Quaker-style Business Meetings

Preface

The aim of this document is to give you an idea of how to conduct secular business in the style of a Quaker Meeting for Worship with a Concern for Business. It has been written especially for those who are unfamiliar with Quaker business process. Friends (Quakers) will find this secular version much the same as the spiritual one they are familiar with, the secular concept of "the good of the group" taking the place of "the divine will." For more information about the Quaker process itself, contact your local Meeting of the Religious Society of Friends or quaker.org on the web.

An overview

The meeting begins with silence. When the clerk judges the time is right, he or she summarizes the agenda before the meeting, provides any necessary background information, and lays the first item before the meeting. People speak to the item, one at a time. Each item concludes with the agreeing of a minute of the meeting's decision, if any, which is written down by the recording clerk. When the business is complete there is another period of silence.

The form of the meeting differs from that of a debating society or a union or board meeting. It can be described as an exercise in attentiveness. The overriding need is to discern what is best for the group. In contrast to a more typical consensus process, where ideas are proposed and compromises made, in the Quaker style of business, individual egos are somewhat suppressed in favor of the common good. Each participant contributes their perspective in shaping decisions, which are owned by all.

The clerk is not in any sense the chair or arbiter of the meeting, but is there to help the meeting to articulate its decision in the form of an acceptable minute. The recording clerk assists by writing down the minutes carefully and precisely, and reading them back to the group for approval. There are no motions or proposals, and minutes are not attributed to members. There is no voting.

Guidelines

All participants in a business meeting are advised to follow these guidelines:

• Observe silence between individuals' contributions. These silences are crucial, not only for the period of reflection they provide; but also because they enable a meeting to proceed as a gathered body. They act as a brake against one or more individuals seizing control of the meeting through rhetorical display, appeal to emotions or other means. Refrain from speaking until called upon by the clerk.
• Try to come to meeting in an open state of mind. In the meeting, we strive to lay ourselves open to others' arguments: no matter how much we may think truth is on our side we must consider the possibility that we may be mistaken. The true spirit of the business method is thus one of attentive listening.
• Speak clearly. Stick to the point. Be brief. Don't read extracts from reports or lists of figures. If you feel they are important ask the meeting if it wants to hear them. It is not necessary to speak merely to reinforce what someone else has said. Do not speechify, hector or attempt to filibuster. It is appropriate to speak with conviction or with passion, but not with prejudice.
• One may express contradictory views, but do not argue with one another in meeting. We state what we want to say frankly and briefly without belittling each others' points. The meeting thus should never become a debating club; nor should the situation ever arise where we try to interrupt or shout down another's contribution.

The clerk

The clerk is the servant of the meeting. He or she is appointed to this task but is otherwise without special status. When an issue has been clearly outlined the clerk may say that it is now 'before the meeting'. It is then open to anyone to speak to it.

The clerk helps those present discern the will of the group. The clerk prepares the agenda and may also introduce an item on the agenda by summarizing it, and may read out relevant information. In these activities the clerk wields considerable power to influence the way issues are presented to the meeting. He or she certainly does not either lead the meeting as a convener or chairperson may, nor express a view (except when speaking not in the role of clerk). In discussion, the clerk can pull together and summarize feelings which are being expressed in the meeting. He or she can act as shapers of debate, encouraging silent or reluctant members to participate in it. The clerk may also remind members when they are speaking at too great length.

In these activities, clerks require paradoxical gifts of restraint and fluency, discipline and sensitivity. But perhaps the greatest test of a clerk's ability to read the collective mind of the meeting lies in the ability to draw up, at an appropriate time, the minute which will express the sense of the meeting to those present and to others beyond the meeting. Sometimes a meeting cannot come to a decision on an issue; sometimes the feeling may be strong that a decision must be reached, but the meeting may be perplexed as to what the decision may be. In these as in many like situations, the clerk needs to discern the true will of the group.

The minutes

A minute is composed by the clerk and recording clerk during the meeting, and the final version is written by the recording clerk in the meeting where the members present can ensure the veracity and accuracy of the minute. A draft minute may be prepared in advance for routine matters. The agreed minute is never made or altered after the meeting has finished.

The minute records the decision of the meeting on a given topic. If it is more than simply a factual recording, the minute will also indicate the context and reason underlying the decision. When the minute is drafted, the recording clerk reads it out to the meeting, after which those present can begin 'speaking to the minute'. They might want to question its wording, or perhaps the way it reflects accurately one contribution but distorts another. If necessary, the minute is then rewritten by the clerks and re-presented to the meeting.

In all cases, the meeting must unite in agreement on the minute, for the minute should be an accurate recording not only of the decision reached, but of the collective spirit of the meeting. There is no voting in this process, and to avoid drowning out minority concerns, a "silent approval" method is used: once a minute is read for approval, the clerk asks if there are any substantive concerns yet to be addressed that may hinder adoption of the minute. If none are expressed, the minute is approved as read.

How do I express disagreement with what others have said?

Business meetings are not debates; no one has a monopoly of the truth or is certain to be proposing the best action. Each person who feels led to speak should, concisely and clearly, give his or her view. It does not matter if this is a different view from what everyone else has said. It is not good practice however to argue with a particular person or snipe at other's suggestions.

If feelings are running high on a subject the clerk might stand or hold up their hand, in which case anyone speaking should stop. The clerk, or anyone for that matter, might call for a period of reflective silence.

How often may I speak?

It is normal practice to speak only sparingly on a subject. There may be exceptions in the case of someone who is making a report on behalf of a committee or has specialist knowledge on a specific topic required by the meeting. You can speak on different topics during the meeting but those who find that they are speaking on everything should carefully consider whether so many contributions are appropriate.

What happens if I don't like the minute drawn up by the clerk?

Once the clerk has read a draft minute, anyone can suggest modifications, but not introduce new business. The clerk will note what is being said and continue to modify the minute until all members can unite with it.

Someone who is seriously at odds with the minute on an important topic may say that he or she cannot unite with it. The clerk may ask if they are willing to let the business proceed nevertheless. He or she can agree to this, or agree but have the dissent minuted, or continue to oppose the minute. The clerk may in this last case conclude that 'We are not of one mind' and the business may be carried forward uncompleted.

What if members who are not present do not agree with the minute?

Members recognize that the decision has been taken in the spirit by those who were able to attend and chose to be there. A properly gathered meeting has taken and minuted the decision and this the members who were not present will accept, however surprised or disappointed they might be. Who sets the agenda, and how do I get something on it?

The clerk draws up the agenda, which usually consists of regular reports from committees, matters arising from previous meetings, and new items brought to the attention of the clerk beforehand. Discuss a new item first with the clerk; it may be that the issue should be raised first elsewhere, for example with one of the committees, or can be dealt with in a different way. The clerk will advise you. If your item is going to be on the agenda you should make every effort to be at that meeting and you might be asked to provide some background. Please raise items for the agenda in good time. They should not normally be raised in the meeting itself.

Acknowledgments

This document was adapted by Michael Baldwin (m at orb.sh), a member of Montclair Friends Meeting, NJ, from an original written by Friends and Attenders of Glasgow Meeting, Scotland, of the Religious Society of Friends (Quakers).

-- GlennSieb - 11 Jul 2003
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