ORGANIZING

AND
MANAGING MEETINGS
(A)

1
WHY MEETINGS

• Government business is conducted according to the

Rules of Business and Secretariat Instructions.

• Cases are normally submitted on files for approval of

the competent authority, decisions taken are
implemented on relevant files.

• However, in urgent and complicated cases, issues are

discussed and decided in meetings/conferences
arranged by the concerned Ministries/Divisions/offices.
2
 Continued……

• Such complicated cases if submitted on files would not only

involve a lot of correspondence but would result in delayed
action and decisions. Therefore, meetings are considered
useful in such cases for ensuring prompt decisions and
quick action through discussion of the
stakeholders/concerned across the table.

• All points of views are discussed during the meetings and

decisions taken thereafter when consensus is reached.

• Decisions of the meetings are recorded in the form of

minutes of the meeting soon after the meeting over.
3
 PROCESS/STAGES OF MEETING AND
PREPARTION OF MINUTES ISSUANCE OF
CIRCULARS AND HOLDING OF MEETING

• Normally an officer is designated as Secretary of the meeting.

He issues a circular for the meeting alongwith agenda and a
working paper, after approval of the competent authority
and well before the meeting.

• The Secretary of the meeting must note down all decisions

reached in the meeting. He should also keep in mind details
of such decisions so as to record correct minutes of the
meeting.

4
CIRCULAR FOR CALLING A MEETING
A circular of the meeting can be issued in any of
normal forms of communication, such as office
memorandum, official letter, demi-official letter and
u.o.note, depending on the situation and importance of
the meeting.

I. To call a meeting within a Ministry/Divison, a

circular will be issued in the form of u.o.note.

I. To call a meeting of many Ministries/Divisions,

O.M./ or D.O. Letter will be used.

I. To call a meeting of the provincial govts etc. a

circular will be issued in the form of official letter
or D.O.Letter.
5
PREPARATION OF AGENDA AND WORKING
PAPERS FOR MEETINGS

NEED FOR A WORKING PAPER

• It is a normal practice that agenda and working paper

of the meeting are prepared and circulated to the
participants/concerned organizations well in time so as
to make the meeting meaningful and more productive.

• These should normally be sent alongwith the invitation

of the meetings. However, in sensitive cases working
paper is some time given at the time of meeting.

6
Continued……

Meeting may have one or more items on the agenda. It depends

on the nature of the meeting and organization holding it. For
example meetings of the Cabinet, various Cabinet committees,
Selection Boards/Committees etc. have more than one item on
its agenda for discussion. Following points should be kept in
mind before making arrangements for the meeting:

1. Constitution of Committee / Board with the approval of

the competent authority, if already not done.

2. Finalizing of items for Agenda of the meeting with all

concerned.

3. Requesting Chairman of the Committee / Board to fix a

meeting at a place date / time convenient to him.

7
Continued…..
4. Preparing notice of the meeting mentioning
subject, date, time, venue etc. of the meeting.
5. Preparing Agenda – (List of items to be
discussed in the meeting).
6. Preparing working paper – Elaborate the items
included in the agenda in descriptive form for
consideration of the Board / Committee.
7. Sending Notice of the meeting / Agenda /
Working Paper of the meeting well in time to all
concerned and also to confirm its receipt by them.
8
Continued…..

EXAMPLE (AGENDA & WORKING PAPER)

Agenda item (1):- Grant of Honorarium to the Staff

Working Paper (Salient Features)

i. Details of funds available for honorarium.

ii. Rules / instructions for grant of
Honorarium.
iii. Persons recommended for honorarium.
iv. Detailed justification for each case.
v. Recommendations for consideration /
approval of the Board / Committee.
9
Continued……

Agenda item 2: Grant of Autonomous status to an

Attached Department

Working paper (Salient Features)

1. History of the Department.

2. Mission/objectives / functions etc of the
Department.
3. Difficulties being faced while functioning as an
Attached Department.
4. Justification giving advantages etc to be obtained
from its conversion to an Autonomous body.
5. Steps involved in the process of conversion.
6. Recommendations for consideration of the Board /
Committee.
10
ARRANGEMENTS BEFORE THE MEETING

1. Confirm attendance of the Members.

2. Arrange Hall / room for meeting with all required
facilities.
3. Arrange transport / residential accommodation etc for
the participants, if so required.
4. Arrange proper welcome / reception of the Members.
5. Arrange Refreshment /Lunch etc during meeting as per
requirements / rules.
6. Arrange multimedia, over projector etc. for presentation
if required to be made in the meeting.
7. Arrange recording of minutes by more than one officer so
that authenticity / correctness of the minutes could be
ensured . 11
 RECORDING OF MINUTES OF MEETING

• Para-59 of the Secretariat Instructions lays down that

“All meetings shall be business-like.”
• Brief minutes shall be recorded, mentioning only the
salient points considered and decisions taken.
• Individual views/points should not be recorded except
on request”.
• Recording of individual points of views may be
necessary only when there are any differences of
opinion.
• If there is consensus of opinion individual view point is
not recorded.

12
 THE TECHNIQUES OF MINUTE WRITING

1. Mention the date, time and place of the meeting.

2. Mention as to who presided over the meeting.

3. What was the agenda (Attach a copy).

4. Mention the names/number of members/participants. If the

number of participants is large as in the case of C.D.W.P.
meetings then a list of the participants may be attached.

5. Consideration of the minutes of the previous meetings, if

any, and mentioning of the fact that those minutes were
approved or not and (This happens in the case of periodical
meetings of the Boards of Directors or General Body
meeting etc., of Government-owned
companies/corporations such as PIA, OGDC and PIDC.13
 Continued……..

6. Mention brief/initial/introductory remarks of the

Chairperson.

7. Record important points of ensuring discussions.

8. Mention decisions/recommendations on various items of

the agenda (Mention any resolution passed at the
meeting).

14
 Continued…….
9. Decisions may be listed in order of importance/priority.
Indicate the organization(s) made responsible for
implementing different decisions.

10. State closing of the meeting (Some times with a vote of

thanks to and from the chair).

11. Minutes should be drafted immediately after the meeting

is over, preferably within 24 hours when the discussions of
the meeting are fresh in mind.

15
 Continued…….

12. Draft minutes are submitted to the Chairperson for his

approval.

13. Approved minutes are then sent to all participants for

information/implementation of decisions.

14. Some time, draft minutes are circulated to the participants

(in complicated cases) to avoid possible objection or
difference of opinion before these are finally issued.

16
 OBJECTIVES OF THE MINUTES OF
THE MEETING

I. To preserve record of the meeting.

II. To implement decisions taken in the

meeting.

17
 ORGANIZING
AND
MANAGING MEETINGS
(B)

18
 EXAMPLE MINUTES OF THE MEETING
GOVERNMENT OF PAKISTAN
(ESTABLISHMENT DIVISION)
SECRETARIAT TRAINING INSTITUTE
******
MINUTES OF THE 26TH INTERNAL MEETING HELD ON 12-7-2008.

Twenty sixth internal meeting of officers of STI

was held under the Chairmanship of Director General, STI,
in the Academic Block, Class Room No.3 (Ground Floor), on
12-7-2008 (Saturday) at 11.30 a.m. to discuss the status of
implementation of outstanding issues, training matters and
other matters of public interest. Following officers attended
the meeting:-
1. Mr……Director General-------In Chair
19
Continued……

2. Mr……..Director (Admn)
3. Mr……..Deputy Director (Admn-II)
4. Mr…… Deputy Director (General)
5. Mr……..Deputy Director (Urdu Stenography)
6. Mr…….Deputy Director (English Stenography)
7. Mr…….Deputy Director (FR)
8. Mr…….Deputy Director (OMG)
9. Mr…….Deputy Director (Training)
10. Mrs……Deputy Director (Admn-I)
11. Mr……..Assistant Librarian

20
Continued……
2. Compliance reports on outstanding issues relating
to English Stenography, Admn-II and OMG Wings were
presented by DD(ES), DD(Admn-II) & DD(OMG)
respectively.

3. After elaborate discussion on various outstanding

issues, the following decisions were arrived at:-

i) It was decided that Establishment Division

may be approached for circulation of
foreign training programmes to STI on
regular basis.
ACTION BY DD(ADMN-II)
21
 Continued…..
ii) The Committee constituted for training abroad of faculty
members of STI were directed by DG that the task given
to them needs to be completed on priority basis.

ACTION BY DD(T)/DD(ADMN-II)/DD(ES)/DD(OMG)

iii) The issue of weeding/disposal of old files of STI was discussed

in detail. After elaborate discussion it was decided that the
final lists of files/record of all Sections required to be dispose
of, may be prepared up to 15th August, 2008, so that required
procedure for weeding of that record could be followed with
the help of National Archives of Pakistan (NAP).
ACTION BY ALL CONCERNED OFFICERS/DD(ADMN-II)

22
 Continued……
iv) The unserviceable items lying in the store of STI may be
disposed of at the earliest as per recommendations of the
Auction Committee.

ACTION BY DD(G)

v) It was decided that after vacation of Room No.21 it

should be converted in Staff Room. Proposal for
purchase of necessary electronics and furniture etc. may
also be moved thereafter.

ACTION BY DD(G)
23
 Continued….
vi) It was directed by the DG that all the routine cases
should be submitted/disposed of within the time as
prescribed in relevant rules and delay of any kind should
be avoided at every cost.

ACTION BY ALL CONCERNED OFFICERS

vii) Evaluation proforma of training courses need to be
simplified and made more meaningful. The judge and jury
may be separated at the time of evaluation, so those free
comments are received without any assertion/extraneous
pressure on participants. The task of re-designing of

24
 Continued….
evaluation proforma was assigned to a committee
consisted of:

a) DD(OMG)
b) DD(US)
c) DD(T)
d) DD(Admn-I)

ACTION BY DD(OMG),DD(US), DD(ES), DD(T) AND DD(ADMN-I)

4. The meeting ended at 1.40 p.m. with a vote of thanks to

and from the Chair.

*********
25
 EXECUTIVE COMMITTEE OF THE
NATIONAL ECONOMIC COUNCIL
(ECNEC)
Projects costing Rs.500 million and above. It shall be
presided by the Prime Minister. Composition of the Council
is:-

1. Federal Minister for Finance

2. Federal Minister for Commerce
3. Federal Minister for Communication
4. Federal Minister for Food & Agriculture
5. Federal Minister for Housing & Works
6. Federal Minister for Information & Broadcasting
7. Federal Minister for Investment
26
8. Federal Minister for Labour & Main Power
Continued………

• Federal Minister for Live Stock & Diary Division

• Federal Minister for Planning

• Federal Minister for Privatization

• Federal Minister for Textile & Industry

• Federal Minister for

• Deputy Chairman Planning Commission

27
 CENTRAL DEVELOPMENT WORKING PARTY
(CDWP)

Projects costing Rs.500 million below. Meeting shall be

presided by Deputy Chairman, Planning Commission.
Secretariat of the Commission is Planning Division.

DEPARTMENTAL DEVELOPMENT WORKING PARTY

(DDWP)
Projects costing upto Rs.200 million. Meeting shall be
presided by the Secretary of the concerned Division.
Representation of Finance Division & Planning Division be
associated.
28
 MINUTES OF THE MEETING OF THE CENTRAL
DEVELOPMENT WORKING PARTY (CDWP)
ESTABLISHMENT OF UNIVERSITY OF ENGINEERING
SCIENCE & TECHNOLOGY PAKISTAN (UESTP) – FRANCE
AT KARACHI PART-I (REVISED PC-I)
(Cost Rs.487.306 million, no FEC)

The Chief (S&T) indicated that it was a revised project a cost

of Rs. 487.306 million, while the original project was approved
at a cost of Rs.436.068 million. The major change in the PC-1
were (i) the cost of Rs. 45.50 million for external development
in the original PC-1 was reduced to Rs 6.00 million (ii) the
salary component for the Pakistani faculty and the
administrative staff had been increased from Rs.18.05 million
to Rs.44.52 million (i.e. 140% increase) (iii) the cost of
equipment/for MS programme had been proposed as Rs.64.00
29
Continued……
{

without any details. Another amount of Rs.85.00 million was

to be transferred to UTP France for technical & human
services, without any details.

The Chairman observed that the CDWP was not the

proper forum to approve a salary structure. The HEC was
advised to approach the Prime Minister for approval of
salary structure. Finance Division was also of the view that
HEC should get a policy decision from a competent authority
on the high salary structure proposed in the PC-1.

DECISION

The revision in the PC-1 was approved, whereas HEC

would get approval for the salary structure from the
competent authority. 30
STRENGTHENING/UPGRADATIN OF THE
INSTITUTE OF FOOD, SCIENCE &
TECHNOLOGY (NIFSAT), UNIVERSITY OF
AGRICULTURE, FAISALABAD (AMENDED PC – 1)
(Cost Rs.169.856 million, FEC Rs.50.00 million)
The Chief (S&T) said that the project envisaged upgradation of
Institute of Food Science & Technology to the National Institute of
Food Science & Technology (NIFSAT). The Institute would 06
sections in addition to Food Technology transfer center with focus
on basis and problem oriented industrial research related to food
technology. He said that the project was discussed in the Pre-CDWP
and while agreeing to the other components of the project the
university was advised to include one representative each from HEC
and Planning Commission on the Executive Board of the institute
and elimination of registrar, being a non-technical personnel.
31
Continued……

The Chairman agreed to the proposed components

of the project and advised to help develop the private
sector to develop food industry in Pakistan.

DECISION

The project was approved at a cost of Rs.169.856

million, FEC Rs. 50.00 million

32
 EXTERNAL/PERIPHERAL DEVELOPMENT
OF LAND (356 ACRES) IN SECTOR H-12 AT
ISLAMABAD FOR NATIONAL UNIVERSITY
OF SCIENCE & TECHNOLOGY NUST
(PHASE-IV)_______________________________
(Cost Rs.379.365 million, no EFC
The Chief (S&T) said that a complete sector of H-12 with a total area of 706
acres was allocated to NUST to establish its new campus. A part payment
for the external and peripheral development of land had already been made
to the CDA, whereas it required full payment to initiate development work.
Hence this project related to the peripheral development of remaining 365
acres of land in sector H-12. He said that the project was discussed in Pre-
CDWP and the cost for horticulture was reduced to Rs.30.00 million, salary
component was reduced to Rs.3.264 million and consultancy charges were
reduced to Rs.4.400 million. Hence the total cost of the project was agreed
upon as Rs.299.365 million.
33
Continued….

The Chairman said that the CDA should be paid only

the direct cost for external development, and remaining
part should be undertaken by NUST.

DECISION

The project was approved at a cost of Rs.299.365

million, without EFC. An amended PC-1 would be
submitted to Planning Commission.

34
 EXECUTIVE COMMITTEE OF THE
NATIONAL ECONOMIC COUNCIL
(ECNEC)
MUZAFFARABAD CITY DEVELOPMENT PROJECT (MCDP) –
UMBRELLA PC-I

DECISION

The Executive Committee of National Economic Council (ECNEC)

considered the Summary dated 7th November, 2007 submitted by the
Planning Commission/Planning and Development Division on
“Muzaffarabad City Development Project (MCDP) – Umbrella PC-
I” and approved the project at overall cost of Rs.21,356.50 million
including Chinese loan of US $ 300 million.

35
ACQUISITION OF LAND FOR CONSTRUCTION OF
EXPRESSWAY AND RAILWAY LINE ON EAST BAY OF
GWADAR PORT (LENGTH = 19 KM)

DECISION

The Executive Committee of National Economic Council

(ECNEC) considered the Summary dated 8th November,
2007 submitted by the Planning Commission/Planning and
Development Division on “Acquisition of Land for
Construction of Expressway and Railway Line on East Bay
of Gwadar Port (Length = 19 km)” and approved the project
at the reduced cost of Rs.500.542 million without EFC.

36
DOUBLING OF TRACK FROM KHANEWAL TO RAIWIND

DECISION

The Executive Committee of National Economic Council

(ECNEC) considered the Summary dated November 2007
submitted by the Planning Commission/Planning and
Development Division on “Doubling of Track from Khanewal
to Raiwind” and approved the project at revised cost of
Rs.8,326.181 million including EFC of Rs.3,125.412 million.

37
 CABINET COMMITTEE/BODIES OF
THE FEDERAL GOVERNMENT
SL. NO. NAME OF THE CHAIRMAN SECRETARIAT
BODY/CABINET OF THE BODY ASSISTED BY
COMMITTEE

1. National Economic Council Prime Minister Cabinet Division

(NEC)

2. Inter-provincial Conference -do- -do-

(IPC)

3. Executive Committee of the -do- -do-

National Economic Council
(ECNEC)

4. Economic Coordination -do- -do-

Committee of the Cabinet
(ECC) 38
5. Cabinet Committee on -do- -do-
Privatization (CCOP)
6. Cabinet Committee on -do- -do-
Investment (CCOI)
7. Cabinet Committee on -do- -do-
Agriculture (CCA)
8. Cabinet Committee on -do- -do-
Regulatory Bodies (CCRB)

9. Cabinet Committee on -do- -do-

Energy (CCE)

10. Social Sector Coordination Minister for -do-

Committee of the Cabinet Social Welfare &
(SSCC) Special
Education
11. Secretaries Committee Secretary, -do-
Cabinet Division 39
 ORGANIZING
AND
MANAGING MEETINGS
(C)

40
 ENSURING SUCCESS OF MEETING

All meetings are very important. Following rules are

important for making any meeting successful:-

1. Start meetings on time –

Do not wait for anyone.

2. State the purpose of the meeting clearly-

Such clarifications will help to clearly / define the
issues.

41
 Continued…..
3. State the ideas positively-
Point out the importance of the problem. Also state the
implications and effects of the decisions made in the meeting.
4. Use vivid/clear words –
that will make your ideas sound and interesting

5. Keep the opening remarks short-

Long remarks are not liked and are therefore, not
recommended.
6. Chairman of the meeting should remain impartial-
If possible as such impartiality will force every member to
cooperate and contribute.
42
 Continued…..
7. Watch the pacing of the meeting-
It will help finish the meeting well in time and no
agenda item will remain undecided.

8. Keep the ideas flowing-

It will help in receiving more and more ideas on
the points under discussion.

9. Try to maintain order and reasonableness-

It will help controlling unreasonable discussion.
43
 Continued….

10. Encourage to the point discussion-

Such uncouragement will help stop irrelevant discussion
and so help save the time.

11. Do not allow environment of tension, use humor to

lighten the air-
Tension in between the meeting will stop many participants
from giving their ideas.

12. Pull out all background information-

This will enable the participants to give better ideas for
decision.
44
 Continued….
13. Draw contributions from all members of the group-
All members may not be vocal. Some may be shy.
However, personal efforts of the Chairman can force
them to give useful suggestions/ideas/points for decision.

14. Be sure that everyone has a chance to make his

offering-
Do not allow only few persons to talk and take the floor. It
will deny the shyness from take part in discussion.

15. See that only one person speaks at a time-

All participants should be given opportunity to talk on
their turn.
45
Continued……

16. Pin down opposing point of view-

Opposing and irrelevant discussion should not be
encouraged.

17. Stress cooperation, not conflict-

This can be ensured if the Chairman take personal
pain by giving allocation to all participants.

18. Guide the meeting-

from problem to solution.

46
 Continued….
19. Clarify the contribution-
Clarify unclear points of the participants, if so needed.

20. Use humor to reduce tension-

Humor have very good effect in easing tension. However, it
should be according to the situation and needs.

21. Make frequent summaries during the meeting-

Such summaries should be very short and very clear.

22. Watch your time-

It is the most important aspect.
47
 Continued…..

23. Before closing the meeting:-

I. Point out decisions reached during meeting

II. Point out difference

As it cannot be expected to end in complete agreement

III. Point to future action

Follow up the meeting with the written confirmation of
decisions reached and future action to be taken.
********
48
49