Nonprofit board tips: Just follow Mr. Robert
There is a science to running a meeting; the larger the group, the greater the need for some semblance of organization. Without it, reasoned efficiency easily gives way to emotion, repetition, and sometimes, insult. Army engineer Henry Martyn Robert learned that the hard way in the late 19th century when he was asked to preside over a disorganized community meeting which left him embarrassed and feeling like a failure.
It inspired him. Robert’s Rules of Order were born.
Since its first edition in 1876, Robert’s Rules of Order has become the stalwart international guide for orderly procedure and decorum. Adopted by all sorts from local nonprofits to major corporations and legislatures, this little handbook creates consistent expectations, prevents shouted interruptions, keeps things moving, reduces unnecessary delay, and assures equal opportunity for input.
“The fundamental right of deliberative assemblies requires all questions to be thoroughly discussed before taking action!” — Robert’s Rules of Order
Other aspects to Robert’s Rules:
• Silence means consent.
• Raising a hand means nothing. Obtain the floor by being the first to stand (most now skip the standing) when the speaker has finished and state, “Madam/Mr. Chairman.” Wait to be acknowledged and address all remarks to the chairperson.
• Debate begins when the Chair has stated the motion or resolution and asked “Are you ready for the question?” The moving party is entitled to speak first. If no one rises, the vote begins.
• No one may speak twice to the same issue until all who wish have spoken.
• Remarks must be courteously spoken. “Never allude to others by name or motives.”
• Agenda items are suggestions, and may be changed (generally upon motion).
Most of the rules read like definitions, such as parliamentary inquiry (inquire as to the correct motion or raise a point of order — error), point of information (ask a question), limit debate (close debate at a certain time), and divide the question (splits a motion into separate motions, standing on their own).
There are many more. The Idaho Legislature uses Robert’s Rules quite formally. Most local boards use only parts, and run meetings more informally.
One interesting tidbit: Since Mr. Robert wrote the first draft, all subsequent editions have been prepared by people who worked with the original author, or those who knew those who worked with him, and so on to present day.
For common questions or to order, see the FAQs at Robertsrules.com (official site) and the full text of an earlier edition at Rulesonline.com.
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Sholeh Patrick is a columnist for the Hagadone News Network and former state lobbyist. Contact her at sholeh@cdapress.com.