Conducting a Meeting

Conducting a Meeting

If appropriate preparations have been made, then the scene is set for an effective meeting.  Participants will arrive knowing what is to be discussed and with sufficient background information to make relevant contributions.  If appropriate, they will have consulted with people they represent and discussed any pertinent issues.

The Skills of the Chairperson

In a more formal meeting, the chairperson will outline the purpose of the meeting and remind members why they are there.  In such a meeting there is little need to refer to this procedure as this is implicit in the established etiquette, namely:

• The chairperson controls the meeting.

• All remarks are addressed through the chair.

• Members do not interrupt each other.

• Members aim to reach a consensus.

• A vote is taken if consensus is not reached.

• The majority wins the vote.

• All members accept the majority decision.

This is one model but alternative models may be adopted.

When discussion is underway, it is the chairperson's responsibility to ensure that it continues to flow smoothly by involving all members present and by not permitting one or two people to dominate the meeting.  Summarizing by the chairperson during meetings can:

• Indicate progress, or lack of.

• Refocus discussion that has wandered off the point.

• Conclude one point and lead into the next.

• Highlight important points.

• Assist the secretary if necessary.

• Clarify any misunderstanding.

The chairperson should pace the meeting, ensuring it runs to time.  If the planning has been properly executed, this should not prove to be a problem.  At the end of a meeting, the chairperson should remind members what they have achieved and thank them for their contributions.  Finally, the time and date of the next meeting should be arranged.  Again it is to be noted that this is one model and that succesful outcomes can be achieved in different ways with different strategies for different purposes.

The Role of the Members

While emphasis has been placed on the role of the chairperson, the participation of all members is of great importance.  To ensure an effective meeting, all participants should:

• Undertake any necessary preparation prior to the meeting.

• Arrive on time.

• Keep an open mind.

• Listen to the opinions of others.

• Participate.

• Avoid dominating the proceedings.

• Avoid conflict situations.

• Avoid side conversations which distract others.

• Ask questions to clarify understanding.

• Note down any action agreed upon.

• After the meeting, undertake any agreed action and brief others as appropriate.

'>Regular meetings often start with the minutes from the last meeting followed by 'matters arising' which forms a link with what has happened in the previous meeting.  Most meetings conclude with 'any other business' (AOB) which gives everyone the opportunity for any genuine last minute items to be raised;  though more formal meetings may have AOB items listed on the agenda.   An example of an agenda might be:

•            Apologies for absence.

•            Minutes of last meeting.

•            Matters arising (from minutes of last meeting).

•            Item 1 -Training & Development

•            Item 2 - Report on Funding.

•            Item 3 - Finance & Equipment

•            A.O.B.

•            Time and date of next meeting.

There can of course be more items on the agenda.