B P Poudyal

I P Ghimire

NASC

Outline Preparation of meeting and agenda setting

Communication for meeting

Conducting meeting

Note taking and minute writing

Key considerations

Post meeting consideration

Meaning of meeting

A meeting is a number of people assembled together, usually at a pre-stated date and time, to discuss a topic for the purpose of presenting information, formulating a decision, practicing a skill, and/or developing a plan of action.

Meeting Facts 25% to 80% of managers’ and professionals’ time is spent in

meetings

More than 33% of time spent in meetings is unproductive,

Purpose of the meeting Take decisions

Collect views, information and proposal

Briefing

Exchange information

Generating ideas

Find out the nature and causes of a problem

5 Tips of effective meeting management1. Begin with a purpose

2. Start on time

3. Press for closure

4. Summarize the main point

5. Keep a record

Exercise..Meeting.

Role Play

Group Work

गहृ मन्त्रालयका सचिवको अध्यक्षतामा बनेको छारवतृत सममतत ५ सदस्यीयरहेको छ l १ जना ऱा.प.ततृीय शे्रणीको अचिकृतलाई भुटानमा संिालन हुनेDisaster Risk Management बबषयक १५ ददने प्रमिक्षणमा मनोनयन गनुु पनेअवस्था छ l उक्त प्रमिक्षण ममतत २०७५l९l१५ देखि २०७५l९l३० सम्म दिम्पूमासंिालन हुने जानकारी समेत भुटान सरकारबाट प्राप्त परमा उल्लेि छ l

उक्त तामलममा १० जना कमिुारीले तनबेदन समेत ददएका छन ्l

उक्त अवस्थामा बैिक बसी तनणयु गनुहुोस l

What to do during the meeting Start on Time

Ensure the quorum

Review agenda

Keep discussion focused

Encourage participants

Summarize decision

Evaluate meeting

Agree on action plan

What to do before meetingClarity purpose and aim

Create an ajenda

Schedule the meeting

Post and send out ajenda

Circulate supporting information

Make room arrangement

Arrange the recorder

How to take minute Type of meeting

Date

Time

Place

List of attendees and those absent

Language should be clear

Keep in a safe place

Meeting is for Coming together To have the discussion To hit the agenda Coordination To get the result To unbundle the problems Share ideas & shared responsibility Togetherness

Meeting Types

Business meetingMarketing meetingGovernment meetingNegotiation meetingDecision meetingConsultative meetingStaff meetingProject team meeting

Extended form of Meeting

Conference Round Table Discussions Seminar Negotiation Delegation Bilateral/Multi-lateral Visit Assembly (गाउँसभा, नगरसभा, प्रदेिसभा, प्रतततनचिसभा, राष्ट्रिय सभा)

Phases of meeting

Preparation

FacilitationFollow-Up

Meaning of Meeting Management The ability to successfully organize and assemble a group of people

with shared interests, usually in a formal setting, for the purpose of discussions is known as meeting management skill.

Effective meeting management involves planning and organizing well-structured meetings where members of the team can accomplish more in less time.

Meeting Management Meeting,

Management POSDCORB

Committee

ऐन, तनयम, ववतनयम, तनदेमिका, कायवुवचिमा नै सममततको व्यवस्था जस्तै :तनजामती सेवा ऐन २०४९ र तनयमावलीमा भएका सममततहरूको व्यवस्था

स्थानीय तह सञ्िालन ऐन २०७४/तनयमावली सावजुतनक िररद ऐन, २०६४ / तनयमावली २०६५

COMMON COMPLAINTSDisorganized

Deadly

DULL!

Too long

Poorly run

Components of Meeting Management Time, Cost Agenda Circulation – email, letter, phone call Meeting place/venue Transportation allowances etc Sitting arrangement Attendance arrangement Minutes writing skills

… contd

Components of Meeting Management Floor the agenda Listening skills Rap- porting (Pick up the consensus points) Decision approval Meeting Decisions implementation and Follow up

Disruptive

Coming in late

Argumentative

Side Conversation

Reward and thank those who were there on time.

Keep temper in check and model for group. Find some merit in points made. Speak in private.

Avoid sarcasm. Restate last comment made. Explain to group the need to hear information.

नेपालको बैठक व्यवस्थापन समस्या र चनुौती

बैिकको समय व्यवस्थान नहुनु सिूना प्रभावकारी रूपमा नपुग्ने बैिकका Agenda को गोपतनयता Vs स्वाथ ुसमहूको घेरा तनणयु लेिन – clearly नबोल्ने, गोलमटोल भाषा केही गनकुा लाचग बैिक केही नगनकुा लाचग बैिक अन्त्तर सरकारी तनकायको समन्त्वयको कमी एक तहका पदाचिकारी बसेर गरेको तनणयु अको तहबाट Approval नहुने (स्वाथ)ु

नेपालको बैठक व्यवस्थापन समस्या र चनुौती कततपय बैिक बैिकको लाचग मार ैहुन जाने भत्ता प्रयोजनका लाचग बैिक लम्व्याउने कायाुलय समय अगाडी वा पछाडीका बैिक दात ृतनकायका बैिक िचिलुो हुनु – नगरकोट, िुमलिेल, चितवन वा अन्त्य

माईन्त्युटको नमुना बिैक संख्या १०

आज ममतत २०७५/९/५ गते श्रीमान गहृ सचिवको अध्यक्षतामा छारवतृत सममततको बिैक सममततको सचिवालय गहृ मन्त्रालयमा बस्यो l

उपष्ट्स्थतीश्री पे्रम कुमार राई – अध्यक्षश्री राम थपमलया - सदस्य श्री दहमाल िमाु - सदस्य श्री कमल िमाु - सदस्य राम िमाु - सदस्य सचिब

प्रस्ताब (हरु )१ बदेैमिक प्रमिक्षणमा मनोनयन

ममतत २०७५/९/१५ देखि२०७५/९/३० सम्म भटुानको चथम्पमुा संिालन हुने Disaster Risk Management बबषयक प्रमिक्षणमा काननु बमोष्ट्जम तनबेदन ददएका १० जना मध्ये जेस्िता , िकै्षक्षक योग्यता र बदेैमिक प्रमिक्षण नमलएका मध्येबाट छनौट गदाु ष्ट्जल्ला प्रिासन कायाुलय चितवनमा कायरुत िा.अ. श्री हरर कुमार शे्ररिलाई मनोनयन गने तनणयु गररयो l

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