In today’s fast-paced work environment, back-to-back meetings seem to be the norm. On average, professionals attend a staggering 62 meetings each month. No wonder it feels like we’re always in one! From my own experience, many of these meetings feel like a waste of time. Time is precious, and it can be frustrating when it feels like it’s being squandered. But here’s the thing: the role of the chair can make all the difference. Because a well-chaired meeting can turn something that feels pointless into a productive and engaging session. So, how would you rate your chairing skills? If you think there’s room for improvement, then keep reading!
Does Chairing a Meeting Feel Daunting?
We’ve all been there, sitting through a meeting and thinking, “What am I doing here?”. But when a meeting is chaired well, it can make a world of difference. Often, chairing isn’t something we’re formally taught, but it’s a skill worth developing. So, if the idea of chairing a meeting feels daunting, you’re not alone. In this blog, the first of a two-part series on mastering the art of chairing meetings, we’ll cover the basics. This includes, understanding the role of the chair, setting the stage for success, and managing time effectively. Next week, we’ll dive into creating an environment where everyone feels heard, closing the meeting, reflecting on its success, and continuously improving your chairing skills. I’ll share tips and insights from my own experience to help you lead meetings that are not just efficient but also inclusive and engaging.
Understanding the Role of the Chair
Firstly, let’s clarify the role of the chair. Because chairing a meeting goes beyond just guiding the discussion and moving the agenda along. It’s about setting the tone and creating an environment where everyone feels comfortable sharing their thoughts and ideas. Your role is to ensure that all voices are heard and that the discussion remains respectful and productive. This might involve gently steering the conversation back on track if it starts to wander or encouraging quieter participants to share their insights. Ultimately, it’s your role as chair to ensure the meeting is a good use of everyone’s time….no pressure! So, where do you start?
Preparation: Setting the Stage for a Successful Meeting
I believe that preparation is key when it comes to chairing a meeting effectively. It’s not just about showing up and hoping for the best! So, if you think you haven’t got time to prepare, then prepare to fail – as the saying goes! As chair, you need to lay the groundwork to ensure the meeting runs smoothly and achieves its objectives. Start by thinking, what are the key outcomes you’re aiming for? Is it making a decision, brainstorming ideas, or simply sharing information? Having a clear objective will help guide the meeting and keep everyone focused. It’s also helpful to communicate objectives to participants in advance so they know what to expect and can come prepared.
A Good Agenda is The First Step to a Successful Meeting
Next, put together a clear agenda. A well-structured agenda keeps things on track, helps manage time effectively, and avoids those frustrating tangents that can derail a meeting. Interestingly, data shows that 63% of meetings are conducted without a pre-planned agenda. Don’t fall into that trap. An agenda is essentially your roadmap for the meeting —it sets the schedule, outlines key goals, lists attendees, and assigns topics as needed. You could even try a question-based agenda to make the best use of everyone’s time. Whatever your approach, have a clear agenda, because this is the first step to any successful meeting. For more tips, check out Lucidspark’s guide on creating an effective agenda, or explore Harvard Business Review’s advice on agenda design.
Understanding the Topics Being Discussed
As chair, you should have a good understanding of the topics being discussed. So, make sure you read all the papers and supporting documents beforehand. I always communicate to attendees that they’re expected to read documents in advance, and ensure they’re distributed with enough lead time for people to do so. But this is nearly impossible if you’re sending out 10 page reports for each item. So to respect everyone’s time and give people the best chance of turning up prepared, you could consider setting a word/page limit for any supporting materials—I think 2 pages max is a good guideline. In summary, if you turn up well-prepared, it will strengthen your position to lead the discussion but also help you make informed decisions and achieve the outcome you desire.
Start with a Positive and Productive Tone
How you start a meeting can set the tone for the entire session. As the chair, it’s your role to create an atmosphere where everyone feels comfortable, engaged, and knows their contributions matter. Begin by warmly welcoming everyone as they join the meeting. A friendly greeting helps put people at ease and sets a positive tone right away. If there are new faces, take a moment to introduce them and make them feel welcome. You might even want to start with an ice breaker to kick things off in a fun and energising way. Need ideas that won’t make your team roll their eyes? Check out “61 Ice Breaker Games That Your Team Won’t Find Cheesy.”
I find that setting some ground rules at the outset can make a big difference in how smoothly the meeting runs. Here’s how I usually approach it:
- Cameras On: I encourage people to switch their cameras on in virtual meetings. This helps to create a more connected and engaged atmosphere. While there may be exceptions, seeing each other’s faces makes the conversation feel more personal and productive.
- Full Presence: To maximise everyone’s experience, I ask that people try to remain fully present during the meeting. This includes avoiding multitasking, answering emails, or checking phones!
- How to Ask Questions: I make it clear how participants should ask questions or contribute to the discussion. I prefer the “raise hand” feature in virtual meetings or a designated time for questions at the end of each agenda item. This ensures everyone has a chance to speak without interruptions or talking over each other.
- Staying on Topic: I remind everyone to keep their contributions relevant to the agenda. If side issues arise, I’ll note them and suggest we return to them later if time allows. This keeps the meeting focused and efficient.
These guidelines aren’t about being overly formal—they’re simply practical steps to ensure everyone knows how to participate effectively and that the meeting runs smoothly.
The Importance of Managing Time
Managing time effectively is critical to running a successful meeting. As the chair, it’s your responsibility to keep an eye on the clock, ensuring each agenda item gets the attention it deserves without dragging on. It’s about striking the right balance between thorough discussion and efficient decision-making. For instance, if a topic is taking too long, suggest tabling it for a later discussion or assigning it to a sub-group if it’s particularly relevant.
One of the main reasons meetings overrun is because discussions go off track, leading to wasted time and frustrated participants. To avoid this, regularly refer back to the agenda to keep the discussion focused. If the conversation starts to stray, gently steer it back to the topic at hand. You can use phrases like, “Let’s return to our main point” or “I’d like us to refocus on [specific topic].” Additionally, you could try techniques like timeboxing, where each agenda item is given a specific time slot, or appoint a timekeeper to help manage the flow of the meeting effectively.
Chairing a Successful and Inclusive Meeting
To chair a successful and inclusive meeting, another key role is to actively encourage participation and ensure everyone feels heard and valued. In next week’s blog, I’ll be sharing tips on how to do this effectively along with how to close and meeting, the importance of reflection and continuing to hone your skills.
In the meantime, want to keep learning? Then why not listen to Adam Grant’s podcast Why meetings suck and how to fix them.’ And if you struggle speaking up in meetings then why not take a look at this blog “Boost your Confidence in Meetings: 5 Top Tips”.
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