2 Agenda Presentation Discussion – Characteristics of a Good Chairperson Responsibilities – Before the MeetingResponsibilities – During the MeetingResponsibilities – After the MeetingDiscussion – Characteristics of a Good ChairpersonExercise on Strategies to Handle Difficult SituationsTiming – presentation – 20 minutes with questionsCharacteristics – 15 minsStrategic 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 faceLG Improvement Development Agency 2006
4 The Role of the ChairMaintains standards and focus on the aims of the committee/ working group or meetingEnsures effective communication between members and also with anyone outside the groupRuns the meeting and sets the agendaEnsures the other people in the meeting get accurate, timely and clear informationGives clarity on decisionsMakes sure decisions are acted uponBuilds and develops team work
5 The Role of the ChairTo 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/ meetingAgree the agenda and main objectives of the meetingGet Papers out if requiredRead all papersIf anyone else is presenting – make sure they know what is expected of themDo you need to talk to anyone before the meeting?Prepare how you will get through the agendaHow long will you spend on each item?Where do you need a decision?
7 Responsibilities During A Meeting Arrive in good timeWelcome everyone and introduce anyone newDeal with routine or admin items quicklySet out any overall objectives of the meeting at the outsetIntroduce each item and its objectiveConclude items clearly – record decisionsSum up part way through items if needs beEnsure everyone’s voice is heardTry to reach consensusBe clear on actionsKeep focused on purposeThank everyone
8 Responsibilities After the Meeting Approve any minutesCirculate any minutesTalk to people who need to take action if they weren’t in the meetingCarry 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 situationsGood listenerAble to work out what people actually mean (tone, body language etc.)Opportunity for everyone to be heardLead by exampleShow respectUphold SU valuesDon’t talk too muchSummariseHighlight if the topic is driftingAsk for advice when they need itDecoding – 38% of what is voice and tine7% is words used55% is visualYou 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 everyoneNear minute taker or advisorHandover the Chair if you feel you wish to contribute more fullySome 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 meetingSomeone never speaksOne person never agrees with anyone else and finds ways of derailing the discussionSomeone does not listen to others/ cuts them off mid sentence or disregards their contributionPeople start to shoutPeople are having side conversationsPersonal comments are madeSomeone is upset as a result of a discussionConsensus can not be reached
14 Are there aspects of Chairing a meeting you would like to discuss? Areas of ConcernAre there aspects of Chairing a meeting you would like to discuss?