Did you know there is Proper Protocol in PTA?
Today's PTA leader is usually a very busy parent juggling a professional career and a volunteer career. They are very in tune with the current social media, and mostly do all their communications by texting. This is all fantastic and we in PTA know this is the wave of the future. However we must not forget our basic rules, ethics and protocol. Yes I said protocol. Respect for our officers that are in elected positions especially the President. Protocol is a code of courteous conduct. It has been design to honor those of a high ranking position.
Only the president of the PTA or executive board may authorize you to speak for the PTA. They are the only ones that can authorize you to speak to the media. This is true for local units, councils, state and National PTA. When you do speak make sure you are speaking on statements that State and National PTA have positions on. If you do not know an answer its okay to say let me call you back and I will get you the answer or refer them to your Council or State President.
When holding a conference call meeting, first and foremost check your bylaws to make sure it is allowed. Start the conference call on time, send out an agenda in advance and all materials you need your members to read so the call will move quickly. Have everyone keep their phones on mute unless they are speaking, wait until the chair pauses before speaking and always identify yourself. Keep questions and statements to a minimum. Remember the chair should use Roberts Rules of order just like you do when holding your meetings. When voting, it is a good idea to take a roll call vote unless the chair declares a consensus.
If you are communicating by email there is no reason to hit reply all. It's not necessary for all to see you have replied back. Also keep you replies simple and short. Never put anything in the email you do not want the entire world to see. You never know where your email will end up. If there is a disagreement or an issue, it is best to stop the emails and call the person on the telephone to discuss.
When you have messages on your phone its proper to answer them back within 24 hours or if you need longer perhaps call back and schedule a time to talk.
If you always follow your bylaws, proper procedures and protocol, being a leader is the most rewarding experience you can have. I do, and I love serving as your Florida PTA President!
Sincerely,
Eileen L. Segal, Florida PTA President
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