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 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).

178 So 16-Thang 7/2020

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
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 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
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 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"... < />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. < />6. SAGA. (2014). Nhffng sai lam trong cupc hpp tieu tdn 37 ty do moi nam. < />7. Hodng Anh (2018). Giam sd lu'dng, ndng cao chat lUOng cdc cudc hpp. < />8. Conducting a Meeting < />9. Conducting Effective Meetings < />10. Meeting Strategies for 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.
So 16-TInang 7/2020 181