Topic 1.3.4 Being a Chairperson
BEING A CHAIRPERSON
1.Introduction
- Who is the chairperson of a meeting? What are his/her main roles?
- Do you often act as chairperson in a meeting? Have you ever been one?
2.Role play
In groups role play a mini committee meeting.
Choose a chairperson. This person will be responsible for facilitating a brief, 3-minute discussion on one of the following topics (or decide as a group the topic)
- “Choosing the theme for the annual company party.”
- “Deciding on a team-building activity.”
- “Picking a charity for a company fundraiser.”
- “Discussing new coffee options for the break room.”
Role play card – Chairperson
Take a couple of minutes to prepare your approach.
For example, Chairperson’s Approach for Choosing a Theme for the Annual Company Party
Introduction and Purpose (30 seconds)
Start with a warm welcome: “Hello, everyone! Thank you for joining this quick discussion.”
State the purpose clearly: “Our goal today is to choose a theme for the annual company party that everyone will enjoy and that will make the event memorable.”
Set the tone and explain the importance: “A great theme will help us create a fun atmosphere and guide our planning for decorations, activities, and even what we wear.”
Facilitation of Ideas (1 minute)
Invite quick suggestions: “Let’s quickly go around and share one theme idea that you think would be fun and engaging. We have about 1 minute for this, so please keep your suggestions brief.”
Keep the discussion moving: Acknowledge each idea briefly to show appreciation and keep the energy up. For example, “Great idea, thanks!” or “That sounds fun!”
Narrow Down Options (1 minute)
Summarize the main ideas: “Thanks for all the great suggestions! I heard ideas like…”
Guide the group towards a consensus: “Let’s quickly narrow it down to two or three top choices. Which themes do you think would work best, and why?”
Encourage quick responses: If needed, prompt with specific questions like, “Which one do you think would be easiest to organize?” or “Which theme do you think most people would enjoy?”
Decision Making (30 seconds)
Aim for a quick decision or next steps: “It sounds like we have a few favourites. How about we do a quick show of hands for [Theme A] and [Theme B] to see which one has the most support?”
Conclude with an action plan: “Great, we have a winner! [State the chosen theme]. We’ll move forward with planning based on this theme. Thank you all for your input!”
Closing (30 seconds)
Wrap up: “Thank you, everyone, for your quick and creative thinking. I’m excited to see how this theme comes to life!”
End on a positive note: “Let’s make this the best party yet!”
Key Points for the Chairperson:
Time Management: Keep an eye on the time and guide the discussion to ensure that each segment stays within the allocated time.
Encourage Participation: Make sure everyone feels included by inviting quick, concise input from all participants.
Maintain Focus: Keep the discussion on topic and prevent it from veering off-track by summarizing and guiding the group toward a decision.
Facilitate Consensus: Aim to reach a group consensus or at least narrow down the options by the end of the 3 minutes.
When you are ready, start the discussion
After the first discussion, switch the role of the chairperson within the group and select a new topic. Repeat the exercise so that everyone gets a chance to act as the chairperson.
- What did you find challenging about being the chairperson?
- How did you ensure everyone’s voice was heard?
- What techniques helped you keep the discussion focused and on time?
3.Skills and Qualities of a chairperson
Now look at the following roles of a chairperson.
4.Listening
The managers of Global Training Solutions are holding a meeting to discuss advertising ideas for their language school business. Listen and choose the best answer for each of the questions.
Listen again.
5.Useful expressions
6 End Role Play
Get into small groups and assign a chairperson.
Choose an agenda/topic from the list below and hold a short meeting.
Then assign a different chair, choose another agenda and repeat the exercise until everyone has been in the chairperson’s role.
- Your office is going to be relocated. Discuss potential locations.
- Ideas for the end-of-year office party.
- Your team is responsible for marketing. Set your marketing budget and discuss how to spend it.
- How to improve your company’s sales.
- A topic of your choice