Robert's Rules of Order

Robert's Rules of Order is a set of rules for conducting orderly meetings that give every member an equal right to participate. Originally published in 1876 by Henry Martyn Robert, the rules have been revised and updated over the years and remain the most widely used parliamentary authority in organizations across North America.

Why Use Parliamentary Procedure?

Most meetings are informal enough that structured rules are unnecessary. But as the number of participants grows, or when decisions are contentious, some form of order becomes essential. Parliamentary procedure provides:

Fairness - Every member has an equal right to speak and vote.
Efficiency - Discussion stays focused on one topic at a time.
Clarity - Decisions are made through a defined process, so everyone understands what was decided and why.
Protection of the minority - While the majority rules, the minority has the right to be heard.

Core Principles

Robert's Rules are built on several foundational principles:

One thing at a time - Only one motion can be considered at a time. This prevents confusion and ensures focused discussion.
One person at a time - Only one member may speak at a time, and they must be recognized by the chair before speaking.
Majority rules - Decisions are made by majority vote, unless the rules specify a higher threshold.
Rights of the minority - The minority has the right to speak, to be heard, and to have their dissent recorded.
Full and free debate - Every member has the right to speak on a motion before a vote is taken, subject to rules on debate length and frequency.

Key Concepts

Motions

A motion is a formal proposal for the group to take action or express an opinion. The basic process for handling a motion:

A member is recognized by the chair and makes a motion ("I move that...").
Another member seconds the motion. A second does not mean agreement; it means the topic is worth discussing.
The chair states the motion and opens it for debate.
Members debate the motion.
The chair calls the vote.
The chair announces the result.

Types of Motions

Main motions - Introduce new business for the group to consider.
Subsidiary motions - Modify or dispose of the main motion (e.g., amend, postpone, refer to committee).
Privileged motions - Address urgent matters unrelated to the pending business (e.g., recess, adjourn).
Incidental motions - Arise out of the proceedings and must be resolved before business continues (e.g., point of order, appeal).

Quorum

A quorum is the minimum number of members who must be present for business to be conducted. Without a quorum, the group cannot make binding decisions. The specific quorum requirement is typically defined in the organization's bylaws.

The Role of the Chair

The chair (or presiding officer) is responsible for:

Maintaining order and ensuring rules are followed.
Recognizing members who wish to speak.
Stating motions and putting them to a vote.
Remaining impartial during debate. The chair should not participate in debate without passing the role to another officer.

When to Use Robert's Rules

Robert's Rules are most appropriate for:

Board meetings and governance bodies where decisions have legal or organizational significance.
Large assemblies where informal discussion would be chaotic.
Contentious decisions where a structured process helps ensure fairness.

They are generally not needed for small team meetings, brainstorming sessions, or informal discussions. Using parliamentary procedure where it is not needed adds friction without value.

Practical Tips

Start simple - Most groups only need a handful of the rules. Learn motions, seconds, debate, and voting. Add complexity only when needed.
The chair sets the tone - A good chair keeps things moving without being rigid. The goal is orderly discussion, not formality for its own sake.
Record decisions - Minutes should capture what was decided, not everything that was said. Record motions, vote outcomes, and action items.

References

Robert, Henry M., et al. Robert's Rules of Order Newly Revised. 12th Edition. PublicAffairs, 2020.