Now a days meeting everyday, for positive meeting we want to know :
*Leadership & Parliamentary Procedure*
This meeting focuses on strengthening leadership effectiveness while ensuring structured, disciplined, and productive meetings through proper parliamentary procedure.
The session will help members understand:
The role of leadership in guiding discussions, decision-making, and maintaining neutrality
The importance of order, discipline, and fairness in meetings
How parliamentary procedure ensures every member gets a voice while keeping meetings time-bound and result-oriented
Key areas covered:
Roles and responsibilities of the Chairperson, Secretary, and Members
How to conduct meetings with clear agenda, motions, discussions, voting, and resolutions
Managing differences of opinion with respect and structure
Ensuring decisions are taken democratically and transparently
Building leadership presence through calm control, clarity, and confidence
This meeting aims to create a culture where:
Discussions are meaningful, not chaotic
Decisions are respected because the process is fair
Leaders lead with authority and accountability
The outcome will be more effective meetings, stronger leadership, and better organizational governance
Leadership and Parliamentary Procedure session focuses on conducting meetings with discipline, clarity, and fairness. It highlights leadership roles, structured discussions, democratic decision-making, and effective meeting management to ensure productive outcomes and respectful participation.
🏛 PARLIAMENTARY PROCEDURE – STEP BY STEP
1️⃣ CALL TO ORDER (Meeting Start)
Who: Chairperson / President
What happens:
Meeting officially starts
Time discipline is established
Chairperson says:
“The meeting is called to order.”
2️⃣ ROLL CALL / ATTENDANCE
Who: Secretary
What happens:
Attendance recorded
Quorum checked
Rule:
Meeting can proceed only if quorum is present
3️⃣ CONFIRMATION OF QUORUM
Chairperson announces:
“Quorum is present. The meeting may proceed.”
👉 If quorum not present:
Meeting postponed or adjourned
4️⃣ APPROVAL OF PREVIOUS MINUTES
Chairperson:
“Are there any corrections to the minutes of the previous meeting?”
Corrections (if any)
Approval by voice vote / show of hands
Chairperson:
“If there are no corrections, the minutes stand approved.”
5️⃣ AGENDA ADOPTION
Secretary reads agenda
Chairperson asks:
“Shall we adopt the agenda as circulated?”
Motion → Second → Vote
6️⃣ REPORTS (If Applicable)
a) President’s Report
b) Secretary’s Report
c) Treasurer’s Report
Each report:
Presented
Questions allowed
Accepted by motion
7️⃣ UNFINISHED (OLD) BUSINESS
Matters carried forward from last meeting
Discussion and decision
8️⃣ NEW BUSINESS (MOST IMPORTANT PART)
🔹 HOW A MOTION WORKS (CORE PROCEDURE)
Step 1: Member Makes a Motion
“I move that ……”
Step 2: Another Member Seconds
“I second the motion.”
👉 If no second → motion fails
Step 3: Chairperson States the Motion
“It has been moved and seconded that…”
Step 4: Discussion / Debate
Chairperson allows discussion
One speaker at a time
Time limit maintained
Chairperson remains neutral
Step 5: Voting
Voting methods:
Voice vote
Show of hands
Ballot (if sensitive)
Chairperson:
“All those in favour say ‘Yes’…
All those against say ‘No’.”
Step 6: Declaration of Result
Chairperson:
“The motion is carried / defeated.”
9️⃣ AMENDMENTS (If Required)
Member proposes change to motion
“I move to amend the motion by…”
Amendment → Second → Discussion → Vote
Then main motion (amended) voted
🔟 POINTS DURING DISCUSSION
✔ Point of Order
For rule violation
✔ Point of Information
To ask factual clarification
✔ Point of Clarification
To understand motion clearly
1️⃣1️⃣ RESOLUTIONS RECORDING
Secretary records:
Motion wording
Decision taken
Voting result
1️⃣2️⃣ ANY OTHER BUSINESS (AOB)
Only urgent & permitted matters
Short discussion
No major decisions unless allowed
1️⃣3️⃣ DATE OF NEXT MEETING
Chairperson announces:
“The next meeting will be held on…”
1️⃣4️⃣ ADJOURNMENT
Motion to adjourn:
“I move that the meeting be adjourned.”
Second → Vote
Chairperson:
“The meeting is adjourned.”
🔑 GOLDEN RULES OF PARLIAMENTARY PROCEDURE
One issue at a time
One speaker at a time
Chairperson is neutral
Majority decides
Minority is heard
Minutes are official record
🎯 WHY THIS SYSTEM WORKS
Prevents chaos
Ensures fairness
Saves time
Builds leadership credibility
Decisions are respected
🔹 OPTIONAL: QUICK CHEAT SHEET
Motion → Second → Discussion → Vote → Decision → Record
*🎤 CHAIRPERSON SPEAKING SCRIPT
(Parliamentary Procedure – English)*
1️⃣ CALL TO ORDER
“Good morning / Good evening everyone.
The scheduled time has arrived, and I hereby call this meeting to order.”
2️⃣ ATTENDANCE & QUORUM
“Secretary, please confirm attendance and whether the quorum is present.”
(After confirmation)
“Thank you. As the quorum is present, the meeting may proceed.”
3️⃣ APPROVAL OF PREVIOUS MINUTES
“The minutes of the previous meeting were circulated in advance.
Are there any corrections or clarifications to the minutes?”
(If corrections)
“The corrections will be noted.”
(If none)
“There being no corrections, the minutes stand approved.”
4️⃣ ADOPTION OF AGENDA
“The agenda for today’s meeting has been circulated.
May I have a motion to adopt the agenda as presented?”
(Motion & second)
“The motion has been moved and seconded.
Is there any objection?”
“There being none, the agenda is adopted.”
5️⃣ REPORTS (If Applicable)
“We will now take up the reports.”
(After each report)
“May I have a motion to accept the report?”
(Motion → Second → Vote)
“The report is accepted.”
6️⃣ UNFINISHED BUSINESS
“We will now proceed with unfinished business from the previous meeting.”
(Discussion and decision as required)
7️⃣ NEW BUSINESS
“We will now take up new business.
Members may present motions at this time.”
After a motion is made and seconded:
“It has been moved and seconded that [state the motion clearly].
The matter is now open for discussion.”
8️⃣ DISCUSSION CONTROL (As Needed)
“Please address all remarks through the Chair.”
“One speaker at a time, please.”
“Kindly confine your remarks to the motion under discussion.”
“Let us be mindful of the time.”
9️⃣ VOTING
“If there is no further discussion, we shall proceed to vote.”
“All those in favour of the motion, please say ‘Yes’.”
“All those opposed, please say ‘No’.”
🔟 ANNOUNCEMENT OF RESULT
“The motion is carried.”
OR
“The motion is defeated.”
1️⃣1️⃣ AMENDMENT (If Any)
“An amendment has been proposed and seconded.
We will first vote on the amendment.”
(After amendment vote)
“We will now vote on the main motion as amended.”
1️⃣2️⃣ ANY OTHER BUSINESS
“Is there any other business to be brought before the meeting?”
1️⃣3️⃣ NEXT MEETING
“The next meeting will be held on [date], at [time], at [venue / online].”
1️⃣4️⃣ ADJOURNMENT
“If there is no further business, may I have a motion to adjourn the meeting?”
(Motion → Second → Vote)
“The motion is approved.
This meeting is adjourned.
Thank you all for your participation.”
🏛 CHAIRPERSON KEY REMINDERS
Remain neutral at all times
Facilitate discussion, do not dominate it
Enforce rules politely but firmly
Maintain time discipline
Ensure fair participation and clear decisions
Ashish Shah
