Tips for Holding Efficient Conferences

Background

A ‘Guidelines for Holding Effective Meetings‘ is a publication of the Western Regional Health Directorate, Pokhara and the Nepal Health Sector Support Programme, which was prepared by Dr Giridhari Sharma Paudel in January 2013. This document presents a series of good practices and guidelines for conducting meetings in Nepal’s public well being sector. This tips establish the eight varieties of conferences that generally happen in Nepal’s public well being system; however suggest that conferences are solely referred to as the place a gathering is the simplest means of disseminating or gathering data or arriving at a choice. This tips present regional, district, sub-district and group well being leaders easy methods to put together for, maintain and follow-up on conferences.

Aims and rationale

The goals of those tips are:

• to information regional, district, and sub-district (ilaka) well being personnel and group well being leaders to plan and set up conferences and different meeting-like occasions;
• to encourage the well timed and efficient follow-up on selections taken at conferences.

Sorts of conferences

1. Data sharing conferences
2. Data assortment conferences
3. Tutorial or coaching conferences
4. Perspective creating conferences
5. Planning conferences
6. Coordination conferences
7. Resolution-making conferences
8. Drawback fixing conferences

Sorts of determination making types

• Consensus
• Session
• Comfort
• Command

Conducting Efficient Conferences

• Assign duties
• Develop the goals and agenda
• Verify the minutes of earlier assembly
• Distribute the agenda
• Applicable place, time and size
• Logistical help
• Ready individuals
• Assembly setup

The six kind of setups for conferences

1. Auditorium (This setup is often used for shows the place two-way discussions are minimal and questions are accommodated by way of an viewers microphone.)
2. Boardroom (This setup is appropriate for senior stage director or focus group conferences. It facilitates excessive ranges of interplay and good face-to-face contact. Members talk immediately with no need a microphone.)
3. Classroom (This setup is appropriate for educational or data sharing conferences the place intensive interactions are usually not wanted. It's acceptable for comparatively massive teams.)
4. U formed (This setup is appropriate for medium-sized teams (20-30 individuals) and allows interplay between individuals.)
5. Cluster (The sort of setup is used to run group classes.)
6. Open theatre within the spherical (In rural areas the place rooms is probably not out there, conferences can he held within the open with individuals sitting in a circle.)

Assembly norms (Key norms for public well being conferences):

• Well timed attendance
• Cell change off
• Equal participation
• Follow the agenda
• Respectful communication
• Cautious listening and no facet discuss
• Battle decision
• Leaving the room (Members ought to solely depart for an pressing purpose similar to going to the bathroom or making an pressing telephone name after taking permission from the chairperson.)
• Finish on time ( Chairpersons ought to try to handle all necessary points throughout the agreed time and end the assembly on time.)

The 9 varieties of supportive assembly individuals

• The strain reliever
• The compromiser
• The clarifier
• The tester
• The summarizer
• The harmonizer
• The encourager
• The gate keeper
• The rationalist

The 11 varieties of disruptive assembly individuals

• The aggressor
• The blocker
• The withdrawer
• The popularity seeker
• The subject jumper
• The dominator
• The particular pleader
• The playboy/woman
• The chatterer
• The sleeper
• The trapper

MINUTING AND POST MEETING FOLLOW UP

• Writing minutes
• Publish-meeting comply with up

Assembly motion factors ought to be adopted up within the following methods:

• Take away confusion on selections
• Make an implementation plan
• Organize sources
• Appoint focal individuals
• Delegate authority and set deadlines
• Monitor motion factors
• Set evaluation dates

Advisable readings