Problems that arise in small meetings are generally best resolved by using an open and honest approach. In a large meeting, however, problems can be more serious. A firm but fair chairperson who is familiar with procedure should be able to keep order.
Seeing the Weaknesses
During a meeting that has a chairperson, it is the chairperson’s responsibility to maintain a neutral position and keep control. Difficulties arise if a chairperson demonstrates weaknesses, such as showing prejudice or becoming angry. Learn to see these little faults so that you can take action and prevent a chairperson from losing control.
HOW A CHAIRPERSON MIGHT ABUSE THEIR POSITION
| SPECIFIC ABUSES | HOW TO RECOGNIZE THEM |
| BIASThe chairperson defends the needs of one party in a discussion. | You may not recognize bias if it is in your favor, but if a chairperson ignores your attempts to contribute, or makes it difficult for you to do so, they may be biased against you. |
| INDECISIONThe chairperson does not lead the meeting when a decision is needed. | If a chairperson repeatedly asks for members to summarize their arguments or uses stalling tactics, he or she may not be able to reach or facilitate a decision. |
| MANIPULATIONThe chairperson does not allow the facts to speak for themselves. | Continually urging participants to reconsider a matter may be an attempt to manipulate the outcome. However, it could be a conscientious effort to get the right decision. |
| ANGERThe chairperson does not show a calm but assertive demeanor. | Overt displays of anger from the chairperson are easily recognized, but surprised anger may reveal itself more subtly in tone of voice or posture. |
Reprimanding a Chairperson
If a chairperson is abusing his or her power or neglecting duties, you may need to take action – whether the meeting is formal or informal. The best way to do this is to point out what the chairperson’s duties are and how these duties are not being fulfilled. State clearly what you expect the chairperson to do differently, and allow him or her the chance to remedy the situation.
Solving other Problems
A range of other problems can impede the business of a meeting. Individual members may be badly behaved, key people may be absent, or vital information may be missing. It is the role of the chairperson to implement an acceptable solution: to restore order in the case of disruptive behavior, to adjourn the meeting if a quorum is not formed, or to ask for more information if needed. A solution such as ejecting troublemakers can be quickly implemented by the chairperson alone, information gathering may have to involve collaborating with attendees.
TIPS
- Take personal responsibility for making every meeting a success.
- Encourage those at routine meetings to take turns as the chairperson.
- If you reject a motion, try to find at least one area of agreement.
- As a chairperson, ensure that all views are heard.
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