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. 1. Shahid Hussain Raja Independent Consultant-Public Policy SANO Consultants Ltd UK April 3,2014
  2. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 14.  Thank you for viewing the presentation.  Its detailed and updated article version is available at my website Kindly visit and leave your comments there
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