An important topic in student leadership training is the use of Robert’s Rules of Order or parliamentary procedure. Many student leaders dread it, most are confused by it and some just abandon it altogether – which is NOT a good idea if you want to run better organizations. I have used parli-pro as a student leader, in large meetings, in associations, and the corporate world. I still have my actual gavel from when I served as President of Circle K International (pictured above) and use it when I teach parli-pro and how to run effective meetings.
When I incorporate the topic into my trainings, I take two different approaches depending on the group I’m working with. For Student Government Associations (SGAs), Panhellenic Councils (or any organization with purview over other groups), Judicial Councils, and programming boards (or any groups that determine funding), I get pretty detailed and specific about the use of Robert’s Rules. For most other campus organizations and clubs, I make it quick and easy and stick to the basics.
SGAs, Programming Boards, Panhellenic and Judicial Councils
Going in-depth with these groups is usually about a 45 – 90 minute session – and sometimes even longer. We really get into the details of things such as the history of parliamentary procedure, its roots in the Common Law of British Parliament from the 16th century, making motions, writing resolutions, Points of Order, Points of Information, Points of Privilege and some of the more important rules that we still use today – like discussing/debating only one topic at a time. We dive into such topics as how the discussion of motions really plays out and how debating a topic before the motion is made which then makes the motion out of order.
These sessions are very in depth because Student Government and other governing organizations should follow parliamentary procedure very strictly. Of course, different SGAs will have different traditions which may fall outside the realm of Robert’s Rules, but that’s okay as long as they are at least sticking to the basics. Any time that money is being spent, such as by programming boards or allocations to clubs and organizations, I recommend a strict adherence to the rules of parliamentary procedure.
We often get into discussion about how to end debate. It’s usually one of last things I discuss but tends to be of most interest to student leaders. We can spend a good amount of time discussing different ways and formats of ending debates, calling the question, moving the previous question, etc.
The details of parliamentary procedure are particularly important for organizations at public universities because they may fall under meeting law rules and statutes. As a governing body within the institution they are could be required to follow the same rules and guidelines that city councils and the state legislature has to follow. In fact, I did a training at a school in Louisiana and used the Open Meetings Laws found on the State Attorney General’s web site as part of our discussion.
Campus Clubs and Organizations
For campus clubs and organizations in general, the discussion is a lot more top level. Parliamentary procedure and the discussion of Robert’s Rules is usually incorporated into my Fun and Exciting Meetings module and takes maybe 10 minutes. We don’t get into points of order, points of information, what debatable and what’s not debatable and all of the real technical stuff. Instead, we focus on the few things that will make their meeting run smoother and be more organized – like how to make a motion and how to proceed from there.
Something that’s important for them to know is that whoever makes motion gets to talk about it first. For example, someone makes the motion… “I move that we work at the food pantry next Saturday.” From there, someone must second it. Whoever made the motion gets to talk about it first and the seconder gets to talk about it next. It’s an important way to control the discussion and not lose control of the meeting.
For most campus clubs and organizations, parliamentary procedure is something they need to know how to use, but most times don’t follow very strictly. For example there’s a rule that states: “You cannot debate a topic until someone has made a motion.” My Kiwanis group is typical of how this transpires in real life and in most campus organizations. Often the discussion/debate will happen very informally and the group will come to a decision and THEN the motion is made. Technically, this is totally backwards but it can work and it’s the way a lot of campus organizations operate.
These groups should get the basics: how to make a motion and a little bit about debate so that if they ever need it they’ll be able to do it right. This is important for when they’re doing things like holding elections, spending money, and deciding between several different projects that require a vote. If they do things according to the rules, everybody can be satisfied. The rules especially come in to play if you have to remove someone from office. As you can imagine this can cause tempers to flare, people to get upset and you can even get sued if you don’t do it right.
Rules for Everybody
Here are a few final parliamentary procedure points of interest: During a meeting, if at any time someone in the group needs to take care of something personal – like having to leave to go to class or work – they can’t just get up and leave. They should ask for “Point of Personal Privilege” so that their departure is recorded in the minutes. When someone leaves it changes the number of people present, which affects voting. That’s why it should be reflected in the minutes. Clubs are used to people coming and going as they please, but this is really how it should be done.
And speaking of voting, let’s talk about abstentions – this includes people who verbalize their abstention or those who are present and just choose not to vote. Abstentions must be counted to accurately determine a majority. For example, if 10 members vote YES on an issue, five members vote NO and seven ABSTAIN – the motion fails because there was no majority of the members present. That brings me back to the importance of recording in the minutes who is there, who is not and if someone has left prior to the vote.
The main concepts that I share in my workshops is that parliamentary procedure is intended to do two things… facilitate debate and protect the rights of the minority in that debate. So even if your side loses the vote, at least you have had your say and that is what Parliamentary Procedure is really intended to do.
Parliamentary procedure is designed to make meetings run smoother, not make them more difficult. I try to take an approach that makes it simple and accessible to everyone, so that all points are heard and debate takes place in a reasonable and respectful environment. I have successfully written and passed motions, amendments, and resolutions in student government and in delegate bodies with as many as 5,000 people taking part. I know it works and if students have some knowledge of it they can run meetings without feeling intimidated.
Would you like your students to become better at Parliamentary Procedure? Check out my sessions Parliamentary Procedure for Student Government Leaders and Fun and Exciting Meetings. Email me at DaveKelly@GonzoSpeaks.com or call me at 770-552-6592 to discuss bringing me to your campus to share these great programs with your students! Booking me will not break the bank – check out my Affordable Pricing Model for a quote! Click on the calendar to find a date for your school!