Small Group Communication Techniques (James Patrick A. Olivar)

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SMALL GROUP

COMMUNICATION
JAMES PATRICK A. OLIVAR
MAED ENGLISH
EFFECTIVE COMMUNICATION
SAINT LOUIS COLLEGE, CITY OF SAN FERNANDO LA UNION
Techniques in Small Group Communication 2

• Brain Storming • Buzz Session


• Nominal Group • Panel Discussion
Process • Parliamentary
• Role Playing Procedure

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BRAINSTORMING

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Brainstorming is a group
creativity technique by which efforts are
made to find a conclusion for a specific
problem by gathering a list of ideas
spontaneously contributed by its members.
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• Regardless of who’s involved in the conversation, consider


using the following process:
• Be clear about the problem.
Before you sit down to brainstorm, you want to clearly
identify the problem you’re looking to solve. Being able to
name your specific goal – e.g. “speed up the expense report
process” or “make meetings more productive.” – will help
you zero in on solutions quicker than trying to tackle
something more abstract like “improve team dynamics.”
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• Collect your tools.


The goal of brainstorming is to get the ideas out of your brain and
onto the page or screen as quickly as possible. If you choose to go
the pen-and-paper route, check out these resources on creating a 
mind map and brain writing (for groups). If you have the ability to
work online, there are a variety of free brainstorming tools to help
you organize your thoughts.
• to help explain your recommendations, as well as to talk about
why other solutions wouldn’t be as effective.

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• Focus on ideas.
Once you have your tools ready, begin jotting
down ideas as quickly as you can. Now isn’t the
time to delve into which ideas are the strongest,
which can be realistically implemented or how
you would make each idea happen. Initially you
just want to write as many ideas down as you can.

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• Narrow down your list.


After you’ve made your list or mind map of ideas, aim to narrow it
down to your 2-3 best ideas. Ask yourself the following questions: 
• Can this idea be implemented with current resources or are additional
investments of staff time or finances needed?
• Has this idea been tried before (and if so, to what end)?
• Who do I need to convince to buy in to this idea?
• Does this idea require a large cultural or behavior change in the company?
• Is now the right time for this idea?

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Present your findings.


Once you’ve zeroed in on your top 2-3 ideas,
it’s time to present them to your supervisor,
team or other parties who need to make a
decision. Use the questions in the fourth step

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NOMINAL GROUP
PROCESS
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Nominal group technique (NGT) is defined as a structured method


for group brainstorming that encourages contributions from
everyone and facilitates quick agreement on the relative
importance of issues, problems, or solutions. Team members begin
by writing down their ideas, then selecting which idea they feel is
best. Once team members are ready, everyone presents their
favorite idea, and the suggestions are then discussed and prioritized
by the entire group using a point system. NGT combines the
importance ratings of individual group members into the final
weighted priorities of the group.
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WHEN TO USE NOMINAL GROUP TECHNIQUE 12

• Use NGT when:


• Some group members are much more vocal than others
• Some group members think better in silence
• There is concern about some members not participating
• The group does not easily generate quantities of ideas
• Some or all group members are new to the team
• The issue is controversial or there is heated conflict
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NOMINAL GROUP TECHNIQUE STEPS 13

• Materials needed: Paper and pen or pencil for each


individual, flipchart, marking pens, and tape.
• State the problem, question, or issue that is the subject of
the brainstorming and ensure that everyone understands.
• Each team member silently thinks of solutions or ideas that
come to mind when considering the problem and writes
down as many as possible in a set period of time (5 to 10
minutes).
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• Each member states aloud one idea. The facilitator records


it on the flipchart.
• No discussion is allowed, not even questions for clarification.
• Ideas given do not need to be from the team members' written
lists. Indeed, as time goes on, many ideas will not be found on
their original lists.
• A member may "pass" his or her turn and may then add an idea on
a subsequent turn.
• Continue around the group until all members pass or until an
agreed-upon length of time.
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• Discuss each idea in turn. Wording may be changed


only when the idea’s originator agrees. Ideas may be
stricken from the list only by unanimous agreement
or when there are duplicates. Discussion may clarify
meaning, explain logic or analysis, raise and answer
questions, or state agreement or disagreement. The
group may also combine ideas into categories.

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Prioritize the recorded ideas in relation to the


original question using multivoting or list reduction.
Typically, the solution with the highest total ranking
is selected as the final decision. Other variations
include estimating the amount of work required to
implement each solution by assigning it a point value;
the higher the point value, the more work involved.

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For example, Table 1 lists possible user requirements for a library card
system. Three team members have assigned each user requirement a points
value based on the estimated work involved.

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NOMINAL GROUP TECHNIQUE CONSIDERATIONS
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• The primary purpose of the discussion is clarification,


not to resolve differences of opinion.
• Discussion should be equally balanced among all ideas.
• Keep all ideas visible. When ideas overflow to
additional flipchart pages, post previous pages around
the room so all ideas are still visible to everyone.

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ROLE PLAYING

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Uses and Benefits of Role Playing
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Role-playing takes place between two or more people,


who act out roles to explore a particular scenario.

It's most useful to help you or your team prepare for


unfamiliar or difficult situations. For example, you can
use it to practice sales meetings, interviews,
presentations , or emotionally difficult conversations,
such as when you're resolving conflict .
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Uses and Benefits of Role Playing
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By acting scenarios like these out, you can explore


how other people are likely to respond to different
approaches; and you can get a feel for approaches
that are likely to work, and for those that might be
counter-productive. You can also get a sense of
what other people are likely to be thinking and
feeling in the situation.
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Uses and Benefits of Role Playing
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Also, by preparing for a situation using role-play, you


build up experience and self-confidence with handling
the situation in real life, and you can develop quick
and instinctively correct reactions to situations. This
means that you'll react effectively as situations
evolve, rather than making mistakes or becoming
overwhelmed by events.
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You can also use role-play to spark


brainstorming sessions, to improve
communication between team members,
and to see problems or situations from
different perspectives.

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How to Use Role Play
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It is easy to set up and run a role-playing session. It will help to follow the
five steps below.
Step 1: Identify the Situation
To start the process, gather people together, introduce the problem, and
encourage an open discussion to uncover all of the relevant issues. This
will help people to start thinking about the problem before the role-play
begins.

If you're in a group and people are unfamiliar with each other, consider
doing some icebreaker exercises beforehand.
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Step 2: Add Details


Next, set up a scenario in enough detail for it
to feel "real." Make sure that everyone is
clear about the problem that you're trying to
work through, and that they know what you
want to achieve by the end of the session.
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Step 3: Assign Roles


Once you've set the scene, identify the various fictional characters involved in the
scenario. Some of these may be people who have to deal with the situation when it
actually happens (for example, salespeople). Others will represent people who are
supportive or hostile, depending on the scenario (for example, an angry client).

Once you've identified these roles, allocate them to the people involved in your
exercise; they should use their imagination to put themselves inside the minds of
the people that they're representing. This involves trying to understand their
perspectives, goals, motivations, and feelings when they enter the situation. (You
may find the Perceptual Positions technique useful here.)

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Step 4: Act Out the Scenario


Each person can then assume their role, and act out the situation, trying
different approaches where necessary.

It can be useful if the scenarios build up in intensity. For instance, if the


aim of your role-play is to practice a sales meeting, the person playing the
role of the potential client could start as an ideal client, and, through a
series of scenarios, could become increasingly hostile and difficult. You
could then test and practice different approaches for handling situations,
so that you can give participants experience in handling them.
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Step 5: Discuss What You Have Learned


When you finish the role-play, discuss
what you've learned, so that you or the
people involved can learn from the
experience.
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BUZZ
SESSION
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What is Buzz Group Discussion Method? 30

• Buzz group discussion is a method in which


small groups of 2-3 participants discuss a
specific question or issue in order to come up
with many ideas in a short time.
• Since the small groups produce buzzing
sound while discussing, this method is known
as buzz group.
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Features of Buzz Group Method• 31

Small group (2-3 participants)


• No need to move for discussion/no need of syndicate
rooms
• Discussion on only one issue, question, or point (no need of
in depth analysis)
• Less time consuming (5-15 Min.
•Can be used as “Ice Breaker”
• Can be used as a supplemented method of other methods
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Process of Buzz Group Method 32

• Decide the appropriateness of the method


• Prepare specific question/issues for discussion
Prepare key learning points related to the issues
• Present question/issues. Ensure that each an
every members fully understands it.
• Ask individual participants to write down their
views
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• Form groups of 2 – 3 participants to write down


their views
• Allocate 5 – 10 min. time for discussion
• Have them share and discuss on their points
within the group
• Supervise each group and encourage individuals
to participate
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• Stop discussion after the allocated time has


expired
• Ask each group to share their points preferably
one points from each group at a time
• Record them on the board or chart sheet
• Discuss on the points and conclude• Relate them
with the key learning points
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PANEL
DISCUSSION
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 Panel is a discussion in which a few persons carry on a


conversation in front of an audience
 The discussion provides the equal opportunities in the
instructional situation to every participant
 The discussion technique of learning is based on the
modern theory of organization
 All techniques of higher learning require the discussion
among the participants
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Panel discussion is a “discussion in which a few person


carry on a conversation in front of the Audience”. - R.
Sudha
 It is the event which involve professionalisms in a certain
field, these gather so as to solve a particular problem &
which seem to be difficult to be solved by one person.
A panel discussion is a group of an individual arguing or
expressing their view points of specialized topics.
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Objectives 38

The following are the main objectives of the panel discussion


 To provide information & new facts
 To analyze the current problem
 To identify the values
 To organize for mental recreation
 To find out the solution of current problem
 To provide the full understanding of significant topic
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Purpose 39

 The assumption of this method is that every member has the


capacity to initiate & solve the problem & brings certain attitude &
values to organization.
 The panel stimulates thought & discussion & clarifies thinking,
because of several opinions.
 The panel influences the facts, opinions & plans - tends to develop
more attitude & better judgement.

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• The panel influences the audiences to an


open minded attitude & respect for the
opinion of others.
• It can be helpful to stimulate discussion,
encouraging thinking and developing group
opinion
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Principles of Panel Discussion 41

 It observes the democratic principles of human behaviour


 Equal opportunities are provided to every participantant
 It encourages the active participation with originality & independently
 It involves the social & psychological principles of group work
 It should be feeling ,co-operation & sympathy
 To respect the ideas of others or each other
 It is based on modern – theory of organization
 It organizes teaching at reflective level that must be thoughtful  It
should be employ independent thinking of the participants
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Types of Panel Discussion 42

1. Public Panel Discussion


2.Educational Panel Discussion

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Public Panel Discussion
43

• These are organized for common man problems.


• OBJECTIVES:
•  To provide factual information regarding current
problems.
•  To determine social values.
•  To recreate the common man.
E.g. Annual Budget, Educated unemployment, increase in
price of things.
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Educational Panel Discussion 44

• It is used in educational institutions


•  To provide factual information and conceptual
knowledge
•  To give awareness of theories and principles
•  To provide solution of certain problems
•  This type of panel discussion mainly in – the
conferences, Seminar and workshops are commonly
organized.
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Objectives of Educational Panel Discussion
45

 To provide factual information and


conceptual knowledge.
 To give awareness of theories and
principles.
 To provide solution for certain problems.

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PROCEDURE OF PANEL DISCUSSION
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Types Of Member In Panel Discussion


1. Instructor
2. Moderator
3. Panelists
4. Audience
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1. Instructor
 Plays an important role in panel discussion.
 Plan how, where, and when the panel discussion
organized.
 Prepares the schedule for panel discussion.
 Sometimes rehearsals also planned

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2.Moderator
 Keeps the interaction on the theme and
encourages interaction among members.
 Summarizes and highlights the points.
 Should have mastery over the theme or problem
of the discussion.

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3. Panelists
 There are 4-10 panelists in the discussion.
 Members sits in the semi circle shape infront of
the audience.
 The moderator sits in the middle of the
panelists.  All the panelists should have mastery
over the subject matter.
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4. Audience
 Audience are allowed to put questions and seek clarifications. 
They can put forward their point of view and their experiences
regarding the theme.  The panelists answer.  In some situations
the moderator also tries to answer the questions.

 At the end, the moderator summarize the discussion and present


his point of views.  He expresses thanks to the panelists and
audience.

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GUIDELINES FOR CONDUCTING PANEL DISCUSSION
51

How to proceed……… Part One of Three


A. Putting a panel together
1. Select a topic
2.Recruit varied participants
3. Invite a moderator
4. Plan The Physical Setup
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Part Two of Three…
B. Planning The Panel Discussion 52

1. Figure out the goals of the panel


2. Decide How Long The Panel Should Last
3.Consider Starting With Individual Lectures
4. Try To Avoid Visual Presentation
5. Write questions for the panelist
6. Plan Out The Rest Of The Panel
7. Introduce The Panelists To Each Other In Advance

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Part Three of Three…..
C. Moderating A Panel Discussion 53

1. Convince People To Sit In The Front Row


2. Briefly Introduce The Panel & Each Participants
3.Involve The Audience Early
4. Ask The Panelists The Prepared Questions
5. Follow Through With Your Own Questions As Necessary
6. Get A Timekeeper.
7. Keep the panelists on task.
8. Collect questions from audience
9.Thank Everyone Involved
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PARLIAMENTARY
PROCEDURE
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• Parliamentary procedure provides the process for


proposing, amending, approving and defeating
legislative motions. Although following
parliamentary procedure is not required, it can
make council meetings more efficient and reduces
the chances of council actions being declared
illegal or challenged for procedural deficiencies.

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A city may adopt, by ordinance or resolution, its


own set of rules governing the conduct of council
meetings, or it may adopt by reference formalized
rules such as Robert's Rules of Order. Many
Washington cities have adopted Robert's Rules,
supplementing those rules with additional rules on
issues such as voting abstentions and motions for
reconsideration.
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Basic Rules
57

• Only one subject may be before a group at one time. Each item to be
considered is proposed as a motion which usually requires a "second"
before being put to a vote. Once a motion is made and seconded, the
chair places the question before the council by restating the motion.
• "Negative" motions are generally not permitted. To dispose of a
business item, the motion should be phrased as a positive action to
take, and then, if the group desires not to take this action, the motion
should be voted down. The exception to this rule is when a governing
body is asked to take action on a request and wishes to create a record
as to why the denial is justified.

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Basic Rules
58

• Only one person may speak at any given time. When a motion is


on the floor, an order of speaking is prescribed by Robert's Rules,
allowing the mover of a motion to speak first, so that the group
understands the basic premise of the motion. The mover is also
the last to speak, so that the group has an opportunity to consider
rebuttals to any arguments opposing the motion.
• All members have equal rights. Each speaker must be recognized
by the moderator prior to speaking. Each speaker should make
clear his or her intent by stating, "I wish to speak for/against the
motion" prior to stating arguments.
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Basic Rules 59

• Each item presented for consideration is entitled to a


full and free debate. Each person speaks once, until
everyone else has had an opportunity to speak.
• The rights of the minority must be protected, but the
will of the majority must prevail. Persons who don't share
the point of view of the majority have a right to have their
ideas presented for consideration, but ultimately the
majority will determine what the council will or will not
do. Use parliamentary procedure as a tool, not a bludgeon.
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Motions 60

• Business is brought before the council by motions, a formal procedure for


taking actions. To make a motion, a councilmember must first be
recognized by the mayor. After the councilmember has made a motion
(and after the motion is seconded if required), the chair must then restate
it or rule it out of order, then call for discussion. Most motions require a
second, although there are a few exceptions.
• Exact wording of motions and amendments is important for clarity and
recording in the minutes. If it's a complex motion, the motion should be
written down for the chair to read.
• Robert's Rules of Order provides for four general types of motions: main
motions, subsidiary motions, incidental motions, and renewal motions.
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Main Motions 61

• The most important are main motions,


which bring before the council, for its
action, any particular subject. Main motions
cannot be made when any other motions are
before the group.

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Subsidiary Motions 62

• Subsidiary motions are motions which direct or change how a main motion is
handled. These motions include:
• Tabling. Used to postpone discussion until the group decides by majority vote to
resume discussion. By adopting the motion to "lay on the table", a majority has
the power to halt consideration of the question immediately without debate.
Requires a second, non-debatable, not amendable.
• Previous question or close debate. Used to bring the body to an immediate
vote. It closes debate and stops further amendment. Contrary to some
misconceptions, the majority decides when enough discussion has occurred, not
the moderator. The formal motion is to "call for the question" or "call for the
previous question," or simply, "I move to close debate." The motion requires a
second, is not debatable and requires a two-thirds majority.
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Subsidiary motions 63

• Limit/extend debate. May be desired if the group has adopted a


rule limiting the amount of time that will be spent on a topic, or if
the group desires to impose a time limitation.
• Postpone to a definite time. Similar to tabling, except that the
motion directs that the matter will be taken up again at some
specific date and time.
• Refer to committee. Directs that some other body will study the
matter and report back.

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Subsidiary motions 64

• Amendment. Used to "fine tune" a motion to make it more acceptable to the


group. The amendment must be related to the main motion's intent and cannot
be phrased in a way that would defeat the main motion. Two amendments may
be on the floor at one time: the first amendment modifies the main motion, and
the second amendment must relate to the first amendment. When an
amendment is on the floor, only the amendment may be debated. The
amendments are voted on in the reverse order in which they were made, as
each amendment changes to some degree the intent of the main motion. As
each amendment is voted on, an additional primary or secondary amendment
may be introduced. Requires a second, debatable, majority vote.
• Postpone indefinitely. This motion effectively kills a motion, because, if
adopted, a two-thirds vote is subsequently required to take the matter up again.
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Incidental Motions 65

• Incidental motions are housekeeping motions which are in order at any time, taking
precedence over main motions and subsidiary motions. These motions include:
• Point of order. To bring to the group's attention that the rules are being violated. You don't
need to be recognized prior to making a point of order. This is not really a motion, but
requires the moderator to make a ruling as to whether or not immediate consideration is
proper.
• Appeal from the decision of the chair. The group can overrule the chair on any decision.
While the motion must be seconded, it cannot be amended. When this motion is moved and
seconded, the moderator immediately states the question, "Shall the decision of the chair
stand as the judgment of the council?" If there is a tie vote, the chair's decision is upheld.
The motion is not debatable when it applies to a matter of improper use of authority or when
it is made while there is a pending motion to close debate. However, the motion can be
debated at other times. Each person may speak once, and the moderator may also state the
basis for the decision.
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Incidental Motions 66

• Parliamentary inquiry. Not a motion, but a question as to


whether an action would be in order.
• Point of information. A person may rise to offer information that
is considered necessary for the group. This provision is not used to
offer debate.
• Division of assembly. To require a more precise method of
counting votes than by a voice vote, such as having persons raise
hands, or stand. No second, not debatable, no vote required.

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Incidental Motions 67

• Request to withdraw a motion. Contrary to popular misconception, a motion


cannot be withdrawn by its mover. This request requires majority approval.
• Suspension of the rules. When matters are to be taken out of order, or a
particular task can be better handled without formal rules in place, this motion
can be approved by a two-thirds vote of the group. However, until the rules are
restored, only discussion can occur; no decisions can be made. Second required,
not debatable, not amendable.
• Object to consideration of a question. When a motion is so outrageous, intended
to distract the group from resolving legitimate business. The motion can be
objected to and ruled out of order without debate. However, if the chair does not
rule the motion out of order, a two-thirds vote of the group can block further
consideration.
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Renewal Motions 68

• Once the group has taken action, renewal motions require the group to
further discuss or dispose of a motion. The motions include:
• Reconsider. When the group needs to discuss further a motion that has
already been defeated at the same meeting. A majority of the council
must approve taking additional time to debate the motion again. The
motion can be made only by a person who voted on the prevailing side
earlier on the question. Contrary to another popular misconception, the
motion may be brought up again at a subsequent meeting. If the
moderator believes that there is no indication that the group's wishes
have changed, however, the motion can be ruled out of order, subject
to an appeal from the decision of the chair.
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Renewal Motions 69

• Take from the table. Unless the original motion to table directed


that the motion be brought back at a specific date and time, a
majority of the group must pass a motion to take from the table.
Such a motion is non-debatable.
• Rescind. When the group wishes to annul some action, a motion to
rescind is in order at any time. If prior notice has been given to
the group that this action will be considered, the motion to
rescind can pass with a simple majority vote; however, if no prior
notice has been given, the vote requires a two-thirds majority.

SMALL GROUP COMMUNICATION TECHNIQUES (JPOlivar) 05/27/2020


Renewal Motions 70

• Questions of Privilege
• Finally, there are a few questions of privilege that are in order at any time
and must be disposed of prior to resuming discussion on the matter at hand:
• Fix the time for next meeting. This is in order at any time, including when
a motion to adjourn is pending. Second required, not debatable,
amendable.
• Adjourn. To bring the meeting to a halt. Second required, not debatable,
not amendable. Alternatively, instead of a motion, the chair can ask if
there is any further business. If there is no response, the chair can say,
"since there is no further business, the meeting is adjourned."

SMALL GROUP COMMUNICATION TECHNIQUES (JPOlivar) 05/27/2020


Renewal Motions 71

• Recess. A temporary break in the meeting; should state a time at


which the meeting will resume. Second required, not debatable,
not amendable.
• Point of privilege. A matter that concerns the welfare of the
group. Can be raised even when another person is speaking. No
second, not debatable, no vote required. Call for the orders of the
day. A demand that the group return to the agenda. Can be taken
when another person is speaking, no second required, not
debatable, no vote required.

SMALL GROUP COMMUNICATION TECHNIQUES (JPOlivar) 05/27/2020


References 72

https://www.mindtools.com/CommSkll/RolePlaying.htm
https://www.goodwill.org/blog/career-and-financial-advice/a-five-
step-process-for-effective-brainstorming/
https://asq.org/quality-resources/nominal-group-technique
https://www.slideshare.net/susanti_mirawaty/buzz-group-method-
ppp
http://mrsc.org/Home/Explore-Topics/Governance/Legislative-Org
anization-Meetings-and-Process/Parliamentary-Procedure.aspx

SMALL GROUP COMMUNICATION TECHNIQUES (JPOlivar) 05/27/2020

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