1.5 - About University

11.5 T HE C HAIRPERSON’ S R OLE:D UTIES AND A CCOUNTABILITIESInspired by Antony Jay and M.M. Milstein.The chairperson is the meeting leader, and is accountable for the success of the meeting. Asmeeting leader, you need to be committed to the meeting’s purpose, prepare thoroughly,ensure that others come to the meeting prepared, and guide the meeting toward achievingdefined results. Here is an outline of the chairperson’s accountabilities and duties.Chairperson accountabilities(what the chairperson is expected to achieve)✔ Ensure that meetings are well planned, with a clear purpose and clearly defined outcomes.✔ Ensure that the right people are invited to participate in the meeting.✔ Ensure that participants come to the meeting prepared.✔ Hold all meeting participants responsible for contributing to the success of the meeting.✔ Ensure that meetings achieve their defined purpose and outcomes.✔ Ensure that meeting minutes are accurate and are sent to meeting participants promptly.Chairperson duties(what the chairperson is expected to do)Planning the meeting:❑ Send the agenda to invited participants well in advance of the meeting. (The agenda should contain meetingpurpose, outcomes, topics, and preparation required.)❑ Contract premeeting assignments with invited participants.❑ Assign meeting roles. [☛ 11.4 Meeting Roles]Starting the meeting:❑ Organize, open, and facilitate the meeting. [☛ 11.7 Opening Remarks]❑ Clarify ground rules (e.g., expected participation, and how closure on items will be achieved) [☛10.8 Ground Rules]❑ Contract with meeting participants to finish on time, if they come prepared and on time.❑ Let meeting participants know the game plan (e.g., meeting purpose, outcomes being sought, the process to be used,exactly what will and will not be covered, time available).Facilitating discussion:❑ Provide structure to facilitate meeting discussion, and keep the meeting directed toward defined outcomes (e.g.,interpret and clarify discussion in order to keep the meeting moving forward). [☛ 10.6 Group Leader Skills]❑ Start discussion of each agenda item by clarifying why the item is on the agenda and what the group needs toaccomplish (e.g., make a decision, preliminary discussion only, assign responsibilities).Managing participation:❑ Prevent misunderstanding by clarifying and summarizing the discussion whenever you or another meetingparticipant is not clear on what has been said. [☛ 8.1 Conversations]❑ Listen carefully; encourage meeting participants to speak up; handle digressions promptly. [☛ 8.7 Active Listening]350 SECTION 11 TOOLS FOR LEADING MEETINGS