CERTIFICATE IN OCCUPATIONAL HEALTH AND SAFETY Business Communication

Discuss the duties of the Chairperson and Secretary before during and after a formal meeting
(25 marks)

The roles and responsibilities of a meeting chairperson before, during, and after meetings.
Before meetings, chairs are responsible for scheduling, preparing agendas, and clarifying
roles. During meetings, chairs start and end on time, follow agendas, summarize decisions,
and allocate tasks. After meetings, chairs evaluate effectiveness, provide feedback, and ensure
follow up on commitments. Effective meeting chairs plan thoroughly, manage processes, and
continuously improve meetings.

Duties of the Chairperson before the Meeting:

Planning the Agenda: The Chairperson collaborates with key stakeholders to develop a
comprehensive agenda that outlines the topics to be discussed, the objectives of the meeting,
and the allotted time for each agenda item (Robbins & Judge, 2019).

Setting Objectives: The Chairperson ensures that the objectives of the meeting are clearly
defined and communicated to all participants. This helps in focusing discussions and
achieving desired outcomes (Lussier & Achua, 2019).

Arranging Logistics: The Chairperson is responsible for arranging the meeting venue,
ensuring that necessary equipment such as projectors or whiteboards are available, and
coordinating refreshments if needed (Luthans & Doh, 2019).

Confirming Attendance: The Chairperson may send out meeting invitations and reminders
to participants, and confirm their attendance to ensure that there is a quorum for decision-
making (Shockley-Zalabak, 2015).

During the Meeting:

Facilitating Discussions: The Chairperson leads the meeting, facilitates discussions, and
ensures that all agenda items are addressed within the allocated time. They maintain order
and encourage active participation from all attendees (Robbins & Judge, 2019).

Enforcing Meeting Rules: The Chairperson enforces meeting rules and procedures, such as
speaking order, time limits for speakers, and adherence to the agenda. They prevent
disruptions and ensure that discussions remain focused (Luthans & Doh, 2019).
Encouraging Collaboration: The Chairperson fosters a collaborative environment where
diverse viewpoints are respected, and consensus is sought on important decisions. They
promote open communication and constructive dialogue among participants (Lussier &
Achua, 2019).

Recording Decisions: The Chairperson ensures that accurate records of decisions, actions,
and resolutions are maintained during the meeting. They may appoint a secretary to take
minutes or fulfil this responsibility themselves (Shockley-Zalabak, 2015).

After the Meeting:

Distributing Minutes: The Chairperson, in collaboration with the Secretary, ensures that
meeting minutes are accurately documented and distributed to all participants in a timely
manner. This allows attendees to review decisions made and follow up on action items
(Robbins & Judge, 2019).

Following Up on Action Items: The Chairperson follows up on action items assigned during
the meeting to ensure that they are completed within the agreed-upon timelines. They may
communicate with relevant stakeholders to monitor progress and address any challenges
(Luthans & Doh, 2019).

Evaluating Meeting Effectiveness: The Chairperson reflects on the effectiveness of the

meeting, solicits feedback from participants, and identifies areas for improvement. They use
this feedback to enhance future meetings and optimize decision-making processes (Lussier &
Achua, 2019).

References

Luthans, F., & Doh, J. P. (2019).

Lussier, R. N., & Achua, C. F. (2019).

Robbins, S. P., & Judge, T. A. (2019).

Shockley-Zalabak, P. (2015). Fundamentals of organizational communication: Knowledge,

sensitivity, skills, values (9th ed.). Pearson.