We’ve all been to meetings that have achieved little, dragged on too long, and gone off-subject. In most cases, these problems could have been avoided by better chairing.
For those new to chairing, a good idea is to get some training sooner rather than later. That way, any short falls with your chairing skills can be ironed out before they become habits. In the meantime though, here are some tips that will be useful to those new to the role:
1. Prepare for the meeting. Read the minutes and papers; and identify matters for decision and any areas of possible contention. Discuss this with the secretary and where possible, note who will lead on which particular agenda item.
2. Confirm the agenda at the start of the meeting; and then stick to it.
3. Remind attendees that all speakers must go through the chair; and make clear when you intend to finish the meeting. A deadline can help to focus minds.
4. Understand the purpose of “matters arising”. Don’t allow speakers to discuss topics elsewhere on the agenda or to re-open debates held at the previous meeting.
5. Always invite people to speak, giving everyone an equal chance to have their say. But remind people to keep their comments brief and on topic.
6. If a speaker goes off topic, or goes on for too long, don’t be afraid to interrupt and say so. Ask them politely to stick to the agenda item or to wind up their contribution.
7. When debate has ended, or if you feel discussion has gone on long enough, draw attention to any proposal that requires a decision and put the matter to the meeting.
8. If a discussion is going nowhere, ask if anyone has a proposal (you can look for proposals during the discussion) and invite someone to make it formal. Remember, all proposals will also need a seconder.
9. If a report is presented without any requirement for a decision, invite the meeting to accept the report.
10. You want to finish on time, so ensure that “any other business’ is kept short and within the competence of the meeting. Substantial matters should really be held over to the following meeting.
Sometimes you know a meeting is likely to get heated. This is difficult to avoid but you can be better prepared. Speak beforehand, if possible, to anyone who is to raise anything contentious; and get a handle on what they propose to say. This can help you steer the debate to avoid any nastiness and encourage others to contribute in an orderly manner.
Another problem can be proposals that tweak or expand an original item for decision. These will have to be treated as amendments and voted on in turn until you are left with one final proposal for decision. In some cases an amendment will fall if a conflicting one has already been agreed. But where amendments compliment each other, they can be voted upon and all agreed (or not) as the case may be.
Also, you will need to be aware of any potential conflicts of members' interests, whether they be for yourself, or others attending the meeting. So it is important to understand what to do during the meeting when a conflict of interest arises. Again, proper preparation will often throw up any areas where such problems might arise.
Of course every meeting is different, and most will be routine. But regardless of the circumstances, a good chair will remain calm and friendly, whilst asserting their role as chair. Your aim, after all, is to complete the meeting on time, with everyone who wishes to do so, being able to make a contribution and participate in any decisions that are made.
Good luck.
