Describe the responsibilities of the chairman during the meeting
The responsibilities of the chairman during a meeting include:
1. Preparation: The chairman is responsible for ensuring that the meeting is well-prepared. This includes setting the agenda, identifying key topics for discussion, and organizing relevant materials or documents.
2. Conducting the meeting: The chairman presides over the meeting, ensuring that it runs smoothly and efficiently. They have the authority to open the meeting, introduce the agenda, and guide the discussion. The chairman is responsible for maintaining order, ensuring that everyone has a chance to speak, and managing the time allocated to each agenda item.
3. Facilitating discussion: The chairman ensures that all participants have an opportunity to express their views and actively participate in the discussion. They encourage a respectful and inclusive atmosphere, using their facilitation skills to manage differing opinions or conflicts.
4. Decision-making: The chairman's role includes facilitating the decision-making process. They help the group reach consensus or make a final decision by actively listening to different perspectives, summarizing key points, and guiding the conversation towards a resolution.
5. Time management: The chairman is responsible for managing the time allotted for each agenda item. They ensure that discussions remain on track, avoiding unnecessary tangents, and making sure that important topics are addressed within the given timeframe.
6. Communication: The chairman acts as a communication bridge between the participants and other stakeholders. They provide updates, share information, and clarify any relevant matters before, during, and after the meeting. The chairman may also be responsible for communicating decisions or outcomes to relevant parties.
7. Following meeting protocol: The chairman ensures that the meeting follows any established protocols or procedures, such as adhering to a specific meeting format or allowing everyone to have a fair chance to speak. They may also enforce any guidelines related to meeting conduct, such as maintaining confidentiality or respecting each other's opinions.
8. Achieving meeting objectives: Ultimately, the chairman's responsibility is to ensure that the meeting achieves its objectives. Whether it is to brainstorm ideas, make decisions, provide updates, or collaborate on specific projects, the chairman plays a crucial role in directing the meeting towards successfully accomplishing its intended purpose.