Course Packet 1 – Conversation Flow

Conversation is a significant part of our everyday lives. We always feel the need to converse to
express our thoughts. In fact, there are times when we like to keep the conversation going with
someone who gives us the feeling of great happiness but, without the ability to maintain interaction
and the lack of topics to talk about, that person bids goodbye sooner than we want.

Maintaining the conversation flow going and substantive is an essential skill that can be learned
through practice. Conversation flow is the smooth exchange of ideas moving from one topic to the next
continuously as the speakers take turns.

Turn-taking occurs in a conversation when one person listens while the other person speaks. As
the conversation progresses, the listener and speaker roles are exchanged back and forth in the cyclical
process of communication.

The ability to use turn-taking techniques is an essential tool in maintaining social relationships
between parties in a conversation. Using turn-taking techniques will not only make the conversation
smoothly flowing but will also minimize overlapping talk and dead silence in between. These
techniques are especially helpful when the topics are getting out of hand as they will tell you how to
raise a question, how to request clarification, how to accept/decline, how to agree/disagree, how to give
an opinion and how to correct oneself/others. Finally, carrying a conversation is as important as the
ability to terminate a conversation from where everyone leaves happily and contented.

Review. You have learned various listening strategies from Module 01. You can certainly understand
and organize information better than you used to. After improving your listening skills, you are now
a step closer to effortlessly carrying a conversation with another English speaker. But how long can
you keep the discussion going? The reason this question isimportant is that, ultimately, this is exactly
what you hope to accomplish: you want to gain the level of proficiency that will allow you to engage
in a meaningful and productive conversation. To reach this level of proficiency, the ability to take
longer turns and turn-taking skills are absolutely essential.

Before we move to the turn-taking techniques, here are some reminders about conversation dos and
don’ts:

• Keep your purpose in mind. Your purpose must guide you in asking the right questions and giving
correct responses in a conversation.

• Prepare your questions. Make sure that you have prepared an outline of what to ask either written
down or in your mental notes.

• Be specific. Asking definite questions leads to getting definite answers.

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• Use deductive approach. After throwing a general question or giving out a broad answer, follow it
up with specific ones.

• Use open-ended questions. This type of question will likely develop an open conversation.

• Connect. Use words from other speaker’s statements in the formulation of your questions or
responses.

• Avoid leading statements. Use unbiased statements to keep the conversation fair for everyone.

• Never open a topic that is too personal. Respect other people’s privacy the same way you want
yours respected.

• Do not cut speakers. Allow the speaker to finish their statements in order to fully understand what
they want to say.

• Drop unfamiliar words. Avoid using technical words that are not in the area of your listeners. Use
layman’s terms.

The ability to create and process good questions is one of the skills everyone needs in order to
start a good conversation flow. We are going to tackle those skills one-by-one as we go along.

Effective speakers always look for ways to continuously develop their skills in starting and
maintaining good conversation flow, which means engaging in oral communication effortlessly. A
good conversation is where one does not feel anxious at any point, but rather listens and responds with
ease.

As every conversation is unique, you need to increase your awareness on the different
techniques that apply to various types of conversation. Have you experienced being in a group where
one has been talking earnestly alone for almost an hour with all the others just listening because no one
could butt in? Surely, it would be improper to say, “Can you please shut up?” to stop the person from
talking?

Given the situation above, learning how and when to raise a question seems to be the most basic
technique in keeping the conversation engaging. From a single question, everything else may follow.
Finally, the conversation can come to an end by politely closing the discussion. So, let’s begin talking
about these strategies:

A. Turn-Taking Techniques
1. Raising a question

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 When you ask someone a direct question, they receive a signal that they are to take their turn
and start sharing their thoughts.

2. Requesting clarification

An engaging conversation is one where everybody understands one another. So, at some points
when confusion occurs, there is a need to ask for clarifications - an act typically signaled by an explicit
expression of request, a statement with rising intonation or a direct question.

Apparently, request for clarification is essential during a conversation to ensure that everyone
is on the same page as the speaker.

Some examples of expressions of request are:

➢ My apologies, but I have to ask you to explain further the …

➢ Sorry, but I would just like to clarify what you mean by…
➢ Pardon me for asking you to simplify the…

3. Accepting or declining

As a member of the group, you do not always have to agree with everyone. In fact, a productive
conversation is where different ideas are brought together to arrive at a balanced view about a matter,
which is possible when the act of accepting and declining are clearly expressed by everyone. In addition,
it is important to note that when you accept a suggestion or a statement, there is a need to provide an
explanation; when you decline a suggestion or statement, you must give an alternative.

Note that we refer to the idea and not the person when we accept or decline. Some helpful phrases
for accepting a statement or suggestion are:

➢ The proposal was amazing! It really was on point because…

➢ That was a great idea! What you said was what we needed because…
➢ The suggestion was acceptable for the reason that…

Some phrases for declining a statement or suggestion are:

➢ I appreciate the idea, but as of the moment, what we are looking for is…
➢ I cannot categorically say yes to that… how about…
➢ Let us consider the suggestion later. Right now, we need more suggestions that are rather…

4. Agreeing or disagreeing

Another great way to encourage the people in the group to contribute to the discussion is by
expressing that you agree with them. You can also challenge them to give more creative and innovative
ideas by disagreeing with them.

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 When you agree with others, you are giving support to their statements or suggestions. When
you disagree, you invite them to think further and improve their statements and suggestions. Agreeing
or disagreeing will make the conversation lively and engaging. However, we must remember to always
be polite and sensitive to the feelings of others.

Here are some phrases you can use to agree on a statement or suggestion:

➢ I couldn’t agree more. That is definitely important because…

➢ That makes sense because… so you have my support.
➢ Studies/data prove the same. I believe that…

On the other hand, here are some phrases you can use to disagree on a statement or suggestion:

➢ I get the point, but the suggestion contradicts with… so I have to disagree.
➢ The idea was well stated, but it seemed unreasonable at this time because…
➢ Probably, the proposal has advantages, but these are the sure disadvantages…

5. Giving and asking for an opinion

Opinions give new insights and different perspectives to the discussion. It is essentially
beneficial to the group if they will hear various relevant opinions when making a decision, formulating
a proposal, planning a project, and the likes.

When you want to ask for other people’s opinion, you can say:

➢ I’d be glad to hear your thoughts…

➢ What does the body think about the matter?
➢ Would you like to share your ideas?

When you have an opinion to share to the group, you can say:

➢ May I say something about what was just said?

➢ I hope you will also consider the fact that…
➢ I would like to add that…

6. Correcting oneself/others

Conversations are typically free flowing, so lapses are always possible. Committing mistakes
while talking is inevitable and does not make one an ineffective speaker. What matters is what a person
does after making mistakes. People often admire speakers who are honest if they say something wrong
or reacted inaccurately about a statement because they have the willingness to correct themselves. For
others, it takes one person to realize the mistakes in their statements or ideas, so it is better if a member
of the group will respectfully correct them.

To correct yourself, you can say:

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 ➢ I’m very sorry for saying that…. It was a mistake.
➢ I did not realize that I was wrong until… Sorry about that.
➢ May I take back my statement about…? I’d rather say…

To correct others, you can say:

➢ May I ask you to review the… because there seems to be a discrepancy.

➢ Can you please verify whether…
➢ There appears to be a misunderstanding about… so I suggest a correction.

B. Topic Control
Topic control is a communicative strategy used to control and prevent unnecessary
interruptions and topic shifts in a certain conversation. Topic shifting is a diversionary tactic in which
one person in a discussion manages to subtly change the discussion's topic to another without explicitly
announcing the change of subject or reaching any kind of mutual agreement that such a change is
appropriate. Topic control is considered a necessary procedural formality to ensure relevant
development of certain topics in particular discussion or conversation.

To bring the discussion back to the topic, you may say:

➢ May I once again invite everybody’s attention to our agenda?

➢ May I suggest that the discussion on…. be set as an agendum for another meeting?
➢ I would like to recommend another meeting for the matter brought up by…

C. Terminating a Conversation
Equally important as starting and maintaining the exchange of talk is terminating the
conversation harmoniously. A good conversation flow occurs not only when everybody smoothly
takes their turns and the topic is maintained but also when the conversation ends with the feeling of
satisfaction that something is accomplished and the parties involved feel good about putting the
conversation to a conclusion.

For a casual conversation, using the marker “so” and expressing how you feel about the
conversation is good enough as an ending. You may also add your anticipation of possibly meeting the
person again. For formal meeting, presenting a summary is a perfect way of ending the discussion. You may
say:

➢ Thank you for the very productive discussion. So, it is decided that…

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➢ Your contribution to the discussion is definitely helpful. Before we end, please allow me to reiterate the
following…
➢ It is such a breath of fresh air listening to all your ideas. As we end the meeting, let me read to you my
notes to make sure I don’t miss any important details.

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 Course Packet 02 - Parliamentary Procedures
Parliamentary procedures is a set of well proven rules designed to move business along in a
meeting while maintaining harmony and order. Its purpose is to help groups accomplish their tasks
through an orderly, democratic process. Parliamentary procedures is not intended to inhibit a meeting
with unnecessary rules or to prevent people from expressing their opinions. It is intended to facilitate
the smooth functioning of the meeting and promote cooperation and harmony among members.

Review. How does parliamentary procedures sound to you? Complicated? Controlling? Boring?
Intimidating? Why do we need to know all the rigid rules for conducting a meeting? Why can we not
just run the meetings however we want to? Who cares if we do not follow parliamentary procedures?

One of the best ways to help us realize the significance of parliamentary procedures is to recall
how many times we have attended a meeting that ran on and on and did not accomplish anything. The
meeting jumped from one topic to another without arriving at a specific decision. Group members
disrupted the meeting with their own personal agenda as arguments erupted here and there. A few
people make all the decisions and ignore everyone else’s opinions. Everyone leaves the meeting feeling
frustrated. These are the same scenarios that can happen without parliamentary procedures.

Parliamentary procedures is key to turning your unproductive, frustrating meetings into a

concrete and definite step to achieving your group’s target.

The Parliamentary Procedures is an intricate set of rules that govern a formal meeting. The
previous activity helps you set your purpose for studying these procedures and gives direction to the
specific details you might be interested in knowing about the order of a meeting. To appreciate the
Parliamentary Procedures better, let us start with the principles around which the rules are developed.

Overview of Parliamentary Procedures1

In general, parliamentary procedures is developed around the principles of fairness and
transparency as everyone in the group is assumed to have the right to participate in the

discussion before anyone may speak the second time around and have the right to know what
is going on at all times. It also ensures that majority will rule and protects the right of the minority and
the absentees. To ensure order in the conduct of the meeting, only urgent matters may interrupt a
speaker and only one thing or motion can be discussed at a time.

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 Before we continue, it is worth noting that parliamentary procedures require that each decision
to be made by an assembly be presented in the form of a Motion which is expressed by saying:

“I move that…”

➢ A motion that needs action of the assembly requires a second that is expressed by saying:

“I second the motion.”

➢ No second is required for requests by a member.

➢ Motions from a committee are assumed to be seconded by a committee member.

Order of the Meeting

1. Call to Order

➢ It is the term used to formally announce that the meeting shall begin.
➢ The chair calls the meeting to order by saying:

“Good morning/afternoon/evening! It is (state the time) and I shall call the (date) meeting of the (name of the
organization/group) to order. Roll call, please.”

2. Roll Call/Determination of a Quorum

➢ A quorum is the number of members that can be depended on to attend a meeting as determined
by a governing document such as a charter, constitution and by-laws or standing orders of the
organization.
➢ If the quorum is not reached, the meeting is adjourned.
➢ The secretary calls each member by name, noting their presence or absence at the meeting then
announces to the chair:

“Honorable Chair, we have a quorum/we do not have a quorum”

3. Adoption of the Agenda

➢ An agenda is essentially a proposed program or listing of the events and items to discuss in the
meeting. Each item in the list can be called an agendum (singular), hence you can also say that,
for example, the list contains three agenda (plural).
➢ The agenda has to be decided before the meeting and must be circulated to all members.
➢ The agenda may be amended either before or after they are adopted. The agenda in the list
remain to be a proposal until the meeting adopts them.
➢ Before the adoption, the motion to make changes in the agenda (i.e. add, delete or rearrange)
can be made but it must have the approval of simple majority (more yes than no) to pass.

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 ➢ After the adoption, the motion to make changes in the agenda (i.e. add, delete or rearrange) can
be made but it must have the approval of larger majority or two-thirds of the members to pass.
➢ Each item on the agenda will come before the meeting unless time runs out. A motion to discuss
the agenda at the next meeting can be made.
➢ The chairperson shall call for a motion to adopt the agenda.

To adopt/add/delete/rearrange the items of business on the agenda, say:

▪ “I move that the item/s (specify) on the agenda be adopted.”

▪ “I move that… be added to the agenda.”
▪ “I move that the item/s (specify) on the agenda be deleted/removed.”
▪ “I move that the item/s (specify) be rearranged as follows…”
➢ A seconder is always needed before the voting for approval is done.

4. Reading and Approving of the Minutes of the Previous Meeting

➢ The minutes of the previous meeting shall be read by the secretary if copies are not distributed
to the members to check for errors in or omissions from the minutes.
➢ If there are no mistakes, a member should make the motion to approve the minutes by saying:

“I move that the minutes of the (date) meeting of the (name of the organization/group) be approved as
printed/read.”

➢ Should any member notice mistakes in the minutes, it would be proper to point them out. The
secretary then would make the necessary correction. The motion will then be:

“I move that the minutes of the (date) meeting of the (name of the organization/group) be approved as amended.”

5. Reports of Officers

➢ In some cases, the summary of the minutes of the previous meeting of the executive committee
are read by the secretary to inform the membership on the matters it handled. Any member may
raise a question that the executives will deal with in their next meeting or will be set as one of
the agenda in the next general meeting. This is unusual yet a positive indication of the necessary
subservience of the executive committee to the membership as a whole. Finally, the minutes of
the executive meeting is for information only and not for adoption during a general meeting.
➢ The chairperson can call upon the treasurer to present a report on the finances of the
organization. This may include disbursements, bills and the balance of money held in the
account. A more detailed report is required during the annual meeting where the audited annual
report shall be properly adopted.
➢ The secretary, in consultation with the chairperson, reads the prepared summary of
correspondence sent to the organization. Those that require action by the meeting may be
delayed until “New Business” or may be discussed after reading as respectively determined by
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 the chairperson. Each letter that requires action will need a separate motion. Letters that do not
require action is usually summarized and will just need one motion to be received and be filed.

6. Unfinished Business

➢ The chairperson shall remind the members of the history of an unfinished (or old) business
before discussion begins. This business is postponed from a previous meeting or pending when
the last meeting adjourned.

7. Reports of Standing or Ad hoc Committee

➢ All reports must be included in the agenda. The order of reporting is determined by the
chairperson according to importance.
➢ The committee reports should be read from a written form that can be placed in the
organization’s files.
➢ The adoption of the agenda guaranteed that the report will be heard, hence there is no need for
motion to receive a committee report.
➢ However, amendments may be recommended by any member and the committee chair may
move any recommendation on behalf of the committee.

8. New Business

➢ Only the items on the agenda are discussed after all the unfinished business has been disposed
of.
➢ Various motions usually occur in this part of the meeting (see list below).

9. Program (if applicable)

➢ A special speaker is sometimes invited to the meeting of the organization. The talk, however,
may be held before the official business begins to save the speaker from staying too long at the
meeting. In some cases, the chairperson may assign a program chairperson at this point.

10. Announcements

➢ Committee chairs and others may be given the opportunity to make special announcements by
the chairperson.

11. “Good of the Order”

➢ Any member may state an observation or compliments and criticisms about the conduct of the
meeting by the organization.

12. Adjournment

➢ To adjourn is a “privileged” motion that is neither amendable nor debatable and is expressed
by saying:
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“I move that the motion be adjourned.”

➢ The motion has to be seconded before the chairperson formally declares that:

“The meeting is adjourned.”

Motions
Only one motion may be on the floor at a time, but more than one secondary motion may be on
the floor. Pending motions must be disposed of in descending order of precedence.

• Main Motion. It introduces business to the meeting and can only be made when there is no pending
motion. The purpose of the main motion is to propose a new idea or action to the group. A member
should be recognized before saying:

“Honorable chair, I move that (state your idea or proposed action).”

There are also main motions that bring back a matter from the previous or present session. These are:

➢ Take from the Table. Its purpose is to resume consideration of a motion laid on the table in the
same meeting or the previous one. After being recognized, the member can say:

“Honorable chair, I move that the motion made earlier to (state the motion) be discussed.”

➢ Reconsider. It is the motion to reopen and debate a matter after it is voted upon in the same
meeting. It can only be done by a member who voted on the prevailing side. In effect, it can
postpone the action on the motion until another decision is made during the same meeting. The
member making the motion can say”

“Honorable chair, I move that the motion to (state the motion) be reconsidered (reason may be added).”

➢ Rescind (Annul or Repeal) or Amend Something Previously Adopted. This motion requires two-thirds
vote to pass the repeal or amendment of an action taken that is too late for reconsideration. This
motion does not work on actions that cannot be reversed. When deemed proper, a member can
say:

“Honorable chair, I move that the motion to (state the motion) be rescinded/repealed/annulled/amended for the
reason that (state the reason).”

• Subsidiary Motion. It is the motion that changes or affect how the main motion is handled because
the subsidiary motion is voted on before the main motion. It may be a motion to:

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 ➢ Postpone Indefinitely. It is the subsidiary motion to be made when the group does not want to
make a decision hastily about the concern of the main motion because it is either vague or too
serious that it needs further discussion. After being recognized, the member can say:

“Honorable chair, I move to postpone indefinitely the motion to (state the motion).”

➢ Amend. The purpose of this motion is to change the wording of the main motion for clarity or
correctness before it is voted on. Acceptance or rejection of the amendment leaves the main
motion pending. When the amendment totally changes the main motion, the chairperson must
call for Motion to Substitute instead. When the Motion to Substitute is passed, the substitute is
open to another subsidiary motion or debate and must be the one to be voted upon. To make
the motion, a member can say:

“Honorable chair, I move that the motion be amended by adding the following words (specify the words and their
proposed position in the statement).”

“Honorable chair, I move to amend the motion by striking out the following words (specify the words and the
phrases where they can be found).”

“Honorable chair, I move to amend the motion by replacing the words (specify the words) with (state the
replacement).”

➢ Secondary Amendment. An amendment can undergo second modification through this motion.
However, a third amendment is not allowed.
➢ Refer (Commit). It sends a pending motion to a standing or ad hoc committee and may include
specific tasks to be done by the committee members identified by the same person who made
the Motion to Refer. The member can say:

“Honorable chair, I move that the question/matter be referred to a committee made up of (enumerate the members)”

➢ Postpone Definitely. It is the motion to delay action until a specific time but not beyond the next
regular meeting. After being recognized, the member can say:

“Honorable chair, I move to postpone the question/matter until (state the specific time)”

➢ Limit or Extend Debate. When the speeches permitted need to be decreased or increased in
number and time, the motion to Limit or Extend Debate is made, which requires two-thirds vote
to pass. After being recognized, the member can say:

“Honorable chair, I move to limit the discussion to two minutes (or any specific time) per speaker.”

➢ Previous Question (Call for the Question). It is the motion that immediately closes a debate on a
pending proposal when two-thirds vote in its favor. It is done when the discussion goes on for
too long and voting is necessary. To make the motion, a member can say:

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“Honorable chair, I move that we now vote for the motion.”

➢ Lay on the Table/Table the Motion. It is the motion to temporarily set aside a motion because
something more urgent arises. However, it is out of order if its intention is to avoid relevant
scrutiny of the pending motion. A member can say:

“Honorable chair, I move to table the motion.”

Privileged Motion. It puts the focus on a new but urgent matter without the need for debate. It can be:

➢ Call for the Orders of the Day. Any member can interrupt a speaker to Call for the Orders of the
Day that requires the assembly to conform to the agenda or discuss a special order. To make the
motion, a member can rise and say:

“Call for orders of the day.”

➢ Raise a Question of Privilege. It is the motion made to ensure that the rights of the assembly or any
of its members are duly exercised. To be recognized, say:

“Point of personal privilege, Honorable Chair.”

The chair shall respond: “State you point.”

The member shall state the point. For example:

“There is too much noise, Honorable Chair.”

“Honorable Chair, the interruption is eating up my time to speak.”

➢ Recess. It is used to request a session break. To make the motion, a member can say:

“Honorable chair, I move to recess for five minutes.”

➢ Adjourn. It is the non-debatable motion to immediately end the meeting. Say:

“Honorable Chair, I move to adjourn the meeting.”

“Honorable Chair, I move that the meeting be adjourned.”

➢ Fix the Time to which to Adjourn. It is the motion to schedule the time and place of the next regular
meeting.

“Honorable Chair, I move to set the next meeting on (state the details).”

• Incidental Motion. This motions are made when there is a question about the procedures, hence it
must be addressed before other motions.
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 ➢ Point of Order. Its purpose is to call out a violation of the rules of the procedures. Say:

“Point of order, Honorable Chair.”

The chair shall respond: “State your point.”

The member can state the matter. For example: “Honorable Chair, the speaker has been talking for 18
minutes.”

➢ Appeal. It is used to challenge the decision of the chair when a member believes that a violation
of the procedures occurred with regard to the decision made. To make the motion, a member
can say:

“Honorable Chair, I move to appeal the decision because (state the reason).”

➢ Suspend the Rules. This motion requires the vote of larger majority and can only be used when
the constitution and bylaws of the organization has provisions to temporarily make a rule
inoperative in a certain situation such as that of the meeting. A member can say:

“Honorable Chair, I move to suspend the rules.”

➢ Withdraw. It allows the motion to be withdrawn by the one who makes it. The member can say:

“Honorable Chair, I ask permission to withdraw my motion.”

➢ Point of Information. This is a request in the form of a question to the chair or a member thru the
chair to clarify the business at hand. When the question is about parliamentary procedures or
rules about handling the business at hand, it is called Parliamentary Inquiry. A member can rise
and say:

“Point of information, Honorable Chair.”

The chair shall respond: “State your point.”

The member can state the point. For example: “The respectable speaker was only given two minutes,
Honorable Chair. I believe the body agreed to set the time to three minutes.”

➢ Objection to the Consideration of a Question. The purpose of the motion is to do away with
irrelevant and inappropriate discussions. It must be done immediately and requires two-thirds
vote. A member can say:

“Honorable Chair, I move to drop the discussion and proceed with the next business.”

➢ Division of the Assembly. It is the motion to ensure that votes are properly counted. A member
can ask for vote by actual count when voice vote is inconclusive and say:

“Honorable Chair, I call for a division of the house.”

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 ➢ Division of a Question. The purpose of this motion is to divide a motion that has two or more
propositions to ensure that each is decided properly. This motion is made by saying:

“Honorable Chair, I move to divide the resolution so as to consider separately…”

“Honorable Chair, I move that the resolution be divided into two, such as (state the two resolutions formed) so
that we can separately consider each for voting.”

Procedures for Handling a Motion

• A member can state a motion when given the floor by the chair.

• The motion must be seconded before it is considered.

• Modification or rejection of the motion can be proposed by another member before the motion is
seconded or restated by the chair. The proposition can be stated without being recognized or seconded.

• If the motion is already in order, the chair shall restate it and open the debate when necessary.

• The maker of the motion is given the first turn in the debate.

• When the discussion ends, the chair shall restate the motion and clarifies the consequences of
affirmative and negative votes.

• The chair shall call for a vote and shall announce the result.

General Rules of Debate

• Members are allowed to speak after being recognized by the chair.

• All discussion must be relevant to the immediately pending question.

• A member cannot speak for a second time unless everyone who wishes to speak has been given the
turn.

• A member can only speak up to two times to each motion.

• A member has a maximum of 10 minutes per turn.

• Cross debated is not permitted, hence all remarks must be addressed to the chair.

• A member shall not criticize one’s own motion but can vote negatively against it.

• Personal attacks are not permitted.

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• The chair cannot participate in the debate unless the role is temporarily dropped. The role cannot be
reassumed unless the pending main motion is acted on.

• The chair shall ideally give the floor to the affirmative and negative alternately.

• A list of speakers prepared by the chair is necessary when the number members who wish to speak
is too large.

• No member shall disrupt the assembly.

• The rules of debate can be changed when approved by a two-thirds vote.

Roles of the Presiding Officer

• Remain impartial

• Participate only in vote by ballot, otherwise vote only to break or create a tie

• Determine that a quorum is present before starting the business

• Ensure proper order of business

• Recognize speakers

• Determine if a motion is in order

• Keep the discussion germane to the pending motion

• Put motions to a vote and announce the results

• Employ unanimous consent

• Maintain order

Voting
• Majority Vote. It refers to the votes of more than half of the members present who are allowed to vote
excluding abstentions

• Two-thirds Vote. It is the two-thirds of the members present and are allowed to vote excluding
abstentions.

• Voting by the Chair. It is the vote coming from the chair that creates or breaks a tie or that is permitted
during voting by ballot.

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Methods of Voting
• Voice vote. This method of voting is typically done when a large difference in voting results is expected.
The chair states the motion and asks first those in favor to say “aye”. Then, the chair asks those who
oppose to say “nay”. Finally, the decision will be done by the chair based on estimate of the count.

• Show of hands or rising vote. This method of voting is done when a motion requires two-thirds vote or
to verify an inconclusive voice vote.

• Ballot. It is usually done for election of officers or when approved by a majority vote.

• Roll call vote. It is done to record how each member votes as approved by a majority vote or when the
bylaws specify.

• Proxy voting. It is a vote cast by a member on behalf of another. It is usually prohibited unless allowed
by the bylaws.

Parliamentary procedures highlight basic social principles such as:

• all members of an organization should have equal rights, privileges and obligations;

• every decision must be well thought-out and has to be decided by the majority;

• stating a sound opinion is a basic right;

• everyone can actively engage in orderly discussion about a relevant matter;

• all members must be given a chance to be heard;

• personal remarks are always out of order;

• the chair should remain impartial at all times; and

• silence gives consent.

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