As the Bard so eloquently put it: ‘Some are born great, some achieve greatness, and some have greatness thrust upon them.’ As for chairpersons of meetings, some are born leaders, and some can learn the art of leading with considerable success, but there are few examples of incompetents who, having been thrust into the role, manage to carry it off with any degree of accomplishment.
A chairperson can be simply defined as the individual chosen to preside over a meeting to ensure it is conducted fairly, efficiently and effectively. The chairperson’s duties are largely the same, whether at shareholder meetings or at those of directors. Ultimately, the success or failure of the undertaking (and in this I include clubs, societies and other unincorporated bodies) may very often depend upon the effective leadership of the chairperson.
Key qualities
What are the generally accepted qualities of a good chairperson? First, they need to ensure they fully understand the mission statement of the company or organisation, and do their best to reflect its principles and beliefs in all their dealings. There may be times when a director or other officer can contribute by thinking well outside the box or even by being a maverick. The chairperson, however, should perhaps be the restraining influence, taking views from all ends of the spectrum and distilling them into a sound and strategic course of action, ensuring that the plan is then carried out.
The chairperson should always have a good knowledge of the agenda in advance of the meeting – they might even have drafted it. They must ensure that the agenda reflects the purpose of the meeting. The company secretary and other directors and committee members should be consulted beforehand on the business to be discussed. A good chairperson expects, and usually receives, no surprises at a meeting. They will have sounded out others in advance, clarified any misunderstandings, allayed any concerns and generally be aware of others’ divergent approaches to matters that may arise. Forewarned is always forearmed.
The chairperson must remain in control at all times, by being forceful if necessary, but without bullying, shouting or simply ‘losing it’
The chairperson must lead by example, by starting on time, ensuring there is a quorum and by not letting the meeting run on too long. They should give all participants the chance to express their views but, equally, ensure that excessive time is not wasted on irrelevant and inconsequential matters. The agenda should be adhered to as closely as possible. The chairperson should be enthusiastic, approachable and encourage those present to participate fully, and feel welcome and valued. Perhaps above all, the chairperson must remain in control at all times, by being forceful if necessary, but without bullying, shouting or simply ‘losing it’. If they allow others to dictate how the meeting is being run, they will very soon lose the respect of their colleagues, who perhaps chose the chairperson for their supposed leadership qualities.
In our particular line of business, we often have to hold a number of directors’ meetings and AGMs successively, when, for example, the settlor of a trust that has a large number of underlying companies is visiting our offshore location. This might be the one time each year that we meet the individual. A flawless performance will go a long way towards ensuring that your settlor or client goes away feeling happy that they have chosen the right people to look after their affairs.
Master the minutes
In my own experience, I have found it most helpful to do one very important thing in advance of such meetings: draft the actual minutes based upon the expected outcome. You can then use these draft minutes as your ‘script’ when chairing meetings, and consequently be certain that all matters on the agenda are dealt with in the right order and that any complex detail you may need to refer to is there in black and white in front of you. It is also then possible to produce the minutes of each meeting (amended as necessary), quite literally within minutes of it ending. How impressive is that?