Volunteer Reference Guide 2012 - Automotive Industry Action Group

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Volunteer Reference Guide Figure 3. Formal Process for Achieving Consensus CLARIFYING THE PROCESS Some meeting participants may not be familiar with AIAG’s formal consensus process. At the beginning of discussion, the volunteer committee chair should review the overall process with the group. For assistance, the chair should contact the group’s program manager. PRESENTING A PROPOSAL Every major item that requires consensus should be: • Submitted in writing. • Briefly introduced the first time it appears on a group’s agenda. • Summarized in the minutes • Placed on the agenda of the next meeting for discussion. General discussion can begin after everyone has read the proposal and carefully considered any concerns. Committee members who cannot attend the next meeting should submit their concerns, preferably in writing, to the committee chair (s). The Chair opens the floor for questions focusing on clarification and understanding of the proposal (not comments or concerns). If specific concerns are raised, note them on a flipchart and go back to understanding the proposal. 2007-021 23 Revision Date2/8/13
IDENTIFYING INDIVIDUAL CONCERNS ABOUT THE PROPOSAL Volunteer Reference Guide After answering all clarifying questions, the group can begin a broad, overall discussion of the proposal. The level of discussion should consider the entire proposal (e.g., why it is a good idea, how it might affect the industry, general problems, etc.). If specific concerns are raised, note them on a flipchart and move back to discussing the proposal as a whole. At the end of general discussion, the chair: 1. Reviews concerns already noted on the flipchart. 2. Adds to the list any concerns that have been submitted by absent committee members. 3. Asks for additional specific concerns. 4. Leads the group in brainstorming additional concerns. The Secretary records the entire list of concerns, but not the name of the person stating the concern. If no one states a concern, the chair declares that consensus has been reached and the proposal has been accepted. The secretary records the decision as outlined under “Documenting Discussions and Decisions in Minutes,” noting that no concerns were expressed. ADDRESSING EACH CONCERN To address each concern, the team should: • Group similar concerns and document the groupings in the minutes. • Plan the sequence and time limit of the discussion. • Discuss each group of concerns and possible resolutions. • Assign someone to obtain any additional information needed and report back at a future date. If the time limit is reached, the Chair can extend the time limit, table discussion to a future agenda, assign the concern to a sub-committee, or ask those expressing concern to “Stand Aside.” RESOLVING EACH CONCERN In the minutes, record the resolution of each concern. A concern is resolved when every committee member states either: • The item is no longer a concern, or • He/she is willing to “stand aside” A “stand aside” occurs when a committee member still has some level of concern but is willing to live with it and allow the proposal to be adopted. If the concern is from an absent member, that member must attend the next meeting; otherwise, the lack of response will be considered to be a “stand aside.” TAKING OWNERSHIP OF “STAND ASIDE” CONCERNS When a committee member agrees to stand aside on a concern, the chair asks for a volunteer to be custodian of the concern. The custodian commits to remember the concern and express it in future discussions, as appropriate. The secretary then records in the minutes the nature of the “stand aside” concern and the name of the custodian. 2007-021 24 Revision Date 2/8/13
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Volunteer Reference Guide 2012 - Automotive Industry Action Group

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