Balancing tradition and flexibility - The role of 'speaking through the chair' in modern meetings

The practice of "saying through the chair" dates back to parliamentary systems, particularly those modeled after the British Parliament. This tradition has been carried over to various types of formal meetings beyond parliamentary settings, including corporate boardrooms, professional associations etc. It is now a common feature of meetings governed by Robert's Rules of Order and similar procedural frameworks.

"Robert’s Rules of Order" is one of the most widely used manuals of parliamentary procedure, providing a framework for conducting meetings with fairness, structure, and efficiency. First published in 1876, the book was written by Brigadier General Henry Martyn Robert and has since become the cornerstone for governance in a variety of organizations, including governmental bodies, corporations, and nonprofit organizations.

The concept of saying “through the chair" plays a significant role in maintaining order, fairness, and respect. This practice, which requires members to direct their comments and remarks to the chairperson rather than to each other, aligns closely with the core principles of Robert’s Rules of order. The rules are designed to ensure orderly debate and decision-making in group settings, and directing comments through the chair is an essential part of this process.

The practice of saying "through the chair" is a vital tool for;

• Maintaining order, decorum, and fairness.
• It reinforces the authority of the chairperson
• Protection of minority
• Ensures equal participation
• Prevents personal conflicts from disrupting the meeting

The practice of saying “through the chair" in formal meetings remains valuable in settings where structure, order and professionalism are paramount. However, the evolving nature of work and communication demands flexibility. While some organizations may benefit from maintaining this tradition, others may find that loosening formalities could foster a more open and efficient exchange of ideas.

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Finding a Middle Ground

The decision on whether to continue saying "through the chair" in formal meetings doesn't have to be an all-or-nothing choice. A balance can be struck, depending on the nature of the meeting and the organization’s culture.

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1. Tailoring the approach to the setting

In highly structured meetings, such as those involving legal, regulatory, or governance issues, maintaining the practice of addressing the chair may be crucial for ensuring transparency, fairness, and procedural integrity. However, in less formal settings—such as brainstorming sessions, team meetings, or creative workshops—a more relaxed communication style might be more appropriate.

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2. Empowering the chair to adapt

The chairperson can play a flexible role, adapting their level of control depending on the nature of the discussion. For routine matters, the chair could allow participants to engage directly with one another, stepping in only when needed to maintain order. For more contentious or formal issues, the remarks be directed through them to keep the meeting on track.

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3. Hybrid Communication Models

Many organizations are experimenting with hybrid models that combine formal and informal practices which allow for flexibility while preserving the advantages of formal order when necessary.

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While modern meeting styles may occasionally favor more informal communication, the practice of speaking through the chair remains a valuable aspect of meetings where formal procedure, clear rules, and impartiality are necessary. A flexible approach can ensure that meetings remain productive while adapting to modern expectations and communication style.

PS:? This article is dedicated to my Gen Z friends who keep asking why we speak “through the chair” in meetings.

#meetings #chair #October