Idea 91: Communication and the management of meetings

Meetings are much maligned, but are they usually approached and handled as they should be? In general terms, if it is to work, any meeting needs:

• Planning.
• Informality.
• Participation.
• Purpose.
• Leadership.

That is the case whether the meeting is in committee or conference format.

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 or teach.

You should always be prepared before chairing any meeting:

• Know in advance what information, reports, agenda, layout, technical data or equipment is required.
• Be clear about the purpose of the meeting.
• Inform other participants of the purpose and share, in advance, relevant information or documents.
• Have a timetable and agenda (and notify others of these in advance).
• Identify the main topics and an objective for each.
• Make the necessary housekeeping arrangements.

Chairing a meeting means that you should guide and control it, having defined its purpose, gatekeeping the discussions as appropriate (opening the meeting to some, closing discussion when necessary), summarizing, interpreting and concluding it with agreed decisions, on time.

The chairman's role in leading and refereeing effective meetings is to ensure that the following elements are handled correctly:

• Aim – after starting on time, to outline the purpose clearly.
• Plan – to prepare the agenda (and allocate time).
• Guide – to ensure effective discussion.
• Crystallize – to establish conclusions.
• Act – to gain acceptance and commitment and then to end on time.

Remember that meetings are groups of people and that groups can develop their own group personality. It can help to understand the latter by thinking about your particular group's:

• Level of conformity.
• Professional, social and moral values.
• Attitude to change.
• Prejudice.
• Levels of power or influence.

It follows that the method of running the meeting and making it effective depends on understanding and overcoming problems posed by the group personality as well as your primary responsibility of meeting the group needs – task, team and individual.