Important Issues to Consider when Chairing Meetingsquickguides

Start meetings on time. Allowing a meeting to start late gives the impression that the business to be undertaken is not important, and inappropriate behaviour will be rewarded. Punctual members will be kept waiting, suggesting their time is not valuable. All these issues may result in a lack of respect for the chair and discontent among members. Do not allow the start time of the meeting to be dictated by latecomers. Ensure that, even as volunteers, such behaviour is addressed, should it happen regularly.

Indicate a finish time as well as a start time on the agenda. This acknowledges that members' time is valuable and gives everyone an idea of how much time they should allocate to the meeting. It will also help to prevent people from rushing decisions or leaving before the end of the discussions. The chairperson must be aware of the agenda items and roughly how long to devote to each one, thereby ensuring that all the important business is covered.

The chairperson should ensure that everybody has a reasonable opportunity to air his or her views during a debate. Care should be taken that the same point is not frequently repeated by one person, or persons, who wish to dominate the discussion.

Some people may hardly speak at all. There are a number of reasons why this could be:

  • They have no interest in, or understand of, the debate.
  • They may not wish to make personal contribution, preferring to evaluate the arguments and reach their own conclusions.
  • They are nervous or shy.
  • They do not agree with the consensus view, but prefer not to say so at the meeting.

Try to involve these people, particularly if they have some specialist knowledge. They will feel you value their input, and will respect you for taking the time to ensure they understand the issue. It will also encourage them to participate and voice any opposition. Do not assume there is no opposition, just because none has been voiced.

Whenever possible, confirm a decision by common consent of the whole meeting, rather than by a majority vote. To get this consensus, round off the discussion by saying 'Is it agreed then …?' or 'I take it we are all in favour.' Then restate the decision and wait a few seconds to give everybody a final opportunity to voice any opposition.

Decision making by consensus keeps the committee united and helps to prevent later complaints along the lines of: 'I didn't agree with the decision' or 'I didn't get the chance to have my say.'

Meetings do not always have to be formal or take place around a table - some of the best meetings take place standing up! In this way, the meeting deals with important business and finishes promptly.

Some people see meetings as a social occasion, an opportunity for a chat and to exchange ideas. Try to allow for that, but not in the main part of the meeting.

Source: runningsports - Quick Guides - The Role of the Chairperson