Agenda and the role of chair person and others


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Agenda and the role of chair person and others

  1. 1. Drawing the Agenda: Agenda is a list of items that are to be dealt with during the meeting. Agenda provides a framework for the meeting and ensures that no item is left out. Agenda can be thought of as a planning and control device for the meeting. Agenda information: It contains the following information: 1. Exact Place and date 2. Time for starting the meeting 3. Names of expected attendees 4. Objective of the meeting 5. Issues to be discussed.5. approximate indication of time for each item. 6. Any preparation required by the members is specifically mentioned. 7. Documents containing information which needs to be provided to the members may be attached with the agenda/ Steps for creating a good Agenda: 1, Meeting date, venue and time, goal of the meeting with administrative detail should be e- mailed to the members. 2. Make sure that those who accepted to attend are expected to attend 3. Ask participants requesting for an agenda item, to contact you no less than two days before the meeting with their request and the amount of time they would require to present it. 4. Once all of the agenda requests have been submitted to you, summarize them in a table format with the headings-agenda item, presenter and time. It’s your responsibility to ensure that each agenda item is directly related to the goals of this particular meeting. 5. Send the agenda to all the participants the day before the meeting with a reminder of the meeting goals, location, time and duration. 6. The most important part of creating an affective agenda is to follow it during the meeting. Agenda guidelines: 1. Agenda should not be vague. Each item should be explained clearly with no scope for ambiguity. 2. Clearly specify who is expected to contribute to which item. 3. It may be helpful to circulate some additional information with the agenda 4. Put an approximate indication of the time for each item. 5. Ensure the items are in a logical sequence. 6. “Any other Business” at the end of the meeting can be avoided if a draft of the agenda is circulated in advance of the meeting. Ask for any other items for consideration. Otherwise this creates at times a free –for-all session that wastes time.
  2. 2. 7. Attach labels if possible such as ‘For information’, ‘For decision’, ‘For action’ to each of the agenda items. 8. Review the items to make sure that not too many items have been scheduled in too short a time. Running the meeting: After planning the various aspects and drawing the agenda, the next stage is actually conducting the meeting. This includes opening the meeting, starting the discussion, developing the discussion and concluding the meeting. The chairperson starts the meeting by approval of previous meeting’s minutes. He should take up the items on the agenda one by one. He can call upon the person responsible for the particular agenda item to give his points and others can join in with their contribution towards the issue. End the meeting with a positive note. Basic structure of the meetings: 1. Use the agenda as a planning tool. 2. Circulate the meeting agenda well in advance 3.To run the meeting, keep control, agree on outcomes, actions and responsibilities and take notes. 4. Follow up on the agreed actions and responsibilities. Role of Chairperson: He is a Key person who possesses the following qualities: efficient to handle people, the ability to think objectively and clearly, good listening skills, friendly disposition and ability to maintain calm when the situation gets heated up. His duties are: 1. Planning the meeting drawing the agenda and making arrangements for the meeting 2. Keeping the meeting within time limit, maintaining order . 3. Following the logical sequence of the Agenda 4. Making everyone aware of the objectives. 5. Setting a positive tone for the meeting by creating an atmosphere that encourages healthy participation by the members. 6. Facilitating the proceedings to ultimately attain already decided objectives, by questioning, clarifying misunderstandings, providing, information and summarizing. Role of the Secretary: The secretary too plays an important role in organizing and running the meeting. He should be well aware of the meeting objective, rules, procedures etc., His duties are:
  3. 3. 1. Assisting the chairman in fixing date/time/location/agenda of the meeting. 2. Taking notes during the meeting 3. Preparing a draft of the minutes of the meeting for the approval by the chairperson. 4. Despatching meeting notifications agenda minutes etc. 5. Making administrative arrangements for the meeting. Role of the members: The members are the prime players ina meeting and their cooperation and contribution is essential to the effectiveness of the meeting. Their duties: 1. Contributing ideas, opinions, views and suggestions based on their knowledge and experience 2. Keeping oneself well informed about the meeting by studying in detail the agenda, additional reports or other related matter. 3. Respecting and following the rules laid down by the chairperson. 4. Listening actively and attentively. 5. Cooperating and giving support to follow members. 6. 6. Arriving at the meeting punctually. Ensuring effective participation and results: 1. Set the appropriate tone: Start the meeting on time. Introduce the people present, to give them importantance. 2. Explain the agenda: Make sure the participants understand not only the [urpose of the meeting but also its impetus, and decision-making techniques. 3. Ensure people agree on ground rules to be followed: 1. Start and end on time. 2. No one will interrupt. 3. Participants will stick to the agenda 4. All information would be kept confidential. 4. Get people involved early. Specially pay attention to people who are passive and need to be motivated to participate. 5. Do not ask closed questions: (yes or no questions) ask open ended questions which give explanation. 6. Paraphrase responses: It means that you repeat part or whole response in your own words. 7. Record responses: Recording responses can be done on a black Board or chart in full public view 8. Carefully handle differences 9. Avoid dominance of the meeting by one person or a group. A meeting should be just a meeting, don’t turn it into a presentation.
  4. 4. Making decisions based on meetings: Demonstrate good leadership and decision making abilities during meetings. Decision making plans are divided into three categories: 1. By one person: The leader is taking quick decision. But sometimes the leader is perceived as autocratic and therefore it may be difficult to implement such decisions. 2. Majority Vote: This is also used when decisions that are not too important and need to be taken quickly. The disadvantage with this method is that some people may feel left out or ignored, who may at a later date not take part in the implementation of the decisions. 3. Consensus: It involves patient hearing of divergent view points and incur[orating these into the solutions proposed. It is a time consuming process as it is reached by discussion and not by votes. It means reaching a situation which is not every body’s first choice but people agree to the solution and are willing to implement it. Techniques for effective meeting: 1, The leader should communicate clearly during the meeting. 2. Use appropriate language during the meeting 3. Understand and use assertive communication techniques whenever needed 4. Enhance your relationship with participants through communication 5. Understand how listening and questioning work during meetings. 6. Recognize the barriers to communication 7. Improve your listening skills. 8. Learn to interpret non verbal signals correctly 9. Improve the ability to communicate non verbally.