Keep your body language casual by smiling and moving about the entry way. Use casual greetings. You could try a simple, “Good morning. How’ve you been?”
Use small talk to establish your role as chairperson in a relaxed manner. This is your opportunity to speak to attendees in your official role as meeting host. Say, “Have you seen that news article about safer playground equipment for parks?” Choose topics related to the meeting’s agenda so that you can gently move attendees toward the meeting’s objective. For example, if your meeting is related to park services, choose topics like recent park improvements or stories that take place in the park.
If someone crucial to your meeting has not arrived or you are lacking a necessary quorum, address your attendees to let them know of the delay in that person’s arrival. Begin the meeting and use the delay time as an open forum. Direct the discussion so that people are not sitting around waiting. Keep in mind that if you start late, there is a likelihood that people will still leave at the originally scheduled end time because they may have scheduled other meetings or activities for later in the day.
For example, say, “Good morning. Thank you for joining us today. ” Avoid informal greetings, such as “Hey, everyone. ” This will set the wrong tone.
At a formal meeting, say, “I call this meeting to order at 11:30 AM on Thursday, May 4, 2017. ” If your meeting is informal, you can vary your speech, but it’s still important to state that the meeting has begun. Rather than saying that the meeting is called to order, you could say, “We are beginning this meeting at 11:30 AM on Thursday, May 4, 2017. ”
Say, “We’re here today to select a paint color for the new benches in Quiet Pines Park. " Your purpose should be stated in 1-2 sentences.
How much control you have over the meeting as chairperson will depend on your personal style and the culture of your organization. Once the meeting begins, your call to order is complete.
In a meeting setting, shift your gaze around the room as you speak, making eye contact with each person as your gaze passes over the room. If you are uncomfortable, look at the center of their nose instead. Get comfortable with eye contact beforehand by practicing on your friends, family, and coworkers. Start by looking at their foreheads, then move to the center of their noses. Finally, make eye contact for a few seconds at a time, slowly progressing to consistent eye contact while speaking.
Moving around a lot and fidgeting suggests that you are nervous or anxious, undermining your authority. Keep your hands focused on a task, such as shaking hands or notating your agenda.
Smile as you speak of the organization’s goals, plans, or responsibilities. Gesture as you speak. Say, “We have a great opportunity to reflect the mission of our organization through the new program we’ve come to discuss. "
Practice standing up straight so that it’ll become a habit. Tuck in your stomach, and let your arms hang at your sides. [13] X Research source Push your shoulders back. You should feel your shoulder blades tighten as though they are being pulled toward each other. [14] X Research source
Don’t push your head forward. You want to show that you are confident, not over-eager. Don’t gaze downward, which can cause you to slouch.
