Meetings are supposed to be where critical decisions are made, but they can become frustratingly chaotic if discussions get off track or emotions run high. Using a structured framework called a “parliamentary authority” ensures that meetings are productive, fair, and focused. While there are several authorities, the most well-known is Robert’s Rules of Order – more than just a set of regulations, they’re a tool for better governance and collaboration.
The Core of Robert’s Rules
For those asking, “What are Robert’s Rules?” motions are the lifeblood of this procedural framework. Every significant action starts with a motion, followed by debate and voting:
- A member says, “I move that…” to propose an action.
- Another member seconds the motion to signal agreement to discuss.
- The chair opens the motion for debate, ensuring everyone has the chance to speak.
- The motion is put to a vote and the decision is recorded in the minutes.
Every motion must be addressed — whether approved, amended, postponed, referred to a committee, or voted down. Motions come in various types, each serving a unique purpose:
- Main Motions introduce new business.
- Amendments modify or clarify an existing motion.
- Privileged Motions address urgent matters unrelated to the current discussion.
- Incidental Motions resolve procedural questions (e.g., points of order).
During debate, speakers must be recognized by the chair, comments must remain relevant to the motion, and enforcing time limits will help keep discussions focused. If debates become unproductive or tensions rise, calling a vote can bring focus back to the core issue; this is a procedural tool that anybody can use to advance the meeting.
The process might feel formal, but it prevents confusion, mitigates conflict, and keeps discussions on track. Without structure, members can derail progress and abusive behaviour can escalate. Rules of order establish boundaries and ensure meetings are respectful and goal-oriented.
Using Rules to Keep Meetings Productive
Beyond mitigating conflict, Robert’s Rules offer procedural tools to keep meetings efficient, with terminology such as:
- Call the Question: When a debate becomes repetitive, any member can propose to end the discussion by calling the question to then vote on the core issue. A motion to call the question requires a two-thirds majority to pass.
- Point of Order: If someone veers off topic or violates meeting rules, another member can use this tool to refocus the discussion.
- Refer to Committee: For complex issues, forwarding the matter to a smaller group for detailed review allows the larger meeting to continue without getting bogged down in minutiae.
In extreme cases, the chair can use Robert’s Rules to take decisive action, such as delivering a rules-based pronouncement or even removing a disruptive individual. These measures ensure that even contentious or complicated issues are handled systematically.
Voting: Turning Discussion into Action
Voting is the culmination of every motion and can be conducted in various ways:
- Voice Vote: A quick “aye” or “nay” works for straightforward decisions.
- Roll Call: A recorded vote that identifies how each member voted ensures accountability on contentious issues.
- Ballot Vote: An anonymous option, ideal for elections or sensitive topics.
- Unanimous Consent: For non-controversial matters, the chair can ask, “Is there any objection?” If none is raised, the motion passes.
By tailoring voting methods to the context, board members ensure decisions are transparent and equitable.
Preparing for Better Meetings
Use these steps to set your meeting up for success long before the call to order:
- Create a Clear Agenda: Include time to discuss key items like reports, unfinished business, and new proposals. A consent agenda can streamline routine matters, leaving more time for substantive discussions.
- Distribute Resources: Share cheat sheets or summaries of Robert’s Rules with participants to build confidence and clarity around participation.
- Empower the Chair: A skilled chair keeps discussions focused, ensures fair participation, and delivers rules-based decisions when necessary.
- Adapt the Rules: For smaller or informal groups, simplify the procedures and minimize Robert’s Rules jargon to fit your organization’s needs.
- Hire a Professional Minute Taker: Expert minute takers understand procedural elements such as motions and amendments. They are trained to record the results of motions, significant decisions, and assigned action items, and to avoid unnecessary details that might obscure what truly matters.
Advantages and Challenges of Robert’s Rules
While widely recognized for their utility, Robert’s Rules are not without their complexities.
Advantages
- Streamlined Meetings: Only one motion or issue is discussed at a time, preventing digressions and ensuring efficiency.
- Democratic Participation: Every member has the right to speak before anyone speaks a second time, fostering inclusivity and collaboration.
- Clear Accountability: Votes and decisions are clearly recorded and communicated, enhancing transparency and organizational integrity.
Challenges
- Learning Curve: New users may find the detailed rules overwhelming.
- Potential for Manipulation: Savvy participants could exploit procedural nuances to delay progress or dominate debates.
- Rigidity: Strict adherence may hinder creativity in less formal settings.
Getting Started with Robert’s Rules
If you’re new to parliamentary procedures and asking what are Robert’s Rules, know that a wide range of organizations including non-profits, corporate boards, and government bodies successfully use them to foster transparency around their public decision-making. Whether a small community meeting or a multinational boardroom uses Robert’s Rules, they help organizations lead with confidence and collaboration and provide a structure to navigate complex issues and diverse opinions.
For those new to Robert’s Rules, mastery lies in building foundational knowledge and practical experience:
- Understand Core Procedures: Familiarize yourself with motions, voting processes, and meeting roles.
- Keep Resources Accessible: The 12th Edition of Robert’s Rules of Order Newly Revised is the definitive guide to the question of what are Robert’s Rules.
- Start Small: Practice in informal settings to build confidence in applying the rules.
- Don’t Be Intimidated By Jargon: Smaller boards (e.g., up to 10 members) with a casual style do not always need to use all Robert’s formal terminology. Small bodies can follow the principles without using all the lingo.
- Seek Expert Guidance: Organizations like the National Association of Parliamentarians offer resources and training for deeper understanding.
The next time your meeting teeters on the brink of chaos, remember: structure, fairness, and clarity are just a motion away.