Opening the Meeting

The chairperson (aka chair) has the responsibility of presiding over the meeting.  In preparation for the meeting, the chair should arrive early to make sure everything is ready. 

Use this checklist:

• Handouts ready and arranged?
• Equipment working properly?
• Refreshments set up?
• Nametags (if needed)?

Additionally the chair should consider the following:

• To start or delay if members don't arrive on time?
• Scheduled breaks?
• Redistribute the agenda?

Once everyone is seated you can open the meeting.  Here is a sequence of the opening to a typical meeting:

Starting

You can begin by letting the participants know that the meeting is starting. 

ex.)  Ladies and Gentlemen, shall we start? 

Welcoming

Welcome everyone and add pleasantries, such as, thanking them for driving so far or taking the time out of their busy schedule to attend your meeting.

ex.)  I am glad to see all of you here today.  I hope that traffic was not too bad. 

Introducing

If there are any participants that may not know each other, then you should introduce everyone.  If the meeting is within a team or group of participants all familiar with each other, then you can skip this part.

ex.)  First of all, let me introduce Mr. Lee from ABC company.  He is our supplier and soon to be business partner in our new venture.  Mr. Lee, let me introduce you to Mrs. Han, the purchasing Manager.  And this is Mr. Jones, from accounting.  And next is Mrs. Smith, the Director of Purchasing.  And this is ...

Apologizing for Absences

There may be absentees.  It is a good idea to let others know if anybody is absent from the meeting. 

ex.)  I am sorry to say that Mr. Allen could not join us today because of a personal matter.

Stating Objectives

Clearly state why the meeting has been called.

ex.)  The reason we are all here today is to settle our partnership agreement with the ABC company.  As all of you know, we have been doing business with the ABC company and Mr. Lee for over ten years.  With the solid relationship we have built, it is ideal that we form this partnership to benefit the both of us...

Setting the Agenda

Briefly outline the agenda.

ex.) As you can see from the agenda, we will look at costs, then ...

Expected Duration of the Meeting

Let the participants know how long the meeting will last.

ex.)  This meeting will finish by 2PM today.  We will take a break every hour and break for lunch at noon.  We resume at 1PM.

Roles and Process

Briefly outline the roles of the participants and how the meeting will be conducted.

ex.)  Mr. White will read the minutes from the last meeting and also take the minutes at this meeting.  I will let each participant give their report in turn...