Arrive early. Members often wish to speak to the chair prior to the meeting. Quite apart from this being a good opportunity to ‘network’, valuable information pertinent to the meeting can be picked up on an informal basis. A check can be made on the physical arrangements before commencing - thereby avoiding any risk of disruption to the start. 1. Start on time and, equally important, state when the meeting will finish.
2. Effect introductions. At the inaugural meeting, introduce yourself and ask each member to introduce themselves with a brief comment on their role and what they believe they can contribute to the meeting. At subsequent meetings, when there is anyone new attending, repeat the process.
3. Check that everyone has received a copy of the agenda and any papers for the meeting, including the notes of any previous relevant meeting. Make a note of anyone who claims not to have received the papers in time for them to be familiar with the issues – this will limit the contribution they can properly make.
4. Clarify the main aims of the meeting, priorities and intended outcomes.
5. Try to make the meeting an enjoyable experience. Business is likely to be conducted most effectively and efficiently when people feel relaxed and comfortable.
6. Listen carefully to all contributions so that you can ensure people do not wander off the topic; that you can effectively judge when it is appropriate to bring the item to a meaningful conclusion; and that you can accurately sum-up at any point.
7. Sum-up points made in discussions succinctly before closing a topic, so that members know what it is they are being asked to decide. Summarise at the close with particular emphasis upon what is to happen next and who will be responsible. Check with the Secretary, at different points, that they have been able to take an accurate record of key issues and decisions.
8. Facilitate a balanced discussion. Use appropriate questions to elucidate information or re-direct discussion. Recognise ’strong’ and ‘weak’ members of the meeting. Encourage and support the reticent, support the reasonable, suppress the overbearing and discourage ‘social loafing’. Prevent those without anything new to add repeating the same point.
9. Remain impartial and try not to talk too much. Appreciate that there will be less opportunity to voice your own opinions and certainly take care if it looks necessary for the Chair to use a casting vote.
10. Discourage ‘Any other business’ unless it is urgent and cannot wait until the next meeting. Disallow any significant item being introduced at the closing stages.
11. Finish on time or, if not on time, before. Respect the value of peoples’ time.
12. Clarify arrangements for the next meeting.
13. Invite feedback on the effectiveness of the meeting and the Chair.