£425.00 Plus VAT
Face To Face Delivery Virtual Delivery One To One Coaching Closed Group Course Public Course
Running a meeting is more than simply sitting down at the head of the table and telling people what you want. Structuring the meeting to get the most from the allocated time and allowing all participants to be involved takes knowledge and practice.
Who Should Attend
Anyone who intends running meetings with members of their staff
- Agenda: A well-structured agenda is crucial. It outlines the topics to be discussed and helps participants prepare.
- Invitations: Send out invitations well in advance, including the meeting date, time, location, and any necessary documents or materials.
- 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.
- Attendee List: Maintain an accurate list of attendees, and make sure you have contact information for all participants.
- 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:
- Leadership: A good chair must lead the meeting effectively, maintaining control and guiding discussions.
- Preparation: Thoroughly prepare for the meeting, including reviewing the agenda and relevant materials.
- Communication: Excellent communication skills are vital. The chair should be clear, concise, and able to keep discussions on track.
- Time Management: Efficiently manage the meeting’s time, ensuring all topics are covered without unnecessary delays.
- Conflict Resolution: Be adept at resolving conflicts and maintaining a respectful atmosphere.
- 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:
- Start on Time: Begin the meeting punctually, respecting attendees’ time.
- Introduction: Introduce yourself and the purpose of the meeting. Review the agenda briefly.
- Stick to the Agenda: Follow the agenda, moving from one topic to the next in an organised manner.
- Encourage Participation: Engage all participants by asking for input and opinions.
- Manage Discussions: Ensure discussions stay on topic and avoid going off on tangents.
- Summarise and Assign Action Items: At the end, summarise key points and assign action items, specifying responsibilities and deadlines.
- 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:
- Leadership: Providing leadership and direction during the meeting.
- Agenda Management: Ensuring the meeting follows a predefined agenda.
- Facilitation: Encouraging participation and keeping discussions focused.
- Time Management: Keeping the meeting on schedule and ensuring efficient use of time.
- Decision Making: Assisting in reaching consensus or making decisions when necessary.
- Conflict Resolution: Resolving conflicts and maintaining a respectful atmosphere.
- Documentation: Ensuring accurate minutes or records are kept.
- 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:
- Effective Communicator: Clear and articulate in speech, capable of conveying ideas concisely.
- Leadership Skills: Able to lead and guide the meeting effectively.
- Preparation: Thoroughly prepared with knowledge of the agenda and materials.
- Impartiality: Remains neutral and impartial in discussions and decisions.
- Problem Solver: Skilled in resolving conflicts and finding solutions.
- Time Management: Keeps the meeting on schedule.
- Inclusivity: Encourages participation from all attendees.
Setting and Distributing the Agenda: Creating and sharing the meeting agenda involves:
- Agenda Creation: Compile a list of topics and their order of discussion.
- Time Allocation: Assign time limits to each agenda item.
- Distribution: Share the agenda with attendees in advance of the meeting.
Opening: To open a meeting effectively, the chairperson should:
- Welcome: Greet attendees and make them feel comfortable.
- Introduction: Introduce themselves and briefly state the meeting’s purpose.
Chairing & Facilitating: During the meeting, the chairperson should:
- 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:
- Enforce Agenda: Stick to the predefined agenda and manage time.
Time Management: For effective time management:
- Timekeeping: Keep an eye on the clock and allocate time appropriately.
Making Decisions: When decisions are needed:
- Consensus Building: Encourage discussion and consensus where possible.
Running a Review: To review meeting outcomes:
- Summarise: Recap key points and decisions made.
Meeting Evaluations: After the meeting:
- 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.
How to Book
If you are interested in booking this course, then please select an available date and then click book now to complete the booking. Can’t see a suitable date contact us on [email protected] and we can discuss specific date requirements.
These follow up coaching sessions help support your colleagues to embed their learning during their skills transfer period. Applying new skills and changing behaviour takes effort and practice. After attending a training course many colleagues will find they need support through this transition. EQV can provide that support with follow up coaching sessions to help embed the learning.
Embedding coaching sessions can be delivered in 90 minute and half day durations. The facilitator will work with the group to capture feedback about challenges and how to overcome them ensuring success going forward.
Having a formal embedding coaching session will not only increase the success of the skills transfer period but helps create a platform of motivation, inclusivity and commitment within the group.