1. Entrepreneurship Mrs. Bowden Workplace Communications
Meetings Parliamentary Procedure and Agendas
Presented By
Mrs. Bowden

2. Preparing for a Meeting
Have a specific purpose
Arrange for a time and a place
Develop an agenda (meeting outline/what needs to be discussed)
Begin the meeting with a call to order – this lets the group know the meeting is starting and Rob’s Rules will be followed from that point

3. Parliamentary Procedure
When we meet in groups we follow a system of rules.
Why?
Courtesy
Efficiency
To be fair
Keep balance
Make sure every aspect is heard

4. Parliamentary Procedure
Originally developed to be used in British government
First published and officially recognized by Thomas Jefferson
The book published by Jefferson in 1801 became the basis for the rules of Congressional meetings

5. Parliamentary Procedure
Fundamental Procedures
Do one thing at a time – emphasizes order
The Majority Decides – more than half
Rights of the minority are protected – entitled to voice their thoughts and their thoughts considered
Conduct a FULL discussion
Act with fairness and good faith – show that you have considered all sides of a discussion

6. Robert’s Rules of Order
General Henry Robert saw the need to adapt Jefferson’s rules to be able to be used in everyday life
After all lots of people and organizations were having meetings – not just government and Congress
Those rules were a blend of British and US Congress meeting rules

7. Language Associated with Rob’s Rules
Orders of the day – the agenda
Call to order – starting the meeting
Approval of minutes – agreeing on what was said or decided in the last meeting
Old Business – any unfinished business from the previous meeting that need to be discussed or revisited
New Business – main purpose of meeting
Adjourn – stop meeting

8. Language Associated with Rob’s Rules
President or leader begins the meeting - “I move to adopt the minutes from the November meeting.”
This is a motion
Motions need to be seconded – if no second motion is dead and not to be discussed again
Member – “I second the motion.”
President – “All in favor say aye….All opposed Nay”
A count is taken and then president says “Motion passed

9. Language Associated with Rob’s Rules
If a motion doesn’t pass or needs further discussion, members can make the following requests.
“Call for a vote” if you feel there has been too much discussion “I move that we vote.” You have to agree to vote first and then vote on original motion
“Send to committee” if the motion needs action or more work “I move we defer the motion to committee.”
“Table the motion” if you feel it should be discussed later “I move that we table the discussion until _____”

10. Language Associated with Rob’s Rules
Additional motions do not need a second
Point of information - a member can simply state “Point of information” and ask a question for clarification of a motion or detail being discussed
Point of Order – a member can simply state “Point of Order” if they feel other members or discussion is out of hand or Rob’s Rules aren’t being followed correctly

11. Language Associated with Rob’s Rules
Sometimes the Rules get in the way of progress
Motion to suspend the rules – can be used if
the meeting is going long or over time
The rules need to be relaxed when outsiders are at the meeting
Off the record conversations need to be had
The meeting has gotten to an extremely confusing place
USE SPARINGLY!!

12. Meeting Etiquette Decide on a place and time and stick with it
Use the same time and place for each meeting
Keep meetings to a certain time frame - usually no more than an hour
Limit emotional statements
Avoid personal agendas
Keep conversations positive
Be RESPECTFUL at all times