What does it take to host an efficient and effective meeting?
The most productive board meetings are orderly. Without some ground rules, meetings can quickly descend into chaos. For example, some participants may try to exercise complete control over discussion topics, while other members lose interest and disengage from the proceedings. The meeting becomes a huge waste of everyone’s time. So, what’s the solution?
To bring order to the meeting (board or otherwise), many organizations follow a proven framework known as Robert’s Rules of Order.
These rules regulate all aspects of a successful meeting, including board meeting motions, questions, and debates. Board administrators and executive leadership who understand how Robert’s Rules of Order work can streamline the meeting process and achieve productive results.
What is Robert's Rules of Order?
Robert’s Rules of Order (also called simply “Robert’s Rules”) is a type of parliamentary procedure that regulates the meeting process. These rules were initially created in 1876 by Henry Martyn Robert, a U.S. Army officer who saw the need for a standardized meeting governance process.
The goal of Robert’s Rules is to make sure that the majority can make effective decisions while giving the minority a chance to voice their opinions.
The four primary types of motions in these rules are:
- Main motions: These introduce new business for the group to consider. For example, a board member might propose adopting a new budget.
- Secondary (subsidiary) motions: These apply to main motions and help shape how the board addresses them. A member could move to amend the budget proposal or refer it for further review during a committee meeting.
- Privileged motions: These take priority over all other business because they involve urgent matters. For instance, a member might move to adjourn the meeting or call for a vote of no confidence.
- Incidental motions: These address questions of procedure that come up unexpectedly. A member might raise a point of order if they believe the rules aren’t being followed.
Other motions include the motion to table (remove the motion) and the motion to postpone.
Make your next meeting more effective with this guide
Basic Stages of a Meeting
Robert’s Rules of Order outline basic stages of a meeting. The board administrator and members can follow these stages or make additions as they see fit.
- Call to order: The chairperson officially opens the meeting, confirms a quorum is present, and sets the board meeting agenda in motion.
- Reading and approval of minutes: The secretary presents board meeting minutes from the previous meeting, and members approve them or request corrections.
- Reports: Officers, committees, or staff share updates that keep the board informed. These may include progress summaries, financial overviews, or results from recent work.
- Unfinished business: The board addresses agenda items carried over from prior meetings. This stage provides continuity from one meeting to the next.
- New business: Members introduce new motions or topics for discussion. At this stage, fresh ideas and proposals are formally considered.
- Adjournment: The chairperson officially closes the meeting once all business is complete or when a motion to adjourn passes. This signals the formal end of the proceedings.
Not all meetings run smoothly. For example, emergency board meetings may require making adjustments to the process. The full Robert’s Rule of Order contains instructions on how to behave in multiple scenarios.
Rules of Debate
Debating a motion is the most important yet highly complex part of the board meeting. Robert’s Rules help a chairperson structure and control the process. The most basic points to follow include:
- Only one issue for debate at a time: The group must focus on a single motion before moving on to the next. This prevents confusion and keeps the discussion productive.
- Negative motions are not allowed: Members cannot phrase motions in the negative (for example, “I move that we do not…”). Instead, motions must be stated in positive terms in order to avoid unclear voting outcomes.
- Only one person may speak at a time: The chairperson recognizes members in turn, making sure that no one talks over another.
- All board members have equal rights: Every member has the same opportunity to speak, make motions, and vote. This ensures inclusivity and balanced participation.
- Each item presented for board action has a right to a full and fair debate: Members must have the chance to discuss the pros and cons before a vote is taken. Rushing the process undermines fairness.
- Members who are present act for the whole membership: Those attending the meeting make decisions on behalf of the entire organization.
The chairperson should also consider alternating between those for the motion and against it when giving the right to speak to board members during debate. Meanwhile, one member can’t speak more than twice on any motion during any meeting.
Understanding Amendments
In parliamentary procedure, an amendment is a formal way to modify a motion that has been proposed but not yet voted on. Amendments help refine ideas, clarify language, or adjust details so that the final motion better reflects the will of the group. They can take the form of inserting or adding words, striking out words, or substituting one phrase for another. Any member can propose an amendment after obtaining the floor, and it must be seconded before being considered.
Once proposed and seconded, the amendment is debated and voted on separately from the main motion. If adopted, it becomes part of the main motion, which is then debated and voted on in its amended form. Amendments can also be amended themselves, but only to one additional level, known as a second-order amendment. No further changes are allowed beyond that to maintain clarity and order. This structured approach ensures that group decisions are well-considered and responsive to member input without becoming chaotic or overly complex.
Robert's Rules of Order Cheat Sheet
Keeping Robert’s Rules in mind during a board meeting can be challenging. The latest version is more than 700 pages long. This cheat sheet can help you govern the meeting from initiating a call to order to writing a board resolution.
Category | Details |
1. How a Motion Works | 1. Member says: “I move that…” 2. Another member seconds the motion. 3. Chair restates the motion. 4. Debate (if allowed). 5. Vote. 6. Announce results. |
2. Types of Motions | Main – Introduce new business. Subsidiary – Modify or manage motions (e.g. amend, postpone). Privileged – Urgent/non-business (e.g. adjourn). Incidental – Deal with rules (e.g. point of order). Restorative – Revisit decisions (e.g. reconsider). |
3. How Amendments Work | Purpose: Modify a motion. Types: Insert, strike, or replace works. Rules: Must be seconded, debatable if main motion is, max 2 levels of amendments (no third-order). |
Voting Methods | Voice vote (“aye” / “nay”). Show of hands/standing vote. Roll call. Ballot (secret). Division (counted vote requested). |
OnBoard Powers Effective Board Meetings
Robert’s Rules of Order provide an effective framework for keeping board meetings productive. While the initial rules are almost 150 years old, they are still highly relevant.
Understanding the order of the meeting and debate governance can help boards address the agenda properly. However, to make the process more efficient in the 21st century, you also need effective for-profit or non-profit board management software.
That’s where OnBoard comes in.
This comprehensive board management platform with AI-driven features supports the board of directors through every stage of the meeting. While you are following Robert’s Rules, the software records your efforts and provides real-time insights.
Some of the key board management software features that support Robert’s Rules are:
- Agenda builder: Create and distribute meeting agendas in minutes.
- Secure document sharing: Share sensitive materials with encryption and access controls.
- Minutes AI: Leverage AI-powered transcription and one-click minute drafting.
- Voting and approvals: Collect board decisions digitally with built-in voting tools.
- Meeting analytics: Track attendance, engagement, and participation trends.
Ready to see how OnBoard software drives collaboration and promotes efficiency in modern board meetings? Request a free trial today.
Make your next meeting more effective with this guide
About The Author
- Adam Wire is a Content Marketing Manager at OnBoard who joined the company in 2021. A Ball State University graduate, Adam worked in various content marketing roles at Angi, USA Football, and Adult & Child Health following a 12-year career in newspapers. His favorite part of the job is problem-solving and helping teammates achieve their goals. He lives in Indianapolis with his wife and two dogs. He’s an avid sports fan and foodie who also enjoys lawn and yard work and running.
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