Protocol activities are activities related to the rules regarding the layout of the place, the ceremonial procedures, and the order of respect. The carried-out duties are a form of respect for someone according to their position and position in the state, government, universities, or society.
“This will be very important if it is prepared carefully so that the implementation of the service, especially in higher education, can run well and smoothly,” said Prof. Dr. Ir. Bambang Agus Kironoto, Vice-Rector for Human Resources and Assets UGM, opened the webinar on the Management of Public Higher Education Protocol on Tuesday (8/9).
According to him, the event’s success depends on the plan, and the protocol prepares for the activity. Although sometimes it has been well organized, still, in the field, the implementation happened unexpectedly.
Especially when you have to welcome super VVIP guests, there is a protocol that applies in their environment so that adjustments are needed; thus, activities can run well and smoothly.
“Several times, UGM has welcomed state guests, from the central government, ministers, Indonesian National Army leaders to the president. We need to be well-prepared for this kind of thing as possible so that the activities will run well,” he explained.
UGM is also accustomed to welcoming guests from other countries, both the government and the kingdom, who demand specific standards, both from security and other aspects. Without the support of a good understanding of the protocol, it is feared that the event will not run as expected.
“Currently, the rules related to the protocol have been regulated in Law No. 9 of 2010 concerning protocol. The Ministry of Education and Culture is currently preparing a draft on a protocol that can soon be ratified. It can later become one of the references for designing protocol in higher education,” he said.
A similar statement was conveyed by Manifes Zubayr, SE., MM., Ak, Administrative Leadership, General Bureau, Ministry of Education and Culture. According to him, protocol plays an essential role in providing service activities or official events. Sometimes they have to make adjustments to the protocol guidelines so that the official duties of the leadership run smoothly.
“The affiliation of higher education to the Ministry of Education and Culture, of course, there are many things that should be harmonized. One of them is the rules or guidelines for organizing academic events in the higher education environment,” he said.
Manifes admitted that the Ministry of Education and Culture is currently rearranging the latest regulations in the Minister regulation forum regarding protocol guidelines. Hopefully, the regulation draft on protocols can later be used as a reference for implementing activities within the Ministry of Education and Culture.
“Therefore, I hope the support of all parties so that the regulation draft of the Minister of Education and Culture on the protocol can be ratified this year,” he pleaded.
Simson Leider Nadeak, S.Sos., M.PUB.POL, Head of the Sub-Section for Program Support of the Presidential Secretariat Protocol, as the speaker revealed that a protocol is a series of ceremonial rules in all official activities regulated in writing or practice. It includes forms of respect against the state, head of state, or minister position, which is commonly found in activities between nations. Therefore, according to him, the protocol is an art and science in regulating.
“Currently, as we have heard, why we called it a health protocol instead of health principles in dealing with Covid-19, meaning that this is the main thing to do in dealing with the Covid-19 pandemic to break the chain. It is the same as when carrying out a protocol task, what is the main thing to do,” he explained.
Bearing out the main task, said Simson Nadeak, a protocol person should uphold the ABCD principle. First, A (audience) is expected to understand all audit protocols because the audience can be officials, protocol friends themselves, the public, or the audience.
Second, B (behavior), the protocol is expected to provide uniform and the same understanding and practice in treating standard-setting protocols. Meanwhile, C (condition) is related to different regulatory patterns.
“There are different conditions, other processes, and various treatments. It is hoped that the same institution should not show frontal differences or striking differences. While D (degree) is a benchmark, we must mutually agree to some results. This result is the art of protocol regulation,” he explained.
Besides the principle of ABCD as the art of regulating protocols, said Simson, everything related to protocol work must be protected by law. Laws can be in the form of regulations, internal rules, such as the Rector’s rules.
“Is the rule binding? Yes, it is, because they become technical guidelines in guiding our daily work,” he added.
Drs. Gugup Kismono, MBA., Ph.D., as Secretary of the UGM Rector, added that the event’s criteria to be successful if the event or activity can run smoothly. Aside from that, the event can provide comfort for all parties.
“Another measure is that the event is interesting and not boring, brings a happy atmosphere, and has a minimal error rate,” he said.
Haryanto, S.E., M.M, Head of Sub-Section of UGM Protocol, said that the Public Higher Education Protocol Webinar held by UGM Public Relations and Protocol was attended by 216 participants, 110 State Universities, 17 LLDIKTI, and 89 Private Universities. Several Official Universities and Central Agencies also participated in the event.
Hopefully, the National Protocol Webinar can be a means to coordinate programs and improve understanding protocols. It also supports and strengthens the working network among the extended family of the Ministry of Education and Culture, which allows enhancing the responsibility of all stakeholders in realizing a successful event.
“Being a professional protocol means to become a role in positioning oneself as a bridge that can function as a liaison, and a protocol must hold three principles for success, namely communication, coordination, and collaboration,” he said.
Source: https://ugm.ac.id/id/berita/20025-ugm-gelar-webinar-manajemen-keprotokolan-nasional
