In many business circles today, there has been quite a shift from the formal behaviours of the past to a far more casual approach to the way we address one another, conduct meetings and even dress. COVID has further added to this with so many people working from home and video conferencing with work colleagues. These changes have also carried over into Rotary. While formality varies from club to club, Rotary has also adapted to a rapidly changing, fast-paced, technology driven world where formality and rules have softened.
Even so, protocol and manners still matter. And while each club will determine its own culture and conduct, it is still important to ensure that Rotary’s image is enhanced in the public eye and is attractive to new members, visiting Rotarians, guest speakers and other guests.
Some simple, but important courtesies are important considerations and help to ensure meetings are well run and respectful. Guest speakers for example, should be advised of the format, the time they have allocated and what equipment is available for their use. It is inconsiderate if a guest speaker's time is cut short, or no time is available for questions, especially as that person has given up his/her time to visit your club.
It is normal for all visiting Rotarians to pay their own expenses when visiting a club meeting, but it is the general rule that if a member of the District Leadership Team is invited to attend a club on official business, the club should cover the expense.
When the District Governor or Assistant Governor is invited and they are on the program to speak, do re-confirm their attendance a few days prior the meeting.
The Club President should control the procedure of regular meetings in conjunction with the allocated Chairperson of the meeting, if there is one. At the very least the person on duty at the door should ensure that the President knows the names of all guests, and how to pronounce their names. The Chair should ensure the meeting begins on time and members are punctual. The Sergeant should at all times refrain from racial, discriminatory or rude jokes or stories and should insist that other members/speakers do likewise. In some clubs, the President personally greets members and guests on arrival, ensures they are hosted by a member and made to feel welcome. Other clubs have a greeter at the door to welcome and introduce guests to members.
On the subject of Paul Harris Fellows, the Trustees of The Rotary Foundation have stated that the correct terminology for the acknowledgement of the required donation or presentation is “Paul Harris Fellow Recognition” (not Paul Harris Fellowship or Paul Harris Award). The PHF pin does not replace the Rotary pin and if wearing both, the Rotary pin should be higher.
Simple courtesies and protocols are not difficult to observe, but do ensure Rotary’s professionalism is maintained.