D’S PLACE CONSULTANCY SERVICES

(14/2-B) | Myay Ni Gon Zae.Street | San Chaung Township | Alone District |

Yangon | MYANMAR
Email: chenaddy.dfb@gmail.com | Tel: +95 (0) 9 4456 48848

Areas for Improvement:

Action Steps for Better Organized Meetings
Based on the survey findings, here are the key areas for improvement and corresponding action
steps to enhance the effectiveness and organization of meetings within the organization:

1. Scheduling Conflicts and Frequency of Meetings

Findings:
- Difficulty in aligning free time across different departments.
- Irregular meeting schedules due to workload and overlapping meetings.
Areas for Improvement:
- Consistent Scheduling: Establish a regular schedule for different types of meetings.
- Flexibility: Allow for flexibility to accommodate urgent tasks and overlapping
commitments.
Action Steps:
- Create a Master Meeting Calendar: Develop a comprehensive calendar that includes all
regular and special meetings. Share this calendar with all departments to avoid conflicts.
- Set Standard Meeting Times: For example, have regular monthly meetings on the first
Monday of each month and project-specific meetings every Thursday.
- Allow for Buffer Time: Schedule buffer periods between meetings to prevent overlap and
give participants time to prepare.

2. Clear Objectives and Agendas

Findings:
- Meetings often lack clear objectives and agendas, leading to inefficiency and
unproductive discussions.
Areas for Improvement:
- Defined Objectives: Ensure every meeting has a clear purpose and set objectives.
- Pre-shared Agendas: Distribute agendas well in advance.
Action Steps:
- Agenda Templates: Develop standardized templates for meeting agendas that include
objectives, key discussion points, and expected outcomes.
- Pre-meeting Preparation: Send agendas at least three days before the meeting to allow
participants to prepare.
- Objective Statements: Clearly state the objective of each meeting at the beginning to
keep discussions focused.

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Building Capacity for the Community by the Community
 D’S PLACE CONSULTANCY SERVICES
(14/2-B) | Myay Ni Gon Zae.Street | San Chaung Township | Alone District |
Yangon | MYANMAR
Email: chenaddy.dfb@gmail.com | Tel: +95 (0) 9 4456 48848

3. Active Participation and Engagement

Findings:
- Limited participation from all team members.
- Concerns about meetings not allowing space for all opinions and viewpoints.
Areas for Improvement:
- Encourage Inclusivity: Promote a culture where every participant feels valued and heard.
- Interactive Formats: Use meeting formats that encourage participation.
Action Steps:
- Facilitation Training: Provide training for meeting facilitators on how to encourage
participation and manage discussions.
- Round-Robin Discussions: Implement round-robin techniques to ensure everyone has a
chance to speak.
- Breakout Sessions: Use breakout groups for larger meetings to foster more intimate and
detailed discussions.

4. Effective Follow-Up and Accountability

Findings:
- Decisions made in meetings are often not followed through effectively.
- Lack of accountability for meeting outcomes.
Areas for Improvement:
- Document and Follow-Up: Ensure meeting outcomes are documented and followed up.
- Assign Responsibilities: Clearly assign tasks and responsibilities.
Action Steps:
- Detailed Minutes: Appoint a note-taker for each meeting to document key points,
decisions, and action items.
- Action Item Tracker: Create a shared action item tracker that assigns responsibilities and
deadlines for each task.
- Regular Check-Ins: Schedule brief check-ins to review the progress of action items and
address any issues.

5. Use of Technology and Virtual Meetings

Findings:
- Challenges with virtual meetings, such as unstable connections and difficulty coordinating
online.
Areas for Improvement:
- Reliable Technology: Ensure that virtual meetings run smoothly.
- Training: Equip staff with the skills to use virtual meeting tools effectively.

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Building Capacity for the Community by the Community
 D’S PLACE CONSULTANCY SERVICES
(14/2-B) | Myay Ni Gon Zae.Street | San Chaung Township | Alone District |
Yangon | MYANMAR
Email: chenaddy.dfb@gmail.com | Tel: +95 (0) 9 4456 48848

Action Steps:
- Platform Standardization: Choose a reliable virtual meeting platform and standardize its use
across the organization.
- Technical Support: Provide technical support and troubleshooting guides for common virtual
meeting issues.
- Virtual Meeting Etiquette: Develop and share guidelines for virtual meeting etiquette to
improve efficiency and professionalism.

6. Documentation and Transparency

Findings:
- Poor documentation and transparency in meeting outcomes and decision-making processes.
Areas for Improvement:
- Transparent Documentation: Improve documentation practices to enhance transparency
and accountability.
- Accessible Records: Ensure meeting records are easily accessible to all relevant stakeholders.
Action Steps:
- Centralized Document Repository: Use a shared drive or document management system to
store all meeting minutes, agendas, and related documents.
- Meeting Summaries: Provide concise summaries of key points and decisions to all
participants immediately after the meeting.
- Feedback Loop: Implement a feedback mechanism for participants to comment on meeting
processes and suggest improvements.

7. Alignment with Organizational Goals

Findings:
- Meetings sometimes do not align with broader organizational goals and objectives.
Areas for Improvement:
- Goal Alignment: Ensure meetings are purposefully aligned with the organization's strategic
goals.
Action Steps:
- Goal-Oriented Agendas: Link meeting agendas to specific organizational goals and
objectives.
- Performance Metrics: Use key performance indicators (KPIs) to measure the effectiveness of
meetings in contributing to organizational goals.
- Regular Reviews: Periodically review meeting practices and their alignment with
organizational strategies.

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Building Capacity for the Community by the Community