How To Chair A Meeting

University of Bath
BSC Sport: Managing Information (AS20206)

City of Bath College
GUIDELINES ON CHAIRING COMMITTEES

Anyone can chair a meeting but not everyone can chair a meeting well. In fact quite
often it is much easier to get it wrong than it is to get it right and getting it
wrong can result in wasting time, loss of productivity, demotivation, inactivity
and lack of direction. The ability to effectively Chair a meeting is not something
we are born with. It is something we must practice because the more we do it,
the better we will get. To follow are a number of guidelines that if adopted will
make Chairing a meeting a more effective, fun and more rewarding experience
for both the Chair and the participants.
1.
How to Chair a Meeting
With an effective Chair overseeing proceedings, it is much more likely that the
meeting will achieve its aims and objectives. The position of Chair is should not be
used as a soapbox for the views of the Chair. The role of the Chair is to facilitate the
smooth operation of the meeting, and to ensure participants remain focused and the
order of business (the agenda) is worked through methodically.
2.
3.
What Makes a Good Chair?

An understanding of the issues and topics being discussed and keenly listening to
the discussions
Being able to prevent discussions wandering, prevent those without anything new
to add repeating the same point, being able to move on when a point is discussed
as far as possible
Ensuring that all members have an equal opportunity to express their point of
view
Showing respect for the views and actions of others
Encouraging all members to take equal responsibility for the meeting proceeding
smoothly
Being impartial
Being able to sum-up the points made in discussions
A sense of humour: the injection of some well timed humour can often help to
make even the most serious of subject matters easier to digest (WARNING: to
much humour or inappropriate levity can undermine the Chairs position)
Before the Meeting
Chairs should meet with the Secretary (or Recorder) in good time to agree and order
the agenda. Any member can request an item to be put on the agenda and
normally the Secretary will set deadlines for the receipt of an item and any
accompanying papers. Important business should not get put to the end of the
agenda or there wont be enough time to discuss it.
4.
At the Meeting
Chairs need to lead the meeting so that all those involved can make useful
contributions and unhelpful digressions and arguments are discouraged.
Chairs should present information and summaries clearly and without
prejudice at the most effective times. They need to ensure that the meetings
objectives are achieved in the time available and that decisions are
communicated to all those who need to know. Discussion time should be
Lecturer: Chris Lucas
January 2015
University of Bath

allocated to each agenda item (as agreed with the Secretary) in a way that is
consistent with their importance and complexity.
Chairs should, through their own behaviour and body language, model good meeting
behaviour and accept nothing less from colleagues. They should be careful not to
generate antagonism. A robust professional discussion where diversity of ideas and
approaches are constructively used to create the best solution and not as personal
attacks should be encouraged. If colleagues are going to give of their best they need
to know that all contributions are valued, that they will get credit for their ideas and
that the committee is strengthened by their collective success rather than scoring
points off one another. It is the Chair who sets the tone and manages the process.
Meetings should be run in ways that are as inclusive as possible. The Chair should
cognisant of the fact that not all people are familiar or comfortable with formal
meeting procedure and that it can alienate and intimidate people thus creating
barriers to participation. People who do not know or understand what is going on
around them are less likely to take the risk of speaking up. Chairs must ensure that
everyone is involved and encouraged to take part.
Other points to successful and effective chairing:
a)
Start the meeting on time. This respects those who turned up on time and
reminds late-comers that the scheduling is serious. Start late to accommodate
late-comers and they will assume it is ok to come late.
b)
Introduce yourself and welcome all, especially new members and thank them for
their time. If it is the first meeting of the committee it is good practice for all
members to introduce themselves. If you have previously established ground
rules (e.g. no mobile phones during the meeting, all comments through the chair,
etc.), now would be a good time to explain what they are.
c)
At the start of the meeting, review the overall agenda briefly and involve
members in committing to the agenda. This will give participants a chance to
understand all proposed major items and to indicate any adjustments you may
need to make to the agenda for new problems or priorities.
d)
Review what has previously been done, congratulating members when things
have been accomplished
e)
At the start of each major agenda item, there should be a short introduction to
develop a common understanding and to encourage participation. Clarify at the
outset the type of action needed, the outcome expected (decision, information
point, action assigned to someone).
f)
Remind members what preparation was expected of them and if colleagues were
expected to read papers before the meeting DONT read them out. The next time
you ask them to read beforehand theyll assume it is not worth the effort.
g)
Keep the meeting focussed, on time and encourage equal participation and
contribution from members. Summarise key points afterwards if lengthy. If
discussions are side-tracked, take appropriate action to get back on track.
h)
Ensure that all members understand any jargon, initials or acronyms you should
not assume that everyone has equal knowledge or understanding.
January 2015
University of Bath

i)
Ensure that all the key points are agreed and check with the Secretary that they
will be in the minutes with actions assigned to individuals and where appropriate,
the proposed timeframe and feedback required.
5.
Closing the Meeting
j)
Ensure unresolved items or non agenda items raised during the meeting are
parked for later attention and it is agreed how they will be followed-up, e.g.
agenda item for next meeting, sub-group/committee to address outside of
meeting etc.
k)
Wherever possible, end the meeting on a positive, up-beat note.
l)
Clarify that minutes and actions will be reported back to members within an
appropriate timescale.
m) End the meeting on time. This shows respect for the participants and will
encourage people to commit to staying to the end.
6.
After the Meeting
n)
Confirm with the Secretary that they have a record of all key discussions,
outcomes and actions.
n)
Check carefully the draft minutes sent to you by the Secretary, make any
necessary amendments and return promptly.
o)
Arrange any follow-up discussions.
7.
Finally, a few dos and donts
Do
introduce yourself, maybe new members or others observing don't know who
you are
make everyone feel comfortable
enjoy yourself
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
manipulate the meeting towards your own agenda
criticise the values and ideas of others
force your own ideas on the meeting
o If necessary have someone else chair the meeting so you can take part
make decisions for the members without asking them for agreement
January 2015

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University of Bath

BSC Sport: Managing Information (AS20206)

GUIDELINES ON CHAIRING COMMITTEES

How to Chair a Meeting

What Makes a Good Chair?

Lecturer: Chris Lucas

BSC Sport: Managing Information (AS20206)

Lecturer: Chris Lucas

BSC Sport: Managing Information (AS20206)

Closing the Meeting

Wherever possible, end the meeting on a positive, up-beat note.

After the Meeting

Arrange any follow-up discussions.

Finally, a few dos and donts

Lecturer: Chris Lucas

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