Have any of these frustrating situations occurred in your meetings? An issue is debated and discussed but never decided. Rules aren’t being followed, and nobody says anything about it. One member dominates a discussion, and other members aren’t heard. The discussion drags on and on and on …
Navigating group discussions and facilitating effective meetings can be an art. And one of the essential tools of this art is parliamentary procedure. Parliamentary procedure, particularly Robert’s Rules of Order, can keep meetings on track, shorten them, and create an atmosphere of fairness and equality.
However, some think parliamentary procedure is too formal, old-fashioned, and complicated. Others feel that the lack of knowledge is the problem. As Accredited Speaker and 1992 World Champion of Public Speaking Dana LaMon, DTM, said in a speech to the Virtual Parliamentarians Toastmasters club, “There are people who think that parliamentary law is what complicates meetings. They’re wrong. … It’s the lack of knowledge of parliamentary law and what it’s intended to accomplish that complicates meetings.”
The basic tenets of parliamentary procedure never go out of style and are still undeniably relevant today: majority rule and minority rights. The wishes of the majority are enacted, while the views of the minority are heard and respected.
The main reason for using parliamentary procedure is to maintain structure and order, which can be valuable in Toastmasters meetings and other kinds as well. In club meetings, members use it during the business portion of the meeting, when club-related items are discussed. Under parliamentary rules, members can make a motion (a proposal to do something), such as take a vote on an issue or ask that the meeting be stopped for a recess, or adjourned. Someone could also raise a “point of information,” which is a request for more information on a specific question, or a “point of order,” a clarification that the rules are not being followed properly.
Seven Fundamental Principles of Parliamentary Procedures.
- Ensure an equal count of all voting members’ votes.
- Protect the rights of the minority to be heard.
- Uphold the rights of all members to express their views through fair debate.
- Respect the rights of the majority to decide.
- Facilitate smooth business transactions in a spirit of cooperation and harmony.
- Establish a quorum for the group to conduct business. (A quorum is the minimum number of voting members who must be present to conduct business. For club officer elections, a quorum is a simple majority of club members.)
- Ensure that the chair remains impartial. If the chair intends to advocate for or against a motion, they should cede the chair to the next member in line of succession.
RESOURCES
“Get Down to Business with Parliamentary Procedure“
Parliamentary Procedure in Action (PowerPoint Digital Download)
Chart of Motions (Set of 10 per order)
