Session 4 parliamentary procedure basics - for email


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Parliamentary Procedure General Guide for Mini Companies.

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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.
  • Session 4 parliamentary procedure basics - for email

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