(3) The moderator
A meeting is a collective operation which requires the cooperation of every participant. For this form of group work, the role of the moderator is very important. They must bear the following points in mind when they lead the discussion in a meeting.
・Have a talk with the sponsor in advance. Make sure of the agenda, arrange a time schedule and decide who will make a presentation.
・Find out in advance the stance, interest in the agenda, point of view and character of each attendant.
・Do not allow any phone calls to interrupt the meeting and ensure that you will not be called out during this time.
・See to it that the rules of the meeting are fully observed. Give notice to a speaker who is talking too long.
・Be fair. Allocate equal time for each attendant to voice their opinion. Do not treat people differently according to position or rank. Show equal respect to the opinions of the minority.
・Never get emotional. Never show that you are upset.
・Create a comfortable atmosphere where everyone feels free to speak.
・Do not express your own opinion very often.
・Do not force a conclusion without any real agreement among the participant.
・Summarize what has been discussed and decided upon at the meeting for the attendants.
・Make a record of the meeting and distribute it to every person concerned.
