Understanding the Parliamentarian “Order of Business” vs. the Agenda
In the world of organizational governance, understanding parliamentary procedure is crucial for running efficient meetings. One common area of confusion is distinguishing between the “order of business” and the agenda. Knowing the difference not only aids in better meeting preparation but also impacts how a board operates during sessions. Let’s delve into what each term means and why it’s essential to understand their differences.
What is the “Order of Business”?
The “order of business” is a standardized sequence that guides the flow of a meeting. It ensures that every necessary part of the meeting is addressed in a logical order. The Call to order and Adjournment are the given elements of a meeting while the common components of the “order of business” include:
- Reading and Approval of Minutes
- Reports of Officers, Boards, and Standing Committees
- Reports of Special (Select or Ad Hoc) Committees
- Special Orders
- Unfinished Business and General Orders
- New Business
This structure helps maintain order and ensures all necessary topics are covered, promoting a comprehensive and systematic approach to meeting management.
What is an Agenda?
An agenda, on the other hand, is a list of specific items to be discussed or decided in a meeting, prepared in advance by a leader or a designated committee. The agenda includes:
- Specific topics under each standard order of business component
- Time allocations for each item
- Names of members responsible for presenting items
While the “order of business” provides a meeting’s skeleton, the agenda fills out the specifics, offering a detailed guide for the discussion.
Key Differences
The main difference between the “order of business” and the agenda lies in their function. The “order of business” dictates the meeting’s flow, ensuring all procedural steps are followed. The agenda, however, details the specific topics to be addressed and can vary significantly from one meeting to another based on the board’s current priorities and needs.
The Implications of Adopting an Agenda
Adopting an agenda at the start of a meeting commits the board to address the listed items in the order presented. This can significantly impact the meeting’s flexibility:
- Benefits: Ensures all planned topics are discussed. Prevents deviation from critical issues, promoting efficiency.
- Drawbacks: Limits the ability to adapt to unforeseen issues or discussions that may arise during the meeting.
For boards that require high levels of flexibility, rigidly adhering to an adopted agenda might be more hindering than helpful. Conversely, for those that need to ensure certain topics are addressed within a limited time frame, adopting an agenda can be highly beneficial.
Final Thoughts
Understanding the distinction between the “order of business” and the agenda is key to managing effective meetings. It allows boards to structure their discussions in a way that best suits their operational needs and meeting goals.