Some groups dont have a formal role of chair, or a named chairperson. Dont worry if you cant do this straight away its one of the most difficult bits of chairing, and it takes confidence and practice to do well. Get a printable copy pdf file of the complete article 174k, or click on a page image below to browse page by page. The content of this guide focuses on the development and improvement of management behaviors associated with chairing meetings. Introduce yourself as the chair and state the purpose of the meeting. Chairing skills 4 why effective chairing is important 4 the key roles of a chair 6 the meetings you may be asked to chair 6 handling the mechanics of any meeting 9 encouraging participation and discussion 10 handling conflict dealing with the personalities the legalities of council meetings 17. Chairing a meeting introduction this handout has been developed as an introduction to what chairing a meeting involves, what makes a good chair and some useful tips and advice to keep your meeting effective and efficient. The chairpersons role is to control the meetings, accept motions and amendments, rule on. The role of the chairperson is essential for running meetings with effective outcomes. Start the meeting on time and ensure that you manage the time throughout the meeting. Establish the intended time frame for the meeting by informing everyone of the. Conducting a meeting the role of chairperson skillsyouneed.
It is the responsibility of the chair with the assistance of the secretary to set the agenda for the meeting. Meetings are an essential part of conducting the business of a board or organization. Write down how your approach might differ for each, in terms of. Give participants the floor in the order they requested to speak unless a different order imposes itself on thematic grounds give brief reason. Tell students that as they engage in the meeting, they must o stick to the agenda. It will guide you through some key questions to ask before, during, and after a meeting, in order to make your meetings as efficient and successful as possible. If you are inexperienced in chairing formal meetings, such as the club annual general meeting or the monthly club meetings, this resource provides some helpful hints. After the meeting follow up quickly while things are still in minds ideally same day at most 48 hours always same week.
The chairman shall be impartial and follow procedures regardless of their personal views on the matter. A good chair helps the meeting to run smoothly and efficiently. Summarise decisions taken and action points to be followed up e. Workforce development hub resources chairing a meeting. If the committee has a specified quorum, the chair or executive officer checks that the quorum has been reached. Roberts rules of order the rules of order used to run formal meetings can be confusing and intimidating. To me, chairing a meeting can be a little overwhelming. It can also be an intimidating one and therefore a difficult board position to fill. Listen carefully to the discussion and jot down key points.
Moreover, everyone has a shared stake in having an opportunity to be heard and being treated fairly. However, even very small or informal meetings need some direction and organisation. Click the pdf icon below to download the ebook from the online library. Enrol and complete the course for a free statement of participation or digital badge if available. Chairing a meeting page 6 the chair needs to keep an overview, and help the meeting to reach decisions. Make it clear that you, as the chair, have noticed the request to speak. Useful phrases for chairing meetings get great english. There are some useful tips and advice to help improve and develop your chairing skills.
This scenario can form part of a workshop on chairing meetings or a broader session on leadership skills. The person who chairs a meeting can sometimes be referred to as the facilitator. A good chairperson simply follows the agenda that each group conscience puts in place and modifies from time to time. Apr 15, 20 arnold schwarzenegger this speech broke the internet and most inspiring speech it changed my life.
The meeting should have been called for a specific purpose and all discussion at the meeting must be steered to this end. Imagine you have been asked to chair the following. Although there is not much required from the chairperson, you need to keep an eye to make sure there is limited crosstalk, make sure nobody is being offensive or confrontational and keep our website and meetings as clean and helpful as possible and stays. You need to make sure that everybody knows it is time to start and it is best to keep the meeting friendly so use a friendly but authoritative. The purpose of having someone to chair a meeting is to ensure that the meeting runs smoothly and efficiently. This factsheet explains basic meeting procedures, rules and their application. He has also delivered workshops to managers and staff in many areas, including performance management, handling difficult people, managing change and uncertainty, and managing time and stress.
The chair will call the meeting to order by saying. How to run an effective meeting university of oxford. Everyone is busy and an effectively run meeting is an efficient way to get things done quickly, to support building a. Undertake any necessary preparation prior to the meeting. All participants in the decisionmaking process are responsible for working towards achieving these meeting goals. The chairs checklist before the meeting clarify the purpose of the meeting. Ground rules role of the chairperson role of the participant. You also might want to make changes to the agenda or even cancel the meeting entirely. While it is the role of the chairperson to run the meeting, the participation of all members is also fundamental to the success of the meeting. Introduction to planning and facilitating effective meetings. Its state the time and id like to call the date meeting of the name of bcc to order. The opportunity to chair a 12 step meeting is both a service opportunity and a unique chance to practice the principles learnt in a.
Its going to bring up the meetingand immediately at the top, i can see the amount peoplethat have accepted. Moreover, everyone has a shared stake in having an opportunity to be heard and. Grant macdonald although presiding over directors meetings is not the only role of a president or board chair1, it is certainly the most visible and arguably the most important volunteer role in a nonprofit organization. Diarise time to do this remind people in a memo responsibilities given, tasks delegated actions accepted given deadlines and next meeting date captures meeting value. Whatever the style of chairing, it is important that it is. Chairing a meeting means making sure that the meeting achieves its goals, in other words, you get the business on the agenda done.
The training manual for chairs of meetings of the basel, rotterdam and stockholm. Lets get into our meeting by double clicking on iton the calendar view. Guidelines on chairing meetings effectively effective chairing will ensure that a meeting achieves its aims and objectives. An understanding of the issues and topics being discussed and keenly listening to the discussions. Chairing a meeting effectively free management books. Project management checklist tips for chairing a meeting. Chapter 1 chairing a meeting the chair carries the ultimate responsibility for the success of the meeting and is responsible for making sure that all business is discussed in line with the timed agenda, everyones views are heard and clear decisions are reached. Introduction to planning and facilitating effective meetings about this publication introduction to planning and facilitating effective meetings is the sixth in a series of guides developed to bring information to coastal managers about the use of social science tools in their field of work. Training manual for chairs of meetings brs conventions. If the meeting does not go well, then it is because the chair did not properly handle the meeting. In such a meeting there is little need to refer to this procedure as this is implicit in the established etiquette, namely.
So lets doubleclick our meeting in our calendar to actually get into the data. Chairing a meeting is a process that has to be followed. I found lots of other great websites with the more traditional aspects of chairing a meeting see below but i wanted to cover the communications side of board meetings here. Interest, effective chairing and meeting skills, longterm strategic and financial planning, good governance, and community leadership. Deal with any latecomers after the meeting and dont make any time allowances for their lateness. This may sound simple in theory but in practice it can be a very demanding task. Chairing meetings chairing meetings this article aims to help you to consider how to effectively act as a chair of a meeting.
This information sheet looks at what chairing a meeting involves, and how to do it. Chairs should facilitate, encourage, focus, listen and clarify 1. It helps you determine what sorts of procedures will work best for your organization and how to adapt meeting rules to best achieve your groups purpose and goals. Chairing a meeting is a quick read that can help you, no matter your background, become a more effective chairperson or organizer.
In a more formal meeting, the chairperson will outline the purpose of the meeting and remind members why they are there. Chairing chairing a meeting means making sure that the meeting achieves its goals, in other words, you get the business on the agenda done. This is a comprehensive check list for chairing meetings. Meeting procedures if a club follows the correct procedures for a meeting, they will tend to flow smoothly, run on time and be an effective and fair source for decision making.
Secretary support calls each member by name, noting their presence or staff. An understanding of the issues and topics being discussed and keenly listening to. When you call a meeting to order,youll want to be prepared with whos comingand who cant make it. Chairing a meeting means ensuring that a meeting achieves its aims. The chair or executive officer reads out any apologies for nonattendance except in very large meetings, where this would take a lot. Pass the signin book at about 20 minutes after the hour 7. Tips on how to conduct a meeting chairs script calling the meeting to order chair. The main actors of the subsidiary body meetings are officers chairs11, vice. Table 1 contrasts the different functions carried out by two types of chair.
Even the most contentious issues can be dealt with constructively and resolved to everyones satisfaction if the chair controls the meeting well. May 12, 2014 chairing a meeting means that you have to be in charge of keeping the meeting on topic and on schedule so that important information can be given and decisions can be made. On the other hand, a badly run meeting leaves all of the attendees feeling frustrated. Agree a date for the next meeting it is usually best to set dates for the years meetings well in advance. At the beginning of the meeting, agree on requests to speak to be made by raising your hands. Avoid common mistakes and learn how to run more effective meetings. Chairing a meeting free ebook in pdf, kindle and epub format. Tips on chairing meetings 2011 institute for local government. Now immediately at the top, youll be able to see how many people have accepted,tentatively accepted or declined. Chairing a meeting free ebook in pdf format click the pdf icon below to download the ebook from the online library. Information and translations of chairing in the most comprehensive dictionary definitions resource on the web. Agree what special items will be put on the agenda of the next meeting and what work needs to be done, by whom etc. I have always worried if i was prepared enough for a meeting and. To ensure an effective meeting, all participants should.