How to chair a meeting ๐งโ๐ผ-
Introduction ๐
For a lot of people, being in charge of meetings can be a stressful and nerve wracking experience. ๐ฌ
With all eyes on you as the meeting chair, it’s important to get it right, and have the whole meeting run smoothly.
But how should you actually chair a meeting? ๐ช
And how do you chair a meeting so well, that everyone is impressed with you?
Today we’re explaining step-by-step how to chair the perfect meeting. ๐ฃ
What do meeting chairs do? ๐งโ๐ผ
The role of the chair is to lead the meeting, making sure that:
- the meeting is well-organised ๐
- everyone gets a chance to contribute ๐งโ๐คโ๐ง
- discussions stay focused ๐ฏ
- decisions are made โ
A good chair helps make meetings productive, respectful of everyoneโs time, and clear about next steps.
Whether youโre leading a small team meeting or a larger group session, hereโs a guide to help you chair effectively.
Key points for chairing a meeting ๐
- ๐ช Understand your role: Lead the meeting calmly, keep it on topic, and encourage participation.
- ๐ Prepare the agenda: Make a clear agenda and share it in advance so everyone knows what to expect.
- ๐โโ๏ธ Start on time and set the tone: Begin with a friendly welcome, go over the purpose, and state any ground rules.
- ๐งโ๐คโ๐ง Involve everyone: Encourage input, keep discussions fair, and help everyone feel included.
- โ Stay on time: Watch the clock, manage lengthy discussions, and move the meeting forward.
- ๐ฃ Clarify next steps: Summarise decisions and assign tasks to specific people.
- โ End with a recap and follow up: Wrap up effectively and send a summary to keep everyone on the same page.
1. Understand the role of the chair ๐ช
The chairโs job is to guide the meeting from start to finish. ๐บ๏ธ
As the chair, your role is to:
- keep the conversation on topic ๐
- make sure that everyone feels heard ๐
- help the group reach conclusions ๐ก
- encourage teamwork ๐ค
- help keep the time โ
- and summarise important decisions or actions ๐
Your role isnโt to dominate the discussion, but instead to help the group work together smoothly. ๐
2. Prepare for the meeting ๐
Making sure that you’re well-prepared is important for organising a well-run meeting.
To prepare for the meeting it’s best to start by creating a clear agendaโa list of items youโll discuss and goals you hope to achieve.
Here’s an example agenda that you could send out:
Example agenda emailโ
Subject: Agenda for [Meeting Name] โ [Date and Time]
Hi all
Looking forward to our upcoming meeting. Hereโs the agenda to keep us on track:
Meeting Agenda
Date: [Date]
Time: [Start Time] โ [End Time]
Location: [Meeting Link or Room Name]
- Welcome and Purpose of Meeting โ [Chairโs Name] (5 mins)
- Project Updates โ Team members share quick updates on current projects (15 mins)
- Discussion: [Specific Topic] โ [Person Responsible] leads the discussion on [key points] (20 mins)
- New Ideas/Feedback โ Open floor for suggestions and feedback (10 mins)
- Action Items and Next Steps โ Summarise decisions and assign tasks (5 mins)
Please review any relevant documents in advance and be prepared to share any updates. We will be aiming to start and end on time!
Thanks,
[Your Name]
It’s important to share the meeting agenda with attendees in advance, so they know what to expect and can come prepared. ๐
Make sure to attach any documents they need to read beforehand also. ๐
3. Start the meeting well ๐โโ๏ธ
When you’re chairing a meeting, it can be a good idea to arrive early and set up so that you’re ready to start the meeting on time. โ
When you start the meeting, it can be helpful to briefly explain the purpose of the meeting and review the agenda, so that everyone is clear on what youโll cover.
Setting a positive tone at the start of the meeting can help to create a focused and respectful atmosphere. โ๏ธ
If you’re expecting a lot of debate in the meeting, you may need to explain some ground rules (like limiting interruptions or keeping comments brief). ๐
If you’re setting ground rules it’s important to mention these at the beginning. This helps keep the meeting fair and on track. ๐ฃ๏ธ
4. Encourage everyone to take part ๐งโ๐คโ๐ง
As the chair, itโs important to make sure everyone has the chance to speak.
Where possible, it’s helpful to encourage quieter members to share their thoughts, and guide more talkative members to stay on point. ๐
To encourage other members of the group to share their thoughts, you could say something like, โLetโs hear what others think,โ or โWould anyone else like to add something?โ ๐
If the conversation starts to go off-topic, you can politely steer it back to the agenda by saying something like, โThatโs a good point; letโs note it down for later and focus on todayโs topic.โ This can help to keep the discussions relevant and respectful of time. ๐งญ
5. Keep an eye on the time โ
Managing time well is one of the most important parts of chairing a meeting.
If the meeting runs too late or all of the topics aren’t discussed, meeting members might get frustrated, even if they’re the ones taking too much time! โฒ๏ธ
Keep track of how long each agenda item is taking, and if one point is going over time, gently move the group on to the next item. ๐ต๏ธโโ๏ธ
You could say something like, โTo stay on track, letโs move on, but we can follow up on this later if needed.โ
When you need more time for a topic than expected, suggest discussing it after the meeting or in a follow-up session. ๐
This can keep the meeting moving and shows respect for everyoneโs schedules. ๐ค๏ธ
6. Summarise decisions and assign actions โ
Before moving to the next item on the agenda, make sure to summarise any decisions made in the discussion, and confirm what actions need to happen next. ๐ฃ
When you assign tasks make sure that it’s very clear, stating who will be responsible and by when. ๐
For example, you might say something like, โTo wrap this up, [Person A] will take care of [Task], and weโll expect an update by [Deadline].โ
Making it clear who is responsible for each action makes it easier for everyone to understand their roles and responsibilities. โ
7. End the meeting well ๐
To make sure everyone understands the discussions that took place, at the end of the meeting quickly recap the main points discussed, decisions made, and action items agreed upon. ๐
Check if anyone has final questions or comments to make sure everyone is clear.
To end the meeting on a positive note, make sure to thank everyone for their time and contributions. ๐ค
Finishing on time, or even a little early, shows respect for everyoneโs schedule and leaves them with a sense of accomplishment. ๐
8. Follow up after the meeting ๐ง
After the meeting, to make sure that everyone is clear on the discussions that took place, send a brief summary of the key points discussed, decisions made, and any action items with deadlines.๐
This can also help to keep everyone accountable and ensures nothing gets forgotten. ๐ต๏ธโโ๏ธ
A follow-up can be a quick email with the main points, or a more detailed document if needed. ๐
Conclusion ๐
So that’s it!
To chair a meeting you should:
- Understand the role of the chair ๐ช
- Prepare for the meeting ๐
- Start the meeting well ๐โโ๏ธ
- Encourage everyone to take part ๐งโ๐คโ๐ง
- Keep an eye on the time โ
- Summarise decisions and assign actions โ
- End the meeting well ๐
- Follow up after the meeting ๐ง
By following these steps, you can chair a meeting thatโs organised, productive, and respectful of everyoneโs time. A good chair helps create an environment where people can work together effectively and leave with clear next steps. ๐
Hopefully this article has helped you to understand better how to chair a meeting.
If you know anyย friends or family membersย who would benefit from learning how to chair a meeting, share this post with them!
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