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? CHAIRING MEETINGS MORE SUCCESSFULLY 2

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? CHAIRING MEETINGS MORE SUCCESSFULLY 3

4 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. CHAIRING MEETINGS MORE SUCCESSFULLY 5

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 CHAIRING MEETINGS MORE SUCCESSFULLY 6

 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 CHAIRING MEETINGS MORE SUCCESSFULLY 7

 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 CHAIRING MEETINGS MORE SUCCESSFULLY 8

 Dealing with difficult people: I.Be firm and consistent II.Avoid repetition III.Stop criticizing IV.Ask for suggestions CHAIRING MEETINGS MORE SUCCESSFULLY 9

How did the meeting go? Feedback Suggestion forms Comment forms CHAIRING MEETINGS MORE SUCCESSFULLY 10

Skills of a chairperson Impartiality Assertiveness Staying on course Summarizing CHAIRING MEETINGS MORE SUCCESSFULLY 11

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 CHAIRING MEETINGS MORE SUCCESSFULLY 12

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 CHAIRING MEETINGS MORE SUCCESSFULLY 13

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… CHAIRING MEETINGS MORE SUCCESSFULLY 14

CHAIRING MEETINGS MORE SUCCESSFULLY 15 Thank you.