F.Y.B.COM. SEMESTER - II
BUSINESS COMMUNICATION
Q.7 The Role of the Leader/ Chairperson in a
committee meeting .
ANS:
The role of the leader / chairperson / head of the group
is crucial for the success of a meeting. He/she must be a person with clear
vision, drive and good communication skills to be able to provide direction to
the group. The group must work towards achieving its goal within the allotted time.
1. A chairperson must set the objective of the meeting, which
can range from discussing =strategies to increase sales‘ to reducing the
quantum of leave taken by employees.‘ A meeting can have one or two such major
items on the agenda. The chairperson must know what he wants out of such a
meeting.
2. The chairperson must know the members of the group and
their profiles. What are their biases? Are they going to conform or are they
going to resist the decision?
3. After checking the quorum, the chairperson begins the meeting
by welcoming all members.
4. He /she must spell out the agenda and invite participation
from members.
5. He / she should take up items of the agenda one by
one.
6. He / she must allocate sufficient time for discussion
of the item and then take a decision on it.
7. He /she should ensure that the members get time to voice
their opinions but at the same time do not overshoot the time that has been
allocated for each item.
8. In case of conflict within the group, he / she must intervene
swiftly to ensure that the process of decision making is not hampered and that
the atmosphere is not vitiated.
9. He / She must try for decision by consensus but, if unable
to do so, he /she should ensure that the group‘s unity remains intact despite
voting on a given point.
10. He /She has to instruct the secretary to keep the
record of the deliberations and the resolutions passed.
11. Prior to the meeting he / she has to circulate notice
of the meeting and set the agenda for the meeting.
12. He / She has to make proper arrangements for seating where
members can see each other and converse with each other.
13. Besides writing pads and pens, any other gadgets or technological
support required should be provided for.
14. He / She must ensure that the new members are introduced
to the senior members. Chairing a meeting is an art. It is a leadership skill
which can be learnt or improved with practice.
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