Robert’s Rules of Order Cheat Sheet for Nonprofits: Key Concepts with Examples

Many of us agree that meetings could be improved. In fact, new research by Atlassian has found that three out of four meetings are unproductive, often due to a lack of structure — a problem particularly common in nonprofit boards.

Robert’s Rules of Order, on the other hand, can bring the necessary structure and order to meetings, though many find this manual very convoluted. To assist board meetings, we have prepared a quick Robert’s Rules cheat sheet for nonprofit organizations.

Robert’s Rules of Order cheat sheet for nonprofits: What are Robert’s Rules? 

Robert’s Rules of Order is a highly effective parliamentary procedure guide originally written in 1876 by Henry Martyn Robert, an engineering officer in the American Regular Army. The latest edition of Robert’s Rules was published in 2020 and is available on the official website of Robert’s Rules.

While optional, this manual offers clear, structured, standardized nonprofit meeting rules. What makes it particularly valuable is that it can be equally effective in a small meeting and a large gathering.

Robert’s Rules of Order simplified: Core concepts

Let’s explain the core concepts of Robert’s Rules:

1. Quorum
2. Motion
3. Debate
4. Voting
5. Amendment

Quorum

Quorum is the minimum number of board members present (physically or during virtual board meetings) to conduct official business. Robert’s Rules of Order provide logical quorum requirements — over half of the attendees (simple majority).

Motion

A motion is a formal proposal to introduce an agenda topic. Let’s briefly list the categories of motions, their meanings, and examples.

Motion	Meaning	Example
Main motion	Introduce an agenda topic	Any agenda item
Secondary motion	Modify a motion	Second (support a motion) Amend Postpone (lay on the table) Close debate Limit debate Extent debate Refer to committee Postpone indefinitely
Incidental motion	Regulate meeting procedures	Bring attention when rules are violated (point of order) Dispute the decision of the chairperson or board president (appeal to the chair’s decision) Bring information necessary for the discussion (point of information) Count votes more accurately (division of assembly) Withdraw a motion Complete a task without formal rules (suspension of rules) Stop discussion on a motion that is inappropriate (object to consideration of a question)
Renewal motion	Bring previously closed motions for further discussion	Reconsider a motion Take from the table Cancel previous action (rescind)
Question of privilege	Address immediate procedural concerns	Schedule the next meeting Bring a matter concerning the welfare of the members (point of privilege) Make a break (recess) End a meeting (adjourn)

Debate

Debate is when group decision-making occurs. The chair acts as a moderator of the discussion. Unbiased moderation ensures everyone has equal rights to speak and follows the meeting etiquette:

• A member must be recognized by the chair before speaking
• Only one member can speak at a time
• The majority decision prevails

Voting

Motions are adopted through the voting process. To adopt most motions, more than half of the votes must be in favor (simple majority). The voting can be made in the following ways:

• Ballot: Members write their votes on paper
• Voice: Members say “Aye” in favor and “Nay” against
• Hand: Members cast votes by raising their hands
• Roll call: Members declare their votes when called
• Electronically: Members cast votes by email or by using other methods of electronic communications, like electronic surveys or board portals

Boards can choose any of the above voting procedures. That’s a matter of preference, although more accurate methods, like ballot or electronic votes in board portals, are advisable for clarity and transparency of board governance.

Amendment

A motion to amend modifies the main motion, usually for better clarity. Let’s summarize key points about amendments:

• An amendment must be seconded
• An amendment is subject to debate if the original motion is debatable
• An amendment requires a majority vote
• An amendment can be adopted, amended, reconsidered, or rejected

Download our free PDF Robert’s Rules of Order cheat sheet

We have designed a free cheat sheet for using Robert’s Rules of Order specifically for nonprofit organizations. Download it right now to improve your next board meeting!

Robert’s Rules of Order cheat sheet for nonprofit board meeting: Step-by-step guide

Let’s describe how to implement Robert’s Rules of Order into your nonprofit board structure:

1. Creating a meeting agenda
2. Starting the meeting
3. Proceeding with business
4. Closing the meeting

Agenda setting

Developing a clear agenda structure is the first step you can make to run a meeting using Robert’s Rules of Order. This ordered list of meeting activities drastically simplifies meeting management:

1. Call to order (formal beginning of the meeting)
2. Roll call (attendance and quorum check)
3. Approval of previous meeting minutes. 
4. Reports (committee, CEO, department, etc.)
5. Unfinished business (items from the previous meeting)
6. New business (items of the current meeting)
7. Announcements
8. Adjournment (the end of the meeting)

The recommendations below can help you structure Robert’s Rules of Order agenda:

• Use a consent agenda. Group routine items, like previous meeting minutes or simple reports, into one “consent agenda” item.
• Allocate time slots. Assign time limits to agenda items (10-20 minutes each) to keep meetings on track.
• Assign presenters. Designate a responsible person for each item to ensure accountability, clarity, and engagement.

Starting the meeting

Let’s describe the sequence of starting a meeting according to Robert’s Rules of Order:

1. The chair initiates a call to order: “I call the meeting to order at [time],” signaling the official beginning of the meeting. The exact call-to-order time must be recorded in the meeting minutes.
2. The chair initiates a roll call: “The secretary shall conduct a roll call.”
3. The secretary checks attendance. The board secretary calls members from the official attendance list. The attendees should respond: “Present.”
4. A quorum is established. A quorum is confirmed when the majority of members are present. If not, the quorum is not established, and the meeting is typically postponed or rescheduled.

Check an actionable meeting minutes template in our dedicated article.

Proceeding with business

Board members typically introduce agenda items by making respective motions. Let’s explore a sequence of making main motions:

1. Making a main motion: “I move that [specific proposal.” Example: “I move to approve the annual budget as presented.”
2. Seconding a main motion: “I second.” At least one member should support a motion for it to proceed.
3. Opening debate. The chair opens the discussion: “The motion to ‘approve the annual budget as presented’ has been made and seconded. Now we shall open the floor for discussion. Is there any discussion on the motion?
4. Discussing the motion. The chair may limit the discussion time. If there is no discussion, the chair initiates the voting process.
5. Voting. The chair says: “We shall now vote on the motion to ‘approve the annual budget as presented.’ All those in favor of the motion to ‘approve the annual budget as presented,’ say ‘Aye’. All those against the motion to ‘approve the annual budget as presented,’ say ‘Nay.’” Based on the voting results, the chair says: “The motion to ‘approve the annual budget as presented’ has passed/failed.”

Closing the meeting

Here is the sequence of the adjournment procedure:

1. Making announcements. The chair asks: “Are there any announcements before we close the meeting?” Announcements are made at this stage.
2. Moving to adjourn. The chair says: “I move to ‘adjourn the meeting and hold the meeting on Monday.’” Another member confirms: “I second.”
3. Voting on the motion to adjourn. The motion to adjourn requires a majority vote. The chair says: “The motion to ‘adjourn the meeting and hold the next meeting on Monday’ has been made and seconded. All those in favor, say ‘Aye.’ All those against, say ‘Nay.’” 
4. Closing the meeting. The chair says: “The motion to ‘adjourn the meeting and hold the next meeting on Monday’ has passed. Thank you.”

Robert’s Rules cheat sheet for nonprofits: Common mistakes explained with solutions

Using Robert’s Rules as your nonprofit board meeting guide gives extra clarity and accountability. However, sometimes boards make mistakes that undermine the benefits of Robert’s Rules.

Procedural errors

Members may skip procedural steps, like seconding main motions, confirming quorum, making amendments, etc., particularly at the beginning of implementing Robert’s Rules.

✔️ Solution: The chair can guide members through the procedure, while members can use cheat sheets like ours, to aid the adaptation process.

Procedural overload

Another common mistake is when boards overemphasize the formalities of Robert’s Rules, like formalistic language or strict motion procedures for non-controversial items.

✔️ Solution: Focus on the spirit of Robert’s Rules rather than rigid enforcement. Balance simplicity and structural approach and limit excessive use of motions for straightforward agenda items, like previous meeting minutes, call to order or adjournment.

Not reiterating motions

Board members may omit the exact wording of motions, unintentionally creating confusion and possibly conflict during motion approvals and discussions.

✔️ Solution: Reiterate the exact wording of a motion when amending, voting, and discussing it. This conflict resolution technique minimizes confusion, such as when members mistakenly believe they are voting on a main motion when, in reality, they should be voting on an amendment to that motion.

The bottom line

• Implementing key concepts of Robert’s Rules, like agenda, quorum, motion, amendment, and voting, can bring necessary order to nonprofit board meetings.
• The main agenda components are call to order, roll call, reports, unfinished business, new business, announcements, and adjournment.
• The most common mistakes in implementing board meeting rules for nonprofit organizations are not reiterating motions, missing important procedural steps, and overemphasizing non-essential formalities.
• The best way to use Robert’s Rules of Order is to balance procedural structures with clear and simple communications.

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FAQ

What are the basics of Robert’s rules of order?

Robert’s Rules of Order recommends confirming quorum (majority of attendees required to conduct business), using ordered meeting agendas, and using motions to proceed with business.

What motions are used in Robert’s Rules of Order?

Main motions are used to introduce agenda topics, while secondary motions modify main motions. There are also incidental motions that regulate meeting processes and questions of privilege that address procedural issues.

Do all boards use Robert’s rules?

Robert’s Rules of Order can be used by big and small boards effectively. It’s very adaptable to small organizations. For instance, you can use consent agendas and adjust quorum requirements according to your bylaws.