Technology Tools for Chairs

When Technology Helps and When It Hurts

Technology can make chairing more efficient, but it introduces risks. A chair staring at a laptop screen misses body language cues in the room. A digital speakers' list that crashes mid-session disrupts the entire committee. A shared Google Doc that is accidentally set to public exposes delegate evaluations. The rule of thumb: use technology for tasks that genuinely benefit from it, but always have an analog backup.

The most common technology failure in MUN is over-engineering. A first-time chair spends hours building an elaborate spreadsheet system and then cannot maintain it during the intensity of committee. Start simple. A Google Sheet with delegate names, a tally column, and a notes column serves 80% of tracking needs. Add complexity only if you have tested the system during practice sessions and confirmed it does not slow you down.

Always bring paper backups: a printed delegate list, a pen-and-paper speakers' list template, and a physical timer. When Wi-Fi fails or your laptop dies — and it will, eventually — you need to keep committee running without missing a beat.

Speakers' List and Timer Tools

Several purpose-built tools exist for managing MUN speakers' lists. Munity is a web app that handles roll call, speakers' lists, and voting procedure with a clean interface designed for projecting on a screen. Delegate Tools offers speakers' list management with automatic time tracking. Many conferences build their own tools using simple web forms.

If you use a digital speakers' list, project it on a screen so delegates can see the queue. This reduces 'point of inquiry' interruptions asking who is next and creates transparency. Display the timer prominently — delegates manage their speaking time better when they can see it counting down.

For timing, a dedicated timer app with audible alerts at 30 seconds and 0 is better than watching a stopwatch. Some chairs use a phone timer placed face-up where delegates can see it. Others project a countdown on the screen alongside the speakers' list.

Managing Working Papers and Drafts Digitally

Working paper management is where technology provides the clearest advantage. Instead of passing around handwritten papers that get lost or become illegible, have delegates submit working papers through a shared platform.

Google Docs with comment-only permissions allows the dais to review and annotate papers without delegates accidentally editing each other's work. Create a shared folder with a naming convention (WP-01-Brazil-Climate, WP-02-EU-Enforcement) and share the link with the committee. Delegates draft in the doc, the dais reviews and comments, and approved papers are moved to an 'Approved' subfolder.

For conferences that require physical submission, have delegates email the dais account and print from a central printer. Always have the digital version as a reference — disputes about what a working paper 'actually says' are resolved instantly when you can pull up the document.

Version control matters. When working papers merge, create a new document rather than editing one of the originals. Name it clearly (DR-01-Merged-Brazil-EU) so the committee knows which papers combined.