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
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
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