Chairing meetings successfully:
Most managers feel they spend too much time on the meetings. However, a well-run meeting can be a productive way to communicate. When you are chairing a meeting, stay in control of the proceedings, never let arguments get out of hand.
- Circulate all relevant papers before the start of a meeting.
- If a meeting is mainly for making decisions, ensure they are made.
- If you are acting as chairperson, do not manipulate the meeting to your own advantage.
- Use humour when appropriate to help produce consensus.
- Make sure you stick to the time limits for each item on an agenda.
PREPARING FOR A MEETING:
Ask yourself four key questions:
- What is the meeting for?
- Why is it been called?
- How will I know if it has been successful?
- Who should attend?
The most effective meetings are usually small with only vital people attending.
USING VIDEO CONFERENCING:
Video conferencing, where everyone involved can see each other’s body language and expressions while they talk, is a useful way of holding a meeting, and saves on travel time and cost.