How to Chair a Meeting in English

Summary

This online class focuses on the essential skill of chairing a meeting, explaining the responsibilities of a chairperson and offering guidance on structuring and managing a meeting effectively. Key topics include the benefits of chairing a meeting, such as improved leadership and communication skills, career development, and the ability to organize and facilitate productive discussions. The lesson covers the meeting structure, useful phrases for different stages of the meeting, and how to manage time effectively. Practical examples and expressions are shared to help participants chair meetings confidently and efficiently.

Takeaways

• 😀 Chairing a meeting means being responsible for ensuring the meeting achieves its goals and objectives.
• 😀 Learning how to chair a meeting can improve your leadership, communication, and decision-making skills.
• 😀 Chairing a meeting effectively can lead to career advancement and personal development.
• 😀 The structure of a meeting generally includes: opening, reviewing the agenda, discussion and decision-making, summarizing, and closing.
• 😀 The opening of a meeting should involve welcoming participants, checking attendance, and stating the meeting's purpose.
• 😀 Reviewing the meeting agenda helps set expectations and ensures the meeting stays on track.
• 😀 Effective discussions involve allowing input from participants, making decisions, and assigning tasks where needed.
• 😀 At the end of the meeting, the chairperson should summarize key decisions, clarify responsibilities, and confirm next steps.
• 😀 Closing a meeting involves thanking participants, confirming the next meeting date, and officially ending the session.
• 😀 Chairpersons should use useful phrases to guide the meeting, such as 'Let’s start with the first item' or 'What’s your opinion on this topic?'
• 😀 Time management is crucial during meetings, and the chairperson should ensure the meeting stays on schedule by using phrases like 'We only have 15 minutes remaining.'

Q & A

What is the primary responsibility of a chairperson during a meeting?

The chairperson is responsible for ensuring the meeting achieves its goals, stays focused, and follows the set agenda, while also managing the time and discussions effectively.

What are the key benefits of learning how to chair a meeting?

Learning to chair a meeting helps develop leadership skills, improves communication abilities, fosters effective decision-making, and can contribute to career advancement.

How should a chairperson begin a meeting?

A chairperson should start a meeting by welcoming participants, thanking them for attending, and checking the attendance of all members before proceeding with the agenda.

What are the typical components of a meeting's structure?

A typical meeting structure includes an opening (welcoming and attendance), reviewing the agenda, discussion and decision-making, summarizing key points, and closing the meeting.

What phrases can a chairperson use to open a meeting effectively?

A chairperson can use phrases such as 'Welcome, everyone. Thank you for being here today,' or 'I appreciate your time and presence in today's meeting.'

Why is reviewing the meeting agenda important?

Reviewing the agenda ensures that participants know the objectives of the meeting, helps maintain focus, and sets clear expectations for the discussions.

What role does decision-making play in a meeting?

Decision-making is a critical part of meetings, where participants provide input, discuss options, and ultimately make decisions on various agenda items or assign tasks.

What are some useful expressions for ensuring participation during a meeting?

To encourage participation, a chairperson can ask, 'What do you think about this topic?' or 'Would you like to share your thoughts on this?'

How can a chairperson manage time during a meeting?

A chairperson can manage time by using phrases like, 'We only have 15 minutes left,' or 'Let’s stay on track to cover all items on the agenda.'

How should a chairperson close a meeting?

A chairperson should close the meeting by thanking the participants, confirming any follow-up actions, and formally ending the session, often with a statement like 'Thank you all for your time and participation.'