Organizational Management Parliamentary Procedures

7/23/2019 Organizational Management Parliamentary Procedures

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Making Meetings Work Usingthe Parliamentary Procedure



All about:PLANNING & ORGANIZING

Parliamentary Procedure?



Basic Principles

1. HARMONY/UNITY

2. EQUALITY

3. RESPECT FOR OTHERS

4. FREEDOM OF SPEECH



Basic Principles:

HARMONY, EQUALITY, RESPECT FOR OTHERS, FREEDOM OF SPEECH

Why have procedures?

Harmony & Cooperation



Members?

Basic Principles:

HARMONY,EQUALITY, RESPECT FOR OTHERS, FREEDOM OF SPEECH

EQUAL rights, privileges, obligations



Leader?

Basic Principles:

HARMONY,EQUALITY, RESPECT FOR OTHERS, FREEDOM OF SPEECH

Unbiased!



Productive meeting?

Basic Principles:

HARMONY, EQUALITY,RESPECT FOR OTHERS, FREEDOM OF SPEECH

Minimum number of members present



Have questions/concerns?

Basic Principles:


One at a time!



Have something to say?

Basic Principles:


Make sure others,ESPECIALLY

LEADER,recognize you!



Have something MORE to say?

Basic Principles:


Respect first what others have to say.



Lost in the discussion?

Basic Principles:


Member’s RIGHT: toknow what’s going on

Leader’s DUTY: to remind members ofwhat’s going on



Have something to say?

Basic Principles:

HARMONY, EQUALITY, RESPECT FOR OTHERS, FREEDOM OF SPEECH

SAY IT.



Basic Principles: RECAP

1. HARMONY/UNITY

2. EQUALITY

3. RESPECT FOR OTHERS

4. FREEDOM OF SPEECH



How to go about a Meeting:

MAKING MEETINGS WORK

1. PLAN in advance

(for “chair” AND

member)

PREPARATION:





2. ALL meetings are out of

NECESSITY

PREPARATION:





3. MembersCOMMITTED to

group purpose

PREPARATION:





4. LISTEN to

others

DURING:





5. MAKE SURE everyone:-UNDERSTANDS the REASON for the

meeting- does his/her HOMEWORK (in accordanceto this understanding)

DURING:





6. ActivelyENGAGE in the

discussion

DURING:





7. Everyone should know:- SUBJECT MATTER at hand- Proper COMMUNICATION

- What to take into account when MAKINGDECISIONS

DURING:





8. Clear PURPOSE and AGENDA ofmeeting for members to:

- Share/generate IDEAS- Make DECISIONS/RECOMMENDATIONS

DURING:





9. Be SENSITIVE

to others

DURING:





10. Suggest COMMITTEE WORK when

needed

DURING:





11. DEMAND hard work and GOODreports/output

DURING:




HANDLING A MOTION

What’s a motion?

Motion = Formal

proposal= Formal

suggestion




HANDLING A MOTIONI. A member MAKES A MOTION

II. Another member SECONDS THE MOTIONIII. Person in charge STATES THE

QUESTION on the motion

IV. Person in charge PUTS QUESTION TO

A VOTE




HANDLING A MOTIONI.Member MAKES A MOTION

II. Another SECONDS THE MOTION

III. Leader STATES THE QUESTIONon the motion

IV. Leader PUTS QUESTION TO AVOTE

“We should…”

“I second that.”

“Should we…?”

“Let’s have a vote.”




BASIC METHODS OF VOTING

1. Voice Vote

2. Rising Vote

3. Show of Hands

4. Ballot





1. Voice Vote

2. Rising Vote

“All in favor,

say ‘aye’…”

“All in favor,please rise…”





3. Show of Hands

4. Ballot

“All in favor, raise

your hand…”

“Write your voteon a paper…”



on certain matters or subjects

Committees(elected or appointed group of people)

CONSIDER

INVESTIGATE

TAKE ACTION



Committees:

MAKING COMMITTEES WORKTo function EFFECTIVELY, a committee

MUST HAVE:

1. LIST of committee members



Committees:


MUST HAVE:

2. COPY of MOTION/PROBLEM

referred to committee



Committees:


MUST HAVE:

3. SPECIAL INSTRUCTIONS (if

any)



Committees:


MUST HAVE:

4. Statement of POWERS and

DUTIES of committee



Committees:


MUST HAVE:

5. Copies of ALL PAPERS relating to

assigned subject





Committees:


MUST HAVE:

7. INFORMATION on type of report

desired and DATE of its presentation



Committees:

MAKING COMMITTEES WORKIn short,

KNOW THEIR STUFF.

Effective committees should:



A committee makes:

The COMMITTEE REPORTWritten proposal

For: Higher authority

Aim: PERSUADE higher authority toADOPT report & its RECOMMENDATIONS

Made by: either member, recorder,or person in charge

ALL members REVIEW&REVISE this



Committees:

The COMMITTEE REPORT FORMATHas many formats, but generally contain:

Executive Summary

PreambleBackground

Proposed Solution

Rationale

Recommendation



COMMITTEE

REPORTTEMPLATE



EXECUTIVE

SUMMARY



Executive Summary

- CONTAINS purpose, solution,rationale, & recommendations

-SUMMARY of entire report



PREAMBLE



Preamble

-Contains REVIEW of PROCEDURES used in

problem solving process

-Contains BASIC INFORMATION (i.e. name ofcommittee and members)

-Contains STATEMENT of CHARGE/MISSION

given



BACKGROUND



Background

- Background of NATURE, CAUSES, EFFECTS

of PROBLEM

-Indication of NEED for SOLUTION

-Summary of FINDINGS & CONCLUSIONS



PROPOSED

SOLUTION



Proposed Solution

GOALS& OBJECTIVES

STATEMENT OF PERSONNELSPACE, MATERIALS & LOGISTICS

FINANCES & BUDGET

TIME

EVALUATION& IMPACT



Goals & Objectives



Proposed Solution

GOALS& OBJECTIVES

STATEMENT OF PERSONNEL

SPACE, MATERIALS & LOGISTICS

FINANCES & BUDGET

TIME

EVALUATION& IMPACT

[Outcome of proposed solution]



Statement ofPersonnel



Proposed Solution

GOALS& OBJECTIVES



FINANCES & BUDGET

TIME

EVALUATION& IMPACT

[Roles/tasks of individuals & their relationships]



Space, materials &

logistics



Proposed Solution

GOALS& OBJECTIVES



FINANCES & BUDGET

TIME

EVALUATION& IMPACT

[Necessary resources]



Finances & Budget



Proposed Solution

GOALS& OBJECTIVES



FINANCES & BUDGET

TIME

EVALUATION& IMPACT

[Costs of all materials/logistics & source of funds]



Time



Proposed Solution

GOALS& OBJECTIVES



FINANCES & BUDGET

TIME

EVALUATION& IMPACT

[Timetable of deadlines/tasks]



Evaluation & Impact



Proposed Solution

GOALS& OBJECTIVES



FINANCES & BUDGET

TIME

EVALUATION& IMPACT[Success indicators & people affected]



RATIONALE



Rationale

- Argued defense of proposed solution

-Includes: (1) how the plan meets the need, (2)why plan is desirable,

(3) why plan is advantageous



RECOMMENDATION



Recommendation

- Request for higher authority to take action onwork of committee



RECAP ofMaking Meetings Work

Meeting preparation



Meeting preparation

Actual Meeting

Possibly

Motion

If seconded

VoteIrresolvable problem

Committee

Committee Report

Find solution

Elect/Appoint

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Organizational Management Parliamentary Procedures

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