LEADING AN EFFECTIVE MEETING
When you chair a meeting go prepared, be alert to the mood of those attending, and provide leadership in moving the group to a consensus. A well-organized agenda helps set the standard for an effective meeting and a good set of minutes gives your chapter or committee a sound history. Some techniques to help you in your leadership role are:
Arrive early to make sure the room set up meets your needs. o If round tables are used, sit where you can see the greatest number of people. o If rectangle tables are used, sit at the narrowest end, not on the long side; the end of a table is a dominant place, a seat of authority. o Placing yourself in the right seat allows you to make eye contact and to see if someone wishes to be recognized.
Speak to allies before the meeting. o Be friendly with those who may oppose your view or who may be in opposition to the apparent direction the group might be taking. o Everyone needs to understand there is nothing personal in having opposing positions because you are dealing with issues, not personalities. o People can be your allies one time and aligned against you the next and those opposing a position one time can become allies on the next issue.
Opening remarks by the chairperson should make it clear what you wish to accomplish in the meeting. o Example: “When we leave the meeting today we will have a potential list of speakers and two tentative dates for programs.” o Example: “When we end the meeting today we will have a tentative list of individuals to serve on the Nomination Committee, including who will make the invitation phone calls.”
Ground rules for how meetings will be lead should be set at the first meeting of the year. Examples of what should be included are: o everyone should be on time. o everyone should read distributed materials prior to meeting. o everyone should be engaged in the discussions. o everyone should signal for recognition to speak. o everyone should notify the chairperson if individual is not going to attend a meeting. o stipulate under what rules you will be operating, e.g., Robert’s Rules.
Start the meeting on time letting those who are late catch up. o People will soon learn you are serious and will start being on time. o Never wait for a person who is chronically late. o Never recap what has already transpired at the meeting for someone who is late.
Do not be an active participant in discussions if you are chairing the meeting. o The chairperson is a leader of discussions, a person who asks questions to get points clarified, and asks questions to elicit more information. o As chairperson make sure everyone gets an opportunity to speak. o As chairperson you should sense when a consensus is being reached and closure is near. o Summarizes the points that lead to the consensus and the actions to be taken. o If a motion is being voted on, repeat the motion.
Provide alternatives when there is a major difference of opinion. o Summarize the similar and differing points on both sides of the discussion. o Ask participants to advise you on what are the most important points. o If the proposal is going down to defeat be prepared to send it back to a committee, find another solution, or let it be defeated. o Don’t take defeat of a proposal personal, your ego is not tied to the issue.
Get a discussion back on tract. o Before the meeting date, select a participant to help you pull back a discussion to the topic when it has veered off course. o This is a good role for another officer.
Listen for positions being repeated. o When no new ideas are being presented, conclude the discussion. o Example: you can begin to bring closure with “are there any alternatives that have not yet been presented?” pause “are we ready to take action?” o Example: “Does everyone have enough information to make a decision?”
Never blind-side a committee or board member. o If you strongly disagree with a proposal which you know will come to the table at a meeting, you have a responsibility to inform the presenter. o Remember, you are not an active participant in the discussion so find someone who agrees with your position and who is willing to ask the difficult questions and/or oppose the proposal at the meeting. Share your thoughts with this ally.
Be decisive. o Give the group direction. o Be firm but always remain patient. o Never be rude or insulting by saying such things as, “that’s not relevant,” “I don’t care,” or “we’re not interested in…” Be responsive and engage people in the discussion. o Do not ask closed questions (yes/no questions) or ask one which may be embarrassing such as, “Do you have anything to add to the discussion?” o Ask open questions such as “Which of the options do you prefer?” or “There have been three alternatives given, which one would you be more comfortable supporting?” or “What do you see as the strength/weaknesses of the alternatives?” o If one or two people are dominating the discussion say, “We have been hearing some really good comments from some people, how about the others at the table.” o When you want people to think or when you want people to think of another option say, for example, “How would you respond to the following suggestion or alternative?” or “Have any of you thought about “x” and how you would react?”
Repeat the motion statement prior to the vote. o Ask if everyone understands the motion. o Ask for those who support the motion, those opposed, and those who abstain.
Be yourself when chairing a meeting. o Laugh when something is funny. o Let people tease you if appropriate. o Listen carefully. o Keep your voice at a steady tone. o admit when you don’t have the answer. o Be friendly, but have a sense of authority. o Be prepared, but don’t think every issue will go your way. o Understand the issues, but don’t think you have all the answers. o Be a leader, but also be a follower when appropriate.
The above information comes from numerous readings and personal experience. No one book can be identified as the source of this information.
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