Most board members agree that meetings could be more efficient. In fact, research shows that three out of four meetings are unproductive — often due to poor structure. This is especially challenging for nonprofit board members, who balance governance duties with full-time roles.
Robert’s Rules of Order is one of the most widely used frameworks for maintaining order, ensuring fairness, and keeping discussions on track.. However, at over 700 pages, the official manual is far from practical for quick reference during a live meeting.
To help, we’ve created a Robert’s Rules of Order simplified cheat sheet — a concise, board-ready guide for running structured, compliant meetings from start to finish.
Key takeaways:
- Robert’s Rules is the most widely adopted framework for formal meeting procedure.
- A Robert’s Rules cheat sheet supports consistent standards, reduces errors, and promotes compliance.
- Essential for nonprofit leaders accountable to regulators, members, and donors.
- Download our Robert’s Rules of Order simplified cheat sheet for instant use in your next meeting.
What are Robert’s Rules of Order?
First published in 1876 by Brigadier General Henry Martyn Robert, Robert’s Rules of Order was inspired by U.S.congressional procedure, adapted for civilian, nonprofit, and association governance. Now in its 12th edition, it remains a gold standard for meeting management worldwide.
The core principles — equal voice, structured process, and majority rule — help ensure decisions are fair and transparent.
Even the IRS Form 990 for U.S. nonprofits asks if organizations follow formal meeting procedures.
- Additional read: How to run an advisory board meeting.
Why use a cheat sheet for Robert’s Rules?
The complete text of Robert’s Rules is a comprehensive procedural reference — but in the moment, meeting leaders need a quick, confident decision-making tool.
A well-organized cheat sheet for Robert’s Rules of Order:
- Speeds up meetings by clarifying motion flow and order.
- Promotes procedural consistency, even with new or rotating members.
- Supports accountability with rule-based governance.
- Increases confidence for chairs handling complex or high-stakes topics.
A tailored Robert’s Rules of Order cheat sheet for nonprofits is a practical way to ensure order without requiring every member to master the full manual.
Basic Robert’s Rules of Order cheat sheet
Below are the essentials for running an organized, compliant meeting — covering participant roles, motion types, useful phrases, and motion precedence.
- Meeting roles
- Common motions
- Useful phrases
- Order of precedence
Meeting roles
Understanding the core responsibilities of each participant is essential to meeting effectiveness:
| Role | Responsibilities |
| Chairperson | Leads the meeting, enforces rules, and manages the agenda |
| Secretary | Records minutes, tracks motions, and maintains records |
| Members | Make motions, debate, vote, and raise procedural points |
Common motions
Next, let’s explore the most frequently used motions and their purposes. This table summarizes when and how to apply them:
| Motion | Purpose | Vote Required |
| Main motion | Introduce a new business | Majority |
| Amend | Modify an existing motion | Majority |
| Postpone | Delay consideration | Majority |
| Table | Pause the discussion temporarily | Majority |
| Refer to the committee | Assign for detailed review | Majority |
Useful phrases
Consistent language supports smooth meeting flow and ensures all participants understand what’s being proposed.
Below are common phrases that align with standard boardroom procedures:
- “I move that…”
- “I second the motion.”
- “Point of order.”
- “I move to amend…”
- “I call the question.”
- “Is there any discussion?”
Order of precedence
When multiple motions are proposed, this hierarchy determines which takes priority. The list below outlines the correct order of precedence, helping chairs manage competing motions efficiently:
- Fix the time to adjourn
- Adjourn
- Recess
- Raise a question of privilege
- Call for the orders of the day
- Lay on the table
- Previous question
- Limit or extend debate
- Postpone to a specific time
- Refer to the committee
- Amend
- Main motion
Robert’s Rules of Order voting cheat sheet
Voting procedures are central to formal decision-making.
Below we explain how votes are cast, what thresholds apply, and how the chair participates in the process.
Voting methods
Each board voting method has its context: routine decisions may require minimal formality, while sensitive matters demand confidentiality.
Below are the core methods most frequently used:
- Voice vote – Members respond verbally (“aye” or “no”); best for routine items.
- Roll call – Records each member’s vote; ideal for transparency.l.
- Ballot – Secret vote, often used for elections or sensitive issues.
- General consent – Action proceeds if no one objects; suited to unanimous agreement.
Additional read: Learn more about unanimous consent.
Voting thresholds
The required level of agreement often depends on the importance of the motion. To ensure decisions are valid and procedurally sound, boards should always review their bylaws for any specific approval requirement.
These thresholds determine whether a motion is approved:
- The majority requires that more than half of the members are present and voting. Typical of most basic business decisions.
- A two-thirds threshold is sometimes necessary to limit debate, suspend regulations, or finish discussions prematurely..
Tie votes
Tie votes are common when board members are divided, often owing to competing priorities, insufficient discussion, or a lack of understanding about the proposal.
Beyond delaying a decision, a tie can indicate misalignment or an unclear strategic direction. Ultimately, a tie means the motion fails, unless the bylaws specify otherwise.
The best way to avoid these situations is through thorough preparation, early alignment, and open dialogue before the vote.
- Additional read: How to run an effective board meeting.
Chair’s vote
The chair typically does not vote, except to break a tie. However, in smaller boards or under specific bylaws, the chair may be required or permitted to vote on all motions.
The governance experts always recommend verifying the voting rights outlined in the bylaws.
Robert’s Rules motions cheat sheet
Use this table as a reference for real-time procedural guidance. Adjust based on your organization’s specific rules:
| Motion | Interrupts | Needs Second | Debatable | Amendable | Vote Required |
| Main motion | – | + | + | + | Majority |
| Amend | – | + | + | + | Majority |
| Point of order | + | – | – | – | None |
| Lay on the table | – | + | – | – | Majority |
| Previous question | – | + | – | – | Two-thirds |
| Recess | – | + | – | + | Majority |
| Adjourn | – | + | – | – | Majority |
Cheat sheet for meeting chairs: keeping things moving
Robert’s Rules of Order cheat sheet for the chair helps maintain control and momentum — especially in high-pressure meetings.
Establishing control early
Ultimately, meetings run more smoothly when expectations are set from the start. After confirming quorum (see quorum for board meeting), the chair should set expectations by reviewing the approved Robert’s Rules of Order agenda.
| Stage | What to say | Purpose |
| Call to order | “The meeting will now come to order.” | Signals the formal start |
| Confirm quorum | “We have a quorum. Let’s proceed.” | Validates decision-making authority |
| Introduce agenda | “Today’s agenda includes…” | Aligns expectations from the outset |
| Approve minutes | “Are there any corrections to the minutes?” / “If none, the minutes are approved.” | Confirms past records |
Manage motions confidently
The chair’s role is to guide process, not join the debate. This means recognizing speakers, confirming motions, stating the question clearly, and ensuring votes are orderly.
| Action | What to say | Why it matters |
| Recognize a speaker | “The chair recognizes [Name].” | Ensures orderly debate |
| Acknowledge a motion | “It has been moved and seconded that…” | Makes the motion official |
| Open discussion | “Is there any discussion on the motion?” | Invites structured input |
| Manage amendments | “We’ll now discuss the amendment to the motion.” | Maintains clarity |
| Call for a vote | “All those in favor say ‘Aye’… Opposed?” | Moves the group to resolution |
| Announce result | “The motion is adopted.” / “The motion fails.” | Concludes the item formally |
Use structured language to handle conflict or confusion
Disruptions sometimes arise from sincere disagreement or unclear procedures. But when they do occur, the chair must redirect without bias. The key is to stay rooted in structure, not personality.
Procedural language for managing tension:
| Scenario | What to say | Purpose |
| Off-topic comment | “Let’s return to the motion on the floor.” | Refocuses discussion |
| Repetition | “That point has been noted. Let’s hear other views.” | Maintains pace |
| Multiple motions | “We’ll vote on the amendment first, then return to the main motion.” | Clarifies sequence |
| Point of order raised | “A point of order has been raised. The chair will address it.” | Ensures procedural fairness |
| Escalating debate | “We can refer this to the committee for further review.” | Neutralizes and redirects |
| Need a pause | “If there’s no objection, we’ll take a brief recess.” | Regroups without conflict |
Free download of simplified cheat sheet PDF
We’ve created a Robert’s Rules of Order meeting cheat sheet — a one-page printable guide covering:
- Motion types and use cases
- Voting thresholds
- Common procedural phrases for chairs and members
- Motion precedence hierarchy for managing overlap
- Tie vote and chair voting notes.
This guide complements, but does not replace, formal training or the full manual. However, it’s designed to support in-the-moment decision-making and procedural alignment.
While it’s not a rule against perpetuities cheat sheet or Roberts rule of law cheat sheet, it turns a complex 700-page manual into a usable, at-a-glance reference.
Board management software like Ideals Board lets you embed cheat sheet guidance into templates, link motions to agenda items, allowing live voting, and capture an auditable record.
How to use it:
- Attached to every board meeting packet.
- Upload to your board portal (e.g., Ideals Board) for live access.
- Include in chair/secretary folders.
- Share with incoming board members as part of orientation.
Best practices for applying Robert’s Rules in real meetings
Even experienced leaders must interpret Robert’s Rules within the realities of boardroom dynamics.
- Adapt formality to the group size — smaller, informal boards may not need strict adherence.
- Train board members and review the cheat sheet annually.
- Include Robert’s Rules in bylaws or governance policies.
- Use board management software like Ideals Board for agenda planning, live voting, and motion tracking.
- For related procedures, see our article on circular motions.
Conclusion
Robert’s Rules of Order remains a trusted framework for running efficient and fair board meetings. Applying it consistently helps boards avoid procedural missteps and maintain transparency across all governance levels.
This guide covered the essentials:
- How Robert’s Rules clarifies the process and strengthens accountability.
- Key motions, voting methods, and chair scripts.
- Ensures motions and votes follow the correct procedure.
- How Robert’s Rules of Order meeting cheat sheet improves real-time decision-making.
With the Robert’s Rules of Order meeting cheat sheet, you can make the right procedural call in seconds — no need to sift through 700+ pages mid-meeting.
- Download the Rules of Order cheat sheet now and keep it on hand for every board meeting.