To let the pros have the floor or the cons….That is the question. And in America, the home of all things democratic, who gets to speak in an organized meeting is an especially important question: Everyone’s voice is valued, and we feel the need to make sure everyone gets a chance to say their piece. But, what about your small business meeting—just the board—say, 12 or fewer people? Are you required to go all democratic and let everyone have their full say on every issue?
Let’s talk concerns first.
Total time. If each individual is given the floor, for an extended length of time, before each vote, the meeting will last forever.
Time-hogs. The person that tends to carry on for too long will definitely do so. It’s a meeting guarantee if you have no controls in place.
Mr. Quiet. The shy guy in the group does have opinions, but he won’t ever get to talk, nor will he speak up to say so.
Chaos. Throw a hot issue into the ring, and things can get unwieldy fast. You won’t accomplish anything in the craziness of everyone talking at once.
Uncertainty. With no organization, several folks will likely sit a good while with hand raised, wondering when and if they’ll ever get to speak.
I offer you a three-step solution to manage discussion and keep it (and you) from going nuts.
1. Officially invite speakers.
When there is a motion on the floor, say to the whole group, “Who wants to speak in favor of this motion? Please raise your hand.”
2. Note the names.
As people raise their hands to express interest in speaking, write their names on a prepared paper – in any order. Three columns will do the job: Names, Pros, Cons. Next to the name, place a check in the pro column for those wanting to speak in favor of the motion.
[Repeat steps one and two for the other side: “Who wants to speak in opposition? Please raise your hand.” And note names, placing a check in the cons column.]
3. Recognize speakers.
Alternate each side until all have spoken.
Not only will no one have to lose circulation with their hand in the air for 10 minutes, but also you’ll be able to see clearly how much support or opposition exists for that idea. Perhaps, for example, no one raises a hand to speak in opposition! Then you get to say, “It doesn’t look as if there is any opposition. We could save time by moving to a vote if no one minds.” And business can clip along. (Happy dance!)
These steps also enable you to see who has already spoken. According to Robert’s Rules, no one speaks twice until all who want to speak on that side have spoken. Just visualize a line at the microphone in a larger meeting: Generally, we don’t allow cutting in order to get in line again. But in a small board meeting, this can happen – Joe the Talker constantly interrupts and dominates. Easy fix: If anyone wants to speak again, add that name to the bottom of the list, and if there’s time (see my thoughts on debate time limits here), allow it.