Robert’s Rules outlines the process whereby groups make decisions and take action. It is not the process whereby you make decisions and take action. There is only a brief moment where the motion is yours. After that, your proposal becomes the group’s motion. The group decides what action to take.
There are six steps of the process. Following the six steps is the difference between success and failure; order and chaos; clarity and obscurity. Robert’s is very much like a dance. All of the dancers must be on the same step, tempo, and rhythm. Can you imagine a dance troupe where every dancer does their own thing? How many of them would run into each other or fall off stage?
A member stands up, is recognized, and makes a motion.
Notes: Smaller groups generally do not stand but will raise a hand or some other form of recognition. The goal is to ensure that only one person is talking at a time and that the Chair maintains control over the tempo and direction of the meeting.
Common Mistakes: Members do not stand up, do not wait to be recognized, and typically start to discuss their motion before completing STEP 2, STEP 3, and STEP 4 below!
Another member seconds the motion.
Notes: A second only means that another member feels the motion is worth discussing. If another member begins discussing the motion, it is considered to have been seconded.
Common Mistakes: The person seconding the motion dives into the merits of the motion. Time is wasted recording who made the second.
The Chair restates the motion to the group.
Notes: This is the point where your idea becomes the proposal for group action. The group now owns what was your idea. The motion that is debated and adopted is the one stated by the Chair, not the one stated by the maker of the motion, So be sure to correct the Chair immediately if it is stated differently. Sometimes the Chair will attempt to make your motion better so also make sure he understands the nature of your motion i.e. what you are trying to accomplish (step 1).
Common Mistake: The motion is restated differently from the wording of the maker. The Chair does not state the motion. The worst form of this is for someone to yell “So moved.”
The members debate the motion.
Notes: Debate, argue, and discuss are all words that can be used to generalize this step. Stay on topic (germane). Stay professional by sticking to facts and avoiding personal attacks.
Common Mistake: Debate gets out of control. Members talk at each other across the room rather than through the Chair.
The Chair asks for the affirmative votes and then the negative votes;
Notes: Voting needs to be clear to all members. A member may wish to challenge the outcome stated by the Chair. A member may want to change their vote. Abstentions are not votes; you are abstaining from voting.
Common Mistakes: If the Chair states ‘All in favor’ and fails to tell the members what to do as a matter of voting (for example, ‘say aye,’ ‘stand up,’ ‘raise your hand,’ etc.); or the negative vote is never called. Abstentions are called for or recorded.
The Chair announces the result of the voting; instructs the corresponding officer to take action; and introduces the next item of business.
Notes: At this point, the members will have heard the motion three times. It should be clear what has been accomplished.
Common Mistake: The Chair fails to announce the result of the voting. No one is instructed to take action. The next item is not brought up for consideration by the group.
