Most people hate going to meetings. They get tired of
wasting time, off-the-topic discussions, and generally not
accomplishing much. Each meeting participant bears a
certain amount of responsibility in these situations, of
course, but the majority of the blame falls squarely on the
person charged with running, or facilitating, the meeting.
A good chair knows how to make sure the meeting proceeds
smoothly, makes the most of the time allowed, and that
everyone who participates feels valued and heard.
Common mistakes made by most people who run meetings Many
people who run meetings have little training. They will
make some common mistakes, such as:
• Running the meeting in a dictatorial style
• Giving his or her opinion first
• Viewing themselves as “in charge” or “the boss” of the
meeting
• Ignoring quiet people or those who don’t actively
participate
• Focus on the results they want, not the results that the
group wants
You have probably found yourself in meetings where these
behaviors are evident and you probably also know that those
meetings are not very productive. And perhaps you have even
done some of these things yourself when you were running a
meeting.
The good news is that anyone can become great at running
meetings. It just takes some knowledge and understanding
of what it takes to improve followed by practice and
continuous improvement.
Characteristics of a great meeting chair If you have ever
had an opportunity to be in a meeting run by a great chair,
you know that his or her skills can make a huge difference.
But have you ever paid close attention to exactly what
that person does during a meeting that makes him or her
such a good chair?
Most people who run great meetings share the following
characteristics:
• Focus on the process of the meeting
• Runs meetings in a friendly, welcoming atmosphere
• Has an appropriate sense of humour
• Listens a lot and says very little
• Reads and understands the nuances of body language and
non-verbal communication
• Acknowledges and manages conflict
• Skilfully manages and balances people, tasks, and results
• Understands that the more agreement there is in a
meeting, the more successful the resulting action(s) will be
Some of these characteristics are obvious, others are more
subtle and you have to pay close attention to notice them.
The next time you are in a meeting that is being well run,
look for these characteristics and take note of the key
behaviors that occur.
Key behaviors of someone who is good at running meetings
These can vary somewhat, but most commonly include:
• First words on any new issue are “What do you think?”
• Give their own opinion last
• Speak after others have spoken
• Call on and draw out quieter people
• Clarify and check for understanding of discussions,
words, actions and resolutions
• At the end of each agenda item, ask the minute taker to
read aloud what has been recorded and check for agreement
within the group
How can you become great at running meetings? There are a
variety of other steps you can take.
Training – get some training.
Practice – Take what you have learned and put it into
practice. Don’t try to change everything at once, but do
pick two or three things to start with and gradually add in
more as you become more comfortable with the “new” you.
Mentor/Coach – If you know someone who is already excellent
at running meetings, ask him or her to mentor or coach you
on your technique. Your mentor may be someone who
regularly participates in meetings you generally lead, or
you can arrange to have him or her sit in and simply
observe you.
Tell Others – In some cases, it is helpful to let others
know that you are working on improvements so that they can
support you and help you along the way. This tends to work
best in smaller groups where there is a strong bond or
trust level established.
Feedback – Ask for feedback after every meeting, but make
sure participants have a mechanism for providing it that is
discreet and allows them the freedom to be specific.
Why bother to go to all that effort? The ability to run a
great meeting is not just a nice skill to have so that
people will enjoy participating in your meetings. It is a
career-enhancing skill that generates better results from
your meetings, and it makes you more valuable to your
employer.
Think about it for a moment. When you go into a meeting
that is going to be run by someone who is lousy at it, what
is your attitude? Do you go in willingly and happily,
ready to do your best work? Or do you dread it and just
try to get through it as quickly as possible?
People who run great meetings get the most from the people
around them and attract people who want to do their best.
And that is worth every bit of effort it takes to develop
and hone your skills.
—————————————————-
David Julian Price is “Mr Meetingsâ€. He consults in all
matters to do with meetings, chairing, minute taking and
governance and works throughout Australia and overseas.
Ph: Australia +61 8 9383 9499
http://www.davidprice.com
david@davidprice.com
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