The primary role of a chair is to:
- Ensure the agenda is followed and completed on time
- Ensure the meeting stays on track
- Ensure both sides of a discussion are aired
- Ensure the necessary decisions are reached
Some tips for better-run meetings include:
- Ensure clarity; explain the overall purpose at the start of the meeting, specific discussion items, identify action items, roles, responsibilities and timelines;
- Create a balance between people, issues and time;
- Talk less, listen and facilitate decision-making without imposing your position on the group;
- Be impartial ensuring that your leadership position does not tilt the scales in favour of your position over others;
- Ensure meetings are run in the spirit of fairness, equality and mutual respect;
- Keep the meeting on track: remind people of the agenda items and intervene if they digress;
- Manage the meeting time and work within the allotted timeframe. If more time is required, determine as a group whether it needs to allocate more time to the topic, reschedule another meeting or move to the next topic;
- Encourage and manage participant contributions by creating a balance of speakers. Allow everyone to have an opportunity to speak and be part of the discussion;
- Encourage members who oppose something to propose an alternative;
- Follow up and review the agreed action points in between meetings; and
- Review the effectiveness of the meeting to ensure future meetings are effective and efficient.