What to Say When Making a Motion: US Meeting Guide

In parliamentary procedure, the formal proposal known as a "motion" sets the stage for group deliberation and decision-making, and mastering what do you say when making a motion is crucial for effective participation. Robert’s Rules of Order, the widely adopted guide for conducting meetings in the United States, provides specific protocols for phrasing and presenting motions. The National Association of Parliamentarians offers resources and training to help individuals understand these rules and articulate their proposals effectively. The ability to properly formulate a motion ensures that the assembly can clearly understand the issue at hand and proceed with focused discussion, ultimately leading to a vote.

Unleashing the Power of Motions in Meetings: A Foundation for Effective Decision-Making

In the realm of organized gatherings, where ideas converge and decisions are forged, the motion stands as a cornerstone of structured and productive dialogue. But what exactly is a motion, and why is its understanding so critical for anyone seeking to actively participate and influence meeting outcomes?

Defining the Motion: A Catalyst for Action

At its core, a motion is a formal proposal presented for consideration and action by a group.

It’s the mechanism by which ideas are translated into tangible decisions, providing a structured framework for discussion, amendment, and ultimately, resolution.

Think of it as the engine that drives the decision-making process, channeling diverse opinions into a clear path forward. Without motions, meetings risk devolving into unstructured debates, lacking focus and direction.

The Importance of Procedure: Fairness and Efficiency

The power of a motion, however, is inextricably linked to the adherence to established procedures.

Following accepted protocols, such as those outlined in Robert’s Rules of Order, ensures fairness and efficiency.

These rules are not arbitrary; they exist to guarantee that every member has an equal opportunity to voice their opinion, propose amendments, and participate in the voting process.

By adhering to these procedures, meetings can avoid the pitfalls of dominance by a few vocal individuals and ensure that decisions reflect the collective will of the group.

A structured approach streamlines the process, preventing unnecessary delays and fostering a sense of order.

Achieving Meeting Objectives: The Benefits of Understanding Motions

Mastering the art of motions translates directly into achieving meeting objectives more effectively.

When participants understand how to properly propose, second, debate, and vote on motions, the entire process becomes more efficient and transparent.

This clarity leads to better decisions, as all members are informed and engaged.

Furthermore, a firm grasp of motions promotes a more productive meeting environment, reducing the likelihood of misunderstandings, arguments, and unproductive tangents.

Ultimately, understanding motions empowers individuals to contribute meaningfully, shape outcomes, and foster a collaborative atmosphere that propels the group toward its shared goals.

The capacity to navigate this framework enhances overall governance by ensuring fair representation of individual member opinions.

The Anatomy of a Motion: Essential Elements and Phrases

Having established the importance of motions in the preceding section, we now turn to the practical mechanics of crafting and presenting them effectively. Understanding the precise elements of a motion is crucial for ensuring that your voice is heard and your proposals are given due consideration within the meeting process. Mastering these fundamental skills empowers individuals to shape discussions, influence decisions, and contribute meaningfully to the collective objectives of the group.

Securing the Floor: The Gateway to Proposing a Motion

Before a motion can be formally presented, a member must first be recognized to speak, often referred to as "securing the floor."

This crucial step ensures that the meeting remains orderly and that all participants have an equal opportunity to contribute.

The typical process involves raising your hand or, in some virtual settings, utilizing the "raise hand" function.

Wait to be acknowledged by the Chairperson, President, or Moderator.

Do not speak until you have been explicitly granted permission. Speaking out of turn is disruptive and can undermine the legitimacy of your motion.

Crafting a Clear and Concise Motion

Once recognized, it’s imperative to articulate your motion with clarity and precision.

Avoid ambiguity and ensure that your proposal is easily understood by all members present.

A well-crafted motion should be succinct, focusing on the core action or decision you are seeking.

Strive to use simple and direct language, avoiding jargon or overly technical terms that may confuse or alienate your audience.

The "I Move That…" Phrase and Its Variations

The standard phrasing for introducing a motion is: "I move that…"

This phrase serves as a clear signal that you are formally proposing a specific action.

For example, "I move that we approve the budget as presented."

While the "I move that…" phrasing is standard, acceptable variations include "I propose that…" or "I recommend that…", as long as the intent to present a formal motion is clear.

The choice of phrasing may depend on the specific context or the prevailing customs of the organization.

The Role of a Second: Ensuring Sufficient Interest

Following the proposal of a motion, another member must second it.

This requirement serves to demonstrate that at least two members believe the motion warrants further discussion.

A second does not necessarily indicate agreement with the motion, but rather a willingness to consider it.

To second a motion, a member simply states, "I second the motion," without needing to be recognized.

If a motion fails to receive a second, it is considered to have died for lack of support and is not brought up for debate or vote.

The Chairperson’s Guidance: Recognizing and Managing Motions

The Chairperson, President, or Moderator plays a critical role in guiding the motion process.

Their responsibilities include recognizing members who wish to speak, ensuring that motions are properly stated and seconded, and maintaining order during debate.

The Chairperson should also clarify any ambiguity in the motion and ensure that all members understand the proposal before it is put to a vote.

They are responsible for keeping the discussion focused and relevant to the motion at hand.

The Chairperson’s impartial guidance is essential for ensuring fairness and efficiency in the meeting process.

Navigating the Motion Landscape: Types of Motions Explained

Having established the importance of motions in the preceding section, we now turn to the practical mechanics of crafting and presenting them effectively. Understanding the precise elements of a motion is crucial for ensuring that your voice is heard and your proposals are given due consideration.

Mastering the nuances of parliamentary procedure requires more than just knowing how to make a motion. It also involves understanding what kind of motion is appropriate for a given situation. The world of motions is diverse, with different types designed to accomplish specific objectives. This section provides a comprehensive overview of these motion categories, clarifying their purposes and illustrating their practical applications.

Main Motions: Initiating Action

At the heart of any meeting lies the main motion. This is the fundamental tool for introducing new business and proposing action. It’s the starting point for discussion and the vehicle for driving decisions.

A main motion is used when you want the group to consider a completely new idea or proposal. It can be anything from approving a budget to adopting a new policy.

The key characteristic of a main motion is that it brings a substantive issue before the assembly for the first time during that meeting. It opens the floor for debate and, ultimately, a vote.

Subsidiary Motions: Refining and Delaying

Often, a main motion needs some tweaking or further consideration before it’s ready for a final vote. This is where subsidiary motions come into play. These motions don’t introduce new business, but rather they modify or delay the consideration of a main motion.

Think of them as tools for fine-tuning the process.

One of the most common and useful subsidiary motions is the amendment.

Amendments: Modifying the Main Motion

An amendment allows you to change the wording of a main motion. You can add words, delete words, or substitute entire sections. The goal is to refine the proposal to better reflect the will of the group.

Amendments must be germane to the main motion. This means they must relate to the same subject matter. You can’t use an amendment to introduce a completely new idea.

Other subsidiary motions include motions to postpone, refer to a committee, or limit debate. Each of these motions serves a specific purpose in managing the flow of discussion and ensuring that the assembly has ample opportunity to consider all aspects of the main motion.

Privileged Motions: Addressing Urgent Needs

In the heat of a meeting, unforeseen circumstances can arise that demand immediate attention. Privileged motions are designed to address these urgent needs, even interrupting the consideration of other business.

These motions deal with matters that affect the comfort, safety, or rights of the assembly. They take precedence over all other motions because of their urgency.

Examples of privileged motions include motions to recess, adjourn, or raise a question of privilege.

A question of privilege might involve a member’s ability to hear or participate in the meeting. Because of the urgent nature of these issues, privileged motions are given priority over other business.

Incidental Motions: Resolving Procedural Questions

As the assembly navigates the complexities of parliamentary procedure, questions inevitably arise about the rules and how they should be applied. Incidental motions provide a mechanism for addressing these procedural uncertainties.

These motions don’t deal with the substance of the issue at hand but rather with the process by which it is being considered.

Points of Order: Correcting Procedural Deviations

One of the most common incidental motions is the point of order. This motion is used to call attention to a violation of the rules. If a member believes that the meeting is not following proper procedure, they can "rise to a point of order."

The chair must then rule on whether the point is well-taken. If so, the meeting must correct the procedural error.

Other incidental motions include motions to appeal the chair’s decision, suspend the rules, or withdraw a motion. These motions help ensure that the meeting is conducted fairly and efficiently.

The Hierarchy of Motions: Understanding Precedence

The different types of motions are not all created equal. They exist in a hierarchy, with some motions taking precedence over others. This means that if two motions are pending at the same time, the higher-ranking motion must be addressed first.

Understanding this hierarchy is crucial for navigating the motion landscape effectively. Privileged motions generally have the highest precedence, followed by subsidiary motions, and then main motions.

Incidental motions can arise at any time and often take precedence temporarily while the procedural question is resolved.

By understanding the different types of motions and their relative importance, you can participate more effectively in meetings and help ensure that decisions are made fairly and efficiently.

The Art of Debate: Discussing Motions Effectively

Having established the importance of motions in the preceding section, we now turn to the practical mechanics of crafting and presenting them effectively. Understanding the precise elements of a motion is crucial for ensuring that your voice is heard and your proposals are given due consideration. The subsequent discussion, or debate, is where ideas are refined, perspectives are shared, and ultimately, a collective decision is forged.

The Value of Open Dialogue

Open discussion following a motion is the bedrock of informed decision-making. It’s not simply about advocating for your own viewpoint; it’s about creating a collaborative environment where all members feel empowered to contribute. This inclusiveness ensures that diverse perspectives are considered, potential pitfalls are identified, and the final decision is well-rounded.

Without genuine dialogue, motions become mere formalities, robbing the process of its true potential. This type of stagnation breeds resentment and erodes trust among members. A robust discussion fosters a sense of ownership and commitment to the eventual outcome.

The Chairperson’s Pivotal Role

The Chairperson, President, or Moderator serves as the conductor of this debate, ensuring a harmonious and productive exchange. This role extends beyond simply recognizing speakers; it encompasses maintaining order, ensuring relevance, and fostering a climate of respect.

The Chairperson is responsible for:

• Maintaining Decorum: Preventing disruptive behavior, personal attacks, and ensuring that the discussion remains civil.

• Guiding the Conversation: Keeping the debate focused on the motion at hand and preventing tangents. This is especially important if the meeting has a strict timeframe, or a long agenda.

• Ensuring Fairness: Providing equal opportunities for all members to speak, regardless of their position on the motion.

The Chairperson’s effectiveness directly impacts the quality of the debate and, consequently, the quality of the decision.

Courtesies in the Crucible of Debate

Even amidst passionate debate, certain courtesies are essential for maintaining a respectful and productive environment. These seemingly small gestures can significantly impact the tone of the discussion and the overall morale of the group.

Here are some key courtesies:

• Active Listening: Pay attention to the speaker, avoid interrupting, and demonstrate genuine interest in their perspective.

• Respectful Disagreement: Disagree with ideas, not with individuals. Frame criticisms constructively and avoid personal attacks.

• Concise Contributions: Be mindful of others’ time. State your points clearly and concisely, avoiding unnecessary repetition.

• Yielding the Floor: Once you’ve made your point, allow others the opportunity to speak.

By adhering to these simple courtesies, members can create a debate environment that is both robust and respectful, leading to more informed and well-considered decisions. Remember that the goal is not to "win" the debate, but to arrive at the best possible outcome for the organization.

Reaching a Decision: The Voting Process Demystified

Having established the importance of motions in the preceding section, we now turn to the practical mechanics of crafting and presenting them effectively. Understanding the precise elements of a motion is crucial for ensuring that your voice is heard and your proposals are given due consideration. The voting process is the culmination of a motion, a pivotal moment where discussion transforms into a concrete decision.

This segment will illuminate the different voting methods, the necessary conditions for a motion to pass, and the importance of quorum in ensuring the legitimacy of the outcome. Understanding these elements is crucial for effective participation in any meeting governed by parliamentary procedure.

Methods of Voting: A Comprehensive Overview

The method of voting employed can significantly impact the perceived fairness and transparency of the decision-making process. It’s not just about tallying the votes, it’s about how those votes are gathered. The choice depends on the context, the nature of the motion, and the size of the group.

Here’s a breakdown of common voting methods:

• Voice Vote: Perhaps the simplest method, a voice vote (or "viva voce") involves the chairperson asking those in favor to say "aye" and those opposed to say "nay." The chairperson then determines the outcome based on the perceived volume of each response. This method is suitable for straightforward motions where a clear consensus is expected.

• Show of Hands: A show of hands provides a more visual assessment of support or opposition. Members raise their hands to indicate their vote. While slightly more formal than a voice vote, it remains relatively quick and efficient, particularly for smaller groups.

• Roll Call: In a roll call vote, each member’s name is called out, and they verbally state their vote. This method is the most formal and time-consuming but provides a clear record of each individual’s vote. It is often used for significant or controversial motions where accountability is paramount.

• Secret Ballot: A secret ballot allows members to vote anonymously, promoting candor and preventing potential influence or pressure. This method is particularly appropriate for sensitive issues, such as elections or disciplinary matters.

• Electronic Voting: With the proliferation of technology, electronic voting systems are becoming increasingly common. These systems offer speed, accuracy, and the potential for anonymity. However, it’s crucial to ensure the security and reliability of the system to maintain trust in the process.

Achieving a Majority: Understanding the Threshold

The concept of a "majority" is fundamental to the voting process, but its definition can vary depending on the specific rules or bylaws governing the organization. Understanding the required threshold for approval is crucial for knowing whether a motion has passed.

The most common types of majority are:

• Simple Majority: A simple majority requires more than half of the votes cast. This is the most common threshold for passing motions in most organizations.

• Super Majority: A supermajority requires a higher percentage of votes, such as two-thirds or three-fourths. Supermajorities are often required for significant decisions, such as amending bylaws or approving major expenditures.

• Unanimous Consent: While not technically a form of majority, unanimous consent occurs when no one objects to a motion. In such cases, the motion passes without a formal vote.

Determining the baseline for any motion must first be addressed. Is it based on those present and voting, or the total number of members eligible to vote? The specific phrasing used in the governing documents or bylaws will determine the baseline to calculate the majority threshold from.

The Importance of Quorum

While not directly related to how a vote is taken, quorum significantly impacts whether a vote is legitimate.

Quorum refers to the minimum number of members who must be present for a meeting to be valid and for decisions to be binding. If a quorum is not present, any votes taken may be deemed invalid.

The specific quorum requirement is typically defined in the organization’s bylaws. It may be expressed as a fixed number or as a percentage of the total membership. It is important to note that any motion made in a meeting where quorum is not met can be considered invalid and therefore must be addressed before any formal motions can occur.

Understanding quorum is essential for ensuring that meetings are conducted legitimately and that decisions are made with the appropriate level of participation. Without a quorum, the legitimacy of the entire process becomes questionable.

Parliamentary Procedure: The Guiding Principles for Fair Meetings

Having explored the voting process and various decision-making methods, we now consider the underlying principles that make these processes fair and effective. These principles are codified in parliamentary procedure, a set of rules and guidelines designed to ensure order, equity, and efficiency in meetings.

Robert’s Rules of Order: The Gold Standard

At the heart of parliamentary procedure lies Robert’s Rules of Order (RONR), a comprehensive manual that serves as the definitive guide for conducting meetings and making decisions in a structured and impartial manner.

RONR provides a standardized framework for:

• Agenda setting
• Debate
• Motion management
• Voting

This standardized approach is essential because it levels the playing field, ensuring that all members have an equal opportunity to participate and influence the outcome of discussions.

Ensuring Fairness and Preventing Gridlock

The true strength of parliamentary procedure lies in its ability to foster fairness and prevent gridlock. By establishing clear rules for debate, RONR ensures that all sides of an issue are heard before a decision is made.

Moreover, the rules prioritize motions based on their urgency and relevance, preventing less important matters from derailing crucial discussions. This structured approach minimizes the risk of filibustering or other delaying tactics that can paralyze decision-making.

A key function of Robert’s Rules is to protect the rights of both the majority and the minority. While the majority ultimately decides the outcome, the minority is guaranteed the opportunity to voice its concerns and have them duly considered.

This safeguard is essential for maintaining a sense of fairness and preventing the marginalization of dissenting opinions.

Robert’s Rules of Order Newly Revised (RONR): Staying Current

It’s important to note that Robert’s Rules of Order is periodically updated to reflect evolving practices and interpretations. The latest edition, Robert’s Rules of Order Newly Revised (RONR), represents the most current and authoritative version of the manual.

Organizations committed to best practices should ensure that their procedures align with the latest edition.

Simplified Guides for Easy Reference

While RONR is comprehensive, its size and complexity can be intimidating. Fortunately, several simplified guides are available that distill the core principles and procedures into more accessible formats.

These guides can be invaluable for:

• New members
• Smaller organizations
• Individuals seeking a quick reference

They provide a user-friendly introduction to the world of parliamentary procedure, empowering individuals to participate more effectively in meetings and decision-making processes.

By embracing parliamentary procedure and adhering to the principles outlined in Robert’s Rules of Order, organizations can create a more democratic, efficient, and productive meeting environment. This commitment to fair and structured processes leads to better decisions and stronger outcomes for all involved.

Key Players in Motion Management: Roles and Responsibilities

Having explored the guiding principles of parliamentary procedure, it’s crucial to understand the roles of the key individuals who ensure these principles are upheld during meetings. The effectiveness of motion management hinges on the active participation of all members, the impartial guidance of the Chairperson/President/Moderator, and, when present, the procedural expertise of the Parliamentarian.

The Active Role of Members

The members are the lifeblood of any organization utilizing motions. Their participation is paramount to ensuring that all voices are heard and that decisions reflect the collective will.

Members have a responsibility to:

• Participate in Debate: Engage constructively in discussions, presenting their viewpoints clearly and respectfully, while adhering to time limits and relevance.
• Propose Motions: Formulate motions that are clear, concise, and address specific issues or actions.
• Second Motions: Demonstrate support for a motion, indicating that it warrants further consideration by the body.
• Vote Deliberately: Cast their votes thoughtfully, based on their understanding of the motion and its potential consequences.

Each member has equal opportunity to propose, second, debate, and vote on motions, upholding the democratic principles of decision-making. They must actively engage while also respecting decorum and procedural guidelines.

Chairperson/President/Moderator: Ensuring a Fair Process

The Chairperson/President/Moderator serves as the facilitator of the meeting, responsible for maintaining order, guiding the discussion, and ensuring that all members have a fair opportunity to participate.

Their key responsibilities include:

• Recognizing Members: Granting members the floor to speak in a fair and impartial manner.
• Stating Motions: Clearly articulating the motion under consideration to ensure everyone understands the proposal.
• Managing Debate: Maintaining order during discussions, enforcing time limits, and ensuring that remarks are germane to the motion.
• Putting the Question: Formally presenting the motion for a vote after sufficient debate.
• Announcing the Results: Accurately declaring the outcome of the vote and its implications.

The Chairperson/President/Moderator must remain neutral and impartial, allowing the members to freely express their views within the bounds of parliamentary procedure. Their role is to safeguard the integrity of the process, not to influence the outcome.

The Parliamentarian: Expert Guidance on Procedure

The Parliamentarian, when present, acts as an advisor to the Chairperson/President/Moderator and the organization as a whole on matters of parliamentary procedure.

Their role is to:

• Provide Procedural Advice: Offer guidance on the proper application of parliamentary rules and precedents.
• Interpret Rules: Clarify the meaning and intent of specific rules or procedures.
• Ensure Compliance: Assist in maintaining order and ensuring that the meeting is conducted in accordance with established procedures.

The Parliamentarian’s expertise helps to prevent procedural errors and ensures that decisions are made in a fair and transparent manner. While their advice is valuable, the ultimate authority for interpreting and applying the rules rests with the Chairperson/President/Moderator. The presence of a Parliamentarian can significantly enhance the efficiency and fairness of meetings, particularly in complex or contentious situations.

Motions in Action: Real-World Applications and Examples

Having explored the guiding principles of parliamentary procedure, it’s crucial to understand the roles of the key individuals who ensure these principles are upheld during meetings. The effectiveness of motion management hinges on the active participation of all members, the impartial guidance of the chair, and a clear understanding of how motions translate into tangible outcomes.

Motions are not just abstract procedural tools; they are the engines that drive decision-making in a wide array of organizations. From the mundane to the momentous, motions shape the policies, budgets, and strategic direction of groups ranging from local homeowners associations to multinational corporations and even government bodies.

Homeowners Associations: Maintaining Order and Community Standards

Homeowners associations (HOAs) frequently rely on motions to address community concerns and enforce regulations. Consider a scenario where residents are debating the approval of a new landscaping project.

A motion might be proposed to allocate funds for the project, followed by debate, potential amendments, and ultimately, a vote. This process ensures that all homeowners have the opportunity to voice their opinions and that decisions are made in a transparent and democratic manner.

Without a structured approach like motion-based decision making, HOA meetings could easily devolve into chaotic, unproductive shouting matches. Motions create a framework for orderly discussion and fair resolution of disputes.

Non-Profits: Advancing Missions and Securing Resources

Non-profit organizations utilize motions to guide their operations, allocate resources, and advance their missions. Imagine a non-profit dedicated to environmental conservation.

A motion might be introduced to approve a grant application for funding a new conservation project. The board members would then debate the merits of the project, assess its alignment with the organization’s goals, and vote on whether to proceed.

Effective motion management is vital for non-profits, as it ensures that resources are allocated strategically and that decisions are made in accordance with the organization’s bylaws and ethical principles. The careful use of motions helps maintain donor confidence and ensures accountability.

Corporations: Driving Strategy and Innovation

In the corporate world, motions are instrumental in shaping strategic direction, approving major investments, and driving innovation.

For example, a motion might be proposed at a board meeting to approve the acquisition of a competing company. This would involve a thorough analysis of the potential benefits and risks, followed by a debate among board members and a formal vote.

The ability to effectively propose, debate, and vote on motions is essential for corporate governance and ensures that decisions are made in the best interests of the shareholders.

Government Bodies: Legislating for the Public Good

Government bodies, from local city councils to national parliaments, depend heavily on motions to legislate laws, approve budgets, and address pressing social issues.

Consider a city council meeting where a motion is introduced to approve funding for a new public transportation project. This would involve public input, expert testimony, and extensive debate among council members before a vote is taken.

Motions are the cornerstone of democratic governance, ensuring that decisions are made through a transparent and accountable process. They enable elected officials to represent the interests of their constituents and to shape policies that benefit the public good.

The Ubiquitous Impact

From the mundane to the momentous, motions are a fundamental tool for structured decision-making in a wide array of organizations. Their effective use promotes fairness, efficiency, and accountability, leading to more productive meetings and better outcomes. By understanding and mastering the art of motion management, individuals can become more effective participants in shaping the direction of their communities, organizations, and even their governments.

So, next time you’re at a meeting and you’ve got an idea you want to put on the table, don’t be shy! Remember this guide, and you’ll confidently know what to say when making a motion. Good luck, and may your motions always be seconded!