Meeting Management Chhabindra Parajuli Joint Secretary What is
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 Before(Pre) After(Post) During(Involvement)
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.
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