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Chairing a Meeting

In association and non-profit meetings, you may find the Chair acting as the "super" participant -- presenting ideas, advocating positions, responding to comments, making decisions, and talking, talking, talking. Or you may find a Chair who is a fanatic about abiding by formal meeting rules. Or possibly you will find a Chair who seems to have no control over the meetings or the participants.

What is the right role for the Chair of a meeting?

Meetings can be much more productive if the Chair acts as a facilitator of the meeting. That means focusing on the flow of the meeting, the participation of everyone, 
The role of the facilitator is to ensure that the group works as a constructive and cohesive unit. As facilitator, some of what the Chair will focus on includes:

• keeping the meeting focused

• encouraging constructive discussion and debate

• allowing new ideas or points to be raised without judgment

• maintaining order so only one person talks at a time

• maintaining balance so everyone participates

• dealing with problems that arise in the meeting

• keeping the meeting on time so the agenda can be completed

• ensuring that views, positions and arguments are understood

• recognizing contributions and participation

• evaluating the meeting effectiveness and how it could be improved

The Chair can still participate in the meeting, but the level of participation will vary be type of meeting. When it is useful for the Chair to actively participate because of the particular issue under discussion, then he or she should consider stepping out of the Chair role for that agenda item.

Association CEOs, managers and volunteer leaders frequently facilitate sessions or meetings involving staff, volunteers, members and third parties. The intent of this regular column is to expose readers to various facilitation tools, how they work, and when they should be used.

To build better
associations and non-profits by 
delivering unique
and unparalleled expertise, programs
and services
to their staff and
volunteers.