Presenting Your View
If you've ever been reluctant to speak up at a meeting, particularly a meeting conducted with Robert's Rules, you may be feeling anxious about your performance. Don't be insecure! Your input is a valuable part of a deliberative assembly — a group that wants to think about, discuss intelligently, and vote responsibly on important issues!
What Do You Have to Present?
If you've picked up this book because you want to present your viewpoint at a meeting, you've given thought not only to what you have to say on an issue, but on how you will say it. This is very important in getting your message across. There are a few basic steps you should take to be successful.
Dress appropriately. Don't let your clothes distract from your message.
Adopt a calm demeanor when addressing the membership.
It's admirable to be passionate about your issue, but stay calm and focused to convey your message effectively.
Don't waste time. Be ready for your turn on the floor.
Make eye contact as you speak. Don't read long passages from your notes, however brilliantly you've written what you want to say. If you feel the need, jot a few notes on note cards.
Do not argue if confronted by a member who disagrees with you. After all, it's a deliberative assembly, where courtesy and the viewpoints of others are to be respected. Calmly restate your point and then, if you do not get your hoped-for action, gracefully accept a temporary defeat and think about regrouping and reintroducing the issue at a future meeting.
How Will You Present It?
There are two ways that you can speak on your issue at your meeting. Achieving the floor is the first step. This is done two different ways: make a motion or present a report as a member of a committee. See Chapter 6 for information on how to make a motion.
If you're presenting a report, consult with your board on what the format of it should be. The degree of formality will dictate the format of your report; some groups, especially work-related ones, require a very particular format.
ALERT!
One successful presenter admits to forgetting his own name when he nervously rose to speak for the first time at a meeting. To eliminate that possibility from ever occurring again, he wrote his name on his notes, just in case, so that he could surreptitiously glance at it!
Stand and Be Recognized
If the meeting is formal, you'll stand and wait until the chair recognizes you before making a motion. If the group is informal in nature, raise your hand. Always, in either setting, state your name unless the chair states it first. This is necessary to demonstrate courtesy to those who don't know you and for the formality of the secretary's noting your name in the minutes (the formal record of the meeting).
Ensuring You'll Speak
A group will consider more seriously the views of a member who has invested himself by taking on some responsibility for the group. This includes accepting appointments to committees and other tasks, which will demonstrate that you take the group seriously and want to help further its aims and improve it. Attend meetings regularly: A member who doesn't just attend when he wants to speak, but is there to promote the regular interests of the group, merits consideration.
