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?

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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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Thank you.