THE CHAIRPERSON'S ROLE
The role of a chairperson in a meeting is to facilitate the smooth and effective functioning of the meeting. The chairperson is responsible for maintaining order, managing the agenda, and ensuring that the meeting achieves its objectives. Here are some key responsibilities of a chairperson:
Time management: The chairperson should start and finish the meeting on time. They keep track of time and ensure that discussions and presentations stay within the allotted time frame. They may use timekeeping tools, politely interrupt when necessary, and encourage participants to be concise to maintain the meeting's productivity.
Preparation: The chairperson should review the meeting agenda, gather necessary materials, and familiarize themselves with the topics to be discussed. They may also coordinate with other participants or the meeting organizer to ensure everything is in place.
Setting the agenda: The chairperson establishes the meeting agenda, including the topics to be covered and the allotted time for each item. They may consult with other participants or the organising team to ensure a comprehensive and realistic agenda.
Starting the meeting: The chairperson begins the meeting by welcoming participants, stating the purpose of the meeting, and outlining the agenda. They may also establish any ground rules or protocols to maintain order and efficiency.
Facilitating discussion: The chairperson ensures that all participants have the opportunity to speak, and they manage the flow of discussion. They may invite individuals to contribute, recognise speakers, and moderate discussions to ensure that they stay on track and address the agenda items.
Managing disruptions: In case of disruptions, conflicts, or disagreements, the chairperson intervenes to maintain order and ensure respectful communication. They may enforce meeting rules, address conflicts diplomatically, and redirect discussions towards productive outcomes.
Decision-making: If the meeting involves decision-making, the chairperson facilitates the process. They may summarize key points, seek consensus, call for votes if necessary, and help the group reach a resolution. The chairperson's impartiality is crucial in ensuring fair decision-making.
Summarising and closing the meeting: The chairperson provides a summary of the meeting's discussions, decisions, and action items. They may assign responsibilities for follow-up actions, confirm the next meeting's details (if applicable), and conclude the meeting on a positive note.
Overall, the chairperson plays a crucial role in orchestrating the meeting, promoting effective communication, and helping the group achieve its objectives in a structured and efficient manner.