CHAIRING A MEETING is a good opportunity for individuals to develop a number of important and transferable skills. These include, but are not limited to, time management, negotiation, active listening, questioning and summarizing. The example from practice here outlines the skills developed by one individual as a result of undertaking a chairing role.

Example from practice: Jane Roberts – LKS professional (NHS)

When I was first asked to become co-chair of the LIHNN Trainer's Group it felt quite a daunting task, as I had never chaired a meeting before. It was reassuring that I shared the job with a colleague from another North West library who was also new to chairing, so we could learn together. The role gave me the opportunity to develop my organizational skills, I had to book meeting venues, arrange catering and sort out the agenda for each meeting – which included booking guest speakers. Chairing meetings increased my confidence in addressing a large group of people and leading discussions whilst ensuring all group members had their say on a particular item. I also used the experience for evidence for my Chartership portfolio.

If a member of your team is required to chair a meeting then you will need to think about what is required in advance and plan, with them, how to get the most out of the experience.

Role of the Chair

As Chair they should agree the agenda in advance of the meeting with the note taker and check that it, along with any other relevant papers, is circulated to all of those invited to attend the meeting. It is the responsibility of the Chair to ensure that the right people are invited to the meeting and that they are clear about why they have been asked to participate.

At the first meeting of a group the Chair needs to agree ground rules and any matters of confidentiality with attendees. Written terms of reference can be a useful tool, as they give group members something to refer back to, which clarifies the purpose of the meeting and what the group is aiming to achieve.