Chandigarh: In an effort to strengthen administrative efficiency and improve decision-making processes, the Haryana Government has circulated the Union Government’s “Guide on Conducting Effective Meetings” among all IAS officers of the state. Chief Secretary Sh. Anurag Rastogi on Monday issued a communication forwarding the guide received from the Cabinet Secretariat, Government of India, to all IAS officers of the state.
The communication refers to a letter issued by Cabinet Secretary Dr. T.V. Somanathan. The Cabinet Secretary, in his communication to all Chief Secretaries across the country, observed that while civil servants often focus on major policy issues, improvements in routine administrative practices can significantly enhance governance and professional effectiveness. He noted that many officers feel the need for practical guidance on day-to-day administrative functions that are rarely covered during formal training but play a crucial role in improving public service delivery.
According to the advisory, routine official meetings consume a significant portion of an officer’s working day. However, meetings frequently begin late, lack clear objectives, involve unnecessary participants and often conclude without concrete decisions or follow-up action. The guide has therefore been designed to help officers conduct meetings that are structured, time-bound, participative and outcome-oriented.
The document advises officers to first determine whether a meeting is actually necessary or whether the objective can be achieved through emails, telephone calls or written communication. Where meetings are required, departments have been asked to clearly define the purpose, circulate the agenda and background material well in advance, invite only relevant participants and sequence agenda items logically to ensure productive discussions.
The guide recommends that meetings should start and conclude on time, encourage open discussions, promote two-way communication and ensure that every participant gets an opportunity to contribute. It also suggests assigning specific responsibilities such as facilitator, minute-taker and timekeeper to improve meeting management and maintain focus on decisions and action points. Virtual participants should also be actively engaged during hybrid meetings.
To improve accountability, the advisory recommends that minutes of meetings should preferably be issued within two to three days, clearly identifying action points, responsible officers and timelines for implementation. The guide also contains model formats for meeting notices, minutes of meetings, selection committee proceedings, finance committee meetings and stakeholder consultations to bring greater uniformity and professionalism to official records.
The Cabinet Secretary has also urged Chief Secretaries to circulate the guide among civil servants working under their jurisdiction and requested Administrative Training Institutes to incorporate these behavioural practices while training young State Civil Service officers. He emphasised that small improvements in routine administrative functioning, when adopted consistently, can collectively lead to better governance, improved efficiency and higher-quality public service delivery.
