Okanagan Panorama

Thursday, 28 January 2021 12:15

More Tips & Techniques for Serving as a Meeting Chairperson  

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More Tips & Techniques for Serving as a Meeting Chairperson 


business meeting chairmanTerms of Reference 


  • What is the purpose/mandate of the committee/meeting?
  • How often will meeting occur?
  • Who will be on the committee?
  • How will decisions be made?
  • What is a quorum?
  • Does this committee have any authority?
  • Who will chair the committee and for what term?
  • What is the role of the chair? Neutral or facilitative leader?
  • Terms of conduct i.e. interpersonal communication, respect
  • Committee member’s responsibilities

 * Agenda & minutes should be prepared by a secretary if committee size permits. 



Most Important! Be realistic about what you can accomplish during a meeting.  


  • Include the title of the group or meeting at the top of the agenda.
  • Include the day, date, start and end times, and location of the meeting.
  • Ensure that all the agenda items relate to the meeting’s objective.
  • Have a policy that all new agenda items must be presented to the Chair prior to the agenda being printed
  • e-mail tentative agenda to committee members requesting additions/deletions, including a deadline for submissions
  • Write out each agenda item as a goal or an action.
  • Identify resources for each agenda item.
  • Priorize agenda items
  • e-mail the formalized agenda 1-2 days before the meeting
  • provide a paper copy of agenda at the meeting
  • Make your agenda professional looking use letterhead or logo
  • Take advantage of white space
  • At the start of the meeting ask for any additions or deletions.
  • Be aware of hidden agendas!



  • Keep minutes of the meeting for future reference in case a question or problem arises.
  • Develop a formalized standard format for your minutes.
  • Write up and distribute minutes within 3 or 4 days.
  • Assign action tags for follow-up.
  • Assign dates for follow-up.
  • Put unfinished business on the agenda for the next meeting.
  • Note attendance and absences.
  • Minutes should encompass the ideas expressed not necessarily the exact words of the presenters.
  • Actions & decisions made should include specifics.
  • Extra copies of previous minutes should be available for review.


Compiled By Rae A. Stonehouse

Rae Stonehouse

Author Bio:

Rae A. Stonehouse is a Canadian born author & speaker. His professional career as a Registered Nurse working predominantly in psychiatry/mental health, has spanned four decades.

Rae has embraced the principal of CANI (Constant and Never-ending Improvement) as promoted by thought leaders such as Tony Robbins and brings that philosophy to each of his publications and presentations.

Rae has dedicated the latter segment of his journey through life to overcoming his personal inhibitions. As a 27+ year member of Toastmasters International he has systematically built his self-confidence and communicating ability. He is passionate about sharing his lessons with his readers and listeners. His publications thus far are of the personal/professional self-help, self-improvement genre and systematically offer valuable sage advice on a specific topic.

His writing style can be described as being conversational. As an author Rae strives to have a one-to-one conversation with each of his readers, very much like having your own personal self-development coach. Rae is known for having a wry sense of humour that features in his publications.


Author of Self-Help Downloadable E-Books, paperbacks and on-line courses:


Power Networking for Shy PeoplePower Networking for Shy People: How to Network Like a Pro

52 Power Networking Tips: How to Network Like a Pro

PROtect Yourself Now!PROtect Yourself Now! Violence Prevention for Healthcare Workers

The Savvy Emcee: How to be a Dynamic Master of Ceremonies.

Power of Promotion: On-line Marketing for Toastmasters Club Growth

You're Hired! Job Search Strategies That Work: Available as an easily downloadable e-book or as an on-line e-course.

You're Hired! Resume Tactics: Job Search Strategies That Work

Job Interview Preparation: Job Search Strategies That Work

Leveraging Your Network: Job Search Strategies That Work

You're Hired! Power Tactics: Job Search Strategies That Work

You're Hired! Job Searching Success Tips List

Working With Words: Adding Life to Your Oral Presentations

Blow Your Own Horn! Personal Branding for Business Professionals

Make it Safe! A Family Caregiver's Home Safety Assessment Guide for Supporting Elders@Home


Phone Rae 250-451-6564 or info@raestonehouse.com

Rae’s social … are you?

Twitter: http://twitter.com/RaeStonehousehttp://twitter.com/RaeStonehouse

Linkedin? Rae is http://www.linkedin.com/in/raestonehousehttp://www.linkedin.com/in/raestonehouse

Copyright 2018- 2021 Rae A. Stonehouse.

The above document may be freely copied and distributed as long as the author’s name and contact info remain attached.


To learn more about Rae A. Stonehouse, visit the Wonderful World of Rae Stonehouse at https://raestonehouse.com.