6 Tips for Chairing Meetings
6 Tips for Chairing Meetings
Chairing a meeting successfully is an important skill in business, and developing this ability can help you progress in your career. A good meeting allows everyone to come together to make decisions, and share their thoughts and feedback. Without proper planning meetings can be unproductive and time-consuming.
A chairing meetings course can help you learn the necessary skills to chair productive and successful meetings. This will develop your confidence and help you progress in your chosen field. Here are 6 tips for chairing a meeting successfully:
- Have a plan
Before the meeting, it’s important to create a plan and set an outcome for what you’d like to achieve. This might be finding a solution to a particular problem, or planning your activity for the coming months.
Make an agenda for the meeting, and circulate it amongst the attendees in advance. This will help to give the meeting focus, and keep it on track. Take time to check the meeting room in advance, to ensure it is set out correctly and you have everything you need. If you’re planning to have refreshments, ensure that they don’t interrupt the flow of the meeting or delay the start.
- Assign roles
As the chair of the meeting, it can be useful to assign roles to other attendees, such as a minute taker. They can keep track of what has been decided and record action points from the discussion. It may also be useful to ask a specific person to take the lead on certain items on the agenda, or to ask someone to write key points on a flipchart or whiteboard for everyone to see.
- Keep track of time
During the meeting, it’s your responsibility to manage the time effectively to prevent your team getting side-tracked by other issues. Make sure you start the meeting promptly, keep track of timings as it progresses, and guide the conversation using the agenda.
- Manage the discussion
Encourage discussion throughout the meeting, and manage contributions to ensure everyone has a turn to speak. Try to keep the conversation constructive, and avoid letting anyone take over the discussion. Chairing meetings training can help you learn valuable skills to guide the flow of conversation and manage the discussion constructively.
- Follow up on actions
After the meeting, review the action points that have been agreed upon and ensure they are distributed amongst the attendees. Follow up on what has been achieved as a result, and share this with the team to show that the meeting has been a success.
- Ask for feedback
Review the effectiveness of your chairing by asking your colleagues for feedback after the meeting. This will help you to assess what went well and which areas you can improve upon.
Consider taking a chairing meetings course to further develop your skills and improve your technique. You can learn to manage participation effectively, develop your communication skills and understand the art of listening. These skills are invaluable for a successful business career.