Of prime importance for the success of any meeting is the attitude and leadership of the chairperson.  In a meeting, the chairperson is the leader and performs the same function as the leader of any working group.

For a meeting to be effective, the chairperson:

• Plans, organises and controls the discussion of subjects on the agenda
• Maintains the group by encouraging and developing harmonious relationships
• Motivates the individuals by encouraging all to contribute, rewarding their efforts and supporting them in any difficulties

Before any meeting, the chairperson should ask and resolve the following questions:

What is the Purpose of the Meeting?

All meetings must have a purpose or aim.  The chairperson must ask the following questions:

• What is to be achieved by this meeting?
• Is advice required on an issue?
• Has a problem arisen that needs prompt discussion?
• Is this a regular meeting to keep members ‘in touch’?

Is a Meeting Appropriate?

The chairperson should always consider whether a meeting is necessary or if some other means of communication is more appropriate.  For example: memos or emails targeted to individuals inviting comment.  Unnecessary meetings may waste time, lead to frustration and negativity and may lower motivation to participate in future meetings.

How Should the Meeting be Planned?

This will very much depend on the type of meeting to be held.  There should be some rationale behind every meeting, no matter how low-level or informal, and this will largely dictate the content and indicate how planning should proceed.

Who Will Attend the Meeting?

This is often decided by the nature of the meeting itself.  In a small organisation, a meeting could well include all members of staff, whereas a working party or committee meeting will already have its members pre-determined.  In a large organisation or department, staff attending might well be representing others. It is important that the full implications of such representation are realised by the individuals concerned as they are not merely speaking for themselves. Meetings outside the workplace may include members of the board of directors or other interested parties.

What Preparations are Needed for the Meeting?

If maximum contribution is to be forthcoming from all participants, the purpose of the meeting should be recognised by all.  The most tangible expression of this is the agenda which should be circulated beforehand to all those invited to the meeting.  The agenda should:

• Give the time and place of the meeting
• List the topics to be covered, indicating who will introduce them
• Have any relevant papers attached
• Give the time the meeting will close

The Agenda:  This is the outline plan for the meeting.  In most formal meetings it is drawn up by the administrative professional in consultation with the Chairperson.  The administrative professional must circulate the agenda well in advance of the meeting, including any accompanying papers and request items for inclusion in the agenda.

Regular meetings often start with the minutes from the last meeting followed by ‘matters arising’ which forms a link with what has happened in the previous meeting.  Most meetings conclude with ‘any other business’ (AOB) which gives everyone the opportunity for any genuine last-minute items to be raised.  More formal meetings may have AOB items listed on the agenda.

An example of an agenda might be:

• Apologies for absence
• Minutes of last meeting
• Matters arising (from minutes of last meeting)
• Item 1 -Training & Development
• Item 2 – Report on Funding
• Item 3 – Finance & Equipment
• O.B. (Any Other Business)
• Time and date of next meeting

If appropriate preparations have been made, then the scene is set for an effective meeting.

Agendas will have been produced and circulated. Participants will arrive knowing what is to be discussed and with sufficient background information to make relevant contributions.  If appropriate, they will have consulted with people they represent and discussed any pertinent issues.