Chairing Meetings

Anyone who intends running meetings with members of their staff

1. Agenda: A well-structured agenda is crucial. It outlines the topics to be discussed and helps participants prepare.
2. Invitations: Send out invitations well in advance, including the meeting date, time, location, and any necessary documents or materials.
3. Venue and Technology: Ensure the meeting room is set up correctly, with all required technology and equipment in working order. Test audiovisual equipment, if needed.
4. Attendee List: Maintain an accurate list of attendees, and make sure you have contact information for all participants.
5. Documentation: Prepare any documents, presentations, or reports that will be discussed during the meeting. Distribute these materials to attendees beforehand, if possible.

Qualities of a Good Chair: A successful meeting often hinges on the qualities of the chairperson. Here are some essential qualities:

1. Leadership: A good chair must lead the meeting effectively, maintaining control and guiding discussions.
2. Preparation: Thoroughly prepare for the meeting, including reviewing the agenda and relevant materials.
3. Communication: Excellent communication skills are vital. The chair should be clear, concise, and able to keep discussions on track.
4. Time Management: Efficiently manage the meeting’s time, ensuring all topics are covered without unnecessary delays.
5. Conflict Resolution: Be adept at resolving conflicts and maintaining a respectful atmosphere.
6. Inclusivity: Encourage participation from all attendees, ensuring everyone has a chance to contribute.

Running a Meeting: When it comes to running a meeting, following these steps can lead to a successful outcome:

1. Start on Time: Begin the meeting punctually, respecting attendees’ time.
2. Introduction: Introduce yourself and the purpose of the meeting. Review the agenda briefly.
3. Stick to the Agenda: Follow the agenda, moving from one topic to the next in an organised manner.
4. Encourage Participation: Engage all participants by asking for input and opinions.
5. Manage Discussions: Ensure discussions stay on topic and avoid going off on tangents.
6. Summarise and Assign Action Items: At the end, summarise key points and assign action items, specifying responsibilities and deadlines.
7. End on Time: Conclude the meeting on time, thanking participants for their contributions.

Remember that effective communication and preparation are the keys to successful meetings, and a good chairperson plays a pivotal role in achieving this.

Roles and Responsibilities of a Chairperson: The chairperson of a meeting holds a crucial position with several responsibilities:

1. Leadership: Providing leadership and direction during the meeting.
2. Agenda Management: Ensuring the meeting follows a predefined agenda.
3. Facilitation: Encouraging participation and keeping discussions focused.
4. Time Management: Keeping the meeting on schedule and ensuring efficient use of time.
5. Decision Making: Assisting in reaching consensus or making decisions when necessary.
6. Conflict Resolution: Resolving conflicts and maintaining a respectful atmosphere.
7. Documentation: Ensuring accurate minutes or records are kept.
8. Action Item Assignments: Assigning tasks or action items and following up on them.

Ideal Characteristics of a Strong Chairperson: A strong chairperson possesses the following characteristics:

1. Effective Communicator: Clear and articulate in speech, capable of conveying ideas concisely.
2. Leadership Skills: Able to lead and guide the meeting effectively.
3. Preparation: Thoroughly prepared with knowledge of the agenda and materials.
4. Impartiality: Remains neutral and impartial in discussions and decisions.
5. Problem Solver: Skilled in resolving conflicts and finding solutions.
6. Time Management: Keeps the meeting on schedule.
7. Inclusivity: Encourages participation from all attendees.

Setting and Distributing the Agenda: Creating and sharing the meeting agenda involves:

1. Agenda Creation: Compile a list of topics and their order of discussion.
2. Time Allocation: Assign time limits to each agenda item.
3. Distribution: Share the agenda with attendees in advance of the meeting.

Opening: To open a meeting effectively, the chairperson should:

1. Welcome: Greet attendees and make them feel comfortable.
2. Introduction: Introduce themselves and briefly state the meeting’s purpose.

Chairing & Facilitating: During the meeting, the chairperson should:

1. Facilitate Discussions: Encourage participation and ensure all voices are heard.

Controlling the Meeting and Keeping to the Agenda: To maintain control and stay on the agenda:

1. Enforce Agenda: Stick to the predefined agenda and manage time.

Time Management: For effective time management:

1. Timekeeping: Keep an eye on the clock and allocate time appropriately.

Making Decisions: When decisions are needed:

1. Consensus Building: Encourage discussion and consensus where possible.

Running a Review: To review meeting outcomes:

1. Summarise: Recap key points and decisions made.

Meeting Evaluations: After the meeting:

1. Collect Feedback: Seek feedback from attendees to improve future meetings.

In conclusion, the chairperson plays a pivotal role in conducting successful meetings by effectively managing various responsibilities, and possessing ideal characteristics can significantly contribute to the meeting’s success.