Managing Meetings Questionnaire

During the Chairmanship Skills workshop we will discuss and debate the skills and process for managing meetings. As preparation for the session, please complete this questionnaire to

reflect upon some of the key skills involved.

Instructions

On the following pages, there are 40 statements describing things that you may or may not do when chairing a meeting. Throughout, please imagine you are chairing a recurring (i.e. not a one-off) multi-topic meeting, involving the same participants. Simply read each description and assess how frequently you do each thing. Award a score in the following way:

0 I never do this1 I rarely do this2 I sometimes do this3 I often do this

A reminder of this marking system is given at the top of each page. If an item does not apply to your current circumstances, mark it with a 0. Be sure to respond to all the statements – be honest with yourself!

Before the meeting

Score

1. I arrange a suitable venue for the meeting (e.g. size; facilities; control temperature).

2. I give people advance notice of the likely finishing time of the meeting.

3. I ensure that an agenda and all supporting papers/information are received by participants at least 48 hours before the meeting.

4. I restrict attendance only to those directly involved in the subject matter (preferably to a maximum of twelve people).

5. I consult participants on difficult issues, before the meeting, in order to prepare the ground and save valuable time.

6. I clarify whether an agenda item is for information, for consultation or for decision.

7. I arrange the seating so that I can see everyone.

During the meeting

0 I never do this 1 I rarely do this 2 I sometimes do this 3 I often do this

Score

8. I start the meeting punctually at the advertised time (even if some participants are absent).

9. I start meetings by reminding participants of the improvement areas agreed at the end of the preceding meeting (where applicable).

10. I schedule the most important/‘contentious’ items early in the meeting.

11. I invite people to question/challenge/add to the objectives of the meeting.

12. I invite comments on the agenda and accept ideas for improvements.

13. I check that all the participants have a shared understanding of the objectives of the meeting.

14. I run the meeting on the assumption that participants have read any supporting papers/information.

15. I invite the person who ‘owns’ an agenda item to put it into context and explain the purpose/objectives.

16. I restrain verbose participants who tend to ‘hog’ the meeting.

17. I encourage participants to weigh up pros and cons of different courses of action

18. I don’t hesitate to step in and arbitrate if there is deadlock/conflict.

19. I suggest, rather than dictate, ways forward.

20. I make suggestions about how to proceed (e.g. “Let’s look at the advantages of this idea first, then the disadvantages”, “Let’s go around the table and give everyone the chance to comment”).

21. I am an active listener (i.e. by sending ‘I’m listening’ signals and by paraphrasing the essence of what I have heard).

22. I keep the discussion focused (i.e. relevant and to the point).

23. I ask participants for their ideas/opinions.

24. I ask questions of clarification.

0 I never do this 1 I rarely do this 2 I sometimes do this 3 I often do this

Score

25. I stop two or more people speaking at once/interrupting each other.

26. I intervene if the meeting gets sidetracked, rambles on or goes around in circles.

27. I summarise at regular intervals, to check the level of understanding.

28. I build breaks into meetings that have to last more than two hours.

29. I make it a rule that stepping out of a meeting is not permitted, except in emergencies.

30. I stop interruptions from outside the meeting (i.e. messages and phone calls).

31. I conclude each item by summarising what has been discussed and/or decided.

32. I continually check that the meeting is adhering closely to the time schedule.

33. I finish the meeting with something upbeat to send people away on a high.

After the meeting

Score34. I ensure that as a consequence of the meeting, everyone knows exactly who is

supposed to do what, and by when.

35. I circulate a list of actions with the names of those responsible.

36. I take a keen and active interest in what happens as a consequence of the meeting.

37. I request progress reports following a meeting, where actions were agreed upon.

38. I make a point of reporting post-meeting progress (or lack of it).

39. I review what I have learned myself from the experience of chairing a meeting.

40. I insist on a review of the meeting to pinpoint areas for improvement.