Tips for Meetings |
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WHAT EVERY COMMITTEE CHAIRPERSON SHOULD KNOW Here are some pointers for the local unit officer who doesn't want to be a Chairperson of the Bored. 1. NEVER start a meeting without an agenda&emdash;a list of things to be covered at the meeting. An agenda saves time and keeps the meeting on schedule. 2. State the purpose of the meeting at the beginning and read the agenda aloud. Odd as it may seem, members do not always know why they are there. Informing them of the purpose helps them concentrate on what is to be accomplished and helps direct their thinking. 3. Keep the meeting moving. Just as a meeting is seldom any better than its chairperson is, so it is seldom any more productive that the interest of those participating. Interest lags when action lags. If you are the chairperson, keep the meeting moving. 4. SPEAK CLEARLY. If you are the chairperson, you are the guide of the meeting. You have the agenda, and you know what it's all about. If you can't be heard, you can't exercise control. If you have a low speaking voice, rap for silence before you speak. 5. Prevent general disorder; when everybody talks at once, nobody can be heard. When nobody can be heard, nothing can be accomplished. Insist on order. 6. Avoid talking to individuals without talking to the group. Side conversations between the chairperson and individual members disrupt a meeting. 7. Sum up what the speaker has said and obtain a decision. Not all members will be good at expressing themselves. It is up to you to determine what has been said and whether or not you have understood the point they were making and whether the members also understood it. Get the decision of all members on the topic. 8. Stop aimless discussion by recommending committee study. Occasionally subjects are discussed on which general agreement cannot be reached, in such situations submit the matter for further study by a committee&emdash;which you appoint. 9. Keep control of the meeting without stifling free comment. Invite criticism and even disagreement&emdash;also ask for support. Clarify issues by obtaining majority support. 10. Don't argue with the speaker. Ask questions if you disagree. Remember, you as the chairperson are supposed to be NEUTRAL. No matter how enthusiastic you are about an issue; let the meeting make the decision. You are conducting a symphony&emdash;not playing a solo! 11. If you have a comment or feel called upon to take part in partisan discussion, ask for the floor as a participant. Adapted by Eleanor Johnson, Greenwood, WI |
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