Points of Order: 5 Tips for Running Efficient Meetings

As a previous member of the Utah state legislature and my local school board, I’ve learned a few things about running efficient meetings. We’re often advised to read Robert’s Rules of Order. It’s the gold standard for effective meetings, but it’s also a lot.

A few pointers may help.

Create, distribute, and stick to the agenda.

Send out the agenda with supporting documentation a few days prior to the meeting so there’s time for member review. Be sure to include the date and time of the meeting to entice homeowners to attend. If you want input on a particular item, highlight it.

Conduct your roll call and call to order.

If you don’t have a quorum, you can’t conduct business. Your governing documents should specify how many people are needed for a quorum.

Avoid last-minute additions.

Don’t surprise members with last-minute items; add them to the agenda before it is approved. After changes are proposed, a vote is called to approve the agenda. This way everyone agrees with what is going to be discussed.

Be open to homeowner comments.

One of my biggest concerns involved decisions being made that I knew nothing about. Our board was holding meetings without allowing anyone to attend. Boards should be following a formal process for decision-making, such as amending rules. Owner input often is required before such consequential decisions are made.

Some owners just want to be heard. Often just listening to them can alleviate misunderstandings. Board meetings are where homeowners can complain or compliment.

To ensure meetings run smoothly, limit how much time each homeowner is allowed to speak. This is usually three to five minutes. Be sure to set a timer before each speaker begins. Make sure everyone gets the same amount of time. When all homeowners have spoken, move to close comments. Once closed, homeowners are in listen-only mode.

Follow procedures for motions and voting.

This is one of the most misunderstood processes. In simple terms, a board member makes a motion and another seconds it. That means the motion can now be discussed. A second only indicates a discussion. It’s not an approval.

Once moved and seconded, the chair restates the question. The motion is debated. The member who made the motion goes first. Other board members follow in an orderly fashion. Visitors don’t participate in the discussion. Once all discussion is finished, voting begins.

The chair announces the results, including individual tallies. The secretary records the motion and the decision in the minutes.

Proper preparation for board meetings is very important. When I was in the legislature, I tried to review bills prior to the meeting. By doing so, I knew what questions I wanted to ask.

Sometimes meetings drag on because board members haven’t done their homework. 

Please take the time to learn basic parliamentary procedures, read the materials, and come prepared to ask meaningful questions. It will make the process more enjoyable and beneficial for everyone.

150 Years of Robert’s Rules

This year marks the 150th anniversary of the first publication of Robert’s Rules of Order. Since 1876, the book has helped groups hold fair, organized, and efficient meetings. It remains the most widely used manual of parliamentary procedure in the U.S. In addition to the full 816-page manual, condensed versions and derivatives can help guide community associations through orderly meetings.

» Find your meetings manual.