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Session 4 parliamentary procedure basics - for email

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Parliamentary Procedure General Guide for Mini Companies.

Parliamentary Procedure General Guide for Mini Companies.

Published in: Economy & Finance, Technology

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  • Parliamentary Procedure is a tool for meetings. This is used in almost all kinds of organizations composed of 5 or more people. The objective of which is to make effective use of meeting time. This is is the tool for organizations make decisions in a fair, consistent (Written), considerate (consensus/quorum), efficient manner.
  • Minutes of the meetings are the written proof of the activities and discussions held during the meetings. It is not a narrative of conversations, rather, it is a summary of points made during the meeting. If quotes are necessary, so it be. TIP: Bring a recorder so you can retype with ease, and pay attention during the meeting.
  • 4 important duties of HR Dept before meetings: -Make sure a notice has been sent to everyone involved in that particular meeting. -Make sure there will be a quorum for the meeting. -Remind the president to send an agenda for the meeting. (TIP: ask the President for the agenda ahead time so when you send notices, it will already include the agenda - - so that everyone can prepare their part.) -Prepare the minutes of the meeting so that everyone can review the contents and comment, if there are corrections/comments.
  • TIP: Send the minutes of the previous meetings before the meeting so that everyone can review it prior to the meeting. - - This is to save our “executive time” during meetings.
  • Transcript

    • 1. Parliamentary Procedure Basics for Mini Companies
    • 2. Basic Responsibilities
      • The Company President shall preside as the Chairman
      • A representative from the HR Department (Corporate Secretary) shall be responsible for the Minutes of the Meeting
      • In the absence of the President, a VP may preside as the Chairman (with the approval of other VPs during the meeting)
      • Everyone must address the Chairman when speaking
      • The Chairman must recognize everyone with speaking rights
    • 3. Basic Rules
      • Allow only one person will speak at a time
      • Give everyone an opportunity to speak (time limit is recommended)
      • Raise your hands if you want to speak so you can be acknowledged by the Chairman
      • Always ask for a motion when an important policy is to be made
      • A motion must be seconded
      • A seconded motion can be discussed (if necessary)
      • A motion can be amended (only with the permission of the person who originated it)
      • If a conflict arises from discussions, a vote may be called upon by the Chairman - - by asking for a motion to vote.
      • Once a motion is passed, it takes effect immediately
    • 4. Basic Flow
      • The Chairman calls the meeting to Order .
        • Chair: “Ladies (and gentlemen), good morning and welcome to (Company name)’s Board of Directors Meeting. The meeting will now come to order” (tap/s)
      • The Chairman makes sure that a notice has been sent and that there is a quorum by asking the VP for HR (or any representative from the HR responsible for the Minutes of the Meeting)
        • Chair: “VP for HR, has the notice of meeting been sent and do we have a quorum?”
        • HR: (checks the notice and attendance sheet and responds) “Yes Ms. Chair, the notice has been sent and we have a quorum . We may proceed with the business in the Agenda ”
        • Optional: The Chair may ask for the names of warm bodies in the house for verification
        • Chair: “There being a quorum, this meeting is hereby duly constituted to transact the business in the Agenda ”
    • 5. Basic Flow
      • The Chairman shall inform everyone of the Agenda
        • Chair: “Our Agenda for today are the following…”
      • Approval of the Minutes of the Previous Meeting
        • Chair: “We now move to the next item in the agenda which is the approval of the minutes of the previous meeting held on ____, at ____. Is there any motion on the matter”
        • BOD 1: “Ms. Chair, I move to dispense with the reading of the minutes and to consider the minutes approved”
        • BOD 2: I second the motion
        • Chair: There being a motion duly made and seconded, the minutes of the meeting is hereby approved.
    • 6. Basic Flow
      • Presentation of Reports
        • Chair: “We now call on ____ to render his/her report on _____”
        • Presentor: “Thank you Ms. Chair… (proceeds with the report)
        • Chair: “Thank you ____. Is there any reaction to this report?”
        • (The Chair waits for reactions and recognize them accordingly. After hearing reactions, the Chair may ask for a motion to accept the report)
        • Chair: “Is there a motion to accept the report”
        • BOD 1: “I move to accept the report made by _____”
        • BOD 2: “I second the motion”
      • The Chairman shall proceed with the meeting following the flow of the Agenda.
    • 7. Basic Flow
      • Other Matters. The Chair shall acknowledge other matters for discussion after all matters in the agenda has been tackled
        • Chair: “Are there any other matters for discussion”
        • BOD 1: There are no other matters for discussion Ms. Chair
      • Meeting end with the Chairman calling for a motion to adjourn the meeting.
        • Chair: “We have reached the end of our Agenda, is there a motion to adjourn?”
        • Mem 1: “I move the meeting to be adjourned”
        • Mem 2: “I second the motion”
        • Chair: “There being a motion to adjourn and seconded, I now call this meeting adjourned. Thank you for coming”
    • 8. Agenda - General Format
      • Call to Order and Determination of Quorum
      • Approval of the Minutes of the Previous Meeting
      • Presentation of Reports from the Department Heads
      • 1 st Subject Matter
      • 2 nd Subject Matter (and so on)
      • Other Matters
    • 9. Notice of Meeting Sample Format
      • (MC )Corp.
      • Notice of Meeting
      • Board of Directors Meeting
      • Date:
      • Time:
      • Where:
      • Agenda
      • I. Call to Order
      • II. Declaration of Quorum
      • III. Approval of Minutes of the Previous Meeting dated ____
      • IV. Presentations of the Following
      • A. President’s Report B. VP for Marketing’s Report
      • C. VP for Production’s report (and so on)
      • V. Other Matters
      • VI. Adjournment
    • 10. Sample Minutes of the Meeting
    • 11. TIPs
      • Plan ahead and construct a Schedule of Meetings indicating the pertinent topics to be discussed in advance.
      • Prepare for meetings
      • Whenever possible, discuss matters with the concerned people before the meeting to avoid long arguments & discussions while in session.
      • Cooperate & criticize constructively.
      • Enjoy. The objective of conducting meetings in parliamentary procedure is efficiency and not necessarily for the sake of formality.
    • 12. Thank You