Are you planning to organise a meeting? If so, give careful thought to how the chairperson’s role will be defined. A good chairperson ensures that a meeting not only runs smoothly, but also achieves something. It is their responsibility to provide structure. They must also ensure that everyone stays focused and that the meeting leads to clear outcomes.
The role of a chairperson
At our MeetUp conference centre, we see all kinds of meetings take place every day. The most successful ones? They all have one thing in common: a good chairperson. What exactly does a chairperson do? We’ve listed the key responsibilities for you.
1. Preparing for the meeting
A good meeting begins before the actual gathering takes place. It’s a cliché, but it’s true: good preparation is half the battle. The chair plays an important role in this.
The chairperson determines (in consultation with others) the purpose of the meeting, arranges for the agenda to be drawn up (or does so themselves) and checks that the necessary information is available. If the preparations aren’t right, it’s difficult to stay focused during the meeting.
2. Opening and chairing the meeting
The chairperson opens the meeting and outlines what the meeting is about. What is the aim? And how are we going to go about it? A clear opening helps participants to stay focused.
During the meeting, it is the chairperson’s job to keep the meeting on track. For example, by intervening in good time if people start to stray from the topic.
3. Keeping an eye on the time
One of the biggest issues during meetings? Time. Discussions run over, topics take too long, or important points are left undiscussed. It is then up to the chairperson to step in.
A few tips on how to do this effectively:
- Follow the agenda and estimate in advance how much time will be needed for each item
- Intervening if a topic is taking too long
- Cut things short where necessary by ‘putting something on hold’
- Ensure that all key points are discussed
4. Involve everyone in the discussion
There are those who speak and those who listen. A good chairperson ensures that everyone is heard.
This can be done by:
- Asking specific questions
- Actively engaging quieter participants
- To prevent one person from dominating the discussion
5. Summarising and reiterating decisions
A meeting that doesn’t produce a clear outcome is of little use. That is why it is important for the chairperson to summarise points regularly during the meeting.
What was discussed? What have we agreed on? And what have we decided?
At the end of the meeting, the chairperson ensures that:
- Ensure decisions are clear
- Action points have been recorded
- Everyone knows what is expected of them
6. Closing the meeting
How you close the meetingaffects how people look back on it. And that’s why the closing is actually just as important as the start. After all, this is where you bring everything together.
How to bring the meeting to a successful close:
- Please provide a brief summary
- Set out clear action points
- Discuss any follow-up arrangements
Tips for being a good chairperson
Now that you know what a chairperson’s duties are, we’ll help you get started on how to be a good chairperson yourself. These tips will go a long way towards helping you.
Tip 1: Be clear
Don’t beat about the bush. A good chairperson communicates clearly and directly and tells it like it is. This prevents confusion and ensures that everyone knows what they have to do and where they stand.
Tip 2: Remain neutral
As chair, you lead the discussion, but you do not always need to steer the conversation in terms of content. You are therefore not expected to take a stance yourself. Make sure you allow room for different opinions.
Tip 3: Don’t be afraid to step in
This is your role! Is a discussion getting out of hand or taking too long? Then step in. Explain why you’re intervening, for example: “This topic is better suited to a discussion at another time.”
Tip 4: Listen carefully
A chairperson who listens carefully is better able to summarise and adapt more quickly. This ensures a smoother meeting.
Tip 5: Keep the energy levels high
A meeting doesn’t have to be boring. Ask questions, vary the pace and keep the discussion lively.
Tip 6: Prepare thoroughly
As you’ve read before, thorough preparation ensures a successful meeting. The better your preparation, the easier it will be to chair the meeting.
The right environment helps the chairperson
The chairperson’s role in a meeting is important. But the setting also plays a part. A meeting room with good acoustics, a clear layout and few distractions makes it easier to keep track of proceedings. The same goes for good equipment, pleasant lighting and a comfortable atmosphere.
At Jaarbeurs MeetUp, we’ve designed our meeting rooms to help ensure your meetings run smoothly. Great for the participants, great for the chairperson. Would you like to organise a meeting? We’re here to help.
