TAP CHi CONG THIfaNG
MOT SO DE XUAT NHAM TO CHlfC CAC CUOC HOP HIEU QUA
• PHAM THj MAI ANH
T 6 M TAT:
Hpp nhom la m6t hoat ddng kh6ng the thieu va diln ra thu'dng xuyen, lien tuc trong 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 con rS^t nhi^u cupc hpp lang phi va chi/a difdc to chtfc hieu qua. Van de nay 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 trong cuoc hpp.
1. D$t va'n d l
Trong suo't nhieu nam qua, thtfc trang "khung hoang vi hop" van con tiep dien. O Viet Nam, thong ke ttf nam 2007, ca ntfdc co 3.000 cuoc hpp.
Tong chi phi cho cac cuoc hpp nay vao khoang 1,5 ty d6ng m5i ngay (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 ngay 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 ra qud nliieu, kem hidu qua, gay lang phi va cdn bp, cdng chtfc khdng con 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 trong so' nay khdng dem lai hieu qua (ttfdng dtfdng vdi khoang 37 ty USD bi lang phi, do nhtfng cudc hpp thie'u hieu qua gay ra) (SAGA, 2014).
Tham chi cd nhtfng can bd, cdng chtfc trong 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 thanh 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 khi cac cudc hpp la quan trpng va la vide khdng the bo hdn trong cdc cd quan, to ehtfe, cdc bien phap thirc thi nham giup to chtfc cdc cudc hpp hidu qua can phai dtfdc dtfa ra vd thtfc hien cang sdm cang tot.
2. 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 nay. moi thanh 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
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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 thanh vien; c^n ndi ro: "Chiing ta da dung het thdi gian quy dinh cho van de nay 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 5 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 nay de dam bao giai quye't triet de cdc vd'n de trong ttfng btfdc hpp.
• Chuan M hop: La btfdc dau tien quan trong 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, ngay khi 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 thanh 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 khi than thien va hdp tde. Dieu nay giiip cac thanh vien thoai mdi dtfa ra y kie'n ddng gdp va lam viec gan ke't hdn. Ngtfdi chu tri se vaeh ra chtfdng trinh cu the, liet ke nhffng diem can thao ludn va neu cac van de nay trtfde khi di vdo ndi dung cudc hpp dd mpi ngtfdi ddu bidt tai sao 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 trong 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 thanh vidn (nd'u ed thanh 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 khi 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 ra sudn se. Dtfdi day la mdt sd' vd'n de thffdng gap trong ede cude hpp va nhffng gdi y nham giai quye^t cac van de nay sinh.
- Thdnh vien den muon: Vi ly do nao di chang nffa, cac thanh vien dd'n hop mudn se anh htfdng den stf lidn mach trong cude hpp, tham chi tao ndn thdi quen xau cho ca nhtfng thanh 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 trong cac cude hpp nhdm ndi ridng va trong td chtfc ndi chung. Vi vay, cham dtft tmh trang nay 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 trong cuoc hpp de hp khdng cd cd hdi trdn vide;
+ Sau cudc hop, tim hieu nguyen nhdn khie'n thanh vien dd'n mudn dd tim ra 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 do tieu cUc cua thdnh vien: Nhtfng bleu hidn ve thai do tidu ctfc cua thanh vien trong 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 thanh vien khdc. Dd'i vdi thanh vien lam vide ridng trong cudc hpp, ngtfdi chu tri cd the dat cau hdi va yeu cdu nhffng ngtfdi nay tra ldi, didm danh hoac nhac lai ndi quy khi 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 khi cude hpp da ke't thuc. Trong gid nghi giai lao, ed the hdi ede thanh vien dd xem chuyen gl da xay ra vdi hp de giiip hp each giai quye't.
- Thie'u six ddng thudn: Cudc hpp thie'u stf ddng thuan khi cdc thanh vien ctfng nhac trong btfdc thao luan va giai quye't van de. hp eo thd tranh luan gid'ng nhau ma khdng dtfa ra thdng tin gi mdi. De xtf ly finh trang ndy, giai phdp tinh the la tini nhffng
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TAP CHl CONG THlfdNG
van de hode ITnh vtfc nhd hdn de nhat tri, hay tham chi chia nhd cac van de ra de di tim de'n nhffng didm chung nhd't. Phat tridn va md rpng didm chung nha't nay 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 thanh vien dtf hpp hidu rd ban eha't va'n dd. Ve Idu dai, td chtfc, cd quan can dtfa ra ede quy tdc, trong do ed quy dinh cu the ve cdch thtfe ra quye't dinh trong cude hpp dd dam bao rang mpi thanh 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 nay ta: cdc thanh 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 ra chinh thtfc trong 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 nay. Mdt so' giai phdp de xtf ly ngay hien Iffdng nay la: td chtfc de ra quy tac thao luan chung, tich ctfc thu htft y kien. Ngrfdi chu tri ciing cd the yeu cdu mdt thanh vien khac trong 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 thanh vien tdp trung vao hanh vi thay vi cdng kich tinh each ca nhan.
- Su buon te trong cuoc hgp: Bieu hien cua van de nay 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 thanh vien khdc, cudc hop chi cd mdt ngrfdi trinh bay,... Vd'n de cd the Id do stf tin ttfdng lan nhau bi giam sut.
khie'n cdc thanh 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 trong hai sai idm. Sai lam thtf nha't la tiep tuc hanh dpng nhtf mpt vj se'p truyen thd'ng qua vide ra 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
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 khi ban dang khdng d trong 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,...) trong khi cudc hpp dang dtfdc tie'n hanh. Mot muc tieu quan trpng cua hau he't cac cudc hpp la dd dtfa ra ede quyd't dinh dtfa tren stf tham gia tdi da ciia cde thanh 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 nhau. 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 thanh vien cd the dien ra 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 khi 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 thanh.
- Bdi VI khdng thd hien dtfdc he't ngdn ngff cd the de ttfdng tac vdi cdc thanh vien, hay yeu cau cac thanh 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 ai dd phdi rdi di trffdc khi cudc hpp ket thiic, thdng bdo cho ngtfdi td chtfc trtfde. Ddng xua't cdng khai vd nhanh chdng khi ban rdi di. thay vi vdn dd ket nd'i cudc hpp •
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TAI LUPU THAM KHAO:
1. Amos, J. (2002). Making meetings work (2nd edition ed.). Oxford: Oxford.
2. Bdo Dien ttf Dang Cpng sdn Vidt Nam. (2018). Xay difng Dang: "Hien ke" gidm hpp.
<htlp://dangcongsan.vn/xay-dung-dang/hien-ke-giam-hop-49J945.html>
3. MEinh Quan (2018). Xin diing de "hop" bidn thiinh "hanh"... <https://dantri.com.vn/blog/xin-dung-de-hop-bien- thanh-hanh-2018043004592932.htm>
4. 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.
5. Hoa Huydn (2020). Ciing ban luan: Bdt hgp m^ viec van troi. <https://www.qdnd.vn/cung-ban-tuan/bot-hop-ma- viec-van-troi-615]93>
6. SAGA. (2014). Nhffng sai lam trong cupc hpp tieu tdn 37 ty do moi nam. <http://www.saga.vn/nhung-sai-tam- trong-cuoc-hop-lieu-ton-37-ty-do-moi-nam~-31726>
7. Hodng Anh (2018). Giam sd lu'dng, ndng cao chat lUOng cdc cudc hpp. <http://vpcp.chinhphu.vn/Home/Giam-so- luong-nang-cao-chat-tuong-cac-cuoc-hop/20!83/23549.vgp>
8. Conducting a Meeting <http://www.skillsyouneed.com/ips/conduct-meeting.html>
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10. Meeting Strategies for Group Work <https://uwatertoo.ca/centre-for-teaching-excellence/teaching- resources/teaching-tips/alternatives-lecturing/group-work/meeting-strategieS'help-prepare-students-group-work>
Ngay nhgn bai: 2/6/2020
Ngay phan bi$n ddnh gia va suFa chffa: 12/6/2020 Ngay chap nh^n dang bai: 22/6/2020
Thdng tin tdc gid:
ThS. PHAM THI MAI ANH
Khoa Quan tri Van phong - Trrfdng Dgi hpc N^i vu Ha N^i
SOME SOLUTIONS FOR ORGANIZING EFFECTIVE AND ECONOMICAL GROUP MEETINGS
• Master. PHAM THI MAI ANH Faculty of Office Administration Hanoi University of Home Affairs
ABSTRACT:
Group meeting is an indispensable activity and has been arranged regularly in vanous fields sueh as economic and education sectors. Besides necessary and important meetings, there are still many wasteful and ineffective meetings. The goverment, non-state organizations and businesses are deeply concerned with this issue and always seek solutions in order to improve the quality of meetings. This paper presents some solutions for organizing effecUve and economical group meetings.
Keywords: Online meeting, quality of meetings, stages of meetmg, solvmg problems m meetings.
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