Chairing meetings can be an easy task once you follow these steps. The first step is to have a purpose for your meeting. If you are planning a fundraiser, or conducting a school board meeting, having a main goal or purpose is essential. You want your attendees to have a clear idea why they are attending. Chairing meetings means starting out with a pledge, creed, prayer; whatever is significant to your group.
The next thing is to organize your thoughts into an agenda. Think about each item you want discussed while the meeting is in progress, then place each item/topic in an outline format. Let’s say your meeting is in regards to a fundraiser for a children’s hospital. Your agenda might consist of designated tasks, date, location and budget. Be sure you have a typed, concise, itemized agenda, so you keep control of the meeting. Be sure, though, while chairing meetings that you give your attendees an opportunity to express their thoughts and concerns before coming to a decision. Expressing thoughts and concerns will be of utmost importance while chairing meetings that involve annual selection of board positions or amending by-laws.
Another aspect to keep in mind is the time. The meeting time should not exceed 90 minutes, you may want to take a break halfway through the agenda to have refreshments. Tea and cookies work well, as your attendees will appreciate your thoughtfulness.
Probably the most important thing to remember is recognition. Be sure to recognize the success and efforts of other members, as it relates to your collective group. Chairing meetings will include taking the time to praise and thank others. At times, a moment of thanks for outgoing board members is appreciated. Something else to keep in mind is to offer incentives when asking attendees to take on certain obligations. Best of luck to you in your endeavours of chairing meetings!
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