Before the meeting starts, check that the equipment is working.
If the group meets regularly, establish a meeting schedule for the year.
Otherwise, set the next meeting date at the end of each meeting.
How to Run Effective Meetings: Tips for the Chair
Opening
- Start and end the meeting on time.
- Keep opening remarks welcoming but brief.
- Introduce any guests.
- Review the agenda. Keep to the agenda and the timelines.
Conducting
- If new business items are raised and there is not time for them,
note them and carry them forward to the next meeting.
- Maintain order and focus. Discuss one piece of business at a time.
- Do not allow discussions that breach privacy.
Participating
- Allow for individual and small group input during discussion items.
Try to involve all participants.
- Remain neutral and provide alternative ways to solve problems or
make decisions.
- Encourage decision-making through consensus.
- Formalize decisions through rules of order, if desired.
Closing
- Summarize the meeting, reviewing key actions and decisions.
- Check that all participants have the same understanding of any decisions.
- Review the time, date and location of the next meeting and any items of new
business that will be included on the next agenda.
- Ensure that the meeting room is cleaned and restored to its original condition.
(Source: OPC Resource Book, Successful School Councils)
Establishing Norms for the Meeting
At the beginning of the meeting, use consensus to establish the norms for the meeting.
This may not be necessary every time you meet if you have a regular group of
participants who clearly understand and agree upon the norms for the meeting.
However, if it is the first time the group has met, if the circumstances have changed,
or if the group has new members or observers, take time at the beginning of the
meeting to establish the norms for behaviour and decision-making.