Leading a meeting 2

To be more specific about leading a
meeting, the Chair should consider:

 

*composition
of meeting – who should attend – avoid deferring to other people's view
of their importance and to the custom of inviting 'stale' people because
they've always been invited; how many should attend – this will depend upon
what the purpose of the meeting is: if it is purely informative or legislative,
then large numbers can be effectively accommodated; for effective team work,
however, twelve is usually considered the maximum size.

 

*preparation
– ensure agendas and briefing papers are distributed well in advance (a week
rather than a month) of the meeting, and that important items come first. This
latter point is frequently overlooked in preference for the notion of dealing
with routine matters as a sort of warm-up for the last, big item. This is a
mistake – unless the chair is especially sharp, routine matters can easily
gobble up vital time. It also signals that one intends to overrun – after all,
the last matter is important. And it means that those with dental appointments
leave just as the important bit starts. Put first things first, and in any case
try not to have too many items on any agenda – like target setting, three to
five is enough for most staff to consider. So far as the chair's role is concerned:
make sure the relevant homework has been done – each agenda item has been
scrutinized, a 'line on it' has been worked out in case nothing is forthcoming
from the meeting, and that one is flexible in offering and receiving
suggestions. Finally, try to hold the meeting somewhere pleasant and with
pleasant – e.g. coffee – facilities.

 

*timing
– start exactly on time, and consistently finish about five minutes before the
deadline time. This will win admirers and elicit gratitude of a surprising
depth – it will stand any leader in good stead. Remember that unless matters
are absolutely vital, 90 minutes is long enough. Consider on which day to hold
the meeting – if it is regular, then it is even more important to choose a good
day. Mondays and Fridays are usually disliked by staff, and so less effective,
although there may be compelling reasons to have them then.

 

*minutes
– these are recommended to be concise – one A4 sheet maximum. Following the
headings of the agenda, the key things to include are decisions reached,
significant points raised, person responsible for next action. It is, of
course, essential to list those present, absent and late.