Chairing A Meeting The Most Effective Way
By Gina Gardiner, Sat Dec 10th
How many times have you attended a meeting where the only thingthat gets decided is the date of the next meeting? Or where oneperson dominates the meeting? Or the meeting is swamped withtrivia or unrelated information? It is a commonly held assumption that chairing a meeting issimply a matter of reading out the agenda – that is assumingthere is an agenda and that the addenda actually covers thetopics which are most pertinent to the matter in hand. Chairing an effective meeting is a skill. One that is learnable.Outlined below are some simple principles; which if followed canresult in focussed efficient meetings where everyone feels theiropinion is valued and the job gets done.
Rule number 1 – there is no place for ego. As the Chair Personyou are the facilitator, the most effective are those wholisten, who use open ended questions to tease out reasoning andto involve others. Rule 2 –. Be very clear about what is the purpose of themeeting? Do you want lots of ideas – to brainstormpossibilities, identify the implications of things alreadyidentified, broad-brush strokes or determining detail. Rule 3 – Be prepared, create the agenda, have any supportingpapers prepared and circulated in plenty of time so that othershave time to read in advance Rule 4 – – At the beginning of the meeting ensure that allparties are introduced, keep it snappy. Set out clearly whatsort of introduction is required: name and role, or backgroundinformation. Give the time scale e.g. “Please introduce yourselfgive a brief outline of your experience, no more than a minute.” Rule 5 – Set explicit parameters for the meeting from theoutset: “By the end of the meeting we need to have achieved …….We are going to concentrate on principles today so save thespecific detail for the moment” Rule 6 – Have high expectations. If the meeting is due to startat 10.00am start on the dot who ever is there, they will get themessage. Start late to accommodate late- comers and they willassume it is ok to come late. Be clear about end times too. Ifyou have asked colleagues to read materials before the meetingdon’t read them out. The next time you ask them to readbeforehand they will assume it is not worth the effort. Havehigh expectations and stick to them. Rule 7 -What ever decisions are agreed at the meeting MUSTSTAND. If you are unsure about their validity set up as a pilotwith an end time agreed. Don’t put the decision up for grabs ifyou are not happy to run with the outcome. You can give astructure for decisions which make it absolutely clear what isopen to negotiation and what is up not. Rule 8 – Involve all parties. Ask questions to specific peopleif they are not taking an active part in the proceedings, “Whatdo you think about…… Fred” If others are dominating value theircontribution but involve others “ Thank you Bertha that’s veryhelpful, what do the rest of you think about what Bertha hasoffered?” Rule 9 – Keep the meeting on track, identify how things will berecorded, summarise the discussion, identify points for action,who will do what, the time scale for action, how things will bemonitored and by whom and when Rule 10 – model good meeting behaviour and accept nothing lessfrom colleagues. Taking a positive part in the activity, beinggenerous with ideas, listening to others, no aggression,bullying. A healthy professional discussion where diversity ofideas and approaches are constructively used to create the bestsolution and not as personal attacks is the ideal. If colleagues are going to give of their best they need to knowthat all contributions are valued, that they will get credit fortheir ideas and that the whole organisation is strengthened bytheir collective success rather than scoring points off oneanother. As Chair Person it is you who will set the tone andmanage the process. About the author:Independent Consultant, writer and life-coach Gina Gardinersupports people at individual or organisational level to developconfidence, leadership and people skills and effectivedelegation; empowering them to see themselves as part of thesolution. If you would like to know more email:gina.gardiner@ntlworld.com Phone 01708 703959 or look onwww.firststeptothefuture.com
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