Тне effective chairman

The Prime Minister shouldn't speak too much himself in Cabinet. Не should start the show or ask somebody else to do so, and then intervene only to bring out the more modest chops who, despite their seniority, might say nothing if not asked. And the Prime Minister must sum up… Particularly when a non-Cabinet minister is asked to attend, especially if it is his first time, the Prime Minister may have to be cruel. The visitor may want to show how good he is, and go on too long. А good thing is to take no chance and ask him to send the Cabinet а paper in advance… If somebody else looks like making a speech, it is sound to nip in with, 'Are you objecting? You’re not? Right. Next business' and the Cabinet can move on leaving in its wake trail of clear, crisp uncompromising decisions. That is what government is about. And the challenge to democracy is to get it done quickly

Clement Attlee

Remember that discussion is а slow process. It is inappro­priate when quick action is required. Nor has it much value in problem solving if group members lack relevant knowl­edge or information. Moreover, the informality inherent in discussion means that it is no substitute for а comprehensive statement of all the issues or а sustained presentation of an argument. Lastly, the prospect of discussion seldom encour­ages thorough or meticulous preparation compared to, say, if you were asked to give а presentation. The results may be poor-quality thinking and inadequate decisions.

These limitations of discussion should not be made into an excuse to dispense with it or to cut it down to the bare minimum. Leadership can hardly be democratic if there is no discussion. They only emphasize the necessity for its intelligent use, on the right kinds of topics and problems, after adequate planning, and under optimum conditions of leadership and teamwork.

START ON TIME

Aim OUTLINE PURPOSE CLEARLY

State problem/ situation/ reason

Define constraints and limitations

Establish task(s) of meetings

Plan РРЕРАРЕ ТНЕ AGENDA

Draw up the agenda

Make sure that items on it are prioritized

And allocated sufficient time

Guide ENSURE EFFECТIVE DISCUSSION

Introduce topic(s) for discussion

Draw out opinions, viewpoints and

experiences

Develop group interest and involvement

Keep discussion within stated task(s)

Use time constraints to maintain relevance

Crystallize ESTABLISH CONCLUSIONS

Recognize degrees of feeling and changes

of opinion

Summarize points of agreement and

disagreement

State intermediate conclusions as they are

reached

Check understanding and acceptance

Act GAIN ACCEPTANCE AND СОММIТМЕNТ

Summarize and state conclusion(s) clearly

Gain commitment to action plan

State responsibility for action

Make sure that everybody understands

END ON TIME

Good chairmanship is vital for effective meetings. The chairman's task will sometimes pose problems, but а good chairman can make sure that а meeting is punctual, covers the ground, keeps moving forward and makes the appropri­ate decisions. Beneath that process lies purposeful communication.