Running an Efficient Club/Organization

Running Efficient Meetings

Parliamentary Procedure (Robert’s Rules of Order)
Provides common rules and procedures for deliberation and debate in order to place the whole membership on the same footing and speaking the same language. The conduct of ALL business is controlled by the general will of the whole membership - the right of the deliberate majority to decide. Complementary is the right of at least a strong minority to require the majority to be deliberate - to act according to its considered judgment AFTER a full and fair “working through” of the issues involved. Robert’s Rules provides for constructive and democratic meetings, to help, not hinder, the business of the assembly. Under no circumstances should “undue strictness” be allowed to intimidate members or limit full participation.

The fundamental right of deliberative assemblies requires all questions to be thoroughly discussed before taking action! The assembly rules - they have the final say on everything! Silence means consent

Process

• Obtain the floor (the right to speak) by being the first to stand when the person speaking has finished; state Mr./Madam Chairman. Raising your hand means nothing, and standing while another has the floor is out of order! Must be recognized by the Chair before speaking!
• Debate can not begin until the Chair has stated the motion or resolution and asked “are you ready for the question?” If no one rises, the chair calls for the vote!
• Before the motion is stated by the Chair (the question) members may suggest modification of the motion; the mover can modify as he pleases, or even withdraw the motion without consent of the seconder; if mover modifies, the seconder can withdraw the second.
• The “immediately pending question” is the last question stated by the Chair! Motion/Resolution - Amendment - Motion to Postpone The member moving the “immediately pending question” is entitled to preference to the floor!
• No member can speak twice to the same issue until everyone else wishing to speak has spoken to it once! All remarks must be directed to the Chair. Remarks must be courteous in language and deportment - avoid all personalities, never allude to others by name or to motives!
• The agenda and all committee reports are merely recommendations! When presented to the assembly and the question is stated, debate begins and changes occur!

The Rules

• Point of Privilege: Pertains to noise, personal comfort, etc. - may interrupt only if necessary!
• Parliamentary Inquiry: Inquire as to the correct motion - to accomplish a desired result, or raise a point of order
• Point of Information: Generally applies to information desired from the speaker: “I should like to ask the (speaker) a question.”
• Orders of the Day (Agenda): A call to adhere to the agenda (a deviation from the agenda requires suspending the rules)
• Point of Order: Infraction of the rules, or improper decorum in speaking. Must be raised immediately after the error is made
• Main Motion: Brings new business (the next item on the agenda) before the assembly
• Divide the Question: Divides a motion into two or more separate motions (must be able to stand on their own)
• Consider by Paragraph: Adoption of paper is held until all paragraphs are debated and amended and entire paper is satisfactory; after all paragraphs are considered, the entire paper is then open to amendment, and paragraphs may be further amended. Any Preamble can not be considered until debate on the body of the paper has ceased.
• Amend: Inserting or striking out words or paragraphs, or substituting whole paragraphs or resolutions
• Withdraw/Modify Motion: Applies only after question is stated; mover can accept an amendment without obtaining the floor
• Commit /Refer/Recommit to Committee: State the committee to receive the question or resolution; if no committee exists includes size of committee desired and method of selecting the members (election or appointment).
• Extend Debate: Applies only to the immediately pending question; extends until a certain time or for a certain period of time
• Limit Debate: Closing debate at a certain time, or limiting to a certain period of time
• Postpone to a Certain Time: State the time the motion or agenda item will be resumed
• Object to Consideration: Objection must be stated before discussion or another motion is stated
• Lay on the Table: Temporarily suspends further consideration/action on pending question; may be made after motion to close debate has carried or is pending
• Take from the Table: Resumes consideration of item previously “laid on the table” - state the motion to take from the table
• Reconsider: Can be made only by one on the prevailing side who has changed position or view

Consensus vs. Majority

At first glance an organization can easily overlook the differences between these two terms. When an organization makes decisions by way of consensus, a discussion is usually involved. In this case the members deliberate on the value and validity of different points until they all reach a decision that everyone is comfortable with. However, when decisions are made by a majority vote there isn’t much deliberation at all. Oftentimes members have already made a personal decision and the final call is decided by a vote where the option with the majority of the votes is selected.

Characteristics of a Good Leader

Although leadership is defined differently by many there are a few key characteristics that are viewed by most as the qualities of a good leader. Some of these qualities are commitment, a positive attitude, passion, communication skills, honesty, competence, a strong work ethic, a sense of responsibility, and a great deal of focus. Although many of these characteristics may come more easily to some than others, they are all qualities that can be learned and perfected overtime and they are certainly qualities that make for an effective and respected leader.

Creating a Paper Trail

Creating a paper trail is imperative to making your organization run smoothly and effectively. Student organizations should keep copies of all important documents in files. These include, but are not limited to, contracts, financial records, pertinent emails, copies of past publicity, and your constitution. By keeping a paper trail of everything your group is involved with you avoid running into many possible issues. Also, a paper trail allows you to always be able to back up your word with documentation. In addition, keeping a paper trail makes it so much easier for future leadership to pick up where you left off and keep your organization going strong.

Transitions

Transitions are experienced by all organizations and whether or not a transition is done smoothly makes the difference between an organization surviving and thriving and an organization falling apart. Here are a few tips that can help make transitioning a very smooth process:

• Create an annual report that includes information about everything your organization has done in the past year.
• Pass on all of your files (they should be organized and legible).
• Have a joint executive board meeting (the incoming e-board with the outgoing e-board).
• Set goals (the incoming e-board should use the expertise of the outgoing e-board to set goals for the upcoming year).
• Discuss the budget (past and future).
• Contact your advisor if you need any guidance or support to help you through transition.