Then the meeting itself. If all goes well, everyone is well prepared and all participants want a functional and effective meeting. This means that the chairman’s behaviour is activating and inspiring. It now comes down to showing that you intervene at the right times and still safeguard the atmosphere.
You set the tone for the course of the meeting, with the way of steering when the fixed agenda items are discussed. For the participants, confidence is built through clear and transparent argumentation. You state what is and what is not desired during the meeting. It will then be clear to everyone how you, as chairman, expect meetings to be held.
By indicating how much time there is for a topic on the agenda, it becomes easier to intervene during its discussion. Ultimately, everyone likes it when meetings are short. That is why you should insist on an efficient use of time and ensure that everything is done to do so.
You close each agenda item with an informative summary, in which the core is briefly summarized. It should also clearly state who does what and when.
Expect from the chairman to be task-oriented, but also people-oriented. In which all participants are heard and approached in a respectful manner. A pleasant, open atmosphere and appreciation for everyone’s contribution is important during the meeting. The ideal meeting atmosphere is an atmosphere in which solutions are sought together. This is promoted by encouraging constructive additions and comments, and by limiting negative comments.