For those of us who tuned in to the UN General Assembly and were eagerly awaiting the outcome of a possible meeting and handshake between President Obama and Hassan Rouhani, President of Iran, the end result was a minor disappointment: it didn't happen.  But what happened in its place was just as valuable, although lacking a photo-op.  Instead, the two leaders shared a 15 minute phone call. Pundits and media used language like, "historic," "unprecedented," and "groundbreaking event" to describe the call, initiated by President Obama.  

This was the first conversation between the presidents of these two nations in over 30 years.  It now opens the door to face-to-face meetings and deeper discussions of long standing issues, such as Iran's nuclear program.

What a valuable lesson for all of us to apply to major and more mundane issues.  In today's fast-paced, social media-focused world, how many times have you encountered a situation where people are emailing back and forth on an issue that could be more easily resolved in person?  Sometimes you need that personal connection to break the impasse, so if it takes more than a few emails to get something done, pick up the phone and talk to the person directly. When necessary, meet in person. You'll build a stronger relationship, and likely save time, too.  It's amazing what a difference that personal contact can make in breaking down barriers.

Sonia Garza-Monarchi 

Garza Protocol Associates, LLC.

Ask the Protocol Lady: 

What are some things to consider when arranging a motorcade? 

Motorcades are essential to the success of every visit that requires transporting a significant number of dignitaries.  If people can't get where they're going on time, they won't be happy, and you won't meet your objectives for the visit. The most important thing is to coordinate with the participating security agencies.  These could be the U.S. Secret Service, the State Department, local authorities, or any combination of these. Second, hire a reputable, professional transportation company, preferably one with experience in these kinds of motorcades.  Below are a few more things you might want to consider when organizing a motorcade.

1.  Limit the number of vehicles in the motorcade.  Security agencies will sometimes dictate this number.  If it's smaller than your visitors want, this could cause some problems, so you may need to negotiate.  Some delegations are large, and everyone always thinks they should be in the motorcade. 

2.  Determine exactly what type of vehicles will be used: limousines, sedans, SUVs, vans, etc., and let everyone know in writing in advance and have them sign off.  "Limousine" means different things to different people, so be sure to share details on capacity, color, amenities and security features. 

3.  Determine who will pay for the vehicles and what movements will be covered: to and from airport, official program only, shopping...  If you have a head of state visiting, Secret Service will usually provide a vehicle for that official. Others, however, will be at the expense of hosts.  

3.  Identify each vehicle with a sign that has a number or the title of the principal official in the vehicle.  For security reasons, I prefer to use numbers, but to ensure no one takes another official's car, I've often been asked to use titles.

4.  Require drivers to remain with vehicles at all times unless they have been released for the day.  There have been times when the officials came out of meetings earlier than planned and the drivers weren't available.

5.  Provide a detailed itinerary with addresses, directions, contact person and phone number to all drivers, delegation members, and staff people.

6.  Firmly advise everyone that once the principal or main official is in his/her vehicle and ready to go, the rest of the motorcade will follow.  Motorcades don't wait for stragglers, and there is no catching up and getting your car back into one, once it's departed.

 The Protocol Lady