Quick Guide: The Lifecycle of a MotionRemember that previous post on the parliamentary procedure basics for how to make a motion? Here’s “Making Motions – Round 2,” a more detailed guide on the specific language* you should use both for making a motion and, if you’re the presiding officer, for carrying it through to a vote.

Step 1:       Member A Seeks Recognition

Say this →   Mr./Madame President?

Step 2:      The Presiding Officer Recognizes Member A

Say this →   The Chair recognizes Member A.

Step 3:      Member A Makes a Motion

Say this →   I move that we organize an event in March to raise awareness and funds for our capital campaign.

Step 4:      Member B Seconds the Motion

Say this →   Second.

Important Note: The second happens in an impromptu manner. The chair doesn’t have to invite it by asking, “Is there a second?” Nor does the member who makes the second have to seek recognition beforehand.

Step 5:      The Presiding Officer Repeats the Motion

Say this →   It has been moved and seconded that we organize an event in March to raise awareness and funds for our capital campaign.

Step 6:      The Presiding Officer Asks for Discussion**

Say this →   Is there any discussion?

Step 7:      Members Discuss the Motion OR Make Another Motion

Just follow the procedure above. Seek recognition, and once recognized, make comments on the pending motion or make another motion.

Step 8:      The Presiding Officer Takes a Vote

Say this →   If there is no further discussion, we will take a vote. All those in favor of the motion that we organize an event in March to raise awareness and funds for our capital campaign say, “aye.” All those opposed say, “no.” The “ayes” have it and the motion is adopted. We will organize an event in March to raise awareness and funds for our capital campaign.

And there you have it – a simple process with uncomplicated and logical wording. Note the presiding officer’s helpful repetition of the exact words of the motion, preventing confusion and keeping attention focused! Like most parliamentary procedure rules, these steps for proposing action items provide order and efficiency.

*Parliamentary authorities (Robert’s Rules and other guides) differ on the exact words that members and presiding officers should use. Some parliamentarians are “sticklers” about specific language. For the most part, these differences have no practical effect. The steps for processing a motion remain the same. In my view, variations on these words are fine, as long as what is said clearly conveys the correct information.

**This step occurs only if the rules allow discussion on the motion. For example, discussion is not allowed on motions to limit or close debate.

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Photo of Sarah E. Merkle Sarah E. Merkle

Sarah E. Merkle is a professional and a driven achiever, but a helpful one. Her legal work dovetails neatly with her unique avocation—sharing parliamentary procedure with those who need help navigating the sometimes crazy world of organizational governance and meetings. She’s one of…

Sarah E. Merkle is a professional and a driven achiever, but a helpful one. Her legal work dovetails neatly with her unique avocation—sharing parliamentary procedure with those who need help navigating the sometimes crazy world of organizational governance and meetings. She’s one of only five lawyers in the world to have earned the two highest parliamentarian certifications. For nearly 15 years she has used her expertise to help local, regional, and national clients make decisions that honor the law but efficiently move business forward without disruption. It’s more than taking minutes or understanding the latest edition of Robert’s Rules of Order—Sarah demonstrates that parliamentary procedure can be a helpful tool, and as a former educator, she knows how to make the tricky parts understandable.