A meeting adjournment is a procedural action that formally ends a session, maintaining order and efficiency in professional settings. Knowing the correct procedure ensures that all business is concluded properly and respects the time of the participants. This action provides a clear conclusion, whether the meeting is a highly structured board session or a quick team check-in. Understanding how to end a meeting prevents confusion and allows for a smooth transition to subsequent work or future gatherings.
Understanding Meeting Endings
Adjournment is the official termination of a meeting, bringing proceedings to a close, often until a later time or date. This action is distinct from a recess, which is a short, temporary break during an ongoing meeting, after which the meeting resumes. Adjournment carries a sense of finality, concluding the session entirely, even if all agenda items were not addressed. Dissolving a meeting applies to a temporary body or committee that ceases to exist after completing its mandate, representing a more permanent termination than adjournment.
When to Properly Adjourn a Meeting
Adjournment is appropriate when the group has completed all items listed on the agenda. It is also the correct action when the pre-set time limit for the meeting has been reached, regardless of whether all business is finished. In formal settings governed by parliamentary procedure, a motion to adjourn is considered a privileged motion, meaning it can interrupt the consideration of other business due to its urgency. An immediate adjournment is necessary in the event of an emergency, such as a fire alarm or a medical crisis, to ensure the safety of all attendees.
Step-by-Step Guide to Formal Adjournment
Formal bodies, such as boards, committees, or associations, adhere to parliamentary procedure, where the motion to adjourn is a specific, structured sequence of events. A member must first gain recognition from the chair, or presiding officer, before formally proposing the motion. The chair then guides the assembly through the required steps to finalize the meeting.
Motion
The process begins when a member states the exact phrasing required, such as, “I move that the meeting be adjourned.” When proposed to close the meeting immediately, this motion is privileged, taking precedence over most other pending motions. If the motion includes a specific time for the next meeting, however, it is treated as a main motion and is not privileged.
Second
Once the motion is stated, it must be seconded by another member of the assembly. This demonstrates that at least one other person supports considering the proposal. Without a second, the motion fails and is not put forward for a vote, ensuring the assembly does not debate a proposal supported by only one individual.
Discussion
A motion to adjourn is generally not debatable when it is privileged; members cannot discuss the pros or cons of ending the meeting at that moment. This rule prevents lengthy discussion and upholds the purpose of a privileged motion. The chair must immediately proceed to the vote after the motion is seconded.
Vote
The chair then calls for a vote on the motion, which typically requires a simple majority to pass. If the majority votes in the affirmative, the chair announces the result and declares the meeting officially adjourned. The meeting is not considered over until the chair makes this final declaration.
Specific Forms of Adjournment
Formal procedure recognizes different classifications of adjournment motions, each with a distinct effect on the assembly’s continuity. These forms specify the terms under which the group will next convene or if it will reconvene at all. The underlying motion, second, and vote process remains, but the classification determines what is in order next.
Adjournment Simple
Adjournment Simple, or regular adjournment, ends the meeting without specifying a time for the next meeting. This assumes the assembly has a pre-determined schedule for future sessions. This is the most common form when all business is complete and the group’s rules already dictate when they will meet again.
Adjournment to a Fixed Time
Adjournment to a Fixed Time specifies the exact time and date for the next meeting, ensuring the continuity of the assembly to handle unfinished business. The motion would be phrased, for example, as “I move to adjourn to meet again tomorrow at 9 a.m.” This form is used when the assembly needs to continue its current session at a specific future point.
Adjournment Sine Die
Adjournment Sine Die is a Latin phrase meaning “without a day,” and it ends the current meeting indefinitely, without setting a date or time to reconvene. This motion is typically reserved for the final session of a convention, a temporary committee, or a legislative body that has completed its mandate. It signifies the complete conclusion of the assembly’s work for that particular session.
Ending Informal Business Meetings
In contrast to formal bodies, most business or team meetings do not follow strict parliamentary rules but still require a clear, structured conclusion. The presiding individual, often the manager or team lead, simply announces the conclusion of the discussion once the agenda is covered or the time limit is reached. A clear statement provides a definitive end to the proceedings.
A practical method for closure is to summarize the decisions made and the next steps before verbally ending the meeting. This recap ensures that all participants leave with a shared understanding of the outcomes and their assigned responsibilities. The chair can then declare the meeting over with a simple phrase.
Clarity and consensus are still important, even without a formal vote or second, so the chair should ask for final input before wrapping up. Allowing for last-minute clarifications prevents the meeting from trailing off awkwardly. This approach respects the participants’ time and ensures the group’s work ends decisively.
Post-Adjournment Responsibilities
Once the chair declares the meeting adjourned, several administrative tasks must be completed to finalize the record. The minutes must be finalized, clearly documenting the exact time and method of adjournment. The secretary is responsible for ensuring the minutes accurately reflect the proceedings and are circulated promptly. A formal summary of action items and assigned tasks must be distributed to all responsible parties, noting deadlines. This step ensures that follow-up work begins immediately and maintains continuity if a fixed time for the next session was set.