Running an Effective Meeting

Eric Stager, CIH, CSPBrett Carruthers, CSP

Agenda

• Robert’s Rules of Order• Meeting Prep and Planning• Facilitation of Discussion• Follow-up• Wrap-up

ROBERT’S RULES OF ORDER

A wise man once said…“There are attorneys who spend their

entire careers studying parliamentary lawand even they don’t know all the answers.”

Neither do we!

History

• Army Officer• Church Meeting• EMBARRESSED• Found and Studied Books• ANARCHY• WROTE “Robert’s Rules of

Order

That won’t happen again.

The Purpose of Robert’s Rules of Order

Run a meeting without an individual victimizing all in attendance.

1. Regular (or Stated) Meeting

2. Special (or Called) Meeting

3. Executive Session

Meetings? What kind of Meetings?

Majority = >1/2 of Legal Votes

Voting ??

•Special Votes

Removal of Officers

Repeal of Items

2/3 Vote??When??

STEP 1. Member Recognized

STEP 2. Another Seconds

STEP 3. Motion restated

6 Steps for Every

Motion

STEP 4. Discussion

STEP 5. Members Vote

STEP 6. Results Announced

6 Steps for Every

Motion

1.Conflict with laws

2.Already rejected

3.Same question

4.Beyond the scope

Out of Order?

•SO MOVED!

•I MOVE TO TABLE!

•CALL FOR THE QUESTION!

Wrong Phrases!

Top Ten

Rules

10.  Use the right parliamentary book for your organization

Top Ten

Rules

9.  Use a qualified Parliamentarian.

Top Ten

Rules

8.  The “Chief” runs the meeting.

Top Ten

Rules

7. Disagree without being disagreeable.

Top Ten

Rules

6. Close Debate by Unanimous Consent.

Top Ten

Rules

5.  Voting is important.  Top Ten

Rules

4. Use a counted vote to approve a motion.

Top Ten

Rules

3. Every meeting is a partnership between the leader and the participants.

Top Ten

Rules

2. Your meeting should enforce the will of the majority while protecting the rights of all members. 

Top Ten

Rules

1.  Don't let the rules get you down.

Top Ten

Rules

QUESTIONS?

RUNNING THAT MEETING

Meeting Planning

• Society Required• Chapter

Required• Standing Items

Preparation

Research

• Plan to Lead• Agenda• Pre-Reads• Minutes• Motion Justification

Starting the Meeting

• ON TIME• Roll Call• Quorum• Agenda Additions

Facilitation

• Discussion Time• Stimulate

Discussion• Keep Focus

Action Items

• Delegate• Assign Action Items

– Completion Dates

• Track Progress

Role Playing

Wrap Up