There is a good chance that, at some point in your life, you will find yourself in the situation where you have to attend or conduct a meeting. Depending on the formality of the meeting, you may need to develop some tactics to prevent chaos. It doesn't take long for a meeting to sink into total hustle and bustle. Fortunately, there are several ways to keep a meeting fresh and productive using parliamentary procedures.
Steps
Step 1. Obtain or create a manual to develop a professional format for appropriate parliamentary procedure
Roughly every collegiate body has different rules and regulations, but most derive from the law of political assemblies, of which you can find many manuals.
Step 2. Make an agenda
If there is no agenda, it becomes quite difficult to conduct the meeting and it will not be long before it becomes ungovernable. An agenda will provide you with a guarantee against this drift. Make sure that your agenda is in the right order and time for all points to be discussed, but make sure you also include some time for reading the minutes, employee reports or other members, old and new affairs, ads. Depending on the organization, the person in charge of drafting the agenda should be the President / Director, the Deputy, the Secretary or a specific commission.
Step 3. Create the "report"
The minutes should contain a short but complete summary of the previous meeting. This is very important because without a record, people forget what happened in the previous meeting, especially if it has been a long time since the last meeting. Human memory is never perfect. The task of drawing up the minutes is usually assigned to the Secretary of the organization, but not always.
Step 4. Assign a member the role of expert in parliamentary procedures, if the presidency is not already
A parliamentary procedure expert is a person with a great knowledge of procedures, so make sure he has a copy of the manual you are using. There will come a time when questions about the procedure will arise, so an expert in this field will be able to provide a solution quickly and effectively if the presidency is unable to do so.
Step 5. Make members understand parliamentary procedure
If someone who attends or votes on issues on a regular basis does not understand the group's norms, you will find that conducting the meeting will be impossible.
Advice
- Any change in the rules should be voted on by all members who have the opportunity.
- Hold an informal meeting that encourages members to learn your group's parliamentary procedure. This will ensure that the members are all at the same level.
- If your group is a government body or the board of a large business corporation, issue a constitution and laws for your organization. These documents will serve as "house rules" for business that does not change easily.
