Role of a Chairman in a Meeting for SS 3

Class: SS 3
Term: First Term
Week: 5
Age: 16 years
Duration: 45 minutes
Subject: Office Practice
Previous Lesson: Meeting Terminologies, Agenda, Quorum and Motions
Topic: ROLE OF A CHAIRMAN IN A MEETING
Subject Matter: Presiding over a meeting; Taking a decision etc

Specific Objectives

By the end of the lesson, pupils/students should be able to:

Cognitive Domain

• Identify the key responsibilities of a chairman when presiding over a meeting.
• Explain the steps involved in a chairman taking a decision during a meeting.
• List qualities of an effective chairman.

Affective Domain

• Appreciate the importance of a chairman in ensuring productive meetings.
• Demonstrate fairness and impartiality in hypothetical meeting scenarios.

Psychomotor Domain

• Role-play the act of presiding over a mock meeting.
• Record decisions made during a simulated meeting.

Social Domain

• Participate constructively in discussions related to meeting procedures.
• Collaborate with peers in mock meeting activities.

Reference Materials

The following resources were used in planning this lesson:

• 2014 9 Years Basic Education Curriculum
• Relevant State Unified Scheme of Work
• A suitable textbook
• FCT ERC/NAPPS Scheme of work

Instructional Materials

The teacher will teach this lesson with the aid of:

• Pictures of officers holding meetings in a conference room.
• Whiteboard and markers.
• Flip chart and pens.
• Sample meeting agenda and minutes.

Rationale for the Lesson

Understanding the role of a chairman is fundamental for effective communication and decision-making in any organisational setting. This lesson equips students with essential skills for participating in and leading meetings, which are crucial for future careers and civic engagement. It helps them grasp the principles of order, fairness, and productivity required in formal gatherings.

Prerequisite/Previous Knowledge

Students should have a basic understanding of what a meeting is and why meetings are held in organisations.

Lesson Content/Board Summary

ROLE OF A CHAIRMAN IN A MEETING

Duties of a Chairman

A chairman is the person elected or appointed to preside over a meeting. Their primary role is to ensure that the meeting is conducted efficiently, fairly, and according to established rules and objectives. Key duties include:

1. Presiding over a Meeting: The chairman is responsible for managing the entire meeting process from start to finish. This involves:
   1. Opening the meeting: Officially starting the meeting at the scheduled time, ensuring a quorum is present, and welcoming attendees.
   2. Following the agenda: Guiding discussions according to the pre-determined agenda, ensuring all items are covered and time is managed effectively.
   3. Maintaining order: Ensuring that discussions remain relevant, preventing interruptions, and managing conflicts or unruly behaviour.
   4. Encouraging participation: Inviting all members to contribute, ensuring that quieter members have a chance to speak, and managing dominant speakers.
   5. Enforcing rules: Upholding the rules of debate and procedure relevant to the organisation.
   6. Summarising discussions: Periodically summarising points made to ensure clarity and progress.
   7. Closing the meeting: Officially concluding the meeting after all agenda items have been addressed and decisions recorded.
2. Taking a Decision: The chairman plays a central role in facilitating decision-making during a meeting. This includes:
   1. Facilitating discussion: Ensuring that all relevant points of view are presented and thoroughly discussed before a decision is sought.
   2. Proposing motions: Guiding members to formally propose motions for consideration.
   3. Seconding motions: Ensuring that proposed motions are seconded by another member before debate begins.
   4. Calling for a vote: When discussion on a motion is complete, the chairman calls for a vote, explaining the voting procedure (e.g., show of hands, secret ballot).
   5. Declaring results: Accurately counting votes and clearly announcing the outcome of the vote (whether the motion is carried or defeated).
   6. Ensuring decisions are recorded: Directing the secretary to accurately record all decisions made, including any dissenting opinions if required.
3. Impartiality: The chairman must remain neutral and unbiased, allowing all members to express their views without favouritism.
4. Knowledge of Procedure: The chairman should be well-versed in the rules of procedure governing the meeting.
5. Time Management: Ensuring the meeting starts and ends on time and that agenda items are allocated appropriate time.

Teaching Methods/Instructional Techniques

Discussion, Explanation, Question and Answer, Role-play, Visual Aids, Guided Practice.

Instructional Procedures

Step 1: Introduction

Time: 5 minutes

Teaching Skill: Activating prior knowledge

Teacher’s Activity: The teacher displays pictures of officers holding meetings and asks students to identify the different roles they observe in the pictures, particularly focusing on the person leading the meeting. The teacher then introduces the topic: “Role of a Chairman in a Meeting.”

Pupils’ Activity: Students observe the pictures, identify roles, and share their observations with the class.

Learning Point: Meeting roles identified

Step 2: Explanation of Chairman’s Role

Time: 7 minutes

Teaching Skill: Explanation/Definition

Teacher’s Activity: The teacher explains who a chairman is and their overall importance in ensuring an effective meeting. The teacher introduces the first key role: “Presiding over a meeting.”

Pupils’ Activity: Students listen attentively and ask questions for clarification.

Learning Point: Chairman’s importance understood

Step 3: Detailing Presiding Duties

Time: 8 minutes

Teaching Skill: Elaboration/Discussion

Teacher’s Activity: The teacher elaborates on the duties of a chairman when presiding over a meeting, discussing points like opening the meeting, following the agenda, maintaining order, encouraging participation, and summarising discussions. The teacher uses examples to illustrate each point.

Pupils’ Activity: Students take notes and contribute to the discussion by providing examples or asking questions.

Learning Point: Presiding duties explained

Step 4: Introduction to Decision Making

Time: 6 minutes

Teaching Skill: Explanation

Teacher’s Activity: The teacher introduces the second key role: “Taking a decision.” The teacher explains that a primary goal of many meetings is to make decisions and the chairman’s role in guiding this process.

Pupils’ Activity: Students listen and prepare for the next phase of the lesson.

Learning Point: Decision-making introduced

Step 5: Detailing Decision-Making Process

Time: 7 minutes

Teaching Skill: Guided discussion

Teacher’s Activity: The teacher explains the steps a chairman takes to facilitate decision-making, including facilitating discussion, proposing/seconding motions, calling for a vote, declaring results, and ensuring decisions are recorded. The teacher encourages students to think about why each step is important.

Pupils’ Activity: Students actively participate in the discussion, offering insights and asking questions about the decision-making process.

Learning Point: Decision process detailed

Step 6: Role-Play Activity

Time: 5 minutes

Teaching Skill: Demonstration/Application

Teacher’s Activity: The teacher organises students into small groups for a brief role-play. Each group is given a simple scenario (e.g., deciding on a class project) and one student acts as the chairman to practice presiding and decision-making.

Pupils’ Activity: Students participate in the role-play, practicing the roles of chairman and meeting participants.

Learning Point: Practical application of roles

Step 7: Evaluation/Review

Time: 5 minutes

Teaching Skill: Questioning/Assessment

Teacher’s Activity: The teacher evaluates the learning by asking the following questions:

1. Mention three duties of a chairman when presiding over a meeting.
2. How does a chairman ensure a decision is properly taken in a meeting?
3. Why is impartiality important for a chairman?
4. What is the role of the secretary in recording decisions?

Pupils’ Activity: Pupils answer orally and in writing.

Learning Point: Chairman’s roles understood

Step 8: Note-Taking

Time: 4 minutes

Teaching Skill: Guided Writing

Teacher’s Activity: The teacher guides pupils/students to copy the essential Board Summary notes on the duties of a chairman in presiding over a meeting and taking decisions into their notebooks.

Pupils’ Activity: Pupils/students copy the notes carefully into their notebooks.

Learning Point: Key roles recorded

Step 9: Conclusion

Time: 3 minutes

Teaching Skill: Reinforcement

Teacher’s Activity: The teacher summarises the main points of the lesson, reiterating the importance of an effective chairman for successful meetings and encouraging students to apply these principles in their daily interactions and future professional lives.

Pupils’ Activity: Students listen and reflect on the lesson.

Learning Point: Effective meeting leadership

Continuous Assessment/Further Study

Type: Homework

Instruction: Answer the following questions in your notebook.

1. Imagine you are the chairman of your school’s debate club. Describe how you would preside over a meeting to plan for an upcoming debate competition.
2. Explain the difference between a motion being “proposed” and “seconded” in a meeting.
3. List five qualities that make a chairman effective.

Lesson Keywords

• Chairman – The person appointed or elected to preside over a meeting.
• Presiding – To be in a position of authority in a meeting or gathering.
• Meeting – A formal assembly of people for discussion or decision-making.
• Motion – A formal proposal put to a meeting for discussion and decision.
• Quorum – The minimum number of members of an assembly or society that must be present at any of its meetings to make the proceedings of that meeting valid.

Differentiation

For weaker learners, the teacher will provide simplified explanations and focus on identifying just two key duties for each role. Stronger learners will be challenged to analyse hypothetical meeting scenarios and propose solutions to common challenges a chairman might face, such as managing disruptive members or resolving deadlocks in decision-making.

Suggested Lesson Videos

For further understanding, students can search on YouTube for: “Role of a Chairman in a Meeting” or “How to chair a meeting effectively”.

Teacher Guide for Using This Lesson Plan

Before the lesson, ensure you have relevant pictures of meetings or a short video clip to introduce the topic visually. Emphasise that the chairman’s role is not just about power, but about service to the meeting’s objectives and fairness to all participants. During the role-play activity, ensure all students get an opportunity to participate, even if briefly. Guide students through the note-taking process, highlighting key terms and concepts from the Board Summary. Pay attention to common misconceptions, such as confusing the chairman’s role with that of a dictator. Encourage students to think critically about how these skills apply to various aspects of life, not just formal business meetings.