Procedural Points

All members should know meeting procedures. There are a number of points that people use in meetings to ensure that the meetings run smoothly. Often members use these points to assist the chairperson.

The following are procedural points most used in meetings:

Point of Order

It should be used when a member feels that the meeting procedure is not being stuck to and she/he wants the meeting to return to the correct procedure or order. For example, when an individual is speaking totally off the point, another member might ask on a point of order for the speaker to stick to the agenda.

Point of Information: A member may raise their hand and ask to make point of information (or request information) when it is nor his or her turn to speak. This can enable a member to speak (by putting up his/her hand and asking to speak) when it is not his/her turn to request more information on the matter being discussed or to give more information on a point being discussed.

Out of Order: When an individual is not sticking to meeting procedures, being rude, interjecting or misbehaving is some way, the chairperson might rule him/her out of order.

Protection: A speaker who is being harassed when he/she is speaking can ask for the protection of the chairperson.

Quorums: This is the minimum number of people who must be present for the meeting to conduct business and take decisions. This number is stated in the organisation’s constitution. The meeting cannot start until there is a quorum. Always ensure that you have this minimum number of people at a meeting, especially when decisions must be taken. If you do not, and decisions are taken, members who were not present can request that it is re-discussed, meaning that time was wasted.

All these points are called meeting rules or procedures, which are there to try to make meetings more efficient and effective. They should not be over-used just for the sake of it.