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Chairing Meetings More Successfully. Before the Meeting. Why are you having the meeting? What end result do you want from it? What will you discuss at it? Do you want speakers?. Before the Meeting. Do you need to get more information to inform the discussion? - PowerPoint PPT Presentation
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Before the Meeting
• Why are you having the meeting?
• What end result do you want from it?
• What will you discuss at it?
• Do you want speakers?
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Before the Meeting
• Do you need to get more information to inform the discussion?
• Do you want to ask someone to prepare an introduction?
• Do you want to distribute any information in advance of the meeting?
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Today’s Agenda
• An agenda is a list of things you want to discuss in your meeting. It helps in planning, chairing and timing.
• Agenda :
– Route to meeting objectives.
– Don’t try to do too much.
– Be Specific.
At the Start of the Meeting
• Everyone should feel comfortable, welcome, included and informed in speaking and putting their point of view.
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Chairing the Meeting
Getting through business on time:
I. Clear agenda
II. Watch the time
III.Stick to the agenda item under discussion
IV.Stop private conversations
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Involving everyone:
I. Encouraging quiet participants
II. Stop people from talking too long
III.Be firm and consistent but not aggressive
IV.Listen carefully to what people are saying
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Reaching decisions:
I. Jot down key points
II. Silence vs. agreement
III.Decide WHO will execute the taken decisions
IV.Summarize different points of views
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Dealing with difficult people:
I. Be firm and consistent
II. Avoid repetition
III.Stop criticizing
IV.Ask for suggestions
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How did the meeting go?
• Feedback
• Suggestion forms
• Comment forms
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Skills of a chairperson
• Impartiality
• Assertiveness
• Staying on course
• Summarizing
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Some dos and donts
• Do
• Introduce yourself, maybe new members or others observing don't know who you are
• Make everyone feel comfortable
• Enjoy yourself
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• Don't
• Talk too much
• Assume everyone has the same knowledge or knows what you are talking about
• Take sides
• Become a participant of the discussion
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• Manipulate the meeting towards your own agenda
• Criticise the values and ideas of others
• Force your own ideas on the meeting. If necessary have someone else chair the meeting so you can take part
• Make decisions for the members without asking them for agreement…
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