Chhabindra Parajuli Joint Secretary Meeting Management Chhabindra Parajuli Joint Secretary
What is Meeting Management? Physically presence all the concerned parties for the resolution of conflicts or any problems arises during the course of action.
Types of Meeting Information Dissemination Problem Solving Brainstorming Committee formation Dispute settlement Crisis Management Roles allocation Benefit sharing Budget allocation and distribution Programme opening date finalization Inaguration Day finalization- Industry Day, Social security day
Why Meeting is essential? To Search the many options to solve the problems To increase the ownership for the implementation of the decisions To address the burning issues by consultation To maintain harmonious relations to the concerned parties Accountability and Responsibility allocation to different stakeholders
How to make Meeting Effective ? Preparation on the issues Meeting Starts and close on time Have the agenda to the members prior Discussion on agenda Active involvement of the members Decisions taken Implementation of the meeting decisions
Meeting Process During(Involvement) After(Post) Before(Pre)
Before Meeting Agenda finalization Participants identification Schedule, Time and Venue finalization Invitation Communication to the members Detail of supporting information preparation Conformation taken from the participants Reminders to the conformed members Meeting Room management Other logistics management- Attendance Register, Minute Register, Stationery and others
Meeting conduct time Start on time Agree on meeting proceeding Focus on Discussion on agenda Encourage participation for exploring possible options and solutions Help to intensive discussion, work together and decision taking
Roles During Meeting Role playing Note taking Distribution of logistics Attendance recording Minute writing
After Meeting Minute circulation Communication of decisions Decision implementation monitoring Follow up Decisions
Potential Roles in the Meeting Chairman Secretary Facilitator Minute writer Attendance recorder Logistics manager Time keeper
General Observation Less interactive Late comers- Most of the participants Lengthy and time consumption Early movers- Majority participants Dominant participants Silent participants Decisions not taken on timely- Next meeting demanding Communication weak
Role Playing Exercise Steering committee meeting Agenda: Selection of five potential exports products from 15 products- Tea, Coffee, Ginger, Hand made paper, Handicrafts, Jute item, Honey, Large cardamom, Carpets, Garments, Footwear, Herbs and herbal, ceramics for Nepal Venue: NASC Time 2:00-4:00 Date: 2075/8/19
Roles Chairman-Minister of ICS Secretary- MOF,MOFA,MOICS,OPMCM, Governor- NRB Product Associations of above products- Observers- ADB,WB,DFID,UNDP,GIZ Others roles- Note taker, Minute writer, Presentation, Meeting facilitator
Thank you for your kind attentions.