Ever felt unsure about how to officially kick off a meeting? You’re not alone. Starting a meeting with a clear “call to order” sets the tone, establishes authority, and helps everyone focus from the get-go. Knowing what to say—and how to say it—can make all the difference between a smooth meeting and a chaotic one.
In this article, you’ll find sample scripts, practical steps, and helpful tips to confidently call your next meeting to order.
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How to Call a Meeting to Order: Sample Scripts, Steps, and Best Practices
Calling a meeting to order is a simple but essential part of running any organized gathering. This formal act marks the official start of a meeting, ensures clarity about the process, and sets a professional tone. If you’re looking to understand exactly how to “call a meeting to order”—including sample scripts, efficient approaches, and common pitfalls—you’ve come to the right place.
What Does “Call to Order” Mean?
To “call a meeting to order” means to notify all participants that the meeting is beginning now. It signals that the group should direct their attention to the meeting’s business and follow the rules and agenda set for the discussion.
This step typically belongs to the chairperson, president, or facilitator (depending on your specific group). The act is primarily about:
- Signaling a clear starting point.
- Confirming that a quorum (the minimum number of members to conduct business) is present.
- Initiating official discussion of agenda items.
Step-by-Step: How to Call a Meeting to Order
When it’s time to begin your meeting, here are the clear steps you can follow to call it to order in a professional, organized manner.
1. Ensure Everything Is Ready
Before officially starting, the chair should:
– Check that the room (or virtual platform) is prepared and people can hear/see each other.
– Confirm quorum is present (the minimum number of members needed).
– Have the agenda, minutes from previous meetings, and any necessary materials at hand.
2. Get the Group’s Attention
If people are talking or still greeting one another, the chair should politely gain everyone’s focus:
– Stand (if appropriate).
– Use a gavel, bell, or simply speak up.
3. Use a Simple, Clear Statement
The traditional phrase is:
“The meeting will come to order.”
Other variations you might use:
– “I call this meeting to order.”
– “Let’s begin. The meeting is now called to order.”
– “I will now call our meeting to order.”
Tip: Speak clearly and with authority, but remain warm and cordial.
4. Note the Date and Time
It is customary to record the exact time the meeting starts. This helps with accurate minutes.
Sample script:
– “It is [time]. I now call this meeting of [organization name] to order.”
5. Roll Call or Attendance (Optional)
For some structured groups, especially boards or committees, a roll call follows:
– “Secretary, please call the roll.”
Alternatively, a quick round of introductions can also help if attendees are not all familiar.
6. Establish Agenda
After calling to order, you introduce the agenda:
– “Our first item of business is approval of the previous meeting’s minutes.”
– Or, “Does anyone wish to propose changes to the agenda?”
Call to Order Meeting: Sample Script
Here is a practical sample script you can use and adapt for your organization:
Chairperson: (strikes gavel or stands up)
“Good evening, everyone. The meeting will come to order.
The time is 6:02 PM. My name is Taylor Brown, chair of the Board.
The secretary will now call the roll.
(Secretary calls roll)
Thank you. We have a quorum present.
The first item on the agenda is approval of last month’s minutes.
Are there any corrections to the minutes?”
Tip: You can modify this for formal/non-formal meetings, large boards, or casual teams by skipping or simplifying steps as needed.
Top Benefits of a Clear Call to Order
Why is this formality so important? Here’s what a proper call to order does for your meeting:
- Sets the Tone: Makes the meeting feel organized and professional.
- Signals the Start: Clearly marks when business is beginning.
- Prevents Confusion: Ensures everyone knows when side conversations should end.
- Establishes Authority: Lets participants know who is in charge of leading.
- Improves Record-Keeping: Accurate meeting minutes depend on knowing exactly when the meeting began.
Challenges and Common Pitfalls
Even a simple task like calling a meeting to order can present some issues. Be alert to these:
- Noisy or Distracted Participants: Give a friendly verbal cue, wait for quiet, or use a gavel/tap to grab attention respectfully.
- No Quorum: If not enough members are present, do not commence business; you may either wait, discuss informal matters, or adjourn/recess.
- Unclear Agenda: Announce clearly what will be discussed, or risk confusion.
- Late Arrivals: It’s best to start on time, mentioning gently that late arrivals can catch up via minutes.
Best Practices and Practical Tips
To ensure every meeting starts smoothly, follow these expert best practices:
Prepare in Advance
- Send out the agenda and necessary reading well before the meeting.
- Remind participants of the start time and location.
Begin on Time
- Respect everyone’s time. Starting punctually signals professionalism.
- If possible, advise attendees to log in or arrive a few minutes early.
Use a Gavel or Bell
- This classic tool draws attention and officially signals start/stop points.
- Not necessary for informal meetings, but effective in larger or formal groups.
Always Announce the Start Time
- Helps secretaries record accurate minutes.
- Aids in referencing discussions and actions later.
Modulate Your Voice
- Speak clearly, loudly enough for all to hear, and confidently.
Acknowledge Newcomers as Appropriate
- In less formal settings, you might welcome new members before diving into business.
Adaptations for Virtual Meetings
Online meetings have become the norm in many organizations. Here’s how to adjust your “call to order” process:
- Ensure all participants are present and have audio/video connection.
- Use verbal cues, such as “If you can hear me, please type ‘yes’ in the chat.”
- Politely ask everyone to mute themselves at the start.
- You might say: “It is now 3:00 PM and I call this virtual meeting to order. Please ensure your microphones are muted unless speaking.”
Sample “Call to Order” Phrases for Every Occasion
Depending on your organization’s culture, choose from these examples:
- Formal: “I hereby call this meeting of the [Organization Name] Board to order at [time].”
- Informal: “Okay everyone, let’s get started. The meeting is now called to order.”
- Virtual: “Welcome! The time is [time]; I call our video meeting to order.”
Adjusting for Types of Meetings
For Nonprofits or Clubs
- Use a friendly tone.
- Consider a brief welcome or inspiring remark before getting to business.
For Business Board Meetings
- Stick to formality and clarity; follow parliamentary procedure.
- Ensure minutes record the call to order, time, and quorum statement.
For Informal Team Huddles
- Keep it brief and positive—“All right, let’s kick off today’s team check-in!”
Cost Tips (if Shipping Involved)
While the steps for calling a meeting to order do not involve direct shipping or cost, if you choose to invest in tools to make meetings smoother, here are a few notes:
- Physical Tools: Gavels are affordable (usually under $20) if you want a traditional touch.
- Digital Tools: Many video conferencing platforms offer free or low-cost options for virtual meetings.
- Printing: If you print agendas or minutes, using double-sided printing and digital sharing can save costs.
No shipping is typically required unless you are ordering physical materials or equipment for in-person meetings. Consider bulk buying or digital solutions to reduce costs.
Frequently Asked Questions (FAQs)
How do I know if my group requires a formal “call to order”?
Many organizations, especially boards, committees, and nonprofits, require a formal call to order based on their bylaws or governing documents. Less formal groups may simply begin meetings casually. When in doubt, start with a polite call to order—it rarely hurts and sets a clear tone.
Do I need a gavel to call a meeting to order?
No, a gavel is not required, but it is a traditional tool, especially in formal settings. A clear verbal announcement works just fine for most groups. The most important thing is to command attention and clarify that business is starting.
Can I call a meeting to order in a virtual setting?
Absolutely! The process is almost identical. Be sure all participants are present (or have confirmed their presence in chat/audio), and use a clear verbal cue. Encourage everyone to mute microphones unless speaking, and proceed with the agenda.
What if a quorum isn’t present when the meeting is set to begin?
If there is no quorum (the minimum number of members required is not present), you should not conduct official business. Wait briefly or discuss informal topics, but adjourn or reschedule the meeting if quorum doesn’t occur.
What should follow the call to order in a meeting?
After calling the meeting to order, typical next steps include: roll call or attendance, approval of prior minutes, adopting the agenda, and then proceeding with the scheduled items. Always check your organization’s specific procedures or bylaws.
In Summary
Calling a meeting to order is more than just a formality. It’s the foundation for a productive, organized, and respectful gathering—whether you meet in person or online. By using a clear script, establishing ground rules, and following best practices, you lead your group with confidence from the very first words. Remember that every successful meeting starts with clarity, respect, and a clear call to action.
Use the steps, scripts, and advice in this guide to set your meetings up for success—right from the call to order.