Running an Effective Meeting

By Jason Fossum

Basic principles to remember

Robert’s Rules of Order were created to help groups run effective meetings.

The rules were designed to:Protect the right of the minority to express its opinion.Allow the majority to ultimately rule. Allow groups to process business as needed in a fair and

orderly manner. Be applied only as strictly as needed.

Meetings are effective when….

Debate and discussions occurs in an orderly and respectful manner.

Business is dealt with in a fair and open process.

The minority opinion on issues have had their say.

Your agenda is dealt with efficiently.

Keys to being an effective chair

Meeting chairs play an important role in the effectiveness of your meetings.

Chairs have a few key responsibilities and rights They are:To provide an unbiased application of the rulesTo ensure controlled debateProvide adherence to the agenda To know how to deal with motionsTo apply the rules only as strictly as needed

Unbiased application of the rules

What does it mean to be unbiased? Not entering into debateNot unduly influencing discussionProtecting every opinion, even if you disagree. Not allowing personalities to interfere in business.

What can the chair do? Provide information helpful to the discussion (but

don’t enter into debate while doing it). Answer questions that are raised.Break a tie – in most cases.

Ensuring controlled debate

The chair is responsible for ensuring that debate on issues remains focused and under control.

In general, that means: Stopping the “run away trains.”Enforcing speaker limitations when necessary. Focus on hearing both sides. Understanding how rules apply in situations of importance.

Ensuring controlled debate

Robert’s Rules of Order limits meeting participants ability to speak. Individuals are only allowed to speak twice on an issue in the same day.

Robert’s Rules has motions that can be made that limit debate. For example:Previous Question

Robert’s Rules requires that all speakers stay focused on the business at hand and chairs can rule debate out of order.

Knowing the rules

It’s important that you have a general understanding of Robert’s Rules.

It is NOT necessary that you know everything.

Don’t be afraid to buy a book and have it with you!

Understanding how to deal with motions will make or break your meeting.

Know your bylaws!

Dealing with motions

Main motions: should address your item of business and seek to deal with it in some way.

Amendments: will seek to change the main motion in some manner.

Understanding the most efficient way to deal with these will make your meetings run amazing!

Dealing with motions

Using the logical precedence of motions will help you work through your business.

You must deal with all amendments before dealing with the main motion.

Dealing with motions

There are four categories of motions in Robert’s Rules:Main motionSubsidiary motion: are used to change how a main

motion is handled or debated (amendment is most common of this category).

Incidental motion: purpose is to allow for questioning of procedure (point of order is most common).

Privileged motion: are used to bring other business, usually unrelated to the main motion before the body (lay on the table is a common motion in this category).

Commonly used motions

Lay on the Table: allows for temporary set aside of your main motion.

Postponement: allows for longer term set aside of debate on the main motion.

Previous Question: allows for the immediate end to debate on the main motion and forces a vote.

Division: allows for clarification on the result of a voice vote.

Reconsider: allows for further debate on an issue that has already been acted upon.

Application of the rules

Robert’s Rules requires that the rules only be applied as strictly as necessary to complete your business.

What does this mean?

Application of rules

If you don’t need to enforce a rule, don’t.

Only limit people to speaking twice if they’re excessive and obviously trying to slow down the business.

Don’t use unnecessary motions.

Allow people some latitude until they take advantage of you.

A friendly reminder is always a good first step.

Being an active participant….

Being an active participant means:Understanding the rules enough to stay with the flow.

You don’t have to know them all! You have a right to know what you’re voting on at all times.

Being able to make motions properly.Being able to debate properly.Being able to hold the chair accountable when needed.Knowing when to ask questions to help others.

Questions?

Mock Meeting…

Let’s see it in action!