How to chair a meeting

To chair a meeting, lead the discussion, manage the meeting's agenda, and make sure that all the attendees have the chance to partake in and contribute to the substance of the meeting. Here are the essential steps to successfully chairing a meeting:

• Determine the meeting's purpose and objectives

This first step is critically important. You need to understand the meeting's purpose and objectives in order to properly plan for it. This helps you understand who should attend the meeting and the specific topics that should be covered during the meeting. The purpose and objectives of your meeting will assist in directing you in the next steps to take.

• Craft an agenda for the meeting

Once you know the meeting's purpose and objectives, you can then craft an agenda for the meeting. This is a document that should outline the topics that will be covered, discussed, or voted on, and the approximate amount of time that should be dedicated to each one. You should always share the meeting's agenda with the personnel that will be in attendance.

• Invite the appropriate personnel

Now you can send out invites via email or another messaging method to invite the employees who should be in attendance. Make sure you include all relevant stakeholders and anyone that is required to make contributions, cast votes, or help determine key decisions.

• Prepare materials for the meeting

Depending on your meeting's purpose, objectives, and agenda, you might prepare materials like presentations, reports, or handouts. You should also send these materials to the attendees ahead of the time of the meeting.

• Determine roles, if necessary

This also depends on the specificity of your meeting, but you may want to assign specific roles for your personnel. These include roles like note-taker, timekeeper, and facilitator. If you do elect to assign roles, make sure all personnel know and understand their roles before the meeting begins.

• Start the meeting

As the chair of the meeting, you are the person who begins the meeting. Welcome the employees and give them an overview of the agenda.

• Ensure the discussion stays on topic

One of your primary functions as the chair of a meeting is to make sure that the meeting stays on track. Keep all attendees focused on the agenda items and give them reminders on any time allotments.

Another aspect of chairing a meeting is encouraging participation from all attendees. Ask questions and also ask participants for feedback.

• Manage conflicts

If there are any conflicts or disagreements during the meeting, it is your job to bring a resolution to the matter, or simply to table that discussion for a later date.

• Summarize key points

Chairs are also tasked with summarizing the key points of the meeting discussions. You should do this directly after each agenda item is completed.

• End the meeting

You can end the meeting by going over all of the key decisions that have been made. Then you can assign employees any follow-up tasks or new directives.