ROLE OF THE CHAIRPERSON IN A MEETING

The chairperson plays an important role in conducting meetings. A meeting can be successful only if the chairperson follows certain procedures. They are as follows:

1)   Planning the Meeting:  A thorough planning of a meeting involves developing an agenda. Items to be covered in a meeting are selected and arranged in a logical manner. In case of formal meetings, agenda is provided in advance to the members.

2)   Punctuality and Time Management: The chairperson has to make sure that the meeting begins on time. He determines a proper allocation of time to cover each item on the agenda. Time goals can be announced right at the outset and the attention of the participants can be drawn to it, whenever necessary during the meeting. The chairperson can also end long drawn discussions, when they overstep these time goals.

3)    Controlling the Agenda: The chairperson controls the agenda of a meeting and needs to focus on an efficient discussion of various items on it. He controls the group from repetition, conflict, irrelevant details and digressions. The chairperson must also indicate how the participants are expected to contribute, how decisions will be reached (by consensus or by voting), and the discussion will be controlled.

4)   Encouraging Participation: If the group is new, the chairperson should invite everybody to introduce themselves. If the group is well established, he can remind the group its identity, introduce new members, and praise the achievements of the group since the last meeting.

5)  Summarisation of Discussion: Closing the meeting is as important as opening it. The chairperson should summarise what has been decided, announce what actions are to take place. He must compliment the good work done by the group and thank everybody for their attendance and contribution.

(Source: Business Communication by Reliable Series)