Robert’s Rules of Order agenda: A guide with templates and tips

Unnecessary or unproductive meetings can cost big companies $100 million a year. That’s a high price to pay for lacking proper meeting organization. 

One of the solutions to maintain orderly meetings that bring results is to follow Robert’s Rules of Order agenda. It helps to maintain a clear meeting structure, ensure engagement, and foster decision-making. 

This article highlights the benefits of using Robert’s Rules of Order agenda for effective board meetings. It provides the key elements of Robert’s Rules of Order, its challenges, and best practices. Additionally, you can access an agenda template for your organization’s board meetings.

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Understanding Robert’s Rules of Order agenda

Robert’s Rules of Order is a set of rules for conducting a parliamentary procedure in an organized and fair way. It was created by a US Army officer, Henry Martyn Robert, in 1876 to ensure discussions stay clear, decisions are made properly, and everyone has a chance to speak. 

First written to improve parliamentary procedures for legislative bodies, Robert’s Rules of Order later became a manual for nonprofits, for-profits, and government groups to keep their formal and informal meetings efficient and fair for all members.

Note: Parliamentary procedure is a set of rules that helps groups run meetings in an organized and fair way.

Robert’s Rules of Order provides organizations with a structured framework for how a meeting agenda should be held. It follows a specific order of topics to help keep discussions organized and productive. 

The main purpose of Robert’s Rules of Order agenda is to:

• Provide a clear structure for meetings
• Keep discussions focused on important topics
• Ensure all members have a chance to participate
• Prevent confusion and unnecessary delays

Following a meeting agenda by Robert’s Rules of Order ensures that meetings remain professional, fair, and productive. It helps groups stay organized and make clear decisions without unnecessary interruptions.

• Additional read: Learn more about different types of agendas based on a meeting type, such as advisory board meeting agenda, nonprofit board meeting agenda, or annual board meeting agenda.

Key elements of a Robert’s Rules meeting agenda

The adoption of the agenda under Robert’s Rules at the start of the board meeting ensures that all necessary topics are addressed in the proper order.

Below are the key sections typically included in a meeting agenda format by Robert’s Rules:

Call to order

This is the official start of the meeting. The chairperson (also called the presiding officer or meeting facilitator) announces that the meeting begins. This lets members know to settle down and focus on the discussion. 

At this point, all side conversations should stop, and members should be ready to follow the agenda. If the meeting is virtual, the chairperson might ask everyone to mute their microphones when not speaking.

Roll call

It is used to verify attendance and confirm that a quorum is present for decision-making. In some organizations, a certain number of members (a quorum) must be present for votes to be valid. The secretary usually reads a list of names of each meeting attendee and marks who is present and absent.

In smaller meetings, members may state their names instead of a roll call by the secretary. If there is no quorum, the meeting can be postponed by vote. Alternatively, it may proceed, but no official decisions, such as voting, can be made.

Reading and approval of minutes from the previous meeting

The secretary reads the previous meeting minutes aloud, or members receive a copy to review before the meeting. The board must approve meeting minutes to confirm they are accurate. If any errors are found, members can request corrections before approval.

If no corrections are needed, the chairperson simply declares the minutes approved. Keeping accurate minutes is important because they serve as the official record of decisions made by the board.

Reports of officers, boards, and standing committees 

This section allows officers (such as the president, treasurer, or other senior leaders) and standing committees (permanent committees handling ongoing tasks) to share updates, such as a treasurer’s or executive’s report. Officers’ reports help board members stay informed about finances, projects, and other key issues.

Most reports do not require discussion or a vote unless they include recommendations for action. If a member has a question, they can ask for clarification after the report is given.

• Useful reading:  Learn what executive meetings are and how they differ from executive committee meetings.

Reports from special committees 

Special committees are temporary groups formed to work on specific tasks, such as organizing an event or researching a policy change. Once their job is done, they disband. In this section of the meeting agenda, special committee reports present updates or final recommendations.

If a recommendation requires approval, members may discuss it and vote. If the committee has finished its task, a motion may be made to dissolve the committee.

Special orders

Although not common to all meetings, special orders are important items that must be discussed, as they are mandated by bylaws, rules, or a previous vote. These items take priority over other business and are typically related to elections or upcoming nominations within the board.

Unfinished business and general orders 

This section deals with unfinished business, which includes items from past meetings that were not resolved, and general orders, which are topics scheduled for discussion at the current meeting.

Handling unfinished business ensures that important matters are not forgotten. After resolving old issues, the chairperson moves on to any general orders, which are scheduled but not urgent topics.

New business

In this section, members introduce new topics for discussion. These topics might be either listed in the meeting agenda in advance or introduced during the meeting. If a member wants the group to take action on something, they make a motion. The motion is then discussed, and if necessary, voted on.

If a new business is not resolved in the current meeting, it is carried over to the next meeting and addressed as old business.

Announcements

Announcements are shared at the end of the meeting to inform members about upcoming events, deadlines, or other important information. No formal action is taken in this section.

Adjournment

Adjournment officially ends the meeting. Once all agenda items have been covered, the chairperson asks if there is any further business. If there is none, they announce the adjournment.

Once adjourned, no further official discussions or decisions can take place. Members are free to leave, or they may stay for informal conversations.

Common challenges in agenda creation

How to write a board meeting agenda so that it’s well-structured? And what’s even more important, how to succeed in maintaining the agenda during the meeting so it stays effective? Both these tasks can be challenging, especially for those new to the process. 

Here are some common challenges in crafting and maintaining agendas, along with potential solutions:

• Complexity of agenda structure. Every agenda item must be arranged in a specific order, from opening business to new and old discussions, motions, and voting. This structure ensures order but can be difficult to manage, especially for beginners. A good solution might be to use pre-made templates or dedicated meeting management software like Ideals Board to build the correct format of the agenda in just a few clicks.
• Time constraints. Meetings are often limited in time, making it hard to cover all planned topics. Especially if members take too long on one issue, and other important matters are then rushed or skipped. To prevent this and ensure discussions stay on track, set a time limit for each agenda item and appoint a timekeeper.
• Balancing formality and flexibility. Meetings need structure to stay organized, but too much formality can make discussions feel rigid. On the other hand, being too flexible can lead to a lack of control. Finding balance is the key. For this, allow short informal discussions within set timeframes. This can make meetings more engaging while still maintaining structure.
  Difficulty in keeping members engaged. Strict agenda procedures can make meetings feel slow or uninteresting, especially for those unfamiliar with Robert’s Rules. If members lose interest, participation drops, leading to less productive discussions and decision-making. To make meetings more engaging, encourage active participation, use visual aids, and allow members to contribute to agenda items in advance.
• Managing unexpected topics. Despite careful planning, unexpected issues often arise. Sticking to the agenda while addressing urgent matters can be difficult. Organizers must decide whether to adjust the schedule, postpone topics, or find quick solutions without disrupting the meeting’s flow. To prevent such situations, always reserve extra time for new or urgent topics.

Best practices for Robert’s Rules agendas

Here’s how to prepare a meeting agenda to ensure an effective meeting: 

• Use consent agendas. A consent agenda groups routine items that don’t need discussion into a single vote. This saves time and keeps the meeting focused on important topics. Any member can request to remove an item for a separate discussion if needed.
• Assign time slots for each item. Setting time limits for each agenda item helps keep the meeting on track and prevents long discussions. When creating agendas with time frames, allocate enough time for key discussions while keeping the meeting efficient. If a discussion runs long, members can decide whether to extend the time or table the item.
• Limit the number of topics. Too many agenda items can overwhelm participants and make meetings unproductive. Focus on the most important issues and defer urgent matters to future meetings.
• Distribute agendas before the meeting. Sharing the agenda in advance gives participants time to prepare, review materials, and gather their thoughts. This leads to more productive discussions and fewer delays. Ideally, agendas should be sent at least a day before the meeting.
• Allow for brief breaks. Short breaks help members stay focused and engaged, especially in long meetings. Even a five-minute pause can improve concentration and decision-making. Plan breaks between major discussion points to keep energy levels high.
• Rely on technology. Using tools like board agenda software, timers, or board meeting platforms to conduct virtual meetings can significantly automate the process of running a board meeting and improve its effectiveness.

Additional read: Get more insights on how to write an agenda for a board meeting in our dedicated guide.

How Ideals Board simplifies agenda creation

Ideals Board has a dedicated agenda builder tool that makes the process of agenda creation and management a breeze. Here’s what you can do with its help:

• Create and reorder agenda items in a few clicks. Ideals Board agenda builder allows you to easily create an agenda by adding required agenda items, links, motions, etc. You can reorder items to follow the requirements of your organization.
• Drag-and-drop attachments. Add any relevant reports or other documents to each agenda item. All the documentation added will automatically compile a board book.
• Use previous agendas as templates. When creating a meeting agenda, you can draft it from scratch or duplicate a previous one, both of which can significantly streamline board agendas.
• Manage access. Add users to user groups with different access permissions to avoid conflicts of interest and ensure data security. Upon adding a user, they all receive meeting invitations via email.

Sample Robert’s Rules of Order agenda template

The process of creating a Robert’s Rules of Order meeting agenda can be challenging for those with minimal prior experience. 

That’s why the best decision is to research the pre-made variants and rely on the specialists’ experience. You can get a relevant Robert’s Rules meeting agenda template and then customize it based on your organization’s type and needs. 

Fill out the form on this page and get a detailed Robert’s Rules agenda template developed by our team with extra explanations, instructions, and tips. You can use it as a foundation for your agenda and adjust it as required.

Key takeaways

• Robert’s Rules of Order Agenda is a set of rules for conducting a meeting productively and fairly. 
• The key elements of Robert’s Rules of Order Agenda include a call to order, roll call, review of previous meeting minutes, reports from officers and special committees, special orders, unfinished business, new business, announcements, and adjournment. 
• When maintaining a Robert’s Rules of Order Agenda, it’s recommended to assign time slots for each item, use consent agendas, distribute agendas before the meeting, limit the number of discussion points, plan brief breaks, and use technology. 
• Ideals Board agenda builder helps draft agendas quickly by allowing you to reorganize agenda items, drag-and-drop files, and use previous agendas as templates.

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