Role-Based Governance Meeting

Purpose

The Role-Based Governance Meeting is the primary mechanism for evolving an organization's structure in role-based self-governance. Instead of annual reorganizations, governance meetings happen regularly (weekly to monthly) and process "tensions" — gaps between how things are and how they could be — one at a time. Each tension becomes a proposal to create, modify, or remove roles, accountabilities, domains, or policies.

At a glance

How to run

1. Check-in (5 min). Each person shares one thing to be present. No cross-talk.
2. Administrative concerns (2 min). Confirm meeting length, breaks, note-taker.
3. Build the agenda (3 min). Each person adds tensions as 1–2 word items. No discussion yet.
4. Process each tension using Integrative Decision-Making (IDM):

• Present proposal (2 min). The tension holder proposes a governance change.
• Clarifying questions (3 min). Others ask information-seeking questions only.
• Reaction round (3 min). Each person shares reactions. No discussion.
• Amend & clarify (2 min). Proposer may amend based on reactions.
• Objection round (3 min). Each person states "No objection" or raises an objection. Valid objections must meet specific criteria (harm, not just preference).
• Integration (5 min). Proposer and objector(s) work together to amend the proposal to address the objection.

1. Repeat for remaining agenda items until time runs out.
2. Closing round (3 min). Each person shares a brief reflection.

Materials needed

• Governance software (GlassFrog, Holaspirit) or visible role/policy board
• Timer
• Agenda board (physical or digital)
• Governance meeting process card for reference

Pitfalls & common mistakes

• Discussion creeping in. The facilitator must ruthlessly cut discussion. The format is rounds-based, not free-form.
• Proposals too big. Encourage small, incremental proposals. "Let's reorganize the whole department" is not a governance proposal.
• Objections based on preference. Valid objections must show the proposal causes harm or moves the circle backward. Train the objection validity test.
• Skipping governance meetings. Without regular governance, tensions pile up and people revert to informal politics.

Inclusion & accessibility

• The structured rounds ensure every voice is heard equally.
• Tensions can be submitted in advance for people who need processing time.
• The process is role-based, not person-based, which reduces identity-based power dynamics.
• Provide the IDM process in written form for new participants.

Variations

• Async governance: Propose and object asynchronously using governance tools, reserving meetings for integration only.
• Governance + tactical combo: For small circles, combine governance and tactical in a single meeting.
• Learning governance: Add a 5-minute debrief on how well the group followed the process.

When NOT to use this

• When the organization has not adopted role-based self-governance — this meeting format only works within the full system.
• When tensions are interpersonal, not structural — governance addresses roles, not relationships.
• When the group resists structured process — role-based governance requires discipline.

Source & further reading

• Robertson, B. J. (2015). *Holacracy: The New Management System for a Rapidly Changing World*. Henry Holt.
• HolacracyOne. Holacracy Constitution. https://www.holacracy.org/constitution
• Laloux, F. (2014). *Reinventing Organizations*. Nelson Parker.