Chairperson

The Chairperson

The role of the chairperson is to provide leadership to the Board of Directors and to ensure the group operates efficiently, effectively, and orderly.

Duties Include:

·         Representing the organization

·         Acting as a spokesperson for the group

·         Assisting in managing the group/organization’s affairs

More specifically, the job of the chairperson is to:

·         Prepare the agenda for meetings with the Executive Committee. This will include time allotment per item, and whether board members will need information in advance

·         Chair committee meetings and the Annual General Meeting

·         Represent the group and speak on its behalf

·         Have an overview of the organization and its work

·         Sign and write letters (only sometimes and usually with the secretary)

·         Lead, produce ideas, and keep the organization on the right lines

·         Support and encourage other members (and any paid staff or volunteers the organization may have) and help to resolve conflicts

Chairing Meetings

The chairperson has to perform two tasks:

·         Make sure the business of a meeting is completed

·         Help members to work together so that they leave the meeting feeling something has been achieved

The chairperson should be able to:

·         Clarify and explain

·         Lead and control

·         Summarize

·         Involve members and give everyone a chance to contribute

·         Maintain a balance between getting the business done and making sure members’ needs are met

·         Be patient- it takes time before people really start working together in a productive way

·         Be objective and unbiased

·         Be formal when appropriate

·         Avoid speaking too much

Before the meeting the chairperson should:

·         Prepare the agenda (with the executive)

·         Be clear about the purpose of the meeting and the possible implications of each agenda item

·         Be clear about what decisions have to be made

·         Think about how much time should be time on each item

·         Make sure everyone has the relevant information well before the date of the meeting

At the meeting the chairperson should:

·         Arrive early and allow time for people to socialize

·         Start the meeting on time

·         Make sure introductions are made

·         Set the tone by being friendly but businesslike

·         Ensure that members understand the structure of the meeting, as well as what is being discussed and why

·         Explain points and items where necessary

·         Ensure that all members know exactly what they are voting for or against what has been  decided

·         Be aware of the time

·         Be prepared to alter the order of the agenda, or how an item is handled, if the committee so wishes

·         Regularly sum up what has been decided and check that everyone is in agreement

·         Ask a member to clarify what they are saying if others do not appear to understand

·         Discourage separate discussions by small groups within the meeting

·         Discourage dominant members from taking over

·         Make sure everyone has the chance to speak

·         Encourage the expression of ideas and discussions, but try to prevent conflict

·         Try to end on a positive note

-after the meeting the chairperson should reflect on the meeting and how any improvements could be made for the next time