Roberts Rules: Modern Parliamentary Tools for Hybrid Meetings

In an era when hybrid meetings, those blending in-person and remote participation, are becoming the norm for municipal boards, committees, and civic organizations, the timeless structure of Robert’s Rules of Order has never been more relevant. Yet applying 19th-century parliamentary procedure to 21st-century technology can present unique challenges. Without thoughtful adaptation, the orderly process these rules are meant to ensure can quickly break down when members are scattered across conference rooms, kitchen tables, and smartphones.

At its core, Robert’s Rules is about fairness, efficiency, and clarity in decision-making. It ensures every member, regardless of rank or influence, has an equal opportunity to speak, debate, and vote. In a hybrid meeting, that same equality must extend to location, remote participants should have the same ability to make motions, seek recognition, and vote as those physically present. This requires intentional procedural adjustments and reliable technology.

Recognition and Floor Control
One of the first challenges in hybrid meetings is maintaining order when multiple members can “unmute” at will. Chairs should establish a clear recognition protocol, such as requiring members to raise a physical hand in person and use the “raise hand” function in the video platform for remote attendees. The chair should acknowledge speakers in the order their request is made, and this queue should be visible to all.

Motions and Debate in a Digital Space
When a motion is made, the chair must ensure both in-room and remote members hear it clearly and have equal opportunity to second it. Using a shared on-screen document or live captioning can help ensure that motions are precisely worded and understood by everyone. During debate, alternating between in-person and remote speakers helps keep the conversation balanced and prevents remote participants from feeling sidelined.

Voting with Accuracy and Transparency
Hybrid voting must be handled with the same integrity as in-person voting. While voice votes are often practical for noncontroversial motions, roll-call votes may be more reliable in hybrid settings, ensuring that every member’s vote is accurately recorded. For secret ballots, online voting tools with secure authentication can preserve anonymity while maintaining fairness.

Technical Readiness as Parliamentary Readiness
Robert’s Rules assumes that all participants can hear and be heard. In hybrid meetings, that means the technology, cameras, microphones, internet connections, must be tested and reliable. The chair should designate a technical facilitator to monitor the meeting’s audio-visual quality and assist participants who are struggling to connect or be heard.

Training for the Modern Era
Just as boards train members on parliamentary procedure, they should now include guidance on hybrid meeting etiquette. This includes muting when not speaking, limiting side conversations in the in-person room, and ensuring that the chair actively engages both audiences.

Robert’s Rules has survived since 1876 because it adapts to changing times while holding to its core principles of order and fairness. By integrating those principles with today’s hybrid meeting technology, municipal bodies can ensure that their decision-making remains transparent, efficient, and inclusive, no matter where their members sit.

Quick-Reference Guide: Applying Robert’s Rules in Hybrid Meetings

Designed for municipal boards, committees, and civic organizations

1. Before the Meeting

• Test all technology: Cameras, microphones, speakers, and internet connections for both in-room and remote participants.

• Assign roles:

  • Chair: Runs the meeting and applies Robert’s Rules.

  • Clerk/Secretary: Takes minutes and records motions/votes.

  • Technical Facilitator: Manages platform settings, monitors chat, and troubleshoots tech issues.

• Prepare documents: Share the agenda, any resolutions, and supporting materials in advance, preferably in a format accessible both online and in print.

2. Calling the Meeting to Order

• Chair confirms quorum, including remote members.

• Briefly review hybrid-specific etiquette:

  • Use “raise hand” (physical or digital) to seek recognition.

  • Mute when not speaking.

  • Keep video on when speaking if possible.

3. Recognition and Speaking Order

• Chair alternates between in-person and remote participants when multiple hands are raised.

• Maintain a visible or announced speaker queue so all members know their turn is coming.

4. Making and Handling Motions

• A member is recognized, states the motion clearly.

• Chair repeats the motion for clarity and asks for a second.

• Display the motion text on screen (if possible) to ensure all understand it.

5. Debate

• Chair alternates between pro and con speakers when possible.

• Keep contributions focused on the motion.

• Enforce time limits equally for in-person and remote members.

6. Voting Procedures

• Noncontroversial items: Voice vote, with remote members unmuting in turn.

• Contested items: Roll-call vote to ensure accuracy.

• Secret ballots: Use secure online voting tools with identity verification.

7. Handling Technical Disruptions

• If a member’s connection drops during a vote, pause briefly to allow rejoining.

• Technical Facilitator contacts them via phone or chat to assist.

8. Adjournment

• Chair confirms no further business.

• Adjourn formally under Robert’s Rules, noting time in minutes.

9. Post-Meeting Follow-Up

• Clerk distributes draft minutes to all members.

• Archive any recorded meeting files securely.

• Note any recurring tech issues for future improvement.