PROFESSIONAL

SKILLS:
CHAIRING A
MEETING

CHAIRING A MEETING
[Source based on Haigh, R. (2012. 3rd ed.), Legal English. Routledge]

THE ROLE OF THE CHAIR

1. Control and coordinate the meeting.
2. Ensure that all matters under discussion are properly presented.
3. Allow participants to comment on the matters being discussed.
4. Ensure that the meeting is not dominated by a single individual.
5. Move from one issue to the other.
6. Ensure that business is transacted efficiently.
7. Ensure that the necessary decisions are made.
8. Not allow the meeting to exceed the time allotted.
9. See that all necessary minutes and records are kept.

STRUCTURE
A typical meeting structure is as follows:
1. The chair opens the meeting.
2. The minutes are read.
3. The agenda is introduced.
4. First subject is introduced.
5. The chair gives the floor to a participant.
6. Another speaker takes the floor.
7. The chair keeps order.
8. The chair moves the discussion to a new point.
9. The chair directs the discussion.
10.
Participants propose new motions.
11.
The chair moves to a vote.
12.
Voting occurs.
13.
Consensus reached.
14.
Any other business dealt with.
15.
Meeting closed.

LANGUAGE
Section of meeting

Language

Opening

[Very formal] Ladies and gentlemen, I declare the meeting open.

Good morning/afternoon ladies and gentlemen.
Good morning and welcome to
Thank you all very much for coming today.
[Informal] Right, shall we get started?
Lets get down to business, shall we?

The minutes

[Very formal] May I read the minutes?

Would someone move that the minutes of the last meeting be
accepted?
Can we take the minutes as read?

The agenda

Has everyone received a copy of the agenda?

Has everyone got the agenda in front of them?
The first item on the agenda today is
I would like to add an item to the agenda

The subject

The purpose of todays meeting is

The first problem we have to consider is
Perhaps we could first look at

Giving the floor

[Very formal] Id like to give the floor to Mr./Mrs. Smith

Mr./Mrs. Smith ___, do you have any views on this / would you like
to say something about this?
[Informal] Have you got anything to say, Mr. Smith?
What are your views on this, Susan?

Taking the floor

[Very formal] With the chairs permission, Id like to take up the

point about
Could I just make a point about ...
[Informal] Could I say something here, please?

Finishing a point

Has anyone anything further they wish to add before we move on to

the next item?
Has anyone anything further to add?

Directing

[Very formal] We seem to be losing sight of the main point. The

question is
This isnt really relevant to our discussion. What were trying to do
is
[Informal] Could we stick to the subject, please?
[Informal] Lets not get sidetracked. The issue under discussion is

Keeping order

We cant all speak at once. Mr. Smith, would you like to speak first?
Mr. Smith, would you mind addressing your remarks to the chair,
please?
I shall have to call you to order, Mr. Smith.

Moving to a new point

[Very formal] Could we move on to item 4 on the agenda, please?

Now Id like to turn to
Can we go on now to?

Postponing discussion

[Very formal] Well, ladies and gentlemen, with your approval, I

propose to defer this matter until we have more information at our
disposal.
If no one has any objections, I suggest that we leave this matter until
our next meeting. ...
Perhaps we could leave this for the time being. We can come back to
it on another occasion.
[Informal] Lets come back to this later on.
We can talk about this next time we meet.

Proposing the motion

[Very formal] With the chairs permission, I move that

I would like to propose the motion that ...
Would anyone like to second the motion?
[Informal] I suggest/propose we ...
Im in favour of that.
Is anyone else in favour of that?

Moving to a vote

[Very formal] Perhaps we should take a formal vote?

Lets put it in the vote.
Could we take a vote on it?
Can we move to a vote on it?
[Informal] Should we vote?
Can I ask for a show of hands?

Voting

[Very formal] In the event of a tie, I would like to remind you that I
have a casting vote.
Those for the motion, please?
Those again?
Any abstentions?
The motion is carried unanimously.
The motion has been rejected by six votes to five.
[Informal] If theres a tie, I have the deciding vote.
Whos in favour?
Whos against?
Abstentions?
Everyone was in favour.
The motion was rejected.

Seeking consensus

Would everyone agree if

Id be interested to know if anyone has any objections, but shall we
try ...
Am I right in thinking that

Consensus

It seems that we have a consensus.

Can I take it everyones in favour?
[Less formal] Were all agreed ...
I think we all agree on that.

Any other business

Is there any other business?

Any further points?
Is there anything else to discuss?

Closing

[Very formal] I declare the meeting closed. Thank you, ladies and
gentlemen.
That concludes our business for today, thank you.
[Informal] Well, I think that covers everything.
Thats all for today, thank you.