The place in which a group or organization meets is very important to its effectiveness. How many members are there? Is the place convenient to the majority of members? Is it conducive to the meeting — with comfortable seating, effective lighting, audiovisual equipment if necessary — and a place where members and guests will feel welcome?

Obviously you will have difficulty having an effective meeting in a place that is physically uncomfortable or where the sound quality is so bad that members will have trouble hearing or participating and feel alienated. Officers and members may need a place to make notes during the meeting or write on a blackboard or put visual material on a standing easel.

Say, Wouldn't It Be Easier To…?

Technology in the form of computers, e-mails, faxes, videoconferencing, and so on has improved so dramatically that many people have wondered if one day we won't need to meet at all. Wouldn't it be easier, for instance, to have a meeting by e-mail? they wonder. Robert's Rules emphasize the importance of the participation of members in free and open discussion of an issue. This requires the presence of members all at one time for such a discussion (and vote).

Imagine the difficulty of getting everyone together at one time for an online meeting. Then imagine how difficult it would be to wade through the dozens of instantaneous requests to speak, to object, and so on! Interruptions in electrical power and Internet access can also occur. The list of potential problems could go on and on and on. There could be innumerable challenges to a group's actions if meetings were conducted by email at this point in the development of technology. (Not to mention that there are still people who do not have computers or Internet access.)

Then Let's Put Everyone on TV!

Videoconferencing has been a good tool for businesses for some time, and some groups and organizations are trying it for regular meetings. This technology enables a meeting to take place when members are at different locations. While the spirit of Robert's Rules in regard to the immediate and open participation of members is more evident here than in the e-mail suggestion, many parliamentarians still object to this type of meeting because it can restrain the immediacy of participants' responses.