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Be a partner in development of the Nation

Bharat Vikas Parishad is striving for the development of the Nation. You can also participate in this effort  by (a) becoming a member of Bharat Vikas Parishad, (b) enrolling yourself as a “Vikas Ratna” or “Vikas Mitra”  and (c)  donating for various sewa &  sanskar projects.

Donations to Bharat Vikas Parishad are eligible for income tax exemption under section 80-G of Income Tax Act. Donations may kindly be sent by cheque / demand draft in favour of Bharat Vikas Parishad, Bharat Vikas Bhawan, BD Block, Behind Power House, Pitampura, Delhi-110034.


 
 

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Successful Organization of Special Events - Programmes / Meetings
Ways to improve bottom Line

 - S. K. Verma I.F.S (Retd.), National Patron BVP

We share a joint responsibility of Implementation of specific policies and programmes of the BVP. Remember the basic aim of the all programmes is to strengthen the organization -Bharat Vikas Parishad. We, one and all members of the Branch, have to work for the Identity of BVP as a dynamic and vibrant socio-cultural voluntary organization in all fields of human endeavour viz. cultural, social, academic, moral, spiritual and  a service-cum-sanskar oriented, non-political Voluntary Organization at national and international level by promoting a sense of patriotism, national unity and Integrity. “To become truly great, one has to stand with people, not above them.” 

1. Main Organizational objectives are 
 a)
    to ensure a harmonious and integrated approach in Policy/ Administration / Project activities/ Special

b)    to resolve the issues and problems that arise during implementation.

c)    to co-ordinate and integrate efforts by the various Branches/ Prant / Zone or our sister organization’s Agenda in implementing programmes,

d)    to seek advice from NGB or takes help from Organization or a designated person with expertise an experience on specific subject matters.

e)    To motivate & mobilize members of BVP Branches to appreciate future challenges in social environment and Sectors and to facilitate the fulfillment of objectives.

f)     To strengthen mutual contact (Sampark) and provide guidance for the 'On-going' Project activities in a spirit of “give and take”.

g)    To adopt positive methods of Counseling through establishing personal contacts with Officebearers of Zonal, Prant and Branch.

h)    To generate new activities befitting local conditions through inviting proposals from Zones and Prants in accordance with the prevalent 'Guidelines' of BVP Vision.

i)      To support the policy and are feasible to achieve.                              

2. Keep Supplementary Objectives also in the forefront:Formulate and ensure that Organizational objectives are met:
1.
    to ensure a harmonious and integrated approach in Policy/ Administration / Project activities/ Special Projects like IRD under Jindal Foundation & BVP.

2.    to resolve the issues and problems that arise during implementation.

3.    to co-ordinate and integrate efforts by the various Branches/ Prant / Zone or our sister organization’s Agenda in implementing programmes,

4.    to seek advice from NGB or takes help from Organization or a designated person with expertise an experience on specific subject matters.

5.    To motivate & mobilize members of BVP Branches to appreciate future challenges in social environment and Sectors and to facilitate the fulfillment of objectives.

6.    To strengthen mutual contact (Sampark) and provide guidance for the 'On-going' Project activities in a spirit of “give and take”.

7.    To motivate & mobilize members of BVP Branches to appreciate future challenges in social environment  and Sectors and to facilitate the fulfillment of objectives.

8.    To strengthen mutual contact (Sampark) and provide guidance for the 'On-going' Project activities in a spirit of “give and take”.

9.    To adopt positive methods of Counseling through establishing personal contacts with Office bearers of Zonal, Prant and Branch.

10.  To generate new activities befitting local conditions through inviting proposals from Zone and Prant  in accordance with the prevalent 'Guidelines' of BVP Vision namely

(a) Overall increase of 20 % in membership and Number of BVP Branches

(b) Each State must organize a Workshop with at least one night stay.

(c) Each Branch to undertake one Permanent Project and

(d) Each Branch to adopt a Village / or an Urban Slum for Sewa & Sanskar Project

12   To identify and groom future Activists in the Fields of Sewa & Sanskar Sectors.

      3.    Basic role of the Programmes/ Functions/ Meetings

a.    to ensure a harmonious and integrated approach In Policy/ Administration / Project activities/ Special occasion etc.

b.    to resolve the issues and problems that arise during implementation.

c.    to co-ordinate and integrate efforts by the various Branches/ Prant / Zone or our sister organizations /agencies in implementing programmes;

d.    to seek advice from:- NGB or takes help from Organization or a designated person with expertise and  the experience on specific subject matters, whether the event is still relevant and still suitable.

e.    to formulate and ensure that Organizational objectives support the policy and are feasible to achieve.

4  Supplemental Role of any event / Meeting/ Programme. Each event is unique, with its own character, purpose and requirements. Every meeting has a specific objective. The agenda and the schedule of the meeting must be well planned in order to ensure that the meeting is conducted effectively. A meeting that is well-planned and well-managed will facilitate effective participation.

6   Events/ Meetings / Programmes are for
(a) Organizational Commitment

Ø  To promote, develop and support a management system. (Formulate organization's policy and objectives/ Provide resources.      

Ø  To implement management system (Provide resources. Encourage personnel)

Ø  To Improve management system (Perform reviews/ Provide resources to Improve the system)

  (b) Organizational Policy

Ø  To serve organization's purpose and meet requirements with commitment to continuous Improvement.

Ø  To facilitate the development of objectives.

Ø  To formulate and ensure that your objectives support the policy and are measurable. Set for functional areas and Set at organizational levels.

Ø  To communicate and review programmes- Sewa / Sanskar & Permanent Projects constantly to ensure that these are still suitable. 

We have to Re-Learn ways and means for (the Art of) management of meeting --to improve your value to meeting and Its content through careful planning. The event  is  either excellent, Good, Satisfactory, good or Poor. An event can be an excellent use of time when they are well run. Unfortunately, the converse is also true, and the fact Is these are Poorly run as these are not well organized and because these are Unproductive, time wasting, never start and ends up in time and frustrating. 

Remember

  1. Each event is different and unique with its  own character, purpose and requirements. Use the nomenclature accurately- Programmes + Meetings (Routine /Special), Workshop. Seminar, Conference. Usually the nomenclature specifies the contents as given below.

·     Meetings - Knowledge Interfaces to come Into conformity with the views, wishes, or opinions of for General Review, Framing Policy! Future Action Plans.

·    Seminars - Presentation by experience papers, Case study by professionals/ members/    Subject talk,groupthink, debate, dialogue, discourse, discussion

·    Workshops-Subject and practical exercise to formulate ::>roposals. emphasizes problem solving or acreative writing workshop

·     Conference - Major event-quarterly, half-yearly, annual or bl-annual etc. A major meeting for an exchange of ideas.

  1. Every event has a specific objective. Anticipate all elements of meeting.
     
  2. Assess what is to your participants and your sponsors, Objectives / Theme / Participation level I Invitees / Cost and coordinating/ publicity to promote Theme
     
  3. Do your 'Home Work' properly. Requires preparation and discipline, but doing so can make a huge difference to the productivity of your organization.
     
  4.  Planning in advance - quite useful to run meetings more effectively, efficient and creative design, logistics,

6.  Assess what is most important through careful planning.

7. Decide and Plan for efficient and creative design, logistics, implementation, Financial management and sponsorship.

8. Increase the perceived value of meeting through creative and value-driven elements. 

We must know how best to manage Meetings/Special Events

Special Events / Meetings are meant to

  • Formulate organization's policy and objectives and to ensure that the objectives and activities support the basic  policy of the BVP Organization

  • Serve organization's purpose and meet requirements with commitment to continuous Improvement.

  • Promote, develop and support a management system measurable.

  • Implement management system (Provide resources. Encourage personnel)

  • Improve management system (Perform revlews/ Provide resources to Improve the system)

  • Set the functional areas at Branch and at Central levels.

  • Seek advice from NGB on Organisational matters  or from a designated person

  • Invite Experts from Subject Matter Specialists with expertise /agencies in implementing programmes; and on Communicate and Review Programmes/Projects and to initiate new projects

  • Facilitate the development of objectives, to resolve the issues and problems that arise during implementation.

  • Co-ordinate and integrate efforts by the various Branches/ Prant / Zone or our sister organizations

And last but not the least

Set the basic role of the Programmes/ Functions/ Meetings is to ensure a harmonious and integrated approach In Policy/ Administration / Project activities/ Special occasion etc.

 Basic steps :
A   Before the Event/Meeting:

  1. Divide the management of main functions into Working Groups with assigned specific functions such as Fund raising / Reception/ Lodging/Boarding.
  2. Appoint -Master of Ceremony.
  3. Dispatching Notice of Meeting
  4. Pre-Meeting Discussion - Informing participants about the adherence of time and desirable etiquette Ensuring that Working Papers from concerned participants /Agency are ready for discussion-For Seminar/ Workshop: Set main Theme and divide it into Sub Themes  for specific issue /problem~ to be solved OR Solutions details to be worked.
  5. Ensuring All facilities in the Meeting Room Are Ready for Use conforming to attendance of participants
  6. Prepare a List of participants -Arrange Registration of all participants for recording the attendance.
  7. Distribute the meeting agenda a day, before the meeting and ensure that everyone has access to any relevant background materials.
  8. Pre-Meeting Discussion - Informing participants about the adherence of time and desirable etiquette.

B    During the Event/Meeting: 

1.   All participants should be involved by dividing them into Groups: For intense discussion and recommendations Set Specific time frame for discussions /ThInk Tank I Recommendations of each Group to be presented

2.    Appoint Chairman of the sessions and/ or session  and another competent person to conduct the programme / function in

  1. Strict business like manner aimed to achieve end results.
  2. Inform the time frame, number of participants, and the time for each speaker.
  3. For time control. keep a Stop watch or Clock and inform the signals of the Chairman when to wind up.
  4. All participants to adhere to soeak on relevant points only . No  repetition of the subject matter is welcomed…..Leave the rest as all participants are aware of the subject matter. No poetry or stories be welcomed.
  5. Every speaker has to restrict to salient points with in the limited time and NOT TO DIVERT from the subject.
  6. Recording of Minutes of Meeting:  Designate members as Rapporteurs (who have the capabilities and experience) as they have to summarize the minutes , recommendations etc. for the reports, studies, etc. for a committee or conference)

  7. Summing up the consensus of view for decisions taken
  8. START IN TIME AND END IN TIME.

Golden Rules of management of meetings / Programmes / events:

1.  Run your meetings, as you would like to have others run for you. Always be considerate of others. All others rules flow from this principle.

2.  Be prepared and ensure that all participants are comfortable. Distribute meeting Agenda a day before the meeting and make sure every one has access to any relevant background. Materials. Participants should come prepared for the meeting after the review of Agenda & background materials. NO ONE SHOULD BE PRESENT IN THE MEETING without knowing why he/she is there and what is supposed to be accomplished.

3.   Stick to the schedule: Start the meeting in time and end it on time. Participants arriving late and show a lck of consideration for all those who were on time. If all participants know that the Organizer will start on time , there is more greater likelihood that every one else will make the effort to be puunctual. It is  important to :

ü  Keep the agenda realistic.

ü  Chairman should inform the allotted time to each speaker and control it effectively. If speaker narrates stories and irrelevant Issues, one should Intervene and divert him to spare time for other speakers. Every speaker has to stick to the specific points onlv and NOT TO DIVERT from the subject in stories / poetry etc.

ü  Regular Routine Meetings should be scheduled at a time that is reasonably convenient for the participants. If in convenient times (after official work day )can have NEGATIVE impacts on morale.

ü  Emergencies may necessitate meetings at ODD TIME also. 

4.  Stay on Topic: Most people, at least one person, who tends to go off on a tangent or tell stories during meetings. Guide the discussions  back to the agenda If the meeting becomes clearly off track. Organizer or one of the participants ought to have the responsibility of gently guiding back an participants to the main topic of the meetlng.

5.   Don't hold unnecessary meetings: Meetings are crucial vehicles for maintaining good communication. Carefully assess how often-routine meetings really need to be held or how productive they are? Can they be   held less frequently? Important to have right balance between good communication and productive use of time.

Conclude meetings with a clear statement of the next steps and who is to take them. Meeting organizer should clearly summarize what needs to he done and who is going to do it. This is crucial otherwise the meeting will  a waste of everyone's time

 

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