Have a large chama? Heres how to manage the meetings

Sometimes chamas grow into something big.  That’s a good thing right? The answer is yes and no.  Sometimes a big group can bring with it headaches.  However, this is a problem that can be solved with a good attitude and good management.

A good chama leader should know how to manage large groups of people. Below are some ideas to help you manage the meetings smoothly.

Schedule regular meetings

Technology makes it possible to set up meetings, no matter where chama members are located. Everyone should prepare for these meetings and be ready to provide updates and suggest chama project improvements.

Step back and assess

Set up a schedule to objectively assess the quality of work your chama generates. Is there sufficient communication between all parties? Are processes running smoothly? What functions need to be adjusted to improve efficiency?  A large team can be effectively managed when lines of communication stay open and team members understand what’s expected of them.

Play the role of a facilitator

As the leader, your role in handling a large group of people during meetings is that of a facilitator. You should be able to present the aim and purpose of the meeting to all and define the course of the proceedings so that everything moves in an organised manner.

In some situations, you may need to divide a large chama into a few subgroups. You may appoint a head for each subgroup for a more effective outcome. In some situations, a group leader, other than the founder, could chair proceedings.

The facilitator is not merely a speaker or a mediator in a group. Her primary job is to ensure that every participant gets adequate opportunity to contribute and that the desired goals of the meeting are achieved individually and collectively. The group must remain within the defined parameters of time and focused agenda of the meeting.

Use specific tools

One smart idea on managing large groups of people effectively is to use specific tools that involve people’s participation rather than letting them remain mute spectators to the proceedings.

One of the common tools a chama leader could use is “Go Round” in which every member gets a chance to speak or contribute one by one. Brainstorming sessions may have to be avoided in large Chamas because they could turn chaotic and the situation may spiral out of control.

Energizers or group games can be introduced when it seems that the group is losing track or feeling tired or bored.

Games can also serve as icebreakers when it is important to familiarize people and make them comfortable with each other.

Use audio-visual aids

In a large Chama it is important that communication is aided effectively to ensure that all members are involved.

Whiteboards are a common aid for discussions in large groups. Electronic presentations can also be used to help in easier communication.

This is particularly important when the issues being discussed are complicated in nature.

But this are a few methods that can be applied, we shall tackle more in our upcoming series.

By Diana Wangari