Improving the quality of meetings

Amid ongoing administrative reform efforts, reducing formalistic meetings and improving meeting quality have become urgent requirements to enhance management and operational efficiency across public agencies and organizations.

Recent directives from the central government have emphasized streamlining administrative procedures, cutting unnecessary paperwork and reforming meeting practices. Conclusion No. 226-KL/TW, issued by the Secretariat on December 11, 2025, calls for reducing administrative documents by at least 15% and conferences by 10% annually, while requiring online meetings to account for at least 60% of all meetings. Meanwhile, Decision No. 282/QĐ-TTg dated February 12, 2026 by the Prime Minister highlights the need to modernize meeting procedures through digital technology and reduce formalistic practices. Resolution No. 18-KL/TW adopted at the 2nd Plenum of the 14th Party Central Committee on April 2, 2026 also stresses cutting unnecessary administrative procedures, meetings and documents.

Despite these directives, some agencies still maintain lengthy meetings focused on rereading reports that participants have already received in advance. Many meetings remain overly formal, with limited discussion on practical solutions or decision-making. In some cases, participants come unprepared and contribute little, reducing overall effectiveness.

Experts say reducing unnecessary meetings can save time and costs while allowing officials and employees to focus on substantive work. Effective meetings should prioritize key issues, encourage open discussion and facilitate timely decisions. Participants are expected to review materials beforehand and prepare opinions in advance.

To improve meeting quality, agencies are encouraged to shorten meeting duration, focus only on matters requiring discussion or decisions, and avoid lengthy presentations. The application of online meeting platforms, digital document sharing and automated meeting minutes is also being promoted. In addition, flexible meeting models such as briefings, thematic discussions and rapid decision-making sessions are recommended.

Reducing formal meetings is seen not only as a way to save time but also as an important step toward improving governance efficiency and the quality of work.

Duc Anh