4. Running meetings effectively

4.2. General Points about Communication

You may, as President, feel very confident about speaking in public and leading meetings.

There are many courses on communication on the Rotary International site that you can do if you wish.

You can also speak to a trusted friend after the meeting, particularly in the beginning of your presidency, and ask for feedback that you can then incorporate into future meetings you lead. 
Some questions you might ask:
  • Could you hear me clearly? Did I speak too quickly or too slowly?
  • Did the meeting flow ok?
  • What would you suggest I do differently?
  • Did you enjoy the meeting? If so, why? If not, why not?

    • Here are a few general pointers about communication:
    • Be prepared!
    • If you have a lectern at your Rotary meeting, keep a copy of the agenda there. This is very handy for any other member who is going to talk at the meeting (they should also know prior to the meeting if they are going to give a report).
    • Display your banner on the lectern (or elsewhere in the meeting room).
    • Check that the microphone works (if appropriate)
    • Start on time.
    • Stand up when talking to the meeting.
    • Do not lean on the lectern.
    • Maintain eye contact and look around the room to interact with and involve all people in the room.
    • Speak in a friendly manner.
    • Communicate clearly.
    • Make everyone feel welcome.
    • Stick to the agenda!
    • Finish on time.
      Be aware of others:
      • If there are members who are hearing-impaired, can they hear the speakers?
      • Be mindful of the way you and others speak.
      • If a ‘discussion’ between members becomes acrimonious, you, as president, should step in before the issue escalates. It is important that each member feels they can be heard, however, at Rotary we expect people to talk respectfully to each other.
      • Be mindful of adherence to policies, including: Anti-Bullying and Harassment; Privacy; Anti-Discrimination; Diversity, Equity and Inclusion.
      • You should talk privately with any member whose behaviour, attitude or language is of concern. Do not get involved in this publicly in a meeting. Consult your Assistant Governor if you need further advice or simply just to discuss with him/her.
      • Be inclusive of all members and guests.
      • Show appreciation and recognition to members of the Club. Acknowledge which members have been involved in different activities.