How to Propose at a Board Meeting: 3 Presentation Tips

According to internal surveys of many businesses in Vietnam, more than 60% of opinions raised in Board meetings are not fully considered due to improper presentation or not following the correct procedure. In fact, by simply understanding and correctly applying the method of making a motion at a Board meeting, the probability of a proposal being discussed and approved can double.

This article will help you understand how to clearly and properly make a motion at a Board meeting, making it easy to understand for both new and experienced board members, thereby enhancing your voice and decision-making effectiveness in meetings.

Tip 1: How to draft a proper motion for Board meetings

Step 1: Understand the Board of Directors' meeting regulations before making a motion

Clearly understand the Board of Directors' meeting regulations

• Most Board meetings apply a version of Robert’s Rules of Order, but many entities have their own meeting rules.

• Understanding how to make a motion at a Board meeting according to internal regulations helps your proposal be heard and seriously evaluated.

Find and read the official regulations

• Most organizations have written meeting regulations.

• You can:

  • Check on the internal website or the organization's official website.

  • Consult with the secretary or meeting minutes recorder, as they often keep the most updated version of the regulations.

Identify requirements before making a motion

• Check if you need to:

  • Notify the Chairman of the Board or the Secretariat in advance about the content of the motion.

  • Submit the motion in writing before the meeting according to the stipulated deadline.

• This is an important step to avoid the motion being rejected for procedural reasons, even if the content is reasonable.

Observe in practice before making a motion yourself

• If you have never attended a Board meeting, try to attend at least one meeting beforehand.

• Observing how others make motions helps you:

  • Understand the speaking order.

  • Know the appropriate time to make a proposal.

  • Be more confident when applying the correct motion procedure in Board meetings.

Step 2: Prepare a sample motion document for Board meetings

Check for available templates or forms

• When applying how to make a motion at a Board meeting, many organizations require motions to be submitted in writing.

• Some Boards of Directors have official forms that must be used.

• Even if not mandatory, many places still provide sample motions for reference to ensure content adheres to standards.

Find sources for forms

• You can:

  • Consult the organization's official website or internal information portal.

  • Contact the Board Secretary or meeting minutes recorder, as they usually know and provide the correct forms currently in use.

• Using the correct form helps ensure your motion is not rejected due to incorrect format.

Draft the document yourself if no template is available

• If there is no template, present your motion in writing with a clear structure, including:

  • Motion title: concise, accurately reflecting the proposal.

  • Brief description: explaining the issue and the reason for consideration.

  • Proposed resolution content: clearly stating what the Board needs to approve.

• This presentation style helps leaders read and understand easily, increasing the likelihood of the motion being included in the meeting agenda.

Step 3: Identify the appropriate type of motion for Board meetings

Clearly define the type of motion you wish to make

• In how to make a motion at a Board meeting, there are 4 basic types of motions:

  • Main motion: proposes a new, independent issue for the Board's consideration.

  • Subsidiary motion: used to amend, postpone, or clarify a motion currently under discussion.

  • Privileged motion: relates to the order, time, or rights of the meeting.

  • Incidental motion: arises from specific situations during the meeting process.

Understand the relationship between the motion and meeting content

• Main motions and privileged motions:

  • Are not dependent on any content currently being discussed.

  • Often need to be prepared in advance, and can be drafted in writing.

• Subsidiary motions and incidental motions:

  • Only appear when the Board is discussing a specific issue.

  • Are often made directly at the meeting, and do not need (and are difficult) to prepare in writing beforehand.

Check the Board of Directors' specific regulations

• Each organization may have different Board meeting regulations.

• For main motions, you may need to:

  • Notify the meeting chairperson in advance.

  • Submit the motion's content before the meeting, for example, 24 hours in advance according to internal regulations.

• Adhering to the correct procedure helps ensure the motion is included in the official meeting agenda, avoiding being overlooked for procedural reasons.

Step 4: Draft a clear, concise, and easy-to-approve motion

Use clear and concise language

• When applying how to make a motion at a Board meeting, the content of the motion should be concise and to the point.

• Describe precisely the action you want the Board to take or the viewpoint you want the Board to confirm.

• Prioritize active voice, avoid convoluted phrasing so readers immediately grasp your intention.

Balance sufficiency with conciseness

• A motion needs to:

  • Include all important information for the Board to make a decision.

  • Avoid unnecessary extra details or lengthy explanations.

• The practical principle is:

  • Lack of information → motion unlikely to be approved.

  • Too many words → readers easily miss the main point.

Have others review before submission

• If you have time to prepare, you should:

  • Ask someone experienced in Board meetings to review the motion's content.

  • Directly ask if any section can be shortened while retaining the meaning.

• This approach helps make the motion document more coherent and increases the likelihood of it being discussed.

Step 5: Write a specific motion to avoid misunderstanding

The more specific, the higher the chance of approval

• In how to make a motion at a Board meeting, the more general a motion is, the greater the likelihood of it being rejected.

• Board members usually do not vote on a motion if:

  • The content is unclear.

  • There are multiple interpretations.

  • There are concerns about risks arising during implementation.

Minimize ambiguity

• When drafting a motion, aim for:

  • Readers not having to "guess" your meaning.

  • Each person not interpreting it differently.

• Avoid vague phrases such as:

  • "consider changes"

  • "adjust appropriately"

  • "choose a better vendor"

Clearly state names, actions, and desired outcomes

• Instead of writing generally, specify:

  • Who the relevant parties are.

  • The specific action to be approved by the Board.

  • What the outcome will be after approval.

• Practical examples:

  • Avoid: proposing to change the landscape care unit.

  • Instead: propose switching from ABC Landscaping to XYZ Landscaping as of a specific month.

Tip 2: Persuasive presentation skills for motions in board meetings

Step 1: Ask for permission to speak before making a motion at the Board of Directors

Wait for the chair to grant permission to speak

• In the process of making a motion at a Board of Directors meeting, you cannot speak without being recognized by the chair.

• Specific procedures may vary between organizations, but the general principle is:

  • Wait for the right moment.

  • Only speak when invited or given permission.

Follow the meeting's established signal for speaking

• When it's your turn to make a motion, you will usually:

  • Stand up, or

  • Raise your hand to request to speak.

• Only after the chair calls your name or acknowledges you, should you begin presenting your motion.

Identify the right moment to make a motion

• Typically, the chair will open the floor for motions with questions such as:

  • "Are there any new issues to be brought up?"

  • "Does anyone have a new motion?"

• This is the most appropriate and safest time to apply the motion process in a Board of Directors meeting.

Step 2: Wait for the chair to acknowledge you before presenting your motion

Only begin when given permission by the chair

• In the process of making a motion at a Board of Directors meeting, you need to wait for the chair to be ready to receive your motion.

• When it's your turn, the chair will usually:

  • Point in your direction, or

  • Call your name directly.

• At this point, you are officially authorized to speak and present your motion.

Speak from the correct position according to protocol

• Depending on the specific Board of Directors' regulations, you may:

  • Speak from your seat.

  • Move to the front of the meeting room.

• Adhering to the correct speaking position helps the meeting proceed in an orderly and professional manner.

Be flexible with smaller-scale meetings

• For smaller, more informal Boards of Directors where everyone sits around a table:

  • You may not need to stand up.

  • No need to move from your position.

• However, it is still essential to be acknowledged by the chair before speaking.

Step 3: State the purpose of your motion to the Board of Directors

Address the meeting chair correctly

• When recognized to speak, address the chair by their official title such as "Chairman" or "Chairperson."

• If unsure of the title, you should:

  • Listen to how the chair refers to themselves when inviting others to speak.

  • Typically, the chair will speak in the third person, for example: "The chair acknowledges Mr./Ms. ...'s opinion."

• Then, address them politely as "Mr." or "Ms." as per the organization's custom.

Clearly state the purpose of your speech from the outset

• Start with a concise, clear sentence such as:

  • "I would like to propose a motion."

• In some Boards of Directors:

  • The chair will reconfirm the purpose and allow you to continue.

• In other situations:

  • You may proceed to present the content of your motion immediately after the opening statement.

Identify the type of motion if required

• Depending on the Board of Directors' meeting regulations, you may need to:

  • Specify if it's a main motion, subsidiary motion, or privileged motion.

• Correctly identifying the type of motion helps the chair:

  • Process it in the correct order.

  • Introduce the motion for discussion according to regulations.

Step 4: How to clearly present a motion to the Board of Directors

Start the motion with a standard phrase

• When given permission to proceed, begin with a familiar phrase:

  • "I move that..." or "I propose..."

• Immediately after, clearly state the action you want the Board of Directors to take.

• If you have a written document prepared, you can read the content of the motion directly to avoid errors.

Always express in affirmative terms

• In the process of making a motion at a Board of Directors meeting, an important principle is:

  • State clearly what the Board should do, not what it should not do.

• Affirmative phrasing helps:

  • Make the content easy to understand.

  • Ensure clear and transparent voting.

  • Avoid rambling discussions about interpretation.

Precisely state the action and involved parties

• An effective motion needs to clearly state:

  • Specific action.

  • Involved parties or units.

  • Desired decision after approval.

• Example of correct presentation:

  • "I move that the Board of Directors terminate the contract with ABC Landscaping and sign a new contract with XYZ Landscaping."

Step 5: Wait for a second to the motion in the Board of Directors meeting

Understand why a motion needs a second

• In the process of making a motion at a Board of Directors meeting, most motions must be seconded by at least one other member.

• The purpose is to:

  • Prevent the Board from spending time on purely personal proposals.

  • Ensure the motion has a minimum level of interest from the group.

How the motion seconding process works

• After you finish presenting, the chair will typically ask:

  • "Is there a second to this motion?"

• Another member will:

  • Stand up or raise their hand.

  • Clearly state: "I second the motion" or simply "Second."

• Only when a valid second is received will the motion be brought up for official discussion.

Proactively prepare a seconder beforehand

• In real-world Board of Directors meetings, an effective approach is to:

  • Discuss the motion's content with a few members beforehand.

  • Briefly explain the reasons and benefits of the proposal.

  • Directly ask if they are willing to second the motion at the meeting.

• Advance preparation helps to:

  • Avoid situations where a motion "dies" due to lack of a second.

  • Increase professionalism and the likelihood of the motion being seriously discussed.

Tip 3: Quick resolution process in Board of Directors meetings

Step 1: Listen to the chair reiterate the motion

Understand the chair's "stating the question" step

• After you finish presenting your motion at the Board of Directors meeting, the chair will reiterate the motion as a question to the entire Board.

• This step is often called "stating the question" and serves to:

  • Officially confirm the content of the motion.

  • Initiate the phase for the Board to consider and discuss.

Why it's important to listen carefully

• How the chair restates the motion will:

  • Reflect the board's understanding of your proposal.

  • Serve as the basis for all subsequent discussion and voting.

• If the content is rephrased differently from your original intention, you can promptly ask for clarification.

The question format is always yes or no

• Once restated, the motion will always be in a yes/no question format for voting purposes.

• Example:

  • “Does the Board of Directors agree to terminate the contract with ABC Landscaping and sign a contract with XYZ Landscaping?”

• This question format helps to:

  • Avoid lengthy discussions.

  • Ensure clear and transparent voting.

Step 2: Present reasons to support the motion before the Board of Directors

Make the most of the allotted speaking time

• After the chair restates the motion, you will typically be invited to explain the reasons for your proposal.

• Speaking time is often limited, so you should:

  • Get straight to the point.

  • Prepare your most important arguments in advance.

Address the entire Board of Directors

• When presenting, make sure to:

  • Speak to the entire Board, not just the chair.

  • Maintain a neutral, professional tone.

• Your goal is to help members:

  • Understand the context.

  • See the benefits of the motion.

  • Vote confidently in favor.

Focus on persuasion with logic and data

• This is your time to:

  • Explain why the motion is necessary.

  • Outline the positive impact if approved.

  • Provide data, real-world examples, or relevant implementation experience.

• This approach makes the motion at the Board meeting credible and well-founded.

Avoid targeting specific individuals

• You should not:

  • Make personal remarks.

  • Address a specific member for debate.

• Only refer to individuals if absolutely necessary and directly related to the motion's content.

Step 3: Participate in discussion and debate on the motion at the Board of Directors

Prepare for the discussion phase

• After you've presented your reasons, the chair will open the discussion to the entire Board of Directors.

• Depending on the culture and meeting regulations, this section can be:

  • Open and frank.

  • Or follow a strict, highly formal speaking order.

Speak at the right time, focusing on the core issue

• According to common practice in how to propose a motion at a Board of Directors meeting:

  • Each person should speak once or twice on the same issue.

  • The goal is to give all members a chance to express their opinions.

• When it's your turn, be sure to:

  • Add new arguments, not repeat old ones.

  • Directly address concerns related to the motion.

Be flexible according to each Board's procedure

• Some Boards of Directors apply more flexible procedures:

  • Multiple rounds of exchange.

  • Open discussion, with fewer limits on speaking turns.

• Regardless of the method, you should still:

  • Maintain a constructive attitude.

  • Focus on the content of the motion, avoiding personal arguments.

Step 4: Handle motions arising during discussion

Understand the role of incidental motions

• During the discussion of a motion at a Board of Directors meeting, any member may propose:

  • Subsidiary motions,

  • Privileged motions,

  • Or incidental motions.

• These motions aim to:

  • Adjust the discussion process,

  • Clarify procedures,

  • Or handle situations arising during the meeting.

Voluntarily yield the floor when necessary

• When an incidental motion is introduced:

  • You need to yield the floor to the person proposing that motion.

  • The Board of Directors will consider and resolve the incidental motion first, and then return to your original motion.

• This is a normal procedure; it does not mean your motion has been rejected.

Procedure for considering incidental motions

• Incidental motions will:

  • Be handled according to the same procedure as a regular motion.

  • May require a second, discussion, and vote, depending on the type of motion.

• After resolution, the meeting will return to the original agenda item if it is still valid.

Do not amend the original motion, but new proposals can be made

• Typically:

  • You cannot directly change the content of the original motion based on an incidental motion.

• However:

  • You can certainly introduce a new motion if you feel the proposal needs to be adjusted to better align with the meeting's developments.

Step 5: Vote on the motion at the Board of Directors meeting

Understand when to move to a vote

• When the chair determines that the discussion is sufficient, they will close the debate and call for a vote.

• This is the decisive stage for whether the motion will be approved or not, so all content at this point must be clear, with no unresolved disputes.

Understand common voting methods

• In how to propose a motion at a Board of Directors meeting, voting typically occurs in one of two ways:

  • Hand raise to express an opinion.

  • Voice vote (aye or nay).

• The chair will select the appropriate method according to the meeting regulations.

Important order for counting votes

• The chair will usually:

  • Ask for "aye" votes first and proceed to count them.

  • If the number of "aye" votes clearly constitutes a majority, they may not need to ask for "nay" votes.

• This approach helps save time and maintain the meeting's pace.

Handling when a motion is not passed

• If the number of "aye" votes is not a majority, the motion will not be passed.

• Depending on the regulations of each Board of Directors, you may:

  • Bring the motion up for reconsideration at a later meeting.

  • Propose a new motion with adjusted content to better suit the opinions of the members.

• This must be done in accordance with the Board of Directors meeting regulations of the organization.

Step 6: Prepare a draft resolution after the motion is passed

Be ready to draft the resolution

• When a motion is passed at a Board meeting, you may be asked to draft the resolution for the Board to officially issue.

• If you previously submitted a written motion, many organizations require you to:

  • Attach the proposed draft resolution from the outset.

Why you should proactively draft it

• Even if not required, preparing the draft in advance helps:

  • Ensure the content of the decision accurately reflects the voted-on opinion.

  • Save time for the chair and secretary.

  • Avoid discrepancies when recording in the meeting minutes.

How to use the draft after the motion is passed

• When the motion is approved, you can:

  • Send or present the draft resolution to the chair.

  • Assist the secretary in finalizing the official document.

• The draft should be:

  • Concise and clear.

  • Specify the approved content, scope of application, and effective date.

References

1. http://empowerla.org/wp-content/uploads/2012/04/
   Condensed_Roberts_Rules_of_Order.pdf
2. http://www.robertsrules.org/rulesintro.htm
   

Translation: Lesley Collins Tran.