In this blog post, we\u2019ll cover all the key roles and responsibilities you need to assign to ensure maximum meeting productivity, both in-person and virtually<\/a>.<\/p>\n\n\n Meeting roles are tasks that meeting participants have before, during, and after a meeting<\/strong>.<\/p>\n\n\n\n For a meeting to be successful, all participants should be familiar with what is expected of them and prepare for the meeting<\/strong> accordingly.<\/p>\n\n\n\n In addition to fostering an overall great work culture, clear meeting roles bring many other benefits to the meeting environment and the organization as a whole. They: <\/p>\n\n\n\n Simplify team communication and collaborate more effectively. Try Pumble by CAKE.com.<\/p>\n\n Recently, the new work models<\/a> have disrupted the traditional meeting setting. <\/p>\n\n\n\n Who among us remembers the last time they attended a meeting with all participants physically present in a conference room? <\/p>\n\n\n\n Although the workplaces and meeting settings have changed, this shift hasn\u2019t really affected the roles required to ensure maximum meeting productivity. <\/p>\n\n\n\n Both in-person and virtual meetings require these 4 key roles:<\/p>\n\n\n\n Virtual meetings require two additional roles: <\/p>\n\n\n\n In some cases, one person can manage both these roles. <\/p>\n\n\n\n Run effective virtual meetings on Pumble<\/a><\/p>\n\n\n\n As the standards for hosting meetings are changing to meet the demands of the new workplace dynamics, new roles are added to create an engaging and inclusive meeting environment. <\/p>\n\n\n\n For example, some virtual meetings include Vibe Watchers \u2014 people who monitor nonverbal communication<\/a> and sensitive interpersonal dynamics. <\/p>\n\n\n\n However, while it may be fun to discuss the role of the Vibe Watcher in more depth, in this blog post, we will stick to the basics to help you set the proper foundation for productive meetings. <\/p>\n\n\n\n Let\u2019s go through a detailed overview of the 5 key roles for effective meetings.<\/p>\n\n\n\n The Leader or the Chair is a key meeting role<\/strong> in both virtual and in-person meetings.<\/p>\n\n\n\n The role is given to the head of the team<\/strong>, who is responsible for putting together the meeting agenda<\/a> and assigning other meeting roles. <\/p>\n\n\n\n In addition to these duties, the Leader takes care of several key elements before, during, and after the meeting. <\/p>\n\n\n\n Before the meeting, the Leader is in charge of:<\/p>\n\n\n\n Explore Pumble’s Video Conferencing feature<\/a><\/p>\n\n\n\n During the meeting, the Leader is in charge of:<\/p>\n\n\n\n After the meeting, the Leader is in charge of:<\/p>\n\n\n\n Now that you have a clear understanding of the roles and responsibilities of the meeting Leader, here are a couple of actionable tips to help you chair your next meeting like a pro: <\/p>\n\n\n\n The Facilitator\u2019s role is similar to that of the meeting Leader. In many organizations, one person is assigned both roles, as they share the majority of duties. <\/p>\n\n\n\n However, to make a clear distinction, we will define the role of the Facilitator with responsibilities specific to this role.<\/p>\n\n\n\n The Facilitator\u2019s main responsibility is to keep the conversation on track<\/strong>. <\/p>\n\n\n\n Unlike the Leader, who mostly oversees the meeting, the Facilitator has a more active role in moderating the discussion and guiding the decision-making process. <\/p>\n\n\n\n Like the Leader, the Facilitator role also includes responsibilities before, during, and after a meeting. <\/p>\n\n\n\n Before the meeting, the Facilitator is in charge of:<\/p>\n\n\n\n During the meeting, the Facilitator is in charge of:<\/p>\n\n\n\n Empower your team and boost productivity in real time. Try Pumble by CAKE.com.<\/p>\n\n After the meeting, the Facilitator assists the Leader in defining and communicating conclusions and next steps. <\/p>\n\n\n\n Whether you\u2019re a seasoned meeting Facilitator or a first-timer, you can never be overprepared.<\/p>\n\n\n\n After all, there\u2019s no one-size-fits-all solution for meeting facilitation \u2014 every group, discussion, and agenda are unique and bring different dynamics and communication challenges<\/a>. <\/p>\n\n\n\n That said, there are still a couple of tips any facilitator can apply to improve meeting productivity: <\/p>\n\n\n\n Overcome communication challenges with Pumble<\/a><\/p>\n\n\n\n The Leader and Facilitator roles are often assumed by the same person. <\/p>\n\n\n\n Although the two roles are similar and the terms are often used interchangeably, they can have distinct responsibilities. <\/p>\n\n\n\n The meeting Leader role is exclusively reserved for someone from the team. In most cases, the team lead assumes the position of the meeting Leader. <\/p>\n\n\n\n The meeting Facilitator role, on the other hand, can be entrusted to people outside the team, or even outside the organization. <\/p>\n\n\n\n While the meeting Leader is in charge of meeting outcomes<\/em>, the Facilitator takes a more active role during the meeting, as they control the process <\/em>of the meeting. <\/p>\n\n\n\n In many cases, the Leader can facilitate or ask another team member to facilitate the team meeting. <\/p>\n\n\n\n However, it might be a good practice to invite a skilled outsider in one of the following scenarios: <\/p>\n\n\n\n \ud83d\udca1 PUMBLE PRO TIP<\/strong><\/p>\n\n\n\n If you\u2019re looking to overcome the fear of meeting facilitation and master your skills, read our article on the topic:<\/p>\n\n\n\n The Timekeeper\u2019s role is pretty straightforward \u2014 they keep track of time during the meeting to ensure the estimated time allotments are respected for each agenda item. <\/p>\n\n\n\n Timekeepers are usually appointed by the Leader or the Facilitator. In most cases, they are members of the team or the organization and also the participants in the meeting. <\/p>\n\n\n\n Their role is to assist the Leader or the Facilitator in managing the meeting time <\/strong>more effectively. <\/p>\n\n\n\n Timekeepers remind the Facilitator, the Leader, or the group when the predefined time for a specific agenda item is about to expire. <\/p>\n\n\n\n It\u2019s a good idea to agree with all key members on the subtle alert method prior to the meeting.<\/p>\n\n\n\n That way, all the participants and key members can easily pick up on cues without disrupting the ongoing conversation. <\/p>\n\n\n\n For example, Timekeepers can communicate with Leaders or Facilitators via private chats on the conference platform they are using. They can send reminders each time a time limit for an agenda item is almost reached \u2014 as shown in the Pumble example below.<\/p>\n\n\n Send 1-on-1 and group messages on Pumble<\/a><\/p>\n\n\n\n As a Timekeeper, your job is to stay present and focused and watch the clock<\/strong>. <\/p>\n\n\n\n Here are some other useful tips to be aware of when you get assigned the Timekeeper role in your team meeting:<\/p>\n\n\n\n The Notetaker\u2019s responsibility lies in recording key meeting items<\/strong>. They make sure decisions, parked topics, and questions are all recorded and noted for later. <\/p>\n\n\n\n Some tools allow you to record entire meetings, so there might not always be a need for this role. <\/p>\n\n\n\n However, you should still employ some form of manual recording to keep the main discussion points and conclusions on hand. You can use the chat section for this and have your main points and questions automatically saved and easily accessible for future reference. <\/p>\n\n\n\n For example, you can type out main action points as a bullet list in a team channel<\/a> in your team communication app<\/a>. This way, you can bulk send meeting notes to everyone and have all the participants immediately notified when you press send. <\/p>\n\n\n Share and store documents and files on Pumble<\/a><\/p>\n\n\n\n Notetakers also work closely with the Leader and\/or the Facilitator to develop the meeting agenda. <\/p>\n\n\n\n In addition, they are in charge of organizing the notes and distributing them to the participants<\/strong>. <\/p>\n\n\n\n Strong attention to detail and the ability to quickly comprehend and record verbal communication are some of the key traits Notetakers need to possess. <\/p>\n\n\n\n Aside from the responsibilities associated with their role, Notetakers also have to actively participate in meetings. <\/p>\n\n\n\n In line with this, it\u2019s important to assign this role to skilled multitaskers who have a thorough enough knowledge of the agenda and the group dynamic to perform the two-role assignment successfully. <\/p>\n\n\n\n As a Notetaker, your duties go well beyond paying close attention throughout the meeting and typing super fast. <\/p>\n\n\n\n To help you master this role from the get-go, we\u2019ve compiled a list of additional things to consider when taking on a Notetaker role:<\/p>\n\n\n\n \ud83d\udca1 PUMBLE PRO TIP<\/strong><\/p>\n\n\n\n If you need more tips on improving clarity and accuracy in your business writing, be sure to check our guide: <\/p>\n\n\n\n No one thinks about the Tech Host until they accidentally leave a virtual meeting and need help getting back in. Or, when screen sharing<\/a> doesn\u2019t work just as they\u2019re about to share that report it took them ages to finish. <\/p>\n\n\n\n Tech Host is a critical presence in any meeting involving any form of technology. In virtual meetings, their role mainly lies in making sure that the conference tool functions smoothly<\/strong>.<\/p>\n\n\n\n For in-person meetings, Tech Hosts are responsible for ensuring that all devices used are connected and working properly. <\/p>\n\n\n\n Contrary to popular belief, Tech Hosts must assume a rather active presence during virtual and in-person meetings. <\/p>\n\n\n\n Ideally, the Leader or the Facilitator will introduce the Tech Host in the beginning, to make sure all the participants know who to turn to for potential technology malfunction. <\/p>\n\n\n\n Although these are essentially two separate roles, in most cases, Tech Hosts also assume the position of Chat Moderator. <\/p>\n\n\n\n This means that, most often, you\u2019ll have one person troubleshooting potential issues with the conference platform and monitoring the chatbox for technical questions. <\/p>\n\n\n\n The role of the Tech Host boils down to the following:<\/p>\n\n\n\n While having great technical skills will most certainly qualify you for the role of Tech Host, this is only the first step. <\/p>\n\n\n\n Here are some tips to consider if you want to dip your toes into the Tech Host pool: <\/p>\n\n\n\n Strengthen teams and simplify work with Pumble \u2014 the all-in-one communication app.<\/p>\n\n Instead of letting team leaders take all the burden when it comes to meetings, consider assigning more team members active roles to make meetings more dynamic and productive.<\/p>\n\n\n\n Choosing a robust communication platform is also crucial for effective meetings. It makes everyone\u2019s job easier and improves productivity. <\/p>\n\n\n\n That\u2019s where Pumble by CAKE.com comes in. It helps you easily assign roles by:<\/p>\n\n\n\n And, of course, as an all-in-one team communication and collaboration tool, Pumble also lets you set up and start <\/strong>video conferences<\/strong><\/a> directly within the app<\/strong>, as well as schedule them through your Google Calendar. <\/p>\n\n\n\n Remember, with Pumble, effective and productive meetings are only a click away \u2014 so make a free account today!<\/p>\n\n\n\n![\"5](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2022\/05\/cover-scaled.jpg\")
<\/figure>\n<\/div>\n\n\nWhat are meeting roles?<\/h2>\n\n\n\n
Why is it important to define clear meeting roles?<\/h2>\n\n\n\n
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![\"Illustration\"](\"https:\/\/pumble.com\/blog\/wp-content\/themes\/cake-blog\/theme\/images\/banners\/features@2x.png)
\n <\/picture>\n <\/div>\n<\/div>\n \n\n\n\nCommon in-person and virtual meeting roles<\/h2>\n\n\n\n
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The 5 key meeting roles to assign for your meetings<\/h2>\n\n\n\n
Meeting role #1: Leader<\/h3>\n\n\n\n
The Leader\u2019s responsibilities before<\/strong> the meeting<\/h4>\n\n\n\n
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![\"Audio](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2022\/05\/Audio-and-video-conferencing-and-screen-sharing-in-Pumble-1.png\")
The Leader\u2019s responsibilities during<\/strong> the meeting <\/h4>\n\n\n\n
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The Leader\u2019s responsibilities after<\/strong> the meeting <\/h4>\n\n\n\n
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Tips for Leaders in meetings<\/h4>\n\n\n\n
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Meeting role #2: Facilitator<\/h3>\n\n\n\n
The Facilitator\u2019s responsibilities before<\/strong> the meeting<\/h4>\n\n\n\n
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The Facilitator\u2019s responsibilities during<\/strong> the meeting<\/h4>\n\n\n\n
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\n <\/picture>\n <\/div>\n<\/div>\n \n\n\n\nThe Facilitator\u2019s responsibilities after<\/strong> the meeting<\/h4>\n\n\n\n
Tips for Facilitators in meetings<\/h4>\n\n\n\n
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Leader vs Facilitator in meetings<\/h4>\n\n\n\n
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Meeting role #3: Timekeeper<\/h3>\n\n\n\n
![\"A](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2022\/05\/A-time-limit-reminder-in-a-group-message-in-Pumble.png\")
Tips for Timekeepers in meetings<\/h4>\n\n\n\n
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Meeting role #4: Notetaker<\/h3>\n\n\n\n
![\"Sharing](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2022\/05\/Sharing-meeting-notes-with-participants-in-Pumble-1.png\")
Tips for Notetakers in meetings<\/h4>\n\n\n\n
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Meeting role #5: Tech Host\/Chat Moderator<\/h3>\n\n\n\n
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Tips for Tech Hosts in meetings<\/h4>\n\n\n\n
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![\"Illustration\"](\"https:\/\/pumble.com\/blog\/wp-content\/themes\/cake-blog\/theme\/images\/banners\/landing-2@2x.png)
\n <\/picture>\n <\/div>\n<\/div>\n \n\n\n\nBoost your meeting productivity with Pumble by CAKE.com<\/h2>\n\n\n\n
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![\"Assigning](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2022\/05\/Assigning-meeting-roles-in-a-group-private-message-in-Pumble.png\")