Formal meeting procedures

Organizations function more smoothly when Board and Committee members are aware of and implement formal meeting procedures. This is essential for transparency and accountability - two crucial elements of good governance, and important for accurate record-keeping. When a formal meeting has been called, those participating should come prepared, and know what to expect. In this course, psychologist Peter Quarry explains and outlines formal meeting procedures, sometimes referred to as Robert's Rules of Order.

Learn how formal meetings operate; starting with setting a time and place for the meeting and inviting attendees;
Distribute a structured agenda well before the meeting, with items for discussion, information or decision, and documents to read;
Learn that the Chairperson facilitates the meeting, invites participation and controls who talks and for how long;
Learn that motions are put forward, seconded then discussed and/or voted on by those with voting rights;
Understand that points of order and amendments can be raised;
Make a record (an agreed notetaker) of those present, what was discussed, agreed and follow-up actions;
Summarize the minutes taken during the meeting, get approval by the chairperson, then disseminate;