Federally Employed Women DFC Chapter. Tips on Running Effective Meetings What “Robert’s Rules” Can Do for Your Meetings September 13, 2006. Meeting? What Meeting? Do We Need to Meet? Agenda, What’s That?.
Tips on Running Effective Meetings
What “Robert’s Rules” Can Do for Your Meetings
September 13, 2006
When was the last time you participated in a meeting where there was no organization, no facilitator, or an agenda?
There are four types of meetings:
Calling a meeting may be good when:
A meeting is generally not a good idea when:
E-mail can be a very effective tool in agenda preparation. For example, if you are going to prepare the agenda next weekend,
e-mail members during the early part of the week and ask them to
e-mail agenda items to you by Friday
The Secretary prepares the minutes immediately after the meeting and sends them out to the members – either by e-mail or regular mail – before the next meeting.
When the minutes are printed and distributed in advance of the meeting, there is no need to have the minutes read during the meeting and the members can quickly move to approve themDo You Have a Minute(s)?
You might have heard presiding officers ask “Are there any additions or corrections to the minutes as printed?” It is not necessary to ask for addition as well as corrections because an addition is a correction.Do You Have a Minute(s)?
system of conducting
Allows a group of people to come together and make a decision
Comprised of basic principles & rules that determine how the group will proceed through the decision-making process
You can find the parliamentary authority for your organization in your by-laws. If the by-laws are written following the format prescribed in “Robert’s” you will find an article titled “Parliamentary Authority” That article should be one of the last articles in the by-laws. (See page 11 of the DFC FEW Chapter By-laws)Robert’s Rules 101
Manages your meeting by giving it structure
Shortens meeting when tools are used properly
Just saying you are following parliamentary procedure doesn’t shorten the meeting. It is the discipline of following the procedures that makes the meetings shorter.Robert’s Rules 101
Points to Ponder…
Rise or raise your hand to address the Chair, and wait to be recognized
Speak clearly and concisely
Always state a motion affirmatively. Say “I move that we….” rather than, “I move that we do not…”
Wait for someone to second your motion
Another member will second your motion or the Chair will call for a second.How to Present a Motion
If your motion is seconded, the Chair will say, “it has been moved and seconded that we…”, thus placing your motion before the membership for consideration and action
The membership either debates your motion or may move directly to a vote
Once your motion is presented to the membership by the Chair, it becomes assembly property and it cannot be changed by you without the consent of the membersHow to Present a Motion - Continued
Putting the question to the Membership…
Parliamentary Procedure is the best way to get things done at
meetings. But, it will only work if used properly.
“The Complete Idiot’s Guide to Robert’s
Rules” by Nancy Sylvester
“The New Interaction Method – How To
Make Meetings Work” by Michael Doyle
and David Straus
Wednesday, October 11, 2006
League of Women Voters
Understanding the Upcoming Ballot Issues