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How do you confidently chair a meeting?

Dave Labowitz
Business Coach
Dave Labowitz is a Business Coach who helps pre-entrepreneurs, solopreneurs/entrepreneurs, and team leaders start, scale, and lead their businesses and teams. Before beginning his coaching career, Dave was a startup executive who spent over a decade building high-growth companies. Dave’s “path less traveled” life includes adventures such as dropping out of high school, co-authoring a book in the Smithsonian Institute, and getting his MBA at Pepperdine’s Graziadio Business School.

Dave Labowitz

Business Coach

Expert Answer

Preparation is key! The more preparation you do and the more ready you are to speak, the more confidence you'll have. It also helps to remind yourself that the outcome of the meeting doesn't necessarily reflect on you. Everyone is striving toward a goal and is tied to the same mission. Ideally, everyone is in alignment and working toward the same thing, so it's not just on you to reach that outcome on your own.

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Question

How do you prepare to chair difficult meetings?

Dave Labowitz
Business Coach
Dave Labowitz is a Business Coach who helps pre-entrepreneurs, solopreneurs/entrepreneurs, and team leaders start, scale, and lead their businesses and teams. Before beginning his coaching career, Dave was a startup executive who spent over a decade building high-growth companies. Dave’s “path less traveled” life includes adventures such as dropping out of high school, co-authoring a book in the Smithsonian Institute, and getting his MBA at Pepperdine’s Graziadio Business School.

Dave Labowitz

Business Coach

Expert Answer

Talk to other people that have hosted or attended meetings on a similar topic so you can learn more about your subject matter. Even if they don't have experience on the exact topic of your meeting, you can still learn some best practices of how to run a more efficient meeting.

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Question

What should the chair say when the meeting is getting off track?

Community Answer

Perhaps, "Ladies and gentlemen, it appears we have gotten off track. Let's return to the reason we're here."

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Question

What do I do if the meeting gets heated or out of control?

Community Answer

Try to calm everybody down and take a break. Then, start again with the topic in a mitigated version in order to not heat the meeting again.

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Question

Can a chairperson make a suggestion during a meeting?

Community Answer

Absolutely, but it may be good to make your suggestion in the form of a question if you are the chairperson - that way the others can bounce off of your idea. Make sure your additions keep the conversation focused and headed toward the desired goal.

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Question

What is the procedure to follow on a motion presented from the floor?

Community Answer

1. Thank the presenter. 2. Put the motion across to attendees. 3. Ask if any of the attendees have a view on the motion. 4. Ask for those in support of the motion. 5. Ask for contrary views. 6. Take a position and explain why you took the position.

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Question

What words should a chairperson use to start a meeting?

Community Answer

Good Morning/Afternoon - The meeting of the _________ will now come to order. Introduce the office holders and guests and make apologies for anyone unable to make the meeting.

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Question

Can the minutes of 2 meetings be approved in a motion?

Community Answer

Yes they can be, if discussions on the specific topic have already happened and it's the time to decide over it. Then you can get it approved through a motion.

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Question

Who else other then the chairperson can chair the meeting at the AGM?

Community Answer

The vice chairman; next, the senior director by length of service or number of votes; next, the president or vice president; next, the secretary. Finally, if none of those are present or able, then choose some other competent or eligible person, proposed by those present.

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Question

Can the chairman move a motion for the adoption of previous meeting minutes?

Community Answer

Yes, subject to any vote, amendment etc., from the floor, and subject to the constitution.

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Question

What should be the maximum number of attendees for a chaired meeting be?

David Bell

Community Answer

The maximum could be as stated in the notice convening or if a limited company AGM, etc., then all directors and ordinary members are entitled to attend.

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Question

If a chairperson is not given any interest in board meetings, how can they react to being given more attention?

David Bell

Community Answer

A company’s articles of association usually say that the board may (but does not have to) appoint someone to act as the chairperson of the company generally, but that a person must chair each meeting of the board.

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