Method · Decisions

Making a motion (Robert’s Rules): how to run it

The formal way a group makes a decision: a member moves a motion, someone seconds it, the chair states it, the group debates, and the chair puts it to a vote.

17 minutes5 stepsDecisions
Other methods

When it helps

Use it in boards, councils, associations, unions and any body whose rules require formal votes — or whenever a group needs a clear record of exactly what was decided.

When to use something else

Skip it in small informal teams, where the formality slows things down; check your own bylaws, because they can change the rules.

How to run it, step by step

  1. Move2 min
    • A member, recognised by the chair, says “I move that…” with the exact wording.
  2. Second1 min
    • Another member says “Second.” If nobody seconds, the motion usually falls.
  3. Chair states the motion1 min
    • The chair repeats it exactly, so everybody debates the same words.
  4. Debate10 min
    • Members speak through the chair, usually the mover first. Amendments can change the wording.
  5. Vote and announce3 min
    • The chair puts the question, takes the vote, and announces the result.

What comes out — an example

Made up, to show the shape.

Motion. “I move that the association spend up to $1,200 on new playground benches.”

Second. From the treasurer.

Amendment. “…up to $1,500, including installation.” Adopted.

Vote. Passed 9–3 as amended. Recorded in the minutes.

Where it comes from

Robert’s Rules of Order was first published by Henry Martyn Robert in 1876 and is the most widely used manual of parliamentary procedure in the United States.

Questions

How do you make a motion?

Get the chair’s attention, say “I move that…” followed by the exact action, and wait for a second.

What does it mean to second a motion?

Another member agrees the motion should be discussed; it does not mean they support it.

What vote does a motion need to pass?

Under Robert’s Rules most motions need a majority of votes cast; some, such as ending debate, need two thirds. Your own bylaws may differ.

Other methods

Six Thinking HatsThe group looks at one question from six angles in turn — facts, feelings, risks, benefits, new ideas and process — so everyone thinks the same way at the same time instead of arguing.Dot votingEverybody gets a few votes — dots — to put on the options they like best, so a group can see its priorities in minutes instead of debating every item.RACIA grid that says, for each task or decision, who does the work (Responsible), who answers for it (Accountable), who is asked first (Consulted) and who is told after (Informed).DACIA way to make a group decision clear before discussing it: one Driver runs the process, one Approver makes the call, Contributors give input, and the Informed are told the result.RAPID decision rolesAssign five roles for an important decision — who Recommends, who must Agree, who will Perform it, who gives Input, and the one person who Decides — so it gets made and carried out.Six-page memo meetingInstead of slides, someone writes a narrative memo of up to six pages; the meeting starts with everyone reading it in silence, then discusses it.

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