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February 5, 2023

Rules for Holding a Meeting

The Credentials Committee is one of the most important committees of the Convention. This committee is responsible for registering delegates, giving each delegate the correct identification to enter the assembly, and providing delegates with copies of the program (agenda) and other information such as times and locations of workshops or other meetings. In addition to a meeting agenda that guides meeting participants to achieve meeting objectives, productive meeting participants have a clear understanding of what is expected of them to best support this process. This is where compliance with the ground rules comes into play. When all agenda items have been considered, a member of the Executive Board moves a motion for adjournment. Another member gives him a second, and the group votes on whether to end the meeting. These are agenda items that should be prioritized, often because they are time-limited. These agenda priorities are placed on the agenda and may be new or previous items – special orders from a previous meeting that were not discussed. You should start with unfinished special orders before moving on to new special orders. In many organizations, guests can attend meetings to observe the organization`s business operations. However, members may not want guests in attendance to hear the discussion at times. In these situations, a member may request to attend the executive session.

This motion is a privileged motion and is adopted by a majority. If the motion is carried, all non-members will be asked to leave the meeting until members vote to end the executive session. The process used in a meeting depends on the type of meeting you are scheduling, such as a staff meeting, scheduling meeting, problem-solving meeting, and so on. However, some basics are common to different types of meetings. These basics are described below. Should a president have a meeting strategy? Yes, in the sense that he or she is well prepared to lead the meeting. An effective chair is very knowledgeable about the agenda and chairs it using a meeting script. (For a sample meeting script, see Appendix B.) The official has reviewed various procedures as the parliamentary authority of the organization and has already consulted with the parliamentarian on any sensitive issues that may arise. Email meetings can be useful for organizations with dispersed members, but they should not be used as a decision-making tool in organizations whose members can easily meet in person. For this reason, the rules of the organization should clearly define the use of e-mail. No matter what seating arrangement you choose, encourage people to sit close to each other.

Sitting close to each other fosters a sense of cohesion in the group. If you know someone has left the meeting and will not be coming back, remove the empty chair and move the group together to fill the empty space. Avoid empty spaces because they suggest something missing or empty – psychologically negative suggestions for a group trying to achieve something together. In a committee, the request for reconsideration of the vote in committee allows Members to reconsider a matter that has been voted on. This procedure is handled differently than in standard assemblies. In a committee: This may seem like an obvious requirement, but many meetings begin without a clear goal. The meeting agenda can be summarized on a document, written on a whiteboard, or explicitly discussed at the beginning, but everyone should know why they met and what they need to accomplish. The agenda provides a compass for the conversation so that the meeting can resume if the discussion goes off the rails. The duty of the President is to ensure that all meetings are conducted democratically and that all proposed procedures and actions are in accordance with the relevant documents of the organization and parliamentary rules. Therefore, a chair should be aware of the following: Prepare for the meeting. Gather the information in advance and send it to those who will attend. Ask them to think about the information and come up with solutions.

This section contains action plans for the acceptance or rejection of a motion while respecting the highest standard of democratic procedures in meetings. Although the word strategy has a favorable definition – a plan or prudent method to achieve a goal – it can also mean a plan of action to defeat an enemy through cunning. However, email or electronic chat meetings do not allow members to fully participate in the democratic process. Many organizations are now trying this approach to meetings and find that it creates confusion rather than order. They have a hard time maintaining order, making it clear to members where they are in the process and doing business. Having meeting participants remotely also means resisting the temptation to check their emails, send a direct message, reply to a text message, or scroll through social media during a meeting. The Chair may join the discussion and generally remains seated while chairing the meeting. He or she usually makes motions and votes (unless the board decides otherwise).

Golden Rule #6: End meetings with a clear statement about next steps and who should take them. If decisions were made during the meeting (even if the decision was to “study the problem further”), the meeting organizer should clearly summarize what needs to be done and who will do it. If the organizer does not do so, one of the participants must take the initiative, speak up and ask for clarification on the next steps. This is crucial. If participants leave the meeting and no one is responsible for implementing the decisions made, the meeting is a waste of everyone`s time. Golden rule #5: Don`t hold unnecessary meetings. Carefully assess how often routine meetings really need to take place. For example, if you hold daily staff meetings, how productive are they? Can they be detained less frequently? Or maybe they can be held standing somewhere and held for a few minutes? Staff meetings are crucial vehicles for maintaining good communication in the office, but it`s important to find the right balance between good communication and productive use of time. Some situations require more than a majority decision. In this case, a President may require a two-thirds majority of votes or a majority of all members (regardless of attendance). In the case of a matter to be voted on at a future meeting, notice must be given to protect the rights of absent members. Ask someone to take minutes or take notes on what the committee or group decides to do.

The Chair should maintain a list of tasks and target dates for action. In recurring meetings, discuss issues raised in previous meetings and provide progress reports. The time at which the meeting is scheduled is also important. Scheduling regular meetings at inopportune times (for example, after the end of the official workday) can have a very negative impact on morale. Emergencies are a reality for most organizations and may require meetings at unusual times, but routine meetings should be scheduled at a time that is reasonably convenient for participants. Robert`s Rules of Order Newly Revised is the perfect place for managing meetings around the world. It provides the clearest and easiest way to conduct meetings that allow everyone to get involved and have a say. Using such a familiar structure for your organization will also help board members who sit on the boards of several companies immediately understand what`s going on.

We hope this guide to conducting a meeting with Robert`s Rules of Order will help you plan the most productive meetings. Robert`s Rules of Order was first published in 1876, but it is still relevant for conducting meetings in today`s world. From legislative chambers to corporate conference rooms, the session standards described in this book are used to govern decision-making on everything from the taxes you pay to the device you`re reading this on. The meeting must deal with all unfinished business before it can move on to the new business. This means that all topics that could not be dealt with at the last meeting must be dealt with. It goes in this order of precedence: Among the different types of conventions, the most common is the convention of an established State or a national society. Delegates are chosen by and from among the Locals of the Society. Sometimes a convention is called to form a new association of people to deal with a common problem or concern. This type of convention is treated as a mass meeting (discussed later in this chapter).