1. B P Poudyal I P Ghimire NASC
Meeting management
B P Poudyal
I P Ghimire
NASC

2. Outline Preparation of meeting and agenda setting
Communication for meeting
Conducting meeting
Note taking and minute writing
Key considerations
Post meeting consideration

3. 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.

5. Meeting Facts
25% to 80% of managers’ and professionals’ time is spent in meetings
More than 33% of time spent in meetings is unproductive,

6. 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

7. 5 Tips of effective meeting management
1. Begin with a purpose 2. Start on time 3. Press for closure 4. Summarize the main point 5. Keep a record

8. Exercise..Meeting.
Role Play
Group Work

9. गृह मन्त्रालयका सचिवको अध्यक्षतामा बनेको छात्रवृति समिति ५ सदस्यीय रहेको छ l १ जना ऱा.प.तृतीय श्रेणीको अधिकृतलाई भुटानमा संचालन हुने Disaster Risk Management बिषयक १५ दिने प्रशिक्षणमा मनोनयन गर्नु पर्ने अवस्था छ l उक्त प्रशिक्षण मिति २०७५l९l१५ देखि २०७५l९l३० सम्म ठिम्पूमा संचालन हुने जानकारी समेत भुटान सरकारबाट प्राप्त पत्रमा उल्लेख छ l
उक्त तालिममा १० जना कर्मचारीले निबेदन समेत दिएका छन् l
उक्त अवस्थामा बैठक बसी निर्णय गर्नुहोस l

10. 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

11. What to do before meeting
Clarity purpose and aim
Create an ajenda
Schedule the meeting
Post and send out ajenda
Circulate supporting information
Make room arrangement
Arrange the recorder

12. 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

13. 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

14. Meeting Types Business meeting Marketing meeting Government meeting
Negotiation meeting
Decision meeting
Consultative meeting
Staff meeting
Project team meeting

15. Extended form of Meeting
Conference
Round Table Discussions
Seminar
Negotiation
Delegation
Bilateral/Multi-lateral Visit
Assembly (गाउँसभा, नगरसभा, प्रदेशसभा, प्रतिनिधिसभा, राष्ट्रिय सभा)

16. Phases of meeting
Preparation
Facilitation
Follow-Up

17. 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.

18. Meeting Management Meeting, Management Committee
POSDCORB
Committee
ऐन, नियम, विनियम, निर्देशिका, कार्यविधिमा नै समितिको व्यवस्था जस्तै :निजामती सेवा ऐन २०४९ र नियमावलीमा भएका समितिहरूको व्यवस्था
स्थानीय तह सञ्चालन ऐन २०७४/नियमावली
सार्वजनिक खरिद ऐन, २०६४ / नियमावली २०६५

19. COMMON COMPLAINTS
Disorganized
Deadly
DULL!
Too long
Poorly run

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

21. … 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

22. 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.

23. नेपालको बैठक व्यवस्थापन समस्या र चुनौती
नेपालको बैठक व्यवस्थापन समस्या र चुनौती
बैठकको समय व्यवस्थान नहुनु
सूचना प्रभावकारी रूपमा नपुग्ने
बैठकका Agenda को गोपनियता Vs स्वार्थ समूहको घेरा
निर्णय लेखन – clearly नबोल्ने, गोलमटोल भाषा
केही गर्नका लागि बैठक
केही नगर्नका लागि बैठक
अन्तर सरकारी निकायको समन्वयको कमी
एक तहका पदाधिकारी बसेर गरेको निर्णय अर्को तहबाट Approval नहुने (स्वार्थ)

24. नेपालको बैठक व्यवस्थापन समस्या र चुनौती
नेपालको बैठक व्यवस्थापन समस्या र चुनौती
कतिपय बैठक बैठकको लागि मात्रै हुन जाने
भत्ता प्रयोजनका लागि बैठक लम्व्याउने
कार्यालय समय अगाडी वा पछाडीका बैठक
दातृ निकायका बैठक खर्चिलो हुनु – नगरकोट, धुलिखेल, चितवन वा अन्य

25. Thank you