Especially during those awkward meeting moments.
Think about the last time you left a meeting saying to yourself "that was a great use of my time".
If this has happened recently, it's highly likely that you had a good / effective Chairperson.
A good Chairperson is skilled at pulling information from people, forming links between ideas, ensuring things stay on topic and on time, and they give absolute clarity by regularly testing people’s understanding.
And then there’s the human connection too. Making sure everyone is involved, heard, and that they feel valued. To do this, the best Chairpersons have a high degree of emotional intelligence.
Sadly, this is not always the case in the meetings we attend.
Meetings often become a talking shop with a lack of direction, decisions, and clear actions. You know the ones I mean – we’ve all been to them.
People interrupt each other, over-talk, finish each other’s sentences and display a real lack of listening and respect for one another.
It’s also become common place for people to check out emails, texts and even their social media. Yep we all know it goes on – but nobody says anything!
Another thing that can happen is that certain people will dive into the detail and begin to solutionise problems. Their discussion, if left unchallenged, eats up valuable time and side-tracks the meeting.
When these types of things happen, they impact everyone who’s present at the meeting. It’s not good use of time and it can lead to significant demotivation of those who attended.
So, here’s where your Chairperson comes in.
The Chairperson’s role is specifically to run the meeting - just that – it’s not to give their opinions or to push their views onto others, they simply just chair the meeting.
Done well it is something that can transform your meetings into powerful working sessions, helping to drive ideas, innovation, and your business forward.
Here’s an example of how a chairperson can bring value, played out in a scenario.
Imagine you’ve been asked to attend a meeting with other members of your team to discuss the latest thinking on how to grow the business.
The Chairperson sets out the agenda, timings, and meeting objectives.
They then open the meeting by asking for ideas on where people think the focus needs to be - to kickstart the growth.
The first person starts talking. If they’re lucky and aren’t interrupted by someone with an alternative view, they get to finish what they wanted to say.
And that’s the first thing. It seems rare these days that people do get to fully explain their thoughts without interjection and interruption.
A good Chairperson will nip this kind of behaviour in the bud early on in the meeting, setting a more positive tone for the rest of the session.
Now let’s assume the first person did get to finish making their point. Here’s something else that you’ll no doubt have seen.
As soon as they finish speaking, and without a response from anyone else in the meeting, the next person immediately fills the ‘silence gap’ by diving in with their own thoughts and ideas.
There’s no acknowledgement of what’s gone before - just a new thought or idea.
And here’s the thing when this happens – how good do you think the quality of listening was of the person who was waiting to put forward their alternative idea?
We’re they really listening or were they just thinking about their own idea, trying to find a gap where they could throw in their own thoughts.
They weren’t really listening at all.
Does this sound familiar?
Have you ever seen this happen?
I know I have – over the years I’ve seen it countless times.
Now ask yourself this.
How do you think the first person is feeling who kicked things off with their initial views?
Ignored
Unimportant
Rejected
Annoyed
How do you think they will react?
Withdraw from the conversation
Stop listening
Become a blocker to other people’s ideas
Start to think “why the hell do I bother?”.
The answer to all these things is yes! - It’s highly likely they will happen.
When this kind of bad behaviour goes on, people feel undervalued, disempowered, and hurt. It’s the equivalent to someone turning their back on you and walking away while you’re still speaking.
It’s the exact opposite of the type of behaviour you need when you’re trying to drive forward new initiatives, generate ideas, innovate, and get people working together as a solid team.
Here’s the thing though – I’d be extremely surprised if you’ve seen this kind of behaviour in a meeting that’s had an effective Chairperson.
A good Chairperson will work hard to set the right tone and meeting culture. They will ensure that people don’t feel intimidated. They will develop an inclusive environment that allows attendees to discuss, debate, listen, propose, and share ideas equally.
Now occasionally, there will be a tumble weed moment during a meeting. It’s inevitable. You know the one - where someone puts forward a crazy / mad idea and everyone goes silent – there’s a long pause. It’s uncomfortable for everyone.
Here’s where the Chairperson can make a real difference. They can make or break the meeting - It’s about the choice they make.
Think about this scenario. Let’s imagine that a crazy idea has been put forward by a chap called Stuart. There’s a silence from everyone. It’s the tumble-weed moment.
Choice1 - The Chairperson rules out the crazy idea immediately, saying something like “No I don’t think that’s going to work”. Whatever they say – the ideas is dismissed outright.
This runs the risk of creating the negative feelings mentioned earlier.
Or the Chairperson may even revert to the team to do their dirty work for them, by asking something like “What does everyone else think about that?”
When this happens it’s inevitable that people will label the idea as something that won’t work. They do this because they are keen to get their own ideas across instead.
The approach is damaging. It will destroy confidence and sets team members up as competitors against one another. It creates the opposite of teamwork.
Choice 2 - The Chairperson might choose to say something like this - “That’s a really interesting idea Stuart. I’d not thought about it like that. Let’s capture that on the board and see what the others in the team think”.
To further support the contribution from Stuart, they may even go onto say something like…
“Thanks for helping us to get our thinking going Stuart, that’s great. It’s given me real confidence that we’ll be able to come up with some interesting proposals today to move things forward. Thank you”.
The approach is supportive, motivating, and empowering – It builds a feeling of confidence and togetherness.
Choice 1 – is the bad choice - It completely pulls the rug out from under Stuart’s feet. Not only will it put him off from contributing anymore to the meeting, it’s also highly likely to set the tone for the rest of the group too.
Put simply, the number and quality of ideas generated will be limited.
Why?
Because people won’t feel safe to put forward their ideas in fear of being shot down in flames.
Choice 2 – is the smart choice - Even if you think the idea that’s been put forward has little value, when the Chairperson handles this sensitively, Stuart, who put the idea forward, feels valued and it inspires him and the rest of the team to give more.
Now here’s something to think about. This approach supports the person, not necessarily the idea itself.
In this scenario Stuart is recognised for the positive impact he has had on the meeting – for getting things moving – not for the idea itself.
Stuart feels valued and positive about things as the meeting continues and will want to contribute more, even if his idea itself is never actually discussed in any greater detail.
It’s also important to note that a good Chairperson recognises that it’s often the crazy ideas that can be built on to find the best way forward – so they don’t rule anything out. They leave it out there as a catalyst for further thinking.
If the crazy ideas influence thinking, which in turn helps to develop the great ideas, they make sure the group are aware of this. All ideas are seen as valid and welcome.
Managing the tumble-weed moment in this way enables teams to feel safe and supported. It creates a great thinking environment that allows effective teamwork through discussion, debate and by generating solutions together.
So, to the moral of this story.
Don’t leave the success of your meetings to chance.
If you’ve got an important meeting coming up, give some serious thought as to who and how you’re going to chair it.
Don’t underestimate the value and importance of a good Chairperson.
They can be the catalyst for great meeting outcomes, something that the future success of your business depends on.
To find out more about Personal Leadership and how it can help your business, contact Gherkin Associates.
Find Gherkin on LinkedIn at
https://www.linkedin.com/company/gherkin-associates-ltd
Helping People and Businesses Thrive
Glenn Smith – Gherkin Associates Ltd
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