Encyclopedia of Leadership

11.4

MEETING ROLES

Inspired by Richard Dunsing.

“Each meeting is a miniature management cycle.”

—Richard Dunsing, YOU AND I HAVE SIMPLY GOT

TO STOP MEETING THIS WAY

Each of the meeting roles presented here is unique, although you may not require all of

them at any given meeting. For example, not all meetings will benefit equally from having a

timekeeper or a process advisor. Nonetheless, consider the usefulness of these roles as you plan

the various meetings you lead within organizations.

SECTION 11 TOOLS FORLEADINGMEETINGS 347

❑ Provide overall leadership for the meeting.

❑ Ensure that participants understand; also, promote commitment to the purpose, goals, agenda,

roles, process, and ground rules [☛2.6 Clarifying Purpose, 2.7 Goal Statements, 11.1 Process

Cycle, 11.6 Agenda]

❑ Orient the group to the meeting (e.g., introduce the meeting, restate purpose), and to each topic

(e.g., why the topic is important, how participants are expected to contribute). [☛11.7 Opening

Remarks]

❑ Focus the process of the meeting (e.g., keep the group on track, challenge the group to tackle

issues, summarize decisions reached and plans made, summarize the entire meeting). [☛10.6

Group Leader Skills, 10.10 Closure]

❑ Draw out the best thinking of the group (i.e., ensure that all members contribute, protect

minority opinion, test for consensus). [☛10.7 Getting Participation]

❑ Share leadership with meeting participants, and build a climate for dialogue (e.g., open,

encouraging, appreciative, nondefensive). [☛8.4 Dialogue and Discussion]

❑ Work within the meeting ground rules and model the behavior you expect of others in the

meeting (e.g., minimize off-topic discussion, demonstrate commitment to the process, be open

to other peoples’ methods of communicating). [☛10.8 Ground Rules]

❑ Prepare for the meeting as requested, using the agenda as a guide.

❑ Place items of concern on the agenda.

❑ Arrive on time.

❑ Support those who are filling other roles (e.g., meeting timekeeper).

❑ Work within the meeting ground rules (e.g., minimize off-topic discussion, demonstrate

commitment to the process, be open to other peoples’ methods of communicating).

❑ Participate (e.g., share views, respond to questions, provide input).

❑ Listen carefully, constantly check perception of what was heard, and express differences

positively.

❑ Be alert to process (how things are discussed), to content (what is being discussed), and to

outcomes (why you are meeting).

❑ Organize input by speaking clearly when a contribution is relevant, and making only one point

at a time:

Chairperson

(meeting leader)

Meeting

Participants

(all involved)

Role Responsibilities