1. “Want to go out?:” Robert’s Rules and Meeting Management Made Simple
Suzette Walden, M.Ed.©

2. What We Will Cover. . . Preparing for the Meeting Setting the Agenda
Meeting Management Tips
Robert’s Rules in Effect

3. Before the Meeting
Decide if you really need to meet. Never have a meeting just to have a meeting.
Ensure all logistical arrangements are made in advance; i.e. room reservation, A/V equipment, etc.
Request written reports (sent via ) in advance of the meeting.
Set the agenda (more on this later)

4. Before the Meeting Send out a reminder about the meeting
Include the time and location.
You should, also, attach the agenda.
Ask members to notify you in advance if there are any changes or additions to the agenda.
Make copies of the agenda and any other pertinent materials.

5. Things to Think About when Setting the Agenda
Reports
Incorporate typed officer reports into agenda.
Determine who needs to speak vs. who just needs information out to the membership?
This can be a big time saver!

6. Things to Think About when Setting the Agenda
Action Items
Can they be voted on in the same meeting in which they are presented?
Do you need to postpone the vote until the next meeting?
Is more time needed to gather information?
Does the matter need to be referred to a committee?
Do members need review time?

7. Things to Think About when Setting the Agenda
Discussion Items
Are there pressing matters facing the SG?
Are there some decisions where the SG should have input from the Student Body?
Timing
Think through how much time each agenda item will take.
Will you be able to get through everything?
Can you postpone something until the next meeting?

8. During the Meeting Getting People to Arrive on Time
Apart from starting on time, there is one thing you might try.  Research suggests that setting a meeting time that is NOT on the hour or half hour is more likely to result in people arriving on time.  For example, consider starting your meeting at 6:10 rather than 6:00 p.m.
After the meeting is called to order, be sure to announce what the latest time you will end the meeting (i.e. establish a time limit).

9. During the Meeting Stay Focused
Every meeting should have a "topic keeper". This can either be the job of the Parliamentarian, or I like to ask for a volunteer at the beginning of the meeting. The topic keeper's job is to interrupt whenever the discussion strays from the topic under discussion. These new topics can either be tabled until later or scheduled for their own meeting. There is a fine line between what are amplifying remarks about the topic under discussion and what is a tangential topic. The meeting organizer can decide. It never hurts to say "let's take that up off-line".

10. Meeting Efficiency Controlling the Chaos Common Ones Other ways:
What issues do you have with meetings?
Common Ones
People Talking: Have a Speaker, or Parliamentarian, with stricter expectations; and who is not afraid to hold members accountable.
People Not Paying Attention: Ask members who do not seem to be paying attention for their input on an issue. If that is too confrontational for you, then jot down his/her name and chat with him/her informally afterwards.
People Dominating the Group/Discussion: Set time limits for the number of times/amount of time a member may speak to an issue. Robert’s Rules will help with this one!
Other ways:
Decide when something may need a pre-sale.
Have an established order of business. . .i.e. your agenda should always have the same set-up.

11. Set-up of the Agenda Information Items Call to Order Roll Call
Action Items
Passing the Gavel/For the Good of the Order
Adjournment
Call to Order
Roll Call
Invocation
Minute Approval
Executive Reports
Including financial report
Committee Reports

12. Call to Order
Sometimes you may want to have the first/last 10 min. of the meeting set-up for “catch-up” time for your membership. This is especially helpful if you have a “chatty” group.
This is the time when the Chair calls the meeting to order, with the time noted by the Secretary in the minutes.
It’s the time when business starts and personal conversation should cease.

13. Roll Call
The Secretary runs through the roll, noting who is in attendance.
Those not in attendance will be noted as absent.
Special Note: Sometimes its good to follow-up with brothers/sisters not in attendance.

14. Minute Approval
Members are expected to review them, noting any corrections or additions.
Time Saver Note: You should have these posted in a hard copy format somewhere at the chapter house; and it to members.
It is extremely important that the minutes are accurate as they provide the context to those who come after you, as well as those not in attendance.

15. Reports
This is the time to update the SG on progress made towards goals; communications with other organizations, student body, and/or the university; and information for the good of the order.
Special Note: This is NOT a time to announce personal events or agenda items.
Time Saver Note: Work with your officers to determine what’s important to include in their report to the full body.
This is, also, a time where upcoming events are announced.
Special Note: This is NOT the time to vote on whether to participate in something or to make any decisions.
This is the time when the group’s financial status may be reviewed.
Special Note: Be careful, each organization has specific policies regarding member rights to privacy.

16. Old (Unfinished) Business
This is information previously introduced that has come over from the previous meeting.
Special Note: If something was tabled/postponed, it may or may not be removed from the table during this time. It would depend upon how it was tabled/postponed.

17. New Business Matters that are initiated for this specific meeting.
Recommendation: Depending on the nature of the item, you may need to have something coming up for review one week and then to be voted on the next. In this way, you are ensuring students have the opportunity to “weigh-in” on issues. This can be done by adding an Information Item section to your agenda.

18. Information Items
Recommendation: Items come up for 1st consideration in this section. This is the time to ask questions, seek clarification and provide feedback. The author may take recommendations for changes.

19. Action Items
If you use an Information Item and Action Item set-up for your agenda. This is where you would see Old (Unfinished) Business and New Business on the Agenda.

20. Passing the Gavel/For the Good of the Order
This is the time to announce upcoming events/activities that you would like to share with the group for other organizations, etc.
This is also a time to share reflections on the meeting.
This is NOT the time to announce personal social functions and/or other inappropriate remarks.

21. Robert’s Rules Made Simple
Adjourn
Point of Parliamentary Inquiry
Lay on the Table
Previous Question (Call the Question)
Postpone Definitely
Refer to a Committee
Amend the Amendment
Amendment
Postpone Indefinitely
Main Motion

22. The Four Basic Motions
Main Motions: The purpose of a main motion is to introduce items to the membership for their consideration. They cannot be made when any other motion is on the floor, and yield to privileged, subsidiary, and incidental motions.
Subsidiary Motions: Their purpose is to change or affect how a main motion is handled, and is voted on before a main motion.
Privileged Motions: Their purpose is to bring up items that are urgent about special or important matters unrelated to pending business.
Incidental Motions: Their purpose is to provide a means of questioning procedure concerning other motions and must be considered before the other motion.

23. Robert’s Rules Made Simple
Amendment: this means that you are changing the main motion by adding to or subtracting from something from the main motion.
Note: Amendments also need a second before any discussion can occur.
Amendment to the Amendment: After an amendment has been made, members of the organization have the power to change the amendment. Bear in mind that this is only the item within the amendment to the motion that was being added to or subtracted from, no the motion itself.
Note: Just like the main motion and amendment, these need a second before any discussion can occur.

24. Robert’s Rules Made Simple
Refer to a Committee: When a motion being considered is too convoluted to address or more information is needed, the motion can be referred to a committee.
Note: This needs a second and typically requires a simple majority to pass. However, at the time this motion is made the committee needs to be specified (or created) and the time to report back to the general body needs to be established.
Postpone Definitely: When members of the organization need more time to research or need to take information back to their organizations for discussion, this motion can be made.
Note: It does require a second and the time for it to re-appear on the agenda needs to be specified.

25. Robert’s Rules Made Simple
Previous Question (Call the Question): This motion can be made at any time during the meeting. The previous question is a vote to stop discussion and to take a vote on the main motion being considered. Essentially, this is a vote to take a vote.
Note: This motion requires a second and is NOT DEBATABLE; given that it does require a two-thirds vote to pass. If it passes, discussion stops and a vote on the motion on the floor is taken.

26. Robert’s Rules Made Simple
Lay on the Table: This motion is to lay the matter aside due to more important business needing to take priority.
Note: At the time the motion is made, the more important business must be specified.
Point of Parliamentary Inquiry/Clarification: This is an incidental motion; and is offered during the meeting at any time if an individual is confused or needs clarification regarding any question of parliamentary law.

27. Robert’s Rules Made Simple
Point of Order : This is an incidental motion; and is offered during the meeting at any time if an individual wishes to address a matter being out of order or violating procedure.
Point of Information: This is an incidental motion; and is offered during the meeting at any time if an individual wishes to offer to the general body a correction of misinformation provided to it.

28. Robert’s Rules Made Simple
Division: This is an incidental motion; and is offered immediately following a voice vote if a voting member feels that the vote’s outcome is unclear. This motion results in the chair taking a roll-call vote.
Note: It must be called before the chair taps the gavel. If it is called after the gavel is tapped, the member is out of order.

29. Questions. . .