chairing meetings more successfully. before the meeting why are you having the meeting? what end...
TRANSCRIPT
Chairing Meetings More Successfully
Before the Meeting
• Why are you having the meeting?
• What end result do you want from it?
• What will you discuss at it?
• Do you want speakers?
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Before the Meeting
• Do you need to get more information to inform the discussion?
• Do you want to ask someone to prepare an introduction?
• Do you want to distribute any information in advance of the meeting?
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Today’s Agenda
• An agenda is a list of things you want to discuss in your meeting. It helps in planning, chairing and timing.
• Agenda :
– Route to meeting objectives.
– Don’t try to do too much.
– Be Specific.
At the Start of the Meeting
• Everyone should feel comfortable, welcome, included and informed in speaking and putting their point of view.
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Chairing the Meeting
Getting through business on time:
I. Clear agenda
II. Watch the time
III.Stick to the agenda item under discussion
IV.Stop private conversations
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Involving everyone:
I. Encouraging quiet participants
II. Stop people from talking too long
III.Be firm and consistent but not aggressive
IV.Listen carefully to what people are saying
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Reaching decisions:
I. Jot down key points
II. Silence vs. agreement
III.Decide WHO will execute the taken decisions
IV.Summarize different points of views
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Dealing with difficult people:
I. Be firm and consistent
II. Avoid repetition
III.Stop criticizing
IV.Ask for suggestions
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How did the meeting go?
• Feedback
• Suggestion forms
• Comment forms
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Skills of a chairperson
• Impartiality
• Assertiveness
• Staying on course
• Summarizing
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Some dos and donts
• Do
• Introduce yourself, maybe new members or others observing don't know who you are
• Make everyone feel comfortable
• Enjoy yourself
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• Don't
• Talk too much
• Assume everyone has the same knowledge or knows what you are talking about
• Take sides
• Become a participant of the discussion
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• Manipulate the meeting towards your own agenda
• Criticise the values and ideas of others
• Force your own ideas on the meeting. If necessary have someone else chair the meeting so you can take part
• Make decisions for the members without asking them for agreement…
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Thank you.