How to Conduct Good Meetings
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Explains in detail the various points to take into consideration while deciding about holding a meeting or not,finalizing the agenda,venue,date and time of holding the meeting and finally conducting the meeting and recording the minutes
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How to Conduct Good Meetings
- 1. Shahid Hussain Raja Independent Consultant-Public Policy SANO Consultants Ltd UK www.sanoconsultants.co.uk April 3,2014
- 2. Introduction Lesson 1: Don’t Hold Lesson 2: Preliminaries Lesson 3: Invitees Lesson 4: Meeting Day Lesson 5: Conducting Meeting Lesson 6: Minutes Lesson 7: Follow Up Conclusion
- 3. One of the most important elements of public administration Conducting, organizing or attending meeting almost daily function of a civil servant Needed for information dissemination, discussion, decision making, follow up Well conducted meeting an efficient and effective way of doing business Art as well as science which can be learnt and improved by following these guidelines
- 4. If not absolutely necessary Costs -time, financial and opportunity costs More efficient and effective alternatives available Letters/telephone/email are cost effective methods Tele-conferences are now extremely fruitful way of holding meetings Hold as a last resort, not the first preference
- 5. Select date/ time/ place which are convenient to majority of participants if not for all Avoid Mondays/ Fridays if possible Give at least seven days’ notice followed by confirmation by telephone at PS level Adequate seating arrangements, working gadgetry be ensured at the venue Speaking agenda-what type of decision expected Working Paper must follow within day or two if not sent along with the notice
- 6. Very important for meaningful discussion Nature of meeting and rank of chair normally decides the level of participation Decision makers to attend if final decision is likely For other meetings ,lower level accepted Confirmation of participation level before hand by phone to ensure fruitful meeting Better still, intimate in the notice what level is must/preferred as participant
- 7. Formal reception if senior executives are expected Clear directions towards venue displayed outside Slanted placed name plates for ease of all Stationery, refreshments, speaker system
- 8. Spare copies of working papers available No unnecessary staff in the meeting room Ambience and environment/ no noise outside Waiting room for accompanying staff
- 9. Warm, informal welcome by the chair Speaking points given to chair well in time Encouraging everyone for free discussion No snubbing by the chair/no loose remarks
- 10. No deviation from main topic or cross talk Ask questions from silent participants Addressing participants by name Refreshments available in one corner ,not served during the meeting by waiters
- 11. Two staff persons to record minutes- discussion/decisions/timelines Draft minutes to be circulated within two working days for vetting by specific date/time Confirmation by phone Minutes to be approved by the competent authority after thorough scrutiny Approved minutes to be circulated immediately
- 12. First follow-up letter after 15 days Followed by another after 15 days Demi-Official letter by senior officer Periodic phone calls Follow-up meeting if absolutely necessary
- 13. Well conducted meetings extremely useful in achieving objectives Haphazard meetings just waste of time and resources Badly conducted meetings lead to more badly held meeting and vice versa Every meeting should be a learning experience for the juniors
- 14. Thank you for viewing the presentation. Its detailed and updated article version is available at my website www.shahidhussainraja.com Kindly visit and leave your comments there