COMMAND AND STAFF SCHOOL

DILIGENCE

What can you hold without

ever touching it?
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 COMMAND AND STAFF SCHOOL

DILIGENCE

CHAIRING A MEETING

JUNIOR COMMAND AND STAFF COURSE #30

Major Sven Douglas

 REFERENCES COMMAND AND STAFF SCHOOL

DILIGENCE

• CJCSC Ver 2008-08-01

• GDF MANUAL OF STAFF DUTIES 2010-08-06

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 AGENDA COMMAND AND STAFF SCHOOL

DILIGENCE

• INTRODUCTION
• AIM
• PURPOSE OF CONFERENCE(s)
• CHAIRPERSON’S RESPONSIBILITIES
• CONCLUSION
• QUESTIONS

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 INTRODUCTION COMMAND AND STAFF SCHOOL

DILIGENCE

•
• A conference is a general term designating all meetings of
individual, conferring with a common purpose under the direction
of a leader.
• Conferences are used to provide instruction and information, to
influence attitudes, to investigate problems, and to make decisions
on plans and policies.

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 AIM
COMMAND AND STAFF SCHOOL

DILIGENCE

The aim of this presentation is to

accentuate the responsibilities of the
chairperson at a meeting.

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 PURPOSE
COMMAND AND STAFF SCHOOL

DILIGENCE

- To examine all the relevant aspects of a

problem
- To reach a decision on the action to be
taken to solve or further the solution of
that problem

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 CHAIRPERSON’S RESPONSIBILITIES
COMMAND AND STAFF SCHOOL

DILIGENCE

• Planning the conference.

• Control and direction of the meeting.
• Production and distribution of the record.

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 PLANNING THE CONFERENCE COMMAND AND STAFF SCHOOL

DILIGENCE

Preparation
- plan and organize the conference
- arranging for such items as the agenda, the physical setting, and the preliminary research

Presentation
- clear statement of problem or objectives
- provide basic facts and info

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 COMMAND AND STAFF SCHOOL

CHAIRPERSON’S CONTROL AND DIRECTIONS DILIGENCE

• Start on time (meetings/conferences)

• Introduce the members
• State the purpose of the conference clearly and briefly
• Start the discussion with a planned question asking for views,
comments or information
• Keep the discussion relevant

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 CHAIRPERSON’S CONTROL AND DIRECTIONS
CONT’D
COMMAND AND STAFF SCHOOL

DILIGENCE

• Keep the discussion as brief as possible

• Stop the verbose speakers, as tactfully and politely
• Ensure that all remarks are impersonal
• Stop side discussions
• Refrain, until conclusion of the discussion of each item,
from giving your own opinions

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 CHAIRPERSON’S CONTROL AND DIRECTIONS
CONT’D
COMMAND AND STAFF SCHOOL

DILIGENCE

• Summarize the progress of the discussion at intervals,

• divisions of opinion, re-state the principal arguments
• Ensure that all members are quite clear on the decisions reached

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 PRODUCTION AND DISTRIBUTION COMMAND AND STAFF SCHOOL

DILIGENCE

• Ensure Secretary accurately records (notes/minutes) decisions

• Timely preparation of minutes
• Check draft copy of minutes for accuracy
• Distribute to each member

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 CONCLUSION COMMAND AND STAFF SCHOOL

DILIGENCE

- Chairman directs and controls

- Re-focuses verbose member
- Sec prepares venue and makes other admin arrangements
- Records accurate minutes
- Distributes minutes in a timely manner

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QUESTIONS
COMMAND AND STAFF SCHOOL

DILIGENCE

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