A meeting must have a purpose and this can be one (or all) of the
following:- to pool available information
- to make decisions
- to let off steam/tension
- to change attitudes
- to instruct/teach.
Meetings must be prepared for:
1 Know in advance what information, reports, agenda, lay-out,
technical data or equipment is required
2 Be clear about the purpose
3 Inform other participants of the purpose and share, in advance,
relevant information/documents
4 Have a timetable and agenda (and notify others in advance)
5 Identify main topics with each having an objective
6 Make necessary housekeeping arrangements.Chairing a meeting means that you should guide and control it having
defined the purpose of it, gatekeeping the discussions as appropriate
(opening it to some, closing it when necessary), summarising,
interpreting and concluding it with agreed decisions, on time.
The chairman’s role in leading/refereeing effective meetings is to
ensure that the following elements are handled correctly:
1 Aim– after starting on time, to outline purpose clearly
2 Plan– to prepare the agenda (and allocate time)
3 Guide– to ensure effective discussion
4 Crystallize– to establish conclusions
5 Act– to gain acceptance and commitment and then to end on
time.194 The John Adair Handbook of Management and Leadership