Introduction to Robert’s Rules of Order

A guide to democratic meeting procedure

Why Parliamentary Procedure Matters

If you’ve ever attended an organizational meeting that felt chaotic, unproductive, or dominated by the loudest voices, you’ve experienced why parliamentary procedure exists. Robert’s Rules of Order Newly Revised (RONR) provides a framework that transforms meetings from free-for-alls into orderly, democratic processes where everyone has an equal opportunity to participate and be heard.

For members of democratic organizations like DSA, understanding these rules isn’t just about following protocol, it’s about ensuring that collective decision-making is fair, transparent, and effective. Without these shared procedures, meetings can easily become exercises in frustration where important decisions are made hastily, minority voices are silenced, or discussions meander without resolution.

What You’ll Find in This Guide

This introduction is designed to help you participate effectively in meetings run under Robert’s Rules. Whether you’re attending your first organizational meeting or looking to brush up on parliamentary procedure, you’ll find:

• The fundamentals of how motions work - the core mechanism for proposing and deciding on actions
• Practical guidance on common situations - what to say and when to say it
• Reference tables - quick lookup for motion requirements
• The hierarchy of organizational rules - understanding what can and cannot be changed

If you’re not familiar with Robert’s Rules, you will have a hard time getting involved in meetings. These procedures level the playing field, giving newcomers and veterans alike the same tools to make their voices heard.

Learning Resources

Before diving into the details, you may find these video guides helpful:

• Beginner Guide - Start here if you’re new to parliamentary procedure
• Advanced Guide - For those ready to go deeper

The Core Principle: Nothing Happens Without a Motion

The most important concept to grasp is this: nothing goes to discussion without a motion being on the floor. You can’t simply start debating an idea, someone must formally propose it as a motion, another person must second it, and then the chair states it before discussion can begin.

This requirement might seem overly formal at first, but it serves crucial purposes:

• It ensures everyone knows exactly what is being discussed
• It prevents the meeting from wandering between loosely related topics
• It creates a clear moment when the group decides whether to proceed with discussion
• It establishes a precise question that will eventually be voted on

How Democracy Happens: The Life of a Main Motion

Let’s walk through how business actually gets done in a meeting. Understanding this basic process will prepare you for almost everything that happens.

1. Getting Recognized

You can’t just shout out your ideas. When you want to speak, you raise your hand and wait for the chair to call on you by name. This simple act of recognition ensures orderly discussion and prevents people from talking over each other.

2. Making Your Motion

Once recognized, you stand (if customary) and state your proposal clearly: “I move that we donate $500 to the local food bank” or “I move that we hold our next meeting on the 15th.” Then you sit down. Keep it concise and specific, the more precise your motion, the easier it will be for the group to discuss and vote on it.

3. The Second

Another member must say “I second the motion” or simply “second.” This doesn’t mean they agree with your motion, it just means they think it deserves discussion. If no one seconds your motion, it dies right there, which prevents the group from wasting time on proposals that have virtually no support.

4. The Chair States the Motion

The chair repeats your motion: “It is moved and seconded that we donate $500 to the local food bank. Are you ready for the question?” This formal restatement ensures everyone heard the motion correctly and creates a clear record. The motion now “belongs” to the assembly, you can’t just withdraw it on your own anymore.

5. Debate

This is where the real work happens. Members who want to speak must be recognized by the chair first. The person who made the motion gets the first opportunity to speak if they want it. All discussion must focus on the merits of the motion itself, this isn’t the time to introduce new ideas or discuss unrelated matters.

Debate continues until either no one else wants to speak or someone successfully moves to close debate (which requires a 2/3 vote because it limits members’ rights to participate).

Guidelines for constructive debate:

• Listen genuinely to opposing viewpoints
• Address the substance of the issue, not the personalities involved
• Avoid questioning others’ motives, assume good faith
• Maintain courtesy even when you disagree strongly

6. The Vote

When debate concludes, the chair puts the question to a vote: “The question is on the adoption of the motion to donate $500 to the local food bank. Those in favor, say ‘Aye.’” After a pause for responses: “Those opposed, say ‘Nay.’” After another pause: “Those abstaining, please say ‘Aye.’”

7. Announcing the Result

The chair announces the outcome: “The ayes have it, the motion carries, and we will donate $500 to the local food bank” or “The nays have it and the motion fails.” This declaration makes the decision official and ensures everyone knows what was decided.

Building Your Parliamentary Toolkit

Once you understand the basic motion process, you can start using the tools that make meetings more flexible and effective. Here are the situations you’re most likely to encounter and how to handle them.

When You Want to Change a Motion Under Discussion

You don’t have to accept a motion exactly as proposed. If you think a motion could be improved with different wording, you can amend it:

• To add words: “I move that the motion be amended by adding the following words: ‘and announce this donation publicly.’”
• To remove words: “I move that the motion be amended by striking out the following words: ‘to the local food bank.’”
• To substitute words: “I move that the motion be amended by striking out ‘$500’ and inserting ‘$750.’”

Amendments must be relevant to the original motion. You can’t use an amendment to completely change the subject.

When Discussion Needs to End

If debate is dragging on and you believe the group is ready to vote, you can move the previous question: “Madam President, I move the previous question.” This motion is not debatable (obviously, it’s designed to stop debate) and requires a 2/3 vote because it limits members’ rights. If it passes, the group votes immediately on the pending question.

Alternatively, if you think discussion should continue but needs time limits, you can move to limit debate: “I move to limit discussion to two minutes per speaker.”

When More Information is Needed

Sometimes a proposal needs investigation before the group can make an informed decision. You can move to refer the question to a committee: “I move that the question be referred to a committee made up of members Smith, Jones, and Brown.” The committee can research the issue and report back with a recommendation.

When the Timing Isn’t Right

If you believe the group needs more time to consider an issue but want to ensure it comes back for discussion, you can move to postpone definitely: “I move to postpone the question until our next meeting.” This sets a specific time when the matter will be reconsidered.

If you want to kill a motion outright, you can move to postpone indefinitely: “I move to postpone the question indefinitely.” This can also be a strategic way to gauge support, if the motion to postpone indefinitely fails, it signals that the original motion has strong backing.

When You Need to Speak Immediately

Most of the time, you must wait to be recognized before speaking. However, certain urgent situations allow you to interrupt:

Point of Order - When rules are being violated: “Point of order!” The chair will ask you to state your point, and you explain what rule is being broken.

Point of Personal Privilege - When physical conditions make it hard to participate: “Point of personal privilege!” (Example: “There’s too much noise; I can’t hear the discussion.”)

Point of Information - When you need a fact clarified: “Point of information!” (Example: “What is our current treasury balance?”)

Point of Parliamentary Inquiry - When you’re confused about procedure: “Point of parliamentary inquiry!” (Example: “Is an amendment to an amendment in order?”)

When the Chair Makes a Mistake

If you believe the chair has made an incorrect ruling, you can appeal: “I appeal from the decision of the chair.” This motion is debatable and decided by majority vote of the assembly. This safeguard ensures that one person (even the chair) cannot override the will of the group.

When the Agenda Needs Adjustment

If the approved agenda isn’t being followed, you can call for orders of the day: “Call for orders of the day!” This doesn’t require recognition, you simply make the call, and the chair must either follow the agenda or get the assembly’s permission to deviate from it.

If circumstances change and you need to rearrange the agenda, you can move to suspend the rules: “I move to suspend the rules and move item 5 to position 2.” This requires a 2/3 vote.

Understanding Motion Precedence

Not all motions are equal. Some take priority over others, and understanding this hierarchy prevents confusion when multiple motions are flying around. When a motion is pending, you cannot introduce a motion that is lower in precedence, but you can introduce a higher-priority motion.

The order from highest to lowest priority:

1. Adjourn (to end the meeting)
2. Recess (to take a break)
3. Point of Privilege (for urgent comfort/safety issues)
4. Table (to temporarily set aside)
5. Previous Question (to stop debate)
6. Postpone (to delay to a specific time)
7. Amend (to modify wording)
8. Main Motion (the basic proposal)

For example, if a main motion is being debated, you can move to amend it, postpone it, call the previous question, table it, recess, or adjourn. But you couldn’t introduce a different main motion, only one main motion can be on the floor at a time.

The Rules That Govern the Rules

Organizations operate under different levels of rules, each with different requirements for adoption and suspension:

Charter – The fundamental document establishing the organization. Cannot be suspended.

Bylaws – The organizational constitution adopted by the membership. Cannot be suspended.

Special Rules of Order – Specific procedures for this organization. Require advance notice and a 2/3 vote to adopt; can be suspended by 2/3 vote.

Standing Rules – Administrative details. Require only a majority vote to adopt; can be suspended by majority vote during a meeting.

Tradition – Established customs and practices of the organization. Not formally binding but may guide interpretation and expectations. Can be formalized by adoption as standing rules or special rules of order, or may simply be acknowledged and followed by convention. May be departed from without formal suspension, though doing so may require explanation or discussion.

Robert’s Rules (as modified) – The default parliamentary procedure. Any modifications must be adopted in the bylaws and require 2/3 vote to suspend.

Understanding this hierarchy helps you know what’s negotiable in a meeting and what isn’t. You can’t suspend the bylaws no matter how convenient it might seem, but you can suspend a standing rule if circumstances warrant.

Voting Thresholds and What They Mean

Different actions require different levels of support:

Majority Vote (more than half) - The standard threshold for most decisions. Used for adopting main motions, amendments, and most other ordinary business.

2/3 Vote - Required when the motion limits members’ rights. This includes closing or limiting debate, suspending rules, and objecting to consideration. The higher threshold protects minority rights.

Chair Decides - For points of order and privilege, the chair makes a judgment call. But remember, the assembly can overrule this decision through an appeal.

Unanimous Consent - For routine, non-controversial matters, the chair can ask “Is there any objection?” If no one objects, the action is approved without a formal vote.

Your Path Forward

Parliamentary procedure may feel rigid at first, but it’s actually quite elegant. These rules create a level playing field where good ideas can rise on their merits, where minority voices can be heard, and where everyone knows both their rights and their responsibilities.

As you gain experience, you’ll discover that Robert’s Rules aren’t about restricting discussion, they’re about enabling it. They provide a shared language and framework that allows diverse groups to make collective decisions effectively.

Start by mastering the basics: how to make a motion, how to amend, and how to speak in debate. As you become more comfortable, you’ll naturally expand your toolkit to include the more advanced procedures.

Most importantly, remember that these rules serve democracy. They’re not an end in themselves but a means to ensure that your organization’s meetings are fair, efficient, and productive. When used well, parliamentary procedure transforms a room full of individuals into a deliberative body capable of thoughtful collective action.