Brush up on your ‘Robert’s Rules’ know-how.
More Effective Meetings, business meeting in boardroom
© filadendron / E+ / Getty Images

Recognized as the procedural authority for conducting meetings by the National Association of REALTORS® Bylaws, “Robert’s Rules of Order” provide a foundational framework for fostering robust debate while ensuring everyone’s voice is heard. The benefits to using “Robert’s Rules” are well-established, but the nuances and terminology can be overwhelming, especially for any leaders with limited experience in parliamentary procedure. Even the most seasoned association executives can’t always know every answer for every situation.

Chances are, most of us understand the basic rules governing a motion’s typical sequence: motion is made → motion is seconded → chair restates → members discuss → debate closes → vote is held. But even the simplest motions can create unexpected or sticky situations.

Keep a copy of the latest edition of “Robert’s Rules” on hand, but also use the following to maximize the efficiency and impact of your meetings. Here’s how:

  1. Frequently restate the motion. Once a motion is seconded, the chair should restate the motion before opening discussion. Motions with specific language or sequencing should be written down verbatim. Discussion can be fast and furious, so members should be encouraged to restate the motion before offering opinions. It seems simple, but this step can assist in maintaining focus and avoiding confusion.
  1. Use the motion amendment two-step. Once a motion has been opened for discussion, it can be modified by a member bringing a motion to amend. If a member seeks to amend the current motion, the proposed amendment motion requires its own second, discussion and vote. Once an amendment is approved, discussion returns to the now-modified motion, which then is subject to a vote.
  1. Raise a point of order. Any member can raise a point of order (or “raise a question of order”), a mechanism for ensuring that rules and procedures are in proper order. Such an action is discouraged for minor issues not affecting someone’s rights, and timeliness is required. When a point of order is raised, the chair decides whether to accept the point of order or submit the question for a full vote. If valid, the chair should remedy the issue before proceeding with the pending business.
  1. Divide a motion. Sometimes motions can contain several parts, each deserving separate consideration. A member can bring a motion for division, seeking to separate the original motion’s parts into distinct and separate mini-motions. If approved, each mini-motion is then considered in full.
  1. Reconsider a previously voted motion. Something done during a meeting can be undone. A member may bring a motion to reconsider a previous motion—regardless of whether it passed or failed—temporarily suspending the original vote and its effects. The purpose of such a motion is to address new information or correct an improperly handled action. Once seconded and acknowledged by the chair, discussion ensues and the motion to reconsider is subject to vote. If adopted, the original vote is canceled, and the original motion is reopened for discussion. If the reconsideration motion is rejected, the original vote goes back into effect.
  1. Maximize the chair’s role. A quality chair keeps a calm pulse on the room’s emotions, remains impartial and respects each member’s rights. In furtherance of impartiality, a chair’s voting role is optional and usually limited to when their vote would affect the result. If the vote is deadlocked or the chair’s vote would force a tie, the chair can vote on the item.
  1. Stay flexible. A little-known secret is that “Robert’s Rules” allow for flexibility, especially for smaller committees or boards. For example, we’ve all experienced hotly contested discussion—maybe even a vote—with no motion pending on the floor. While unacceptable for a larger governing body, smaller boards can shed formalities to streamline operations. If a proposal is perfectly clear to all present, a vote can be taken without a motion having been introduced.

Association leaders can all benefit from sharpening their “Robert’s Rules” tools, so be sure to share these tips with your board and committee chairs.