The Complete Toolkit - Gardiner Foundation

In order to provide a proper balance between democracy and decisiveness,
the head person (the Chair, or President, or whatever you decide to call the
person in charge) should be an elected position, and that election should give
them a good deal of discretion to ensure that the conduct of business runs
smoothly.
After that, you need as few rules as possible – cut it back to the minimum set
of conditions that will allow necessary decisions to be taken efficiently and
expeditiously, and specify who or what should make the decisions that aren’t
specifically covered in the rules.
Some sample meeting rules (generally known as Standing Orders) are
provided below, but they may be more formal than you need. Just trim them
to suit.
The Chair should run the meeting according to the Standing Orders, but
where the Standing Orders are ambiguous or contestable or silent, the
Chair can make a ruling off the top of their head. If someone else disagrees
(strongly) they can move a motion of dissent. If this motion is seconded, a
vote shall be taken. If the motion of dissent is carried, the Chair’s decision is
reversed.
For the ordinary members of the group, the basic rules of any discussion are
that you should
1. Read the papers. Proper preparation gets through things so much
quicker.
2. Stick to the agenda. Don’t ramble, don’t bring everything up at once,
don’t revisit past history.
3. Speak up. You’re here because we want your opinion. Don’t hold back.
4. Sit down. Other people have opinions too. Give them room to speak.
5. Do the work. Take your share of the labour, and do everything you say
you’ll do.
6. Don’t do other people’s work. Don’t push into other people’s areas
unless you’re asked. Accept the division of labour.
7. Don’t get personal. Everybody’s working for the same objectives – cut
them lots of slack.
8. Know what you want. Decisions have to be taken, and you’re there to
take them.
9. Don’t obsess over trivia. Develop a sense of perspective. Take the long
view.
10. Don’t put things off. Not taking a decision on the day is taking a
decision to drift.
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SECTION 3 GETTING GOING: Putting in Place the Team
STRENGTHENING SMALL DAIRY COMMUNITIES TOOLKIT