MENTOR - TOP TIPS

No matter how experienced you are as a chair, there will be times when you are fa...

How to chair difficult meetings
No matter how experienced you are as a chair, there will be times when you are faced with a 'heart sink' meeting which you would rather not be responsible for. Paradoxically, these are often the very meetings that are vital in terms of organisational politics and achieving goals. So there is no way around this - you need to hone the skill of chairing difficult meetings.

Here are some best practice points to help you through.
>> Be clear. If you have to deal with a difficult meeting - whether because the issue is contentious or you have warring factions - be completely clear about your objectives. Before allowing a heated debate to commence, you need to establish a clear understanding on all sides about why the meeting is happening, and what you are all seeking to get out of it.
>> Prepare the ground. Anticipate any questions, fears, issues or resistance. Provide accurate information and factual background material before the meeting. Have a considered response ready for likely complaints or areas of conflict between participants.
>> Build consensus. Ensure ideas and decisions are agreed and understood. Check the minutes accurately reflect discussions and decisions, and get agreement that decisions requiring actions will be followed up.
>> Stay neutral. Listen to what colleagues have to say, and don't get involved in negativity.
>> Diffuse tension. If one person is openly negative, instead of responding immediately, open up the question for the group to respond. If it really gets heated, ask everyone to refocus on the task in hand.
>> Move forward. Once you have negotiated your difficult meeting, the last thing you want is to go over the same ground again. Delegate key tasks to the appropriate people and follow this up so decisions are acted on.