In the realm of organizational governance, few tools have proven as enduring and effective as Robert’s Rules of Order. This manual of parliamentary procedure, first published in 1876 by U.S. Army officer Henry Martyn Robert, has become the cornerstone for conducting orderly and efficient meetings across a wide array of organizations. This article delves into the history of Robert’s Rules, explores why it remains relevant today, and provides guidance on how to use it effectively.

A Brief History

Henry Martyn Robert’s journey to creating Robert’s Rules of Order began with a moment of personal embarrassment. In 1863, Robert was asked to preside over a church meeting and realized he lacked the necessary knowledge of parliamentary procedure. Determined to never face such a situation again, he studied the few available books on the subject. Over time, he observed that different regions in the United States had varying interpretations of proper procedure, leading to confusion and inefficiency in meetings.

To address this, Robert adapted the rules and practices of the U.S. Congress to suit the needs of non-legislative societies. The first edition of his manual, titled “Pocket Manual of Rules of Order for Deliberative Assemblies,” was published in 18761. Since then, Robert’s Rules has undergone numerous revisions, with the twelfth edition being the most current.

Why Use Robert’s Rules of Order?

1. Consistency and Fairness: Robert’s Rules provide a standardized framework for conducting meetings, ensuring that all participants have a fair opportunity to contribute. This consistency helps prevent misunderstandings and conflicts.
2. Efficiency: By following a structured set of procedures, meetings can be conducted more efficiently. This is particularly important for large organizations where time is a valuable resource.
3. Inclusivity: The rules are designed to give all members, regardless of their position or experience, an equal voice in the decision-making process. This inclusivity fosters a sense of community and shared responsibility.
4. Legal Protection: For many organizations, adhering to a recognized set of procedures can provide legal protection in the event of disputes. It demonstrates that the organization is committed to fair and transparent governance.

How to Use Robert’s Rules Properly

1. Understand the Basics: Familiarize yourself with the fundamental principles of Robert’s Rules. Key concepts include motions, amendments, voting procedures, and the roles of officers.
2. Prepare an Agenda: An agenda is crucial for keeping meetings on track. It should outline the topics to be discussed and the order in which they will be addressed.
3. Facilitate Participation: Encourage all members to participate by recognizing speakers in the order they request to speak. Ensure that everyone has an opportunity to voice their opinions.
4. Manage Motions: Understand the different types of motions (e.g., main motions, subsidiary motions, privileged motions) and how to handle them. This includes knowing how to introduce, debate, and vote on motions.
5. Record Keeping: Maintain accurate minutes of the meeting, documenting all decisions and actions taken. This provides a clear record for future reference and accountability.
6. Training and Practice: Regular training sessions can help members become more comfortable with Robert’s Rules. Practice makes perfect, and the more familiar members are with the procedures, the smoother the meetings will run.

Robert’s Rules of Order is designed to protect the interests of all members within an organization by ensuring fair and orderly conduct during meetings. Here’s how it provides protection:

1. Individual Members: It ensures that every member has an equal opportunity to speak, propose motions, and vote. This prevents any single person or group from dominating the discussion.
2. Minority Opinions: By allowing for structured debate and requiring a majority vote for decisions, it ensures that minority opinions are heard and considered, even if they do not prevail.
3. The Organization: It provides a clear framework for decision-making, which helps prevent disputes and misunderstandings. This can protect the organization from legal challenges by demonstrating that decisions were made through a fair and transparent process.
4. Meeting Chair: It gives the chairperson clear guidelines on how to conduct the meeting, which helps them manage discussions effectively and maintain order.
5. Decision Integrity: By following a standardized procedure, it ensures that decisions are made based on a fair process, which helps maintain the integrity and credibility of the organization’s governance.

Avoiding Mistakes

Using Robert’s Rules of Order effectively can greatly enhance the efficiency and fairness of meetings. However, there are some common mistakes that people often make. Here are a few to watch out for:

1. Using Robert’s Rules as a Weapon: Some individuals might use the rules to manipulate or intimidate others. It’s important to remember that the goal is to facilitate fair and orderly meetings, not to dominate or control the discussion.
2. Lack of Training: Not all members are familiar with Robert’s Rules, which can lead to confusion and inefficiency. Providing regular training sessions can help everyone understand and use the rules correctly.
3. Ignoring the Agenda: An agenda helps keep the meeting on track. Failing to prepare or follow an agenda can result in disorganized and unproductive meetings.
4. Improper Handling of Motions: Misunderstanding how to introduce, debate, and vote on motions can lead to procedural errors. It’s crucial to know the different types of motions and the correct way to handle them.
5. Not Restating the Motion: Failing to restate the motion before a vote can cause confusion about what is being decided. Always restate the motion clearly to ensure everyone understands.
6. Going Too Fast: Rushing through the meeting can cause members to miss important details or feel excluded from the decision-making process. Take the time to ensure everyone is following along.
7. Misusing “Call for the Question”: This phrase does not automatically end debate. It requires a two-thirds vote or unanimous consent to proceed to a vote.
8. Confusing “Table” and “Postpone”: “Tabling” a motion is for a temporary delay within the same meeting, while “postponing” is for delaying to a future meeting. Misusing these terms can lead to procedural errors.

Avoiding these common mistakes can help ensure that your meetings are efficient, fair, and productive.

How to Effectively Chair A Meeting

Chairing a meeting using Robert’s Rules of Order can be highly effective if done correctly. Here are some best practices to ensure your meetings are productive and orderly:

1. Prepare an Agenda: Before the meeting, create a detailed agenda and distribute it to all participants. This helps everyone know what to expect and keeps the meeting focused.
2. Ensure Quorum: Verify that a quorum is present before starting the meeting. A quorum is the minimum number of members required to conduct business legally.
3. Start on Time: Begin the meeting promptly to respect everyone’s time and set a professional tone.
4. Follow the Agenda: Stick to the agenda as closely as possible. This helps keep the meeting on track and ensures all important topics are covered.
5. Facilitate Participation: Encourage all members to participate by recognizing speakers in the order they request to speak. Ensure that everyone has an opportunity to voice their opinions.
6. Manage Motions Properly: Understand the different types of motions and how to handle them. This includes knowing how to introduce, debate, and vote on motions.
7. Restate Motions Clearly: Before voting, restate the motion to ensure everyone understands what is being decided.
8. Control the Flow: Keep the discussion focused and prevent any one person from dominating the conversation. Use your authority to guide the meeting back on track if discussions go off-topic.
9. Be Impartial: As the chair, remain neutral and avoid expressing your own opinions on the matters being discussed. Your role is to facilitate the meeting, not to influence the outcome.
10. Record Keeping: Ensure accurate minutes are taken, documenting all decisions and actions. This provides a clear record for future reference and accountability.
11. Training and Practice: Regularly train members on Robert’s Rules to ensure everyone is familiar with the procedures. Practice makes perfect, and the more comfortable members are with the rules, the smoother the meetings will run.

By following these best practices, you can ensure that your meetings are efficient, fair, and productive. 

The order of business in a meeting using Robert’s Rules of Order typically follows a structured agenda to ensure everything runs smoothly. Here’s a general outline:

1. Call to Order: The chairperson starts the meeting by calling it to order.
2. Roll Call: Attendance is taken to ensure a quorum is present.
3. Reading and Approval of Minutes: The minutes from the previous meeting are read and approved.
4. Reports of Officers, Boards, and Standing Committees: Officers and committees present their reports.
5. Reports of Special (Select or Ad Hoc) Committees: Special committees present their reports.
6. Special Orders: Important business previously designated for consideration at this meeting.
7. Unfinished Business and General Orders: Business left over from the previous meeting and items postponed to the current meeting.
8. New Business: New topics and motions are introduced for discussion.
9. Announcements: Any announcements relevant to the group.
10. Adjournment: The meeting is formally closed.

This order helps ensure that meetings are conducted in an organized and efficient manner. 

The motion process and voting

The motion process and voting are fundamental components of Robert’s Rules of Order, ensuring that meetings are conducted in an orderly and democratic manner. Here’s a breakdown of the process:

Motion Process

1. Making a Motion: A member who wishes to propose an action or decision rises or raises their hand to signal the chairperson and says, “I move that…” followed by their proposal.
2. Seconding the Motion: Another member must second the motion to show that more than one person is interested in discussing it. If no one seconds the motion, it is not considered.
3. Restating the Motion: The chairperson restates the motion to ensure everyone understands what is being proposed.
4. Debating the Motion: Members debate the motion, discussing its merits and drawbacks. The chairperson ensures that the debate is orderly and that all members have an opportunity to speak.
5. Amending the Motion: During the debate, members can propose amendments to the motion. These amendments must also be seconded and debated before being voted on.
6. Voting on the Motion: After the debate, the chairperson restates the motion (including any amendments) and calls for a vote. Members vote by various methods, such as voice vote, show of hands, or ballot.

Voting Methods

1. Voice Vote: The chairperson asks those in favor to say “aye” and those opposed to say “no.” The chairperson then announces the result based on what they hear.
2. Show of Hands: Members raise their hands to indicate their vote. This method is often used for smaller groups.
3. Roll Call Vote: Each member’s name is called, and they state their vote aloud. This method provides a clear record of how each member voted.
4. Ballot Vote: Members write their vote on a slip of paper. This method is used when confidentiality is important.
5. General Consent: If a motion is not likely to be opposed, the chairperson can ask for general consent by saying, “If there is no objection…” If no one objects, the motion is adopted without a formal vote.

Key Points to Remember

• Majority Rule: Most motions require a simple majority to pass, meaning more than half of the votes cast.
• Two-Thirds Vote: Some motions, especially those that limit members’ rights (e.g., ending debate), require a two-thirds vote.
• Quorum: Ensure that a quorum (the minimum number of members required to conduct business) is present before making any decisions.

By following these steps and understanding the voting methods, you can ensure that your meetings are conducted fairly and efficiently. 

You need a motion and vote to approve minutes

According to Robert’s Rules of Order, you typically need a motion and a vote to approve the minutes of a previous meeting. Here’s how the process generally works:

1. Reading the Minutes: The chairperson asks the secretary to read the minutes from the previous meeting. This step can be skipped if the minutes were distributed to members in advance.
2. Corrections: The chairperson asks if there are any corrections to the minutes. Members can suggest corrections, which are noted by the secretary.
3. Motion to Approve: Once any corrections are made, a member makes a motion to approve the minutes as corrected (if there were corrections) or as presented (if there were no corrections).
4. Seconding the Motion: Another member seconds the motion.
5. Voting: The chairperson calls for a vote. Members vote to approve the minutes, usually by voice vote or show of hands.
6. Recording the Approval: The secretary notes in the current meeting’s minutes that the previous meeting’s minutes were approved.

This process ensures that the minutes are an accurate and official record of the previous meeting’s proceedings.

Handling Disruptions

Handling disruptions during a meeting is crucial to maintaining order and ensuring productivity. Here are some strategies to effectively manage disruptions:

1. Set Clear Expectations: At the beginning of the meeting, outline the rules and expectations for behavior. This sets a standard for everyone to follow.
2. Stay Calm and Professional: If a disruption occurs, remain calm and composed. Address the issue without showing frustration or anger.
3. Acknowledge the Disruption: Politely acknowledge the person causing the disruption and address their concern. For example, you can say, “I understand you have a point to make, but let’s finish this discussion first”.
4. Use a Timer: For discussions that tend to go off track, use a timer to limit the time each person can speak. This helps keep the meeting on schedule.
5. Redirect the Conversation: If the discussion veers off-topic, gently steer it back by saying something like, “Let’s get back to our agenda”.
6. Take a Break: If the disruption continues, consider taking a short break. This can help diffuse tension and give everyone a moment to regroup.
7. Speak Privately: For persistent disruptions, speak to the individual privately after the meeting. Address their behavior and discuss ways to improve future interactions.
8. Use General Consent: For minor disruptions, use general consent to quickly move past the issue. For example, “If there are no objections, let’s proceed”.
9. Seek Support: If disruptions are frequent, consider having a parliamentarian or another neutral party present to help manage the meeting.

By implementing these strategies, you can maintain control of the meeting and ensure it remains productive and respectful.

In Robert’s Rules of Order, there are several types of motions, each serving a different purpose in the meeting process. Here’s a breakdown of the main types and how to handle them:

1. Main Motions

• Purpose: Introduce new business or propose a decision or action.
• Handling: Requires a second, is debatable, amendable, and needs a majority vote to pass.

2. Subsidiary Motions

• Purpose: Modify or dispose of the main motion.
• Types:
  • Amend: Change the wording of the main motion.
  • Postpone: Delay consideration of the main motion.
  • Refer to Committee: Send the motion to a committee for further study.
  • Previous Question: End debate and proceed to vote.
• Handling: Generally require a second, are debatable (except for some like Previous Question), and need a majority vote.

3. Privileged Motions

• Purpose: Address urgent matters unrelated to the main motion.
• Types:
  • Adjourn: End the meeting.
  • Recess: Take a short break.
  • Question of Privilege: Address personal or group comfort, safety, or rights.
• Handling: Usually require a second, are not debatable, and need a majority vote.

4. Incidental Motions

• Purpose: Deal with procedural issues.
• Types:
  • Point of Order: Correct a breach in the rules.
  • Appeal: Challenge the chair’s ruling.
  • Suspend the Rules: Temporarily set aside specific rules.
• Handling: Varies; some require a second and a majority vote, while others do not.

5. Motions That Bring a Question Again Before the Assembly

• Purpose: Reconsider or revisit a previously decided matter.
• Types:
  • Reconsider: Reopen debate on a motion that was previously decided.
  • Rescind: Cancel a previously adopted motion.
  • Take from the Table: Resume consideration of a motion that was previously tabled.
• Handling: Typically require a second, are debatable, and need a majority vote.

Understanding these motions and their handling procedures helps ensure orderly and efficient meetings. If you need more details on any specific type of motion, feel free to ask!

Remember these Basic Rules

• Only one subject may be before a group at one time. …
• “Negative” motions are generally not permitted. …
• Only one person may speak at any given time. …
• All members have equal rights. …
• Each item presented for consideration is entitled to a full and free debate.

Conclusion

Robert’s Rules of Order has stood the test of time as a reliable guide for conducting meetings. Its principles of fairness, efficiency, and inclusivity make it an invaluable tool for organizations of all sizes. By understanding its history, appreciating its benefits, and learning how to use it properly, organizations can ensure their meetings are productive and harmonious.