How Can Parliamentary Procedure Help?
Do you stick to the agenda or does conversation stray from one topic to another and from one board member to another without order? Do directors individually repeat at length what has already been stated? Do some members consistently dominate the meeting with their opinions? Do you find yourselves repeatedly deferring issues for another meeting due to time constraints? If so, this is discouraging to members who cannot commit unlimited volunteer time in order to participate.
In contrast parliamentary procedures promote a positive and equal opportunity for an exchange of views by all participants. Order is upheld, for example, when a motion is made to bring an issue forward, requiring a second to proceed. If a second to the motion is not heard, the motion fails presumably because no one beyond the individual making the original motion wished to pursue such a discussion. As a result, discussions do not drift from their original intent. Instead, the Chair rules any unrelated discussion out of order. When a second to the original debatable motion has been made, many boards set time limits (i.e. two minutes) for comment by each member on the specific motion. The Chair will recognize each member in an orderly manner, who then has the floor and may not be interrupted. Instead of being formal, this is simply organized fairness.
Because there may not be a second for motions to discuss a particular topic in which an individual member has an interest, many Boards begin or end their meetings by providing a two-minute period during which each director may address any issue they desire – further providing each director with a reasonable opportunity to speak openly on subjects she/he believes important.
Robert's Rules of Order is considered the written authority on the details of parliamentary procedures, but it is not necessary to be an accomplished user to implement the basic procedures toward a much more efficient and productive meeting today. Try it and see what a difference it will make in your meetings!
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