Part of the presentations to help Fortismere's new Chair-people.

1. The Meeting
Thursday, 25 February 2010

2. How to: Chairing a meeting
• An understanding of the issues and topics being
These are some general pointers about discussed
what makes a good Chair of a meeting. • A personal knowledge of the Committee's
Some of you will have these skills, members
possibly without realising them, others will
have some but not all. They are things to • Strength of personality and character allowing
think about and focus on as you develop you to stand your ground and to effectively
your role of a Chair to optimise your manage the meeting. Be able to utilise your
abilities and thus the running of the authority e.g. prevent discussions wandering,
meeting you chair prevent those with out anything knew to add
repeating the same point, being able to move on
when a point is discussed as far as possible etc
It is important to get feedback from others • Being a able to sum-up the points made in
about your ability to chair. Ask others what discussions so before a vote the members know
they think your weaknesses are, possibly what they being asked to decide on. Requires
asking them how the meeting progressed you having an understanding of the issues and
and what weaknesses there were. Look at topics being discussed and keenly listening to the
others Chairing meetings. discussions.
• Knowing how things should be done i.e. knowing
the standing orders and not have to look them up
• The ability to deal with people outside meetings
Thursday, 25 February 2010

3. 1 - Before the Meeting starts...
• Have an agenda and make sure everyone
knows about it (work with the Secretary)
• Send out the agenda and papers so At Fortismere:
everyone can read them in advance (speak
to the Secretary)
• Years 7-9 (South Wing): should use
• Book a room and make sure it is easily
Ms Kaye’s classroom
found. Give directions if required...
• Arrange seating to encourage maximum
• Years 10-11 (North Wing): should use
interaction and contribution. This may
the shared AST/Executive Council
involve everyone sitting around a table for
Room
reasonable sized groups
• Bring biscuits (this won’t make the meeting
any more productive, but it will make you
popular...)
Thursday, 25 February 2010

4. 2 - The Start of the Meeting...
At Fortismere:
• Make sure it starts on
time • Remember that Lunch is relatively
short now, so perhaps after school
• Welcome all would be an option...
especially new • If not, promt starting is very important
if you are to get anything done.
members
Thursday, 25 February 2010

5. 3 - The Bulk of the Meeting
• Presentations about important
developments. If a presentation is included
it may be an idea to have paper copies so At Fortismere:
these can be taken away and members
aren't too distracted by taking down too
• Make sure that all presentations are
many notes.
saved as Windows Powerpoint 2003
• Include slides, pictures, videos etc...
• Invite outside speakers to talk about issues
• You can do your printing/photocopying
relevant to the committee
at school - so don’t waste time and
• Review what has previously been done,
money...
congratulating members when things have
been accomplished
• Bring refreshments (Biscuits... Honestly, I
swear by them...)
Thursday, 25 February 2010

6. 3 - The Bulk of the Meeting
• Always finish on time
• Talk to other members about what has
At Fortismere:
been discussed/or other issues if they wish
• Decide on what will be discussed in the • Try not to run into Registration
next meeting
• Make sure the minutes are written and sent • You can send your Minutes to the
to the Executive Council (speak to the Executive Council via the MLE
Secretary)
Thursday, 25 February 2010

7. At the First Meeting...
Do: Don’t:
• Get organised in advance • Talk too much as the chair
• Have a written agenda • Ask for volunteers
• Introduce yourself, maybe new • Cover too much
members or others observing don't
know who you are • Have it lasting too long
• Make everyone feel comfortable • Assume everyone has the same
Knowledge or knows what you are
• Have a method to get member's talking about
ideas through brainstorming, open
debate
• Have expectations about how
members should give input
• Enjoy yourself
• Finish on time
Thursday, 25 February 2010

8. Chairing Ongoing Meetings...
• Discussion - let member know when • Avoid -
discussion has drifted from the topic. ◦ Taking sides
Usually it will quickly return to it. Remind ◦ Becoming a participant of the
members of the topic and the goals of the discussion
meeting ◦ Manipulating the group towards your
• Summarise- what less active members own agenda
have said and link associated points ◦ Criticising the values and ideas of
together. Accept parts of ideas and ask for others
them to be developed. ◦ Forcing your own ideas on the group if
• Spot likely problems - summarise feelings necessary have someone else chair
as well as content to anticipate problems the meeting so you can take part
• State the problem - never blame anyone, ◦ Making decisions for the members
state in a constructive manner. Clear up without asking them for agreement
what decisions the group has to make, do ◦ saying too much
not waste time on other things • Start - as close to the start time as possible,
people's time is invaluable
• Finish - on time, if not before, ditto.
Thursday, 25 February 2010