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7/23/2019 Organizational Management Parliamentary Procedures
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Making Meetings Work Usingthe Parliamentary Procedure
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All about:PLANNING & ORGANIZING
Parliamentary Procedure?
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Basic Principles
1. HARMONY/UNITY
2. EQUALITY
3. RESPECT FOR OTHERS
4. FREEDOM OF SPEECH
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Basic Principles:
HARMONY, EQUALITY, RESPECT FOR OTHERS, FREEDOM OF SPEECH
Why have procedures?
Harmony & Cooperation
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Members?
Basic Principles:
HARMONY,EQUALITY, RESPECT FOR OTHERS, FREEDOM OF SPEECH
EQUAL rights, privileges, obligations
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Leader?
Basic Principles:
HARMONY,EQUALITY, RESPECT FOR OTHERS, FREEDOM OF SPEECH
Unbiased!
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Productive meeting?
Basic Principles:
HARMONY, EQUALITY,RESPECT FOR OTHERS, FREEDOM OF SPEECH
Minimum number of members present
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Have questions/concerns?
Basic Principles:
HARMONY, EQUALITY,RESPECT FOR OTHERS, FREEDOM OF SPEECH
One at a time!
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Have something to say?
Basic Principles:
HARMONY, EQUALITY,RESPECT FOR OTHERS, FREEDOM OF SPEECH
Make sure others,ESPECIALLY
LEADER,recognize you!
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Have something MORE to say?
Basic Principles:
HARMONY, EQUALITY,RESPECT FOR OTHERS, FREEDOM OF SPEECH
Respect first what others have to say.
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Lost in the discussion?
Basic Principles:
HARMONY, EQUALITY,RESPECT FOR OTHERS, FREEDOM OF SPEECH
Member’s RIGHT: toknow what’s going on
Leader’s DUTY: to remind members ofwhat’s going on
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Have something to say?
Basic Principles:
HARMONY, EQUALITY, RESPECT FOR OTHERS, FREEDOM OF SPEECH
SAY IT.
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Basic Principles: RECAP
1. HARMONY/UNITY
2. EQUALITY
3. RESPECT FOR OTHERS
4. FREEDOM OF SPEECH
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How to go about a Meeting:
MAKING MEETINGS WORK
1. PLAN in advance
(for “chair” AND
member)
PREPARATION:
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How to go about a Meeting:
MAKING MEETINGS WORK
2. ALL meetings are out of
NECESSITY
PREPARATION:
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How to go about a Meeting:
MAKING MEETINGS WORK
3. MembersCOMMITTED to
group purpose
PREPARATION:
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How to go about a Meeting:
MAKING MEETINGS WORK
4. LISTEN to
others
DURING:
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How to go about a Meeting:
MAKING MEETINGS WORK
5. MAKE SURE everyone:-UNDERSTANDS the REASON for the
meeting- does his/her HOMEWORK (in accordanceto this understanding)
DURING:
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How to go about a Meeting:
MAKING MEETINGS WORK
6. ActivelyENGAGE in the
discussion
DURING:
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How to go about a Meeting:
MAKING MEETINGS WORK
7. Everyone should know:- SUBJECT MATTER at hand- Proper COMMUNICATION
- What to take into account when MAKINGDECISIONS
DURING:
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How to go about a Meeting:
MAKING MEETINGS WORK
8. Clear PURPOSE and AGENDA ofmeeting for members to:
- Share/generate IDEAS- Make DECISIONS/RECOMMENDATIONS
DURING:
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How to go about a Meeting:
MAKING MEETINGS WORK
9. Be SENSITIVE
to others
DURING:
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How to go about a Meeting:
MAKING MEETINGS WORK
10. Suggest COMMITTEE WORK when
needed
DURING:
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How to go about a Meeting:
MAKING MEETINGS WORK
11. DEMAND hard work and GOODreports/output
DURING:
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How to go about a Meeting:
HANDLING A MOTION
What’s a motion?
Motion = Formal
proposal= Formal
suggestion
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How to go about a Meeting:
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
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How to go about a Meeting:
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.”
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How to go about a Meeting:
BASIC METHODS OF VOTING
1. Voice Vote
2. Rising Vote
3. Show of Hands
4. Ballot
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How to go about a Meeting:
BASIC METHODS OF VOTING
1. Voice Vote
2. Rising Vote
“All in favor,
say ‘aye’…”
“All in favor,please rise…”
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How to go about a Meeting:
BASIC METHODS OF VOTING
3. Show of Hands
4. Ballot
“All in favor, raise
your hand…”
“Write your voteon a paper…”
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on certain matters or subjects
Committees(elected or appointed group of people)
CONSIDER
INVESTIGATE
TAKE ACTION
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Committees:
MAKING COMMITTEES WORKTo function EFFECTIVELY, a committee
MUST HAVE:
1. LIST of committee members
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Committees:
MAKING COMMITTEES WORKTo function EFFECTIVELY, a committee
MUST HAVE:
2. COPY of MOTION/PROBLEM
referred to committee
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Committees:
MAKING COMMITTEES WORKTo function EFFECTIVELY, a committee
MUST HAVE:
3. SPECIAL INSTRUCTIONS (if
any)
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Committees:
MAKING COMMITTEES WORKTo function EFFECTIVELY, a committee
MUST HAVE:
4. Statement of POWERS and
DUTIES of committee
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Committees:
MAKING COMMITTEES WORKTo function EFFECTIVELY, a committee
MUST HAVE:
5. Copies of ALL PAPERS relating to
assigned subject
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Committees:
MAKING COMMITTEES WORKTo function EFFECTIVELY, a committee
MUST HAVE:
7. INFORMATION on type of report
desired and DATE of its presentation
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Committees:
MAKING COMMITTEES WORKIn short,
KNOW THEIR STUFF.
Effective committees should:
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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
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Committees:
The COMMITTEE REPORT FORMATHas many formats, but generally contain:
Executive Summary
PreambleBackground
Proposed Solution
Rationale
Recommendation
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COMMITTEE
REPORTTEMPLATE
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EXECUTIVE
SUMMARY
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Executive Summary
- CONTAINS purpose, solution,rationale, & recommendations
-SUMMARY of entire report
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PREAMBLE
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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
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BACKGROUND
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Background
- Background of NATURE, CAUSES, EFFECTS
of PROBLEM
-Indication of NEED for SOLUTION
-Summary of FINDINGS & CONCLUSIONS
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PROPOSED
SOLUTION
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Proposed Solution
GOALS& OBJECTIVES
STATEMENT OF PERSONNELSPACE, MATERIALS & LOGISTICS
FINANCES & BUDGET
TIME
EVALUATION& IMPACT
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Goals & Objectives
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Proposed Solution
GOALS& OBJECTIVES
STATEMENT OF PERSONNEL
SPACE, MATERIALS & LOGISTICS
FINANCES & BUDGET
TIME
EVALUATION& IMPACT
[Outcome of proposed solution]
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Statement ofPersonnel
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Proposed Solution
GOALS& OBJECTIVES
STATEMENT OF PERSONNEL
SPACE, MATERIALS & LOGISTICS
FINANCES & BUDGET
TIME
EVALUATION& IMPACT
[Roles/tasks of individuals & their relationships]
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Space, materials &
logistics
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Proposed Solution
GOALS& OBJECTIVES
STATEMENT OF PERSONNEL
SPACE, MATERIALS & LOGISTICS
FINANCES & BUDGET
TIME
EVALUATION& IMPACT
[Necessary resources]
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Finances & Budget
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Proposed Solution
GOALS& OBJECTIVES
STATEMENT OF PERSONNEL
SPACE, MATERIALS & LOGISTICS
FINANCES & BUDGET
TIME
EVALUATION& IMPACT
[Costs of all materials/logistics & source of funds]
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Time
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Proposed Solution
GOALS& OBJECTIVES
STATEMENT OF PERSONNEL
SPACE, MATERIALS & LOGISTICS
FINANCES & BUDGET
TIME
EVALUATION& IMPACT
[Timetable of deadlines/tasks]
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Evaluation & Impact
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Proposed Solution
GOALS& OBJECTIVES
STATEMENT OF PERSONNEL
SPACE, MATERIALS & LOGISTICS
FINANCES & BUDGET
TIME
EVALUATION& IMPACT[Success indicators & people affected]
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RATIONALE
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Rationale
- Argued defense of proposed solution
-Includes: (1) how the plan meets the need, (2)why plan is desirable,
(3) why plan is advantageous
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RECOMMENDATION
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Recommendation
- Request for higher authority to take action onwork of committee
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RECAP ofMaking Meetings Work
Meeting preparation