The Role of the Chairperson
What is this course about?
Time is precious therefore it is important that time given to meetings is used in the most effective manner possible.
The aim of this interactive one-day workshop is to give guidelines for the chairperson of any meeting on the preparation, structure and processing of meetings and will examine the issues which may emerge before, during or in the follow up to a meeting.
The courses focuses on the vital importance of action and commitment and the chairperson’s central role in ensuring these two essential things happen as a result of any meeting. Those attending the course will have the chance to practise contributing to and chairing concise and productive meetings.
Who would benefit?
Anyone chairing meetings both formal or informal and public and private.
By the end of the course, those who have attended will be able to:
- Use a systematic and structured method of planning and running meetings
- Prepare so that participants are clear about their roles and goals
- Use their communication skills to chair the meeting effectively ensuring control of the focus, the discussion and the individuals involved
- Ensure each agenda item is introduced efficiently, discussed effectively and has a positive conclusion towards decisions and actions
- Identify what goes wrong in meetings and what the chairperson can do about this
- Generate appropriate contributions, minimise time wasting and build on team spirit
Key topics covered
1. Roles and responsibilities
- An effective meeting chairperson
- The responsibilites of the meeting chair
- Styles of meeting – which type suits what?
- The responsibilities of a participant
- The responsibilities of the minute-taker
2. Meeting preparation
- Objectives that are clear and specific
- Setting an agenda
- Structuring the agenda, where to place the least and most important items – the normal curve
- What else needs to be prepared by the chair and other participants?
- Collecting information from different sources
- Briefing minute-taker and guest speakers / presenters
3. Leading and chairing an effective meeting
- Qualities and actions of a competent meeting chairperson
- Creating an atmosphere where all participants will be able to contribute
- Keeping focused on the agenda and preventing the introduction of irrelevant matters
- Minimising time wasting and disruptive influences to ensure meetings are shorter where possible
- Creating an environment for open discussion
- Formulating agreement from a variety of views
- Guidelines for chairing short meetings
4. Communication with authority
- Gaining impact by presenting information clearly and showing the way
- Holding attention through key interpersonal skills
- Using non-verbal communication expertly
- Stimulating discussion to summarise and lead to a decision
- Handling questions effectively
5. Generating the right atmosphere
- Ensuring the pace is kept up at all times
- Generating enthusiam, motvation for action and energy
- Tips and technques for energising a meeting
6. Dealing with the participants
- Making sure everyone has a say
- Making interventions that curtail irrelevant discussion
- Techniques for the chairperson to keep control of any meeting
- Dealing with awkward situations / people
- Managing conflict in meetings effectively
- Dealing with those who tend to dominate meetings
- Handling interruptions
7. Action points and endings
- Clear decision making
- Summarising key points by the chairperson
- Commitment through acceptance of action points
- Preventing the meeting drifting on
- Focusing on the future