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1.6 Assign Leadership Positions for the Meeting.
There are individual roles and responsibilities members will take on to help facilitate and control the meeting. These assigned positions will help keep the meeting on track, on topic, and make well-informed decisions.
Chair of the Meeting
The chair of the meeting oversees the process of the meeting. They control the flow and process of it.
The chair of the meeting owns the agenda; this is the list of topics for discussion.
Usually the person who chairs the meeting is in a leadership or decision-maker role.
Recorder of Topics
The chair assigns the recorder or scribe to take notes for the meeting.
The job of this person is to organize any notes needed for the next meeting.
This job is vital for the meeting, because it records any action items, notes, concerns, or decisions made in the current meeting. During the busy work week, we can quickly forget the details of the meeting. This helps keep track of what everyone is working on.
The recorder will distribute the minutes after the meeting concludes. This helps people who missed the meeting catch up with the details of the meeting.
Meeting Timer
The meeting timer is the gatekeeper of topics. Their job is to keep the agenda and schedule on track during the meeting.
The meeting timer will remind the chair or presenters that they have an allocated slot of time. When that time is nearing the end, they will signal to the team the topic needs to finish.
The meeting timer helps get things started on time, and finished on track.
Final Decision-Maker
A final decision-maker is usually the high-level leader or team member that makes the business decision. This can be a manager, director, owner, etc.
The chair of the meeting can be the final decision-maker, as well. Typically, this same person leads the meeting, project, or company.
The final decision-maker has the authority to make business decisions.
A final decision-maker has the power to clear roadblocks to progress when necessary. They have the power or leadership skills to engage outside factors and clear obstacles for the meeting and team to be successful.
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