talk to members between meetings and keep them informed!
Maintaining business decorum is important in a virtual world because it sets the tone for the meeting. It is tempting to attend virtual meetings in sweats, but this is not acceptable in the world of DAR. You are in control of your screen. If you are not dressed properly, turn off your video. If you must leave the meeting room, turn off your video so those attending are not looking at an empty chair. Do not have two or more devices with microphones “on” in the same room because audio feedback will be disruptive and interrupt the meeting. Mute your audio unless you have the floor, avoid showing midriff when standing during ritual by adjusting the screen, and if appropriate, turn off the video. The chat function is for conducting business and is not to be used for side-line chats.
Chapter business meeting decorum is maintained by conducting a virtual meeting as you would an in-person meeting. For obvious reasons, it is a good idea to script every meeting and provide a copy to the parliamentarian and recording secretary. You may want to schedule a trial virtual meeting for the Chapter Board to build confidence in screen sharing and to identify other issues needing attention. A good practice is to open the virtual meeting a half hour before the meeting is called to order with the tap of the gavel and that time be designated as social time. Members can sign on, take care of connection issues, extend greetings, receive meeting instructions, and prepare for the call to order. You can establish a quorum and feel confident that business can be conducted.
Meeting protocol is not relaxed due to conducting meetings virtually. Meeting etiquette has been established by convention for appropriate dress while wearing the official insignia, rules of conduct, and polite behavior. Address the chapter regent as Madam Regent, adjust your screen when you stand for the opening ritual, expect dignitaries to be introduced and be prepared to participate as your position requires.
Proper planning will accommodate the Opening Ritual protocol. The Regent will instruct all to mute their audio until they are called to speak. She may say “Please stand and adjust your screen accordingly for the Opening Ritual.” The Regent will post a picture of the flag and call for the assigned Daughter to lead the pledge. Next, she will call on a Daughter to lead the American’s Creed, then the Preamble to the US Constitution. Unless the chapter has someone capable of a solo performance or you play a recording, the ritual may forgo the patriotic song. This method allows members to recite the ritual, but audio back feed and lag time will be avoided since only the Daughter leading has her audio open.
The meeting will proceed with introduction of dignitaries and invitation to bring greetings, as appropriate. Members stand to greet the State Regent and President General. This courtesy is not eliminated at a virtual meeting. She is presented by saying “Please stand to greet our State Regent and invite her to bring greetings.” Since audio is muted, appreciation can be shown by “Sunshine Hands” (quickly waving hands and moving fingers).
Ingenuity reigns! Some State Societies have created a Power Point for processions that includes the names, photos and titles of the State Board with background music included. Honorary State Regents and members serving National and other dignitaries are also being recognized in PowerPoint presentations. The presentation is scripted, and it is appropriate for members to stand during the procession, during Regent reports at a virtual conference, and the Chaplain’s “In Memory” portions of the state meeting.
One benefit of meeting remotely is the opportunity for members separated by miles and time zones to attend. It also allows inviting out of state dignitaries to attend meetings. Remember to follow the chain of command. Follow invitation protocol by clearing invitations as appropriate with a district director and working through the State Regent for invitations to National representatives.
The Official Procedure and Protocol manual (Document No. WP-PRT-2000) was revised February 2020 and is posted online on the Protocol page of the Members Website.
So let us Rise and Shine as we stay connected and serve our communities during this challenging time. Can we do it? YES WE CAN!
