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Meeting Structures

Choose the right format for your organization's meetings. Each structure offers different procedures and decision-making approaches.

Quick Comparison

Feature Democratic Executive Consensus
Best For Legislatures, large assemblies, formal organizations Board meetings, committees, small groups Cooperatives, teams, community groups
Motions Require Second Yes No No
Decision Method Majority/Supermajority Vote Majority Vote Unanimous Consent
Minority Can Block No No Yes
Formality Level High Medium Low
Chair's Role Neutral facilitator Active leader Discussion guide

Democratic (Robert's Rules of Order)

Traditional parliamentary procedure used by legislatures, large assemblies, and formal organizations worldwide.

How It Works

  1. Motion: A member makes a formal motion ("I move that...")
  2. Second: Another member must second the motion before it can be considered
  3. Debate: Members discuss the motion, following rules for speaking time and order
  4. Vote: Members vote Yes or No; majority wins (some motions require 2/3)
  5. Result: Chair announces whether the motion is adopted or defeated

Key Features

  • Formal motions and seconds required
  • Structured debate with time limits
  • Point of order and appeals process
  • Amendments and subsidiary motions
  • Complete procedural protections

Best For

  • Government bodies and legislatures
  • Large membership organizations
  • Unions and professional associations
  • Stockholder and annual meetings
  • Any group requiring formal records
Voting Threshold

Majority for most motions

Two-thirds for: suspend rules, close debate, amend bylaws

Learn More:
Introduction to Robert's Rules
Complete Motions Guide

Executive

Streamlined procedures for board meetings, committees, and small groups where efficiency is paramount.

How It Works

  1. Proposal: Any member or the chair introduces a topic or proposal
  2. Discussion: Open discussion without formal debate rules
  3. Motion: When ready, a member makes a motion (no second required)
  4. Vote: Quick voice vote or show of hands
  5. Result: Chair declares the result and moves to next item

Key Features

  • No seconds required - faster decisions
  • Chair actively leads discussion
  • Informal debate and discussion
  • Quick voice votes
  • Focus on action items and outcomes

Best For

  • Corporate board meetings
  • Executive committees
  • Small working groups (under 12 people)
  • Advisory boards
  • Task forces and project teams
Chair's Authority

The chair has expanded authority to:

  • Set and modify agenda
  • Call for votes
  • Participate in debate
  • Make motions
Pro Tip:
Executive style works best when members know each other and share common goals.

Consensus

Decision-making through agreement rather than voting. Every voice matters; any objection requires further discussion.

How It Works

  1. Proposal: A member introduces a proposal for consideration
  2. Clarifying Questions: Members ask questions to understand the proposal
  3. Discussion: Open dialogue to identify concerns and modifications
  4. Test for Consensus: Chair asks "Are there any objections?"
  5. Result:
    • No objections: Proposal is adopted
    • Objection raised: Return to discussion to address concerns

Response Options

Consent
"I can live with this decision"
Object
"I cannot accept this as proposed"

Note: Silence is treated as consent. Members who do not respond are assumed to agree.

Key Features

  • No formal voting - seek agreement
  • Any objection blocks the decision
  • Encourages collaboration and compromise
  • Every voice has equal weight
  • Decisions have stronger buy-in

Best For

  • Cooperatives and collectives
  • Community organizations
  • Quaker and religious groups
  • Teams prioritizing unity
  • Groups where minority views must be protected
Core Principle

"We move forward together, or we don't move forward at all."

When to Object:
Only object if you truly cannot accept the proposal. An objection is not disagreement - it's a statement that the proposal violates your core values or the group's principles.
Time Consideration:
Consensus takes longer but produces decisions everyone can support.

Which Structure Should You Choose?

Choose Democratic If:
  • You have more than 12 members
  • Formal records are legally required
  • Members have competing interests
  • You need clear procedural rules
  • Decisions may be challenged
Choose Executive If:
  • You have a small, trusted group
  • Efficiency is more important than formality
  • Members share common goals
  • The chair needs flexibility
  • Meetings are frequent and brief
Choose Consensus If:
  • Unity is more important than speed
  • All members must support decisions
  • Minority views must be protected
  • You value collaboration over winning
  • Trust is high among members

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