How to Chair a Meeting Without Chaos
The ultimate guide for strata, community, and company title leaders who want order… and maybe even smiles.
So, you’ve drawn the short straw (or bravely volunteered) to chair the meeting. Congratulations! You now hold the gavel of power… or, more realistically, the pen you’ll tap on the table to get everyone’s attention. Chairing a meeting doesn’t have to feel like herding cats. With the right approach, you can run a meeting that’s productive, on time, and (dare we say) enjoyable.
1. Know Your Role. You’re the Pilot, Not the Passenger
As chairperson, you’re there to:
Keep things on track
Make sure everyone gets a say (without letting one person monologue for 15 minutes about the shade of beige in the lobby)
Ensure decisions are made according to the rules (and the law)
Strata & Community Title: Your powers and responsibilities are usually set out in the relevant legislation and your scheme’s by-laws.
Company Title: You’re following your constitution and Corporations Act rules yes, even if you think they’re boring.
2. Prepare Like a Pro
The secret to a smooth meeting is what happens before it starts.
Read the agenda like it’s a Netflix plot twist. Know the order, the issues, and the likely trouble spots.
Bring the rules strata, community, or company title legislation. Have them handy (printed or bookmarked).
Check the tech if it’s online or hybrid there’s nothing like starting 20 minutes late because “someone can’t find the mute button.”
3. Start Strong
Open with:
A welcome and quick explanation of how the meeting will run
Confirmation of a quorum (because if you don’t have one, you might be talking to yourself)
Adoption of the agenda, and a friendly reminder to stick to it
4. Keep the Peace
Passionate discussions are fine. Shouting matches? Not so much.
Set the tone early, respect and listening are non-negotiable.
Interrupt politely if someone is going off-topic or hogging the floor. Try:
“That’s a good point, John. Let’s park it for general business.”
Stay neutral, you’re there to facilitate, not dominate.
5. Watch the Clock
Long meetings are the enemy of good decision-making.
Keep an eye on time for each agenda item
If a topic’s dragging, suggest a working group to deal with it later
Remember: People will thank you for finishing early, not for “covering absolutely everything until midnight.” If its going too long, adjourn and finish later!
6. Decisions, Decisions, Decisions
When it’s time to vote:
Clearly state the motion
Check everyone understands it
Follow the correct voting method for your title type (show of hands, poll, written vote, etc.)
Announce the result and record it accurately
7. Wrap It Up
End with:
A summary of decisions made
Any follow-up actions (and who’s doing them)
Thanks to attendees (bonus points if you promise snacks next time)
8. Follow Through
A great chairperson doesn’t vanish when the meeting ends.
Ensure minutes are accurate and distributed
Action items are tracked
You’re ready to do it all again next time (possibly with a stronger coffee)
Pro Tip: If things get heated, remember you’re the thermostat, not the thermometer. Your role is to keep the temperature comfortable for everyone.
Final Word: Chairing a meeting without chaos is part preparation, part people skills, and part self-control. If you can keep order, stick to the agenda, and finish on time, you’re not just a chairperson – you’re a meeting legend.
Disclaimer:
This article is intended for general educational purposes only and does not constitute legal or financial advice. Readers should seek independent legal and professional guidance relevant to their specific circumstances and jurisdiction
