Mastering Robert's Rules of Order for effective board meetings
Whether you’re an experienced board member or new to the world of board governance, understanding and implementing Robert’s Rules of Order can transform your meetings from chaotic to coherent. Widely regarded as the top authority on parliamentary procedure and meeting governance, Robert’s Rules of Order is a guide that sets the framework for organized meetings, helping ensure board gatherings run smoothly and result in fruitful outcomes.
Navigating the complexities of board meetings can be a daunting task; that’s where Robert’s Rules of Order comes in. Using this guide will lead to structured board meetings with rules in place for proposing motions, allowing members ample time to speak, and make informed voting decisions. Following Robert’s Rules to create streamlined and productive meetings will result in better member engagement and efficient decision-making in any boardroom scenario.
If you’re looking to implement Robert’s Rules of Order for your meetings but don’t know where to begin, this guide is a good place to start. We’ve included the most important, need-to-know information so that you can make your next meeting the epitome of efficiency and productivity.
What is Robert’s Rules of Order?
First published in 1876 by Henry Martyn Robert, Robert’s Rules of Order became the cornerstone of running a meeting based on parliamentary law. Since then, the guide has been the basis upon which groups and committees, including boards of directors, govern their meetings.
While some people consider Robert’s Rules of Order for meetings as an outdated system for current businesses, the guide has been updated in recent times to better meet the dynamic needs of modern-day organizations. Nowadays, many boards adopt Robert’s rules for their meetings, along with board management software like BoardWorks™, since together they provide a robust framework for civilized discussions and reaching reasonable conclusions.
Robert’s Rules of Order for meetings: the basics
Robert’s Rules is a comprehensive piece of text since it is supposed to be a reference guide for any question that comes up regarding meeting governance and procedure. However, reading the entire guide front-to-back can be an overwhelming and time-consuming task for business professionals.
To be an engaged and productive board member, it is important to be well-acquainted with board meeting governance and understand the main aspects of a meeting. For this reason, we’ve distilled this guide into a simplified and actionable overview, focusing on the key stages of a meeting according to Robert’s Rules of Order so that you can easily implement these for your board gatherings.
Minutes approval
One of the most asked questions regarding board meetings is, “What does Robert’s Rules of Order say about minutes?” Robert’s Rules of Order dictates that after calling the meeting to order and carrying out a roll call, one of the first matters of business on the agenda should be to approve the previous meeting’s minutes. In doing so, it ensures consensus with the outcomes from the last gathering, setting a clear and accurate foundation for the current meeting’s agenda.
Reports of Officers
Following approval of minutes, the focus shifts to reports from various officers and committees. During this time, members such as the president, vice president, and treasurer will read their reports, allowing for updates, insights, and questions or recommendations from other members, paving the way for informed discussions on new business.
New business
The new business section of a board meeting opens up the floor for discussion of fresh topics and proposals. If something has not been previously discussed in the current meeting or during previous gatherings, it can be introduced here. Members will listen to new issues and can propose motions and vote on proposals.
Ending the meeting
Concluding the meeting effectively is as crucial as starting it. The final phase involves making final announcements, summarizing decisions, outlining the next steps, and formally closing the session with a motion to adjourn the meeting and a collective agreement.
What is a motion?
Motions are the driving force of board meeting decisions and allow members to make proposals on various matters. When following Robert’s Rules, you’ll need to understand how to craft and present motions, as well as the nuances surrounding the various types.
Below is a breakdown of the fundamental rules surrounding motions:
A motion proposes an action or decision. For example, when the meeting comes to an end, a member must formally close the gathering by saying something along the lines of, “I move to adjourn the meeting.”
The motion must clearly express the speaker’s intention or proposal. Board members who propose main motions detailing new business must ensure that what they say is well-structured and worded so everyone can understand the speaker’s aim.
Another member must always second a motion for it to be discussed or voted upon. After being seconded, motions can be debated by members and amended.
There are different types of motions including the following:
Main motion: The most common type of motion introduces new business to the board.
Subsidiary motion: This can amend the main motion and must be decided upon before the board can vote on or dismiss the main motion.
Privileged motion: With a privileged motion, board members can bring up urgent matters of business that are unrelated to the current discussion or new business being discussed. All other motions yield to privileged motions which do not require a subsidiary motion and cannot be debated.
Incidental motion: A member can make an incidental motion at any time to gain clarification on another motion or table a main motion. If an incidental motion is made regarding a main motion, it must be voted on before members can return to discussing the main motion.
The motions listed above need a majority vote to be passed. Other types such as motions to limit a debate or close a discussion require a vote count of at least 2/3rds to be passed.
Enjoy organized board meetings with Robert’s Rules of Order and BoardWorks™
Using Robert’s Rules of Order as a guide for your board meeting operations will ensure that they are more productive than ever before. However, to maximize your board governance, it is also worth using board management portals like Computershare’s BoardWorks.
BoardWorks is board management software made with directors in mind. Functional on smartphones and tablets, it provides access to the boardroom from anywhere, improving governance, productivity, voting procedures, and board member engagement. Embracing Robert’s Rules of Order with BoardWorks technology creates a synergy that enhances governance, decision-making, and member engagement. This powerful combination ensures that your board meetings are not just organized, but also dynamic and impactful.
Interested in transforming your board meetings? Connect with us to explore how BoardWorks can revolutionize your board's efficiency and governance.