Roles of the Chair and Participants

Everyone in attendance at the meeting has a role to play.  Let's look at the roles and what is expected from them.

Chair's Role

The most important role at the meeting is the chair.  We have previously covered the chair's activities in the preparation of the meeting.  You can click here to read "Effective Chair Preparation."

During the meeting the chair needs to control the meeting.  The chair should refrain from being biased and should not show favoritism or opposition against anyone.  The chair can guide the discussion to the best course of action based on his/her opinion, but it should be done without stifling any of the members.

The chair also needs to control the members when there are interruptions or if things get heated.  The meeting should not be a venue for hot debate or to vent frustrations.   Also, if the talk starts to digress the chair can get everyone back on topic.

The chair is the facilitator of the meeting.  In order for a successful meeting, the chair should:

• Ask and define questions
• Exam issues
• Evaluate suggestions
• Suggest solutions
• Encourage participation
• Make participants feel comfortable

Participant's Role

Each participant should be active in the meeting.  This does not necessarily mean they need to talk throughout the meeting, but when called upon or when a comment should be made, they should do so.  The more contributions that are made, the more ideas can flow and this can result in more productivity during the meeting.  Also, it enables feedback from the other participants.

If you feel you need to interrupt, do it in a positive manner.  Start with, "I am sorry to interrupt, but I should add..."  Also, try to say something positive, rather than all negative.  "Excuse me for interrupting, but I understand what you meant, but that plan will not work for this project." 

Be sure not to let things get personal.  Things can turn ugly quickly.  Don't say mean things or feel that you need to be overly critical.  Constructive criticism is always accepted, but do it in a manner not to offend or sound rude.

Effective Chair Preparation

The success of a meeting can depend on the efforts of the chairperson.  The chairperson is responsible for all the aspects of the meeting.  If the chairperson has dilingently preapared for the meeting then the outcome of the meeting should reflect the effort.

Bear in mind that a meeting is not a lecture or a presentation, it is a concerted procedure and each person should be considered as an integral part of the meeting.

Follow these guidelines:

• Define Objectives

          Each member should know the purpose of the meeting.

• Define the type of meeting

          Is it the format formal or informal?
          Brief or Long meeting?
          Is this an on-going meeting or a one-time meeting?
          Is the meeting internal or external?
          Informative or decision-making?

• State the time and place

          Give any additional information to the venue if needed.

• Provide information regarding the participants in the meeting

          Will there be executive members?  CEO?  Special Guests?

• Prepare the agenda and send it to the participants in ample time

          Include subjects, topics, themes that will be discussed.
          Include any changes or other information that may be necessary for the participants to
          prepare for.
          Make sure to give concise information to allow all the participants a reasonable time to
          prepare for the  meeting and to also bring any materials necessary for the meeting.

• Anticipate questions, problems and other things that be come up at the meeting

          The more you prepare, the smoother the meeting should be.