Một số đề xuất nhằm tổ chức các cuộc họp hiệu quả

TAP CHi CONG THIfaNG MOT SO DE XUAT NHAM TO CHlfC CAC CUOC HOP HIEU QUA • PHAM THj MAI ANH T M TAT: Hpp nhom la m6t hoat ddng kh6ng the thieu va diln thu'dng xuyen, lien tuc c5c Enh vLfc kiiih te, gido due hay bS^t cii* ITnh viic nao, Ben canh nhffng cuoc hop can thie^l va quan trong, van rS^t nhi^u cupc hpp lang phi va chi/a difdc to chtfc hieu qua Van de khdng chi khie'n nhilu cd quan bp nganh cua Chinh phii phai chu trpng tim phtfdng an giii quyet, m^ cd cac t^ chtfc, doanh nghiep ngoai Nha ntfdc cung lu6n phdi n6 Itfc di dm giai phdp, nh^m t6 chtfc dtfdc nhtfng cuoc hop thiet thtfc, trdnh lang phi Bai viet ban ve mot so' gidi phdp de to chtfc cdc cupc hpp thtfc stf hieu qua Ttf khoa: Hop trtfe tuy^n, chS't Itfdng cdc cupc hop, cac btfdc hpp, giai quyet van de cuoc hpp D$t va'n d l Trong suo't nhieu nam qua, thtfc trang "khung hoang vi hop" van tiep dien O Viet Nam, thong ke ttf nam 2007, ca ntfdc co 3.000 cuoc hpp Tong chi phi cho cac cuoc hpp vao khoang 1,5 ty d6ng m5i (Bao Di6n tu" Dang C6ng san Viet Nam, 2018) Cho tdi nam 2018, trung binh hang nam, cdc Bp, nganh, dia phtfdng da td chtfc ttf vai tram den gan 2.000 cupc hpp, hpi nghi va dtfdc cdc cd quan, ddn vi khac mdi tham dtf giao ddng ttf 1.000 dS'n khoang 2.500 cudc hop, CO lanh dao mot phai tham dtf ttf 2-4 cupc hpp (Van phong Chinh phii, 2018).Nhtfngs6'heuneu tren cho tha'y, d ntfdc ta hien nay, cdc cd quan, ddn vi va dia phtfdng, tinh trang hpp dien qud nliieu, kem hidu qua, gay lang phi va cdn bp, cdng chtfc khdng thdi gian de giai quye't, xtf ly cdng viec Ngoai ra, mot ty le khdng nho ngtfdi dtf hpp chi lam viec vdi nhtfng thid't bi cdng nghd sd' hidn dai nhtf dien thoai, laptop, may tinh bang ma khong chu y de^n npi dung hop Khdng chi d Viet Nam, cl My cd khoang 11 trieu cudc hop moi ndm va mot phan ba so' khdng dem lai hieu qua (ttfdng dtfdng vdi khoang 37 ty USD bi lang phi, nhtfng cudc hpp thie'u hieu qua gay ra) (SAGA, 2014) 178 So 16-Thang 7/2020 Tham chi cd nhtfng can bd, cdng chtfc cd quan nha ntfdc cdn ttf gpi cdng viec ciia minh 1^ nghe "dihpp" (Didn dan Dan tri Vidt Nam, 2018) Viec giam so' Itfdng cdc cupc hpp va kinh phi t6 chdc cdc cupc hpp gay lang phi da dtfdc nh^c de'n nhir: "cat giam 100% td chtfc Id ddng thd, le khdi cdng, khdnh cdc cong trinh; thdt chdt cdc khoan kinh phi td chtfc hpi nghi, toa dam, hpi thao, " (Quan dpi Nhan dan, 2020) Tuy nhiSn, viec cdt giam cdc cupc hpp khdng phai la tfu tien hang dau, nha't la cac cudc hpp la quan trpng va la vide khdng the bo hdn cdc cd quan, to ehtfe, cdc bien phap thirc thi nham giup to chtfc cdc cudc hpp hidu qua can phai dtfdc dtfa vd thtfc hien cang sdm cang tot M§t sd'dl xuS't giai phap de nang cao chS^l Itftfng cac cupc hpp Mdt Id, phdn bo thdi gian to chiic cdc cage hgp hdp ly Thdi gian tnmg binh cho moi cupc hpp nen keo dai td'i da la 75 phut cho hau he't cdc cudc hpp (Heller, 2006) Neu qud thdi gian moi vien se dd mat tap trung va hieu qua cupc hpp giam Khi dieu hanh mot cudc hpp, ban than ngtfdi chu tri phai chu ddng theo chtfdng trinh Ihao luan da dtfdc chuan hi trtfde; gdp cdc chii de de tranh QUAN TRj-QUANLY lap lai, phdn bd thdi Itfdng cho mdi ndi dung dd thao luan v& cd' gang tuan thu chat che Iich trinh thdi gian Ydu cau cae y kie'n phdt bieu can chuan bi trtfde de tiet kiem thdi gian cudc hpp Khuyd'n khich mpi ngtfdi phat bieu ngan gpn hdp ly va tap trung vao vdn de lien quan Chu y de'n vide kidm sodt thdi gian: Phdn bd thdi gian theo ke' hoach da dinh, chu y thdi gian bat d^u va ket thiie Ne'u mpi ngtfdi muo'n danh nhilu hdn thdi gian da dinh eho mpt va'n di, ngtfdi chu tn dn stf dong thudn ttf ta't ca cdc vien; c^n ndi ro: "Chiing ta da dung het thdi gian quy dinh cho van de rdi Mpi ngtfdi mud'n tie'p tuc danh them 10 phtft cho chu d l nay, hay chung ta se chuyen sang phan tie'p theo nhtf ke'hoach? " Day la mdt cdch hay dd dtfa cupc hpp ve dung Id tnnh thdi gian da dinh HOI Id, ngi0i hop cdn thdc hi$n tdt cdc biidc hop Mot cudc hpp thtfdng diln tie'n theo btfdc cd ban ttf chuan bj, bat dau cupc hpp, thao luan, phdn cdng thtfc hidn va ke't thuc cupc hpp Ngtfdi tham gia hpp can nam ro cac btfdc de dam bao giai quye't triet de cdc vd'n de ttfng btfdc hpp • Chuan M hop: La btfdc dau tien quan trong mdi cudc hpp nhdm Nd'u khdu chuan bi khdng dtfdc thtfc hien nghiem tue va ky Itfdng thi cudc hpp rd't de khdng dat dtfdc muc dieh de ra, gay lang phi thdi gian va khong mang lai ke't qua VI vay, muc dich cupc hpp dtfdc xac dinh, ngtfdi dieu hanh hop cdn len ke' hoaeh cu the cho cudc hpp Ndi dung hpp can dtfdc gtfi trtfde dd mpi vidn dtf hpp cd thdi gian chuan bi - Bat ddu cuoc hop: IChi cuoc hpp bat din, ngtfdi dieu hanh can tid'n hanh man chao hdi, tao khdng than thien va hdp tde Dieu giiip cac vien thoai mdi dtfa y kie'n ddng gdp va lam viec gan ke't hdn Ngtfdi chu tri se vaeh chtfdng trinh cu the, liet ke nhffng diem can thao ludn va neu cac van de trtfde di vdo ndi dung cudc hpp dd mpi ngtfdi ddu bidt tai hp dtf hpp va tap trung suy nghi trtfde Muc tidu eupc hpp co the dtfdc thd'ng nhd't ehinh stfa ne'u can - Thdo luan cuoc hop: Giff cho cupc hpp di dung htfdng: Ngtfdi chu tri eudc hpp cin phan chia va dieu chinh cac cd hdi tham gia thao ludn cho cdc thdnh vidn; chu J dieu ehinh thdi gian phdt bidu cua cde vidn (nd'u ed vien phat bidu qua dai, lac chtf dd) - Ket thiic cuoc hop: Dd xtf ly td't cae van de sau cudc hpp, can thtfc hien td't cdc cdng viec nhtf: Thu thap va tdng hdp thdng tin phan hdi ttf phia thdnh vien tham gia hpp, dieu gi can dtfde edi thien , tdm tat eupc hpp: ngtfdi ehu tri se danh vai phiit ehinh thtfc vdo cudi budi hpp dd ndi ve cdc thdng bao, nhffng van de mang tinh thdng tin, quan trpng Ba Id, can co nhieu kinh nghiem gidi quye't vdn di ndy sinh hgp Mdi eudc hpp deu cd nhtfng van dd edn phai giai quyet, nd ddi hdi ngi/di ehu tri phai xtf ly nhanh chdng dd cudc hpp dien sudn se Dtfdi day la mdt sd' vd'n de thffdng gap ede cude hpp va nhffng gdi y nham giai quye^t cac van de sinh - Thdnh vien den muon: Vi ly nao di chang nffa, cac vien dd'n hop mudn se anh htfdng den stf lidn mach cude hpp, tham chi tao ndn thdi quen xau cho ca nhtfng vien khdc, lam giam tinh nghiem tue cua mpt cupc hpp ehinh thtfe, lam mat thdi gian cua cac cd nhan khdc Day la tinh trang khd phd bie'n cac cude hpp nhdm ndi ridng va td chtfc ndi chung Vi vay, cham dtft tmh trang la dieu rat khdn thid't Sau day la mdt sd each xtf ly du'dc gdi y: + Ludn ludn bat dau cudc hpp dung gid; + Giao cho ngffdi cd thdi quen hay de'n muon mot cdng viec phai lam cuoc hpp de hp khdng cd cd hdi trdn vide; + Sau cudc hop, tim hieu nguyen nhdn khie'n vien dd'n mudn dd tim each giup dd va giai quyd't tridt de van de nay; + Cd thd thd'ng nha't ndi quy ve thdi gian hpp, hinh phat cho ngtfdi hay de'n mudn ne'u la cdc cude hpp mang tinh thtfdng xuyen - Thdi tieu cUc cua thdnh vien: Nhtfng bleu hidn ve thai tidu ctfc cua vien cudc hop cd thd la: Lam vide rieng, ndi chuyen rieng, hoac phan tfng tieu ctfc trtfde moi quan diem hode y kid'n ciia cdc vien khdc Dd'i vdi vien lam vide ridng cudc hpp, ngtfdi chu tri cd the dat cau hdi va yeu cdu nhffng ngtfdi tra ldi, didm danh hoac nhac lai ndi quy bdt dau cupc hpp Hoi nhtfng ngtfdi noi chuyen rieng ve va'n de hp dang thao luan, mdi hp chia se cudc ndi chuyen cho mpi ngtfdi nghe hodc yeu edu hp tie'p tuc cau chuyen sau cude hpp da ke't thuc Trong gid nghi giai lao, ed the hdi ede vien dd xem chuyen gl da xay vdi hp de giiip hp each giai quye't - Thie'u six ddng thudn: Cudc hpp thie'u stf ddng thuan cdc vien ctfng nhac btfdc thao luan va giai quye't van de hp eo thd tranh luan gid'ng ma khdng dtfa thdng tin gi mdi De xtf ly finh trang ndy, giai phdp tinh the la tini nhffng So 16-Thang 7/2020 179 TAP CHl CONG THlfdNG van de hode ITnh vtfc nhd hdn de nhat tri, hay tham chi chia nhd cac van de de di tim de'n nhffng didm chung nhd't Phat tridn va md rpng didm chung nha't dd tao srf dong thudn Idn hdn Ben canh do, ngtfdi chu tri cd the hoi cdc thdnh vien xem can ed nhtfng ye'u to nao dt dat dtfdc stf nha't tri va thao luan nhffng hau qua cua viee khdng nha't tri de cac vien dtf hpp hidu rd ban eha't va'n dd Ve Idu dai, td chtfc, cd quan can dtfa ede quy tdc, ed quy dinh cu the ve cdch thtfe quye't dinh cude hpp dd dam bao rang mpi vien deu ndm dtfdc va thd'ng nhd't lam theo - NhUng cd nhdn chd'ng do'i: Cde hdnh vi dac trtfng cua va'n de ta: cdc vien dtf hpp ngat ldi hoac la'n at ngtfdi khdc, mdt sd' ngtfdi giff im lang, van de dtfdc ndi bdng gid chtf khdng neu chinh thtfc cupc hpp, Viec chd'ng dd'i co thd bieu hien bdi nhtfng mau thudn khdng lanh manh nhtf: che' nhao va edng kich ed nhdn, cd nhffng ctf chi qud khich, Do vay, edn nhanh chdng dep bd stf ehe' nhao va cdng kieh ed nhdn, dep bd cdc cd nhan dtfdng dau trffc tie'p vdi nhffng van de Mdt so' giai phdp de xtf ly hien Iffdng la: td chtfc de quy tac thao luan chung, tich ctfc thu htft y kien Ngrfdi chu tri ciing cd the yeu cdu mdt vien khac cudc hpp khuyen nhii Cii nhan chd'ng dd'i Thanh vien dd cd the la ngtfdi drfdc ca nhan dd tin trfdng hoac hay chia se Ngrfdi chii tri yeu cau cac vien tdp trung vao hanh vi thay vi cdng kich tinh each ca nhan - Su buon te cuoc hgp: Bieu hien cua van de thtfdng la: ngtfdi tham gia hpp thu ddng, khdng tham gia ddng gdp y kien, khdng quan tam de'n phan tnnh bay hoac y kie'n cua cac vien khdc, cudc hop chi cd mdt ngrfdi trinh bay, Vd'n de cd the Id stf tin ttfdng lan bi giam sut khie'n cdc vien dtf hpp khdng mud'n edi md chia se eung nhtf cd nhffng y kie'n ddng gdp mang tinh xay drfng - Vdn de id phia ngUdi chu tri Trong mdt sd' trffdng hdp, ngrfdi chu tri eudc hpp lai la cdn nguyen ciia van de, Nhieu ngrfdi chu tri, vd'n la cdc nha quan ly thrfdng mdc mdt hai sai idm Sai lam thtf nha't la tiep tuc hanh dpng nhtf mpt vj se'p truyen thd'ng qua vide menh lenh ve each thffe thtfc hien nhiem vu cua nhdm Sai idm thtf hai la nghi rang hp "dtfdc trao quyen" va cd the td chffc hpp theo y chu quan eua hp Mdt so' gdi y hffu ich cho ede cupc hpp trffc tuyen Cac cudc hpp dffde tid'n hdnh qua mang 180 So 16-Thang 7/2020 mtemet stf dung cdc cong cu hd trd cdng ngh^ dong bp cd chtfc ndng hop hidu qua nhtf gdp mil trtfe tiep (nhff Skype, Zoom, Google Meet, ) Tuy nhien, vide hpp trffc tuydn eung cd nhffng khd khdn rieng nhtf khd dd nang cao stf cam thdng vdi ngffdi khac, dd sa da vao nhffng cdng vide da nhiem v6 ich ban dang khdng d cung khdng gian vdt ly vdi hp Dd mdt cudc hpp trtfe luyen dtfdc nhtf y va hieu qua, edn ndi cho mpi ngtfdi trtfde man hinh nhtfng hanh vi lam viec ridng can trdnh (nhtf dpc email, chdi game len tren mdy tinh, ) cudc hpp dang dtfdc tie'n hanh Mot muc tieu quan trpng cua hau he't cac cudc hpp la dd dtfa ede quyd't dinh dtfa tren stf tham gia tdi da ciia cde vien, vl vdy hay ludn nhd rang mpi ngtfdi se 1dm vide td't nhd't vdi nhffng ngtfdi da c6 hieu bie't ve Do do, d nhffng cupc hpp lan dau tien cd thd ehpn dd gffi anh eiia nhffng ngffdi dtf hpp cung vdi mdt ban ly lieh eho mpi ngtfdi xem qua trtfde Stf giao tie'p gitfa cde vien cd the dien cung vdi viec phd bien chffdng trinh nghi sif ciia cudc hpp va cac tdi Ueu hd trd khac Drfdi day la mdt sd gdi y va de xuat them cho viec lanh dao va tham gia vao cdc cupc hgp trtfe tuye'n, dtfa tren cac tinh nang ddc ddo eua cac cudc hpp trffc tuyen; - De ta't ca nhffng ngffdi tham gia cudc hpp dam thoai trffc tuyd'n (audio meeting) ndi bdt ddu cupc hpp dd mpi ngffdi quen thudc vdi gipng ndi eua nhffng ngtfdi khdc - Nhde nhd mpi ngtfdi vd muc dich cua cuOc hpp vd eac ke't qua quan trpng ban hy vpng ci nhdm dat dtfdc - Lang nghe hoac xem nhtfng ngffdi khdng tham gia va yeu cau hp thffdng xuyen ve y ttfdng hodc de xuat thdm cho cac cudc thao luan - Tdm tdt trang thai eua eudc hpp theo thdi gian - Ne'u eudc hpp la mdt hpi nghi dam thoai trtfe tuye'n (audio conference) dtfng khuye'n khich mpi ngtfdi kdt nd'i ttf dien thoai di dpng vi nhffng rui ro tiem an ve eha't Itfdng am - Bdi VI khdng thd hien dtfdc he't ngdn ngff cd the de ttfdng tac vdi cdc vien, hay yeu cau cac vidn khdc cdt nghTa va ndi rd y dinh cua hp ne'u ban khong chdc chdn \e ta't ca nhffng ldi hp truyen dat - Ne'u dd phdi rdi di trffdc cudc hpp ket thiic, thdng bdo cho ngtfdi td chtfc trtfde Ddng xua't cdng khai vd nhanh chdng ban rdi di thay vi vdn dd ket nd'i cudc hpp • QUAN TRj-QUANLY TAI LUPU THAM KHAO: Amos, J (2002) Making meetings work (2nd edition ed.) Oxford: Oxford Bdo Dien ttf Dang Cpng sdn Vidt Nam (2018) Xay difng Dang: "Hien ke" gidm hpp MEinh Quan (2018) Xin diing de "hop" bidn thiinh "hanh" Heller, R (2006) Cam nang qudn ly hieu qud - Qudn ly nhdm TP Ho Chi Minh: Nhd xudt ban Tong hop TP Ho Chi Minh Hoa Huydn (2020) Ciing ban luan: Bdt hgp m^ viec van troi SAGA (2014) Nhffng sai lam cupc hpp tieu tdn 37 ty moi nam Hodng Anh (2018) Giam sd lu'dng, ndng cao chat lUOng cdc cudc hpp Conducting a Meeting Conducting Effective Meetings 10 Meeting Strategies for Group Work