The term “Order of Business” refers to the structured agenda or sequence of activities that an organization follows during a formal meeting. This concept is crucial for maintaining organization, efficiency, and clarity in meetings, whether in corporate settings, non-profit organizations, or other formal gatherings.
Key Elements of Order of Business
- Call to Order: The meeting officially begins with the chairperson or leader calling the meeting to order. This marks the start of the formal proceedings.
- Approval of the Agenda: The proposed agenda is reviewed and approved by the participants. This ensures everyone agrees on the topics to be discussed.
- Reading and Approval of Minutes: The minutes from the previous meeting are read aloud or distributed to participants. Any necessary corrections are made, and the minutes are then approved.
- Reports: Various officers, committees, or managers present their reports. This could include financial reports, progress updates on projects, and other relevant information.
- Old Business: Also known as unfinished business, this section covers any topics or issues that were discussed in previous meetings but not resolved.
- New Business: This part of the agenda addresses new topics, proposals, or issues that need to be discussed and resolved.
- Announcements: Any important announcements or information that needs to be shared with the participants are presented here.
- Adjournment: The meeting officially ends when the chairperson or leader calls for adjournment.
Importance of Order of Business
Organization and Efficiency: Having a clear order of business ensures that meetings are well-organized and efficient. It helps in managing time effectively and ensures that all necessary topics are covered.
Clarity and Focus: A structured agenda keeps the participants focused on the specific topics to be discussed, preventing the meeting from going off-track.
Accountability: By following a set order of business, it is easier to keep track of decisions made, actions required, and responsibilities assigned. This helps in holding participants accountable.
Consistency: Using a standardized order of business ensures that all meetings follow a consistent format, making it easier for participants to understand and follow the proceedings.
Steps to Create an Effective Order of Business
- Prepare the Agenda: Before the meeting, prepare a detailed agenda that outlines all the topics to be discussed. This should be distributed to all participants in advance.
- Assign Responsibilities: Ensure that reports and presentations are assigned to the appropriate officers or committee members. This helps in streamlining the flow of the meeting.
- Follow the Structure: During the meeting, strictly follow the order of business. This includes starting on time, moving through each agenda item methodically, and ensuring that discussions stay on topic.
- Encourage Participation: Allow participants to contribute during the meeting, especially during discussions of old and new business. This ensures that all viewpoints are considered.
- Record Minutes: Keep detailed minutes of the meeting, noting all decisions made, actions required, and any important discussions. This record will be useful for future reference and for accountability.
Example of Order of Business
Let’s consider a quarterly board meeting of a non-profit organization, “Green Earth Initiative.”
Call to Order: The meeting is called to order by the Chairperson at 10:00 AM.
Approval of the Agenda: The proposed agenda is reviewed. A motion to approve the agenda is made, seconded, and passed unanimously.
Reading and Approval of Minutes: The Secretary reads the minutes from the previous meeting. Corrections are noted, and the minutes are approved as amended.
Reports:
- Treasurer’s Report: The Treasurer presents the financial report, detailing the organization’s income and expenses over the last quarter.
- Project Manager’s Report: Updates on ongoing environmental projects are provided by the Project Manager.
Old Business:
- Community Outreach Program: Discussion on the progress of the community outreach program that was initiated in the last meeting. Action items from the last meeting are reviewed.
New Business:
- Fundraising Event Proposal: A proposal for a new fundraising event is presented and discussed.
- Volunteer Recruitment Strategy: New strategies for recruiting volunteers are considered.
Announcements:
- Upcoming Events: The Chairperson announces upcoming events and important dates.
Adjournment: The meeting is adjourned at 11:30 AM by the Chairperson.
Conclusion
Understanding the Order of Business is essential for conducting effective and organized meetings. By following a structured agenda, organizations can ensure that meetings are productive, all necessary topics are covered, and participants stay focused and engaged. Whether in a corporate boardroom, a non-profit committee, or any other formal setting, mastering the order of business is key to successful meeting management.
