How To Call a Meeting to Order

It’s an expectation to call the meeting to order when you’re chairing it.When people are new to it, this task can be intimidating.Speaking in front of a group can be difficult, but it gets easier once you start.It’s easy to call a meeting to order once you’ve mastered showing professionalism, using body language, and maintaining good posture.

Step 1: People will be welcomed as they arrive.

The opportunity to set the tone, encourage people to speak up, and direct them to the seating area is great.Keep your body language casual by smiling and moving.Use casual greetings.You could say good morning.How have you been?

Step 2: Small talk.

Informal conversations with attendees.Don’t forget to keep your topics professional.In a relaxed manner, use small talk to establish your role as chairperson.You can speak to attendees in your official role as meeting host.Have you seen the news article about safer playground equipment?You can gently move attendees toward the meeting’s objective by choosing topics related to the agenda.If your meeting is related to park services, choose topics like recent park improvements or stories that take place in the park.

Step 3: Start on time.

The starting time and projected end time should be set.Delaying the start of a meeting costs the organization time for each individual who is waiting.Address your attendees to let them know of the delay in the arrival of someone important to the meeting.Use the delay time as an open forum to begin the meeting.The discussion should be directed so that people are not waiting.If you start late, there is a chance that people will leave at the originally scheduled end time because they may have other meetings or activities to attend later in the day.

Step 4: Stand up.

When the time arrives to start the meeting, you should rise from your seat to get the attention of the attendees.You communicate that you are in charge of the room by standing.

Step 5: Get to know the attendees.

Speak with a general opening remark.The opening of the meeting draws the attention of anyone who is still occupied with a side conversation or off- task activity, such as scrolling through work email on a cell phone.Good morning.Informal greetings such as “Hey, everyone” will set the wrong tone.

Step 6: You should introduce yourself.

Provide your name and position.It is important to establish that you are the chairperson.Any speakers can be introduced at this time.

Step 7: Call to order.

The chairperson is responsible for establishing a start time.The minutes begin after the official call to order.You will state the time and date for the record when you call to order.At a formal meeting, say, “I call this meeting to order at 11:30 AM on Thursday, May 4, 2017.” If your meeting is informal, you can vary your speech, but it’s still important to state that the meeting has begun.Instead of saying that the meeting is called to order, you could say, “We are beginning this meeting at 11:30 AM on Thursday, May 4, 2017.”

Step 8: Discuss the purpose of the meeting.

The meeting’s objective should be remembered by the attendees.It is your responsibility as the chairperson to make sure that everyone knows what is expected of them at the meeting.Say, “We’re here today to pick out a paint color for the benches in Quiet Pines Park.”The purpose should be stated in a couple of sentences.

Step 9: The meeting should be conducted.

To continue the meeting, take your seat and follow the agenda.The meeting chair should make sure that the meeting stays on task and that everyone’s input is heard.Your personal style and the culture of your organization will determine how much control you have over the meeting.Your call to order is complete when the meeting begins.

Step 10: You should make eye contact.

Eye contact increases attention, makes you more noticeable, and convinces people that what you’re saying is important.In a meeting setting, shift your gaze around the room as you speak and make eye contact with each person.If you’re not comfortable, look at the center of their nose.Practice eye contact on your friends, family, and coworkers.Go to the center of their noses by looking at their foreheads.Finally, make eye contact for a few seconds at a time, slowly progressing to consistency while speaking.

Step 11: Don’t stand still.

Find your balance by standing or sitting still.It suggests that you are nervous or anxious.Shake hands or notating your agenda is a task you should keep your hands focused on.

Step 12: Speak at a normal pace.

Be aware of your speech because nervous people tend to speak quickly.Speak calmly and loudly to convey confidence.

Step 13: Stay open.

You should keep your arms at your side.Anxious people try to cover their faces by folding their arms.

Step 14: Don’t lean in.

When speaking with someone, lean towards them to show that you are interested in what they’re saying.You aren’t afraid to hear alternative points-of-view because you know what others bring to the table.

Step 15: The tone should be set.

The attitude of the meeting is dictated by the chairperson.To have a successful meeting, approach your role as chairperson with professionalism and optimism.You should convey to the attendees that you expect professionalism.As you talk about the organization’s goals, plans, or responsibilities, smile.As you speak, gesture.”We have a great opportunity to reflect the mission of our organization through the new program we’ve come to discuss.”

Step 16: Straighten your back.

Good posture can be maintained by imagining a string pulling you up straight.Good posture gives you a commanding presence.It will become a habit if you stand up straight.Let your arms hang at your sides, Tuck in your stomach.Push your shoulders back.You should feel like your shoulder blades are being pulled towards each other.

Step 17: Look ahead.

Keep your head straight.Your shoulders should be even with your earlobes.Don’t push your head forward.You want to show that you are confident.Don’t stare downward, it can cause you to slouch.

Step 18: Don’t sway.

Your feet should be firmly planted.When standing for a long time, you can shift your weight from one foot to the other, but it should be a subtle shift.