Do you know what is expected of you?

Many meeting problems are due to lack of expertise or poor preparation. These problems often lead to additional business complications, making the business process less efficient and effective. The previous article: “are business meetings outdated?” discussed what causes meeting frustrations and inefficiencies and what you can do about it. In this article, and the three associated sub articles, the different meeting roles and what you may expect from the chairman, note taker, and participants are discussed.

“A meeting is an organized gathering of individuals at which various points (of an agenda) are discussed and (possibly) decisions are taken” (Van Dale, 14th edition 2005). So meetings are a means to optimize collaboration and the associated communication.

Meetings can take many forms and can be held with different group compositions. Many meetings take place internally (within the organization), but it’s not uncommon that cooperating organizations consult with each other via external meetings.

Meeting roles

For a meeting to run smoothly, it is essential that every participant knows and fulfils their role. There are three functional roles to be divided during a meeting.

  • Chairman,
  • Participant,
  • Note taker.

Each of these roles has assigned tasks that must be performed before, during and after the meeting. When everyone performs their duties well, we can speak of an efficient and effective meeting.
The chairman plays an important role in the course of a meeting. However, he / she is not solely responsible for a smooth and functional meeting. The note taker also has to fulfil his / her duties and the participants have a much more active role than many imagine. The common misconception is that a participant only has to show up to a meeting, sit still, listen, and leave.
If this idea were to be correct, sending out information through a newsletter would have been much more efficient and effective. In a successful meeting, the participants make just as much of a contribution as the chairman.

What is your role going to be in the upcoming meeting and what is expected of you?
What can you expect from others and how do you contribute to a good meeting and cooperation?

Read in the sub articles below, what is expected before, during and after the meeting. The sub articles are divided per meeting role.



Note taker


Cooperation is only possible with good communication. Meetings are an effective means to lead the communication and cooperation to a good result. An effective meeting is only possible if everyone fulfils their tasks at least sufficiently enough. Here you can read what you have to do for the next meeting, but also what you can expect from others and what you may hold them to.

If you need help setting up and/or holding effective meetings or if you want to know more about how Cthrough coaching & consulting can help you as an external chairperson, please contact us via the contact form.