1. Exec Handover Training Chairing Skills
May 2014

2. Agenda Presentation Discussion – Characteristics of a Good Chairperson
Responsibilities – Before the Meeting
Responsibilities – During the Meeting
Responsibilities – After the Meeting
Discussion – Characteristics of a Good Chairperson
Exercise on Strategies to Handle Difficult Situations
Timing – presentation – 20 minutes with questions
Characteristics – 15 mins
Strategic to Handle Difficult Situations – 25 mins

3. Underpinning principles
As an effective chair, you need to understand the key roles that you have, how to handle the mechanics of different meetings. All of this needs to be undertaken in the context of the rules ……that apply and finding the best ways to encourage participation while dealing with the personalities you face
LG Improvement Development Agency 2006

4. The Role of the Chair
Maintains standards and focus on the aims of the committee/ working group or meeting
Ensures effective communication between members and also with anyone outside the group
Runs the meeting and sets the agenda
Ensures the other people in the meeting get accurate, timely and clear information
Gives clarity on decisions
Makes sure decisions are acted upon
Builds and develops team work

5. The Role of the Chair
To enable all views to be heard, conclusions to be based on reasoned argument, consensus or compromise and those conclusions to meet the aims of the meeting/ group/ organisation/ committee

6. Responsibilities Before Meeting
Be clear about the remit of the committee/ group/ meeting
Agree the agenda and main objectives of the meeting
Get Papers out if required
Read all papers
If anyone else is presenting – make sure they know what is expected of them
Do you need to talk to anyone before the meeting?
Prepare how you will get through the agenda
How long will you spend on each item?
Where do you need a decision?

7. Responsibilities During A Meeting
Arrive in good time
Welcome everyone and introduce anyone new
Deal with routine or admin items quickly
Set out any overall objectives of the meeting at the outset
Introduce each item and its objective
Conclude items clearly – record decisions
Sum up part way through items if needs be
Ensure everyone’s voice is heard
Try to reach consensus
Be clear on actions
Keep focused on purpose
Thank everyone

8. Responsibilities After the Meeting
Approve any minutes
Circulate any minutes
Talk to people who need to take action if they weren’t in the meeting
Carry out any actions that you agreed to do

9. Behaviours of a Good Chairperson
What does a good Chair person do to ensure the purpose of the meeting is met? Discuss!!

10. Behaviours of a Good Chair
Manage difficult situations
Good listener
Able to work out what people actually mean (tone, body language etc.)
Opportunity for everyone to be heard
Lead by example
Show respect
Uphold SU values
Don’t talk too much
Summarise
Highlight if the topic is drifting
Ask for advice when they need it
Decoding – 38% of what is voice and tine
7% is words used
55% is visual
You need to concentrate when chairing a meeting!

11. Helpful Phrases It seems there is a consensus on..
It seems these areas are agreed….
It seems this is the issue we need to resolve….
Are there other points that have not been raised?
On the basis of what you have said…
Can we explore “x” point a bit further?
Perhaps we need some more information on that before we reach a conclusion

12. Practical Things Where you sit is important
Central so you can see and hear everyone
Near minute taker or advisor
Handover the Chair if you feel you wish to contribute more fully
Some actions/ discussion can happen outside of the meeting

13. Strategies to Deal With Difficult Situations
What would you do if…..?
Someone is talking too much, dominating the meeting
Someone never speaks
One person never agrees with anyone else and finds ways of derailing the discussion
Someone does not listen to others/ cuts them off mid sentence or disregards their contribution
People start to shout
People are having side conversations
Personal comments are made
Someone is upset as a result of a discussion
Consensus can not be reached

14. Are there aspects of Chairing a meeting you would like to discuss?
Areas of Concern
Are there aspects of Chairing a meeting you would like to discuss?

15. Questions?