The organization of daily work meetings is also one of the main work of the secretary, daily work meetings is also a university question, the following one to learn the main process of daily work meetings.
Daily work meeting main process:
Post-meeting work. Mentioned several things to pay attention to the work in the meeting, please read this article for more details.
1. Meeting documents and information on the file
1) the collection and organization of meeting documents
(1) to determine the scope of the collection of meeting documents.
(2) Selection of channels for the collection of meeting documents.
(3) Apply different methods of collecting documents.
2) The filing of meeting documents
A set of materials in the process of the meeting, including notices, reports and speeches of the leaders, minutes of the meeting or minutes of the meeting, meeting briefs, meeting reports, and so on, to be categorized and filed.
2. Settlement of meeting expenses
(1) The method and timing of collection. Some meetings to be attended by the representatives of the organizers to pay some of the necessary costs (such as information fees, training fees, accommodation, food and beverage costs, etc.).
① should be in the meeting notice or booking form to specify the details of the standard and method of charging.
② should indicate the participants can use the payment method (such as cash, check, credit card, etc.).
③ If you charge by credit card, you should ask for the name, card number, expiration date and so on.
④ The staff issuing invoices should determine the correct invoicing procedure for charges with the finance department beforehand without any errors. If there are items for which official invoices cannot be issued, receipts or certificates should be issued in consultation with conference delegates.
(2) When ordering various equipment and enjoying services, the method and time of payment should be mastered.
3. Arrange for the return of participants
Case
Tiandi invited customers from all over the country to Urumqi, Xinjiang, to participate in the new series of cosmetics developed by the company's wind rhyme to negotiate orders. Secretary Chumeng is responsible for arranging the return of participants, Chumeng wanted to solve the problem of easy to book the near participants of the ticket problem, and then slowly solve the Beijing and other far away difficult to solve the problem of ticket booking, and she took for granted that as long as for everyone as possible to book the hard sleeper train tickets on the line. As a result, some delegates were very dissatisfied with the organizer because they could not get the return bus or air tickets in time. Some delegates get tickets, and then asked to replace the ticket or refund, the results of the upset everyone dispersed, so that the results of the negotiation of the work of the order will be greatly reduced.
Analysis
The end of the meeting does not mean that the work of the meeting is over, there are external personnel to participate in the meeting should be based on the length of the meeting, the number of external participants in the number of cases such as early arrangements for the return of the participants. Do a good job of the participants of the return work, including the following two points
1. early to do a good job of participants of the ticket registration booking
(1) should be based on the length of the meeting, the number of participants from outside the number of the actual situation and the return of personnel and the return of the matter, and early arrangements for the trip to the field participants.
(2) to understand in advance the field participants on the schedule, transportation requirements, respect their wishes.
(3) In general, we should arrange for the booking of return air tickets and bus tickets in the order of far and then near, and we should grasp the situation of flights and trips of means of transportation, and communicate with the departments of civil aviation, railroads, highways and ports as early as possible to book the tickets for airplanes, trains, automobiles and ships in advance.
(4) should then prepare a schedule for the participants to leave, arrange a good send-off vehicle, send people to the field participants to airports, stations, ports, to be returned after the departure of the means of transportation they take, if necessary, should also arrange for the relevant leading comrades for the participants to see off.
2. Help participants to prepare for the return trip in advance
(1) Remind participants to return to the organizer or the meeting resident units borrowed a variety of items.
(2) Remind participants to clear all accounts with the conference team in a timely manner, open the invoice receipts.
(3) Help participants check and clear the room to avoid forgetting various items.
(4) Prepare some plastic bags for materials and rope for bundling things in case of emergency.
(5) Help some of the attendees to consign large items.
4. Summary of the meeting
Summarize the work to be guided by scientific performance evaluation standards. Performance evaluation criteria are guidelines for evaluating the quantity and quality of conference staff performance, which should be complete, coordinated and proportional.
(1) meeting The work of the summary To be based on the job responsibility system and the content of the work of the mission statement line by line against the check. The method of summarizing the work is as follows.
① Check the realization of the meeting objectives.
② Check the implementation of the division of labor of each group.
③ Combine employee self-summarization and collective summarization.
④ To summarize the experience, motivate subordinates, improve the level of work for the purpose.
(2) The main factors that determine the effectiveness of the meeting are the following.
① whether there is a need to convene a meeting.
② whether the meeting is well prepared.
③ Whether the agenda is scientific and reasonable.
④ The level of competence of the facilitator.
⑤ Whether the number of people in the meeting is strictly controlled.
⑥ Whether the number of participants reaches the minimum for effective exchange of information and formation of effective resolutions.
Meeting process and service arrangements
I. Pre-meeting preparation
1, the office staff received a meeting notice, first of all, you need to ask for the meeting service requirements, and then the specific arrangements will be conveyed to the meeting staff, the meeting staff to prepare for the pre-meeting work, to understand the relevant information of the participants, and to do a good job of meeting the register.
2, to determine the number of attendees at the meeting, according to the situation of participants and meeting specifications timely adjustment of the meeting venue, and the venue of the facilities to carry out a careful inspection.
3, draft the agenda of the meeting, approved by the higher leadership and distributed to all participants. The meeting agenda is a general arrangement of the content of the meeting, the agenda should cover the theme, time, location, participants and the arrangement of issues and other specific matters, before the meeting to be communicated to the participants of the meeting agenda.
4, reasonable arrangements for the relevant conference staff, its staff to do the following:
(a) Appearance
(1) dress uniformly neat, do not wear slippers, rattling nails shoes.
(2) Receptionist short hair does not cover the eyes, long hair back combed into a ponytail or bun. Requirements for light makeup, not heavy makeup, do not wear jewelry.
(3) Sitting and standing posture standardized and dignified, do not cross the legs.
(2) Language
(1) The tone of voice is gentle and friendly, the volume is moderate, and Putonghua is standardized.
(2) civilized language, the use of "hello", "you please use", "please", "thank you", "thank you", "I'm sorry", "I'm sorry", "I'm sorry", "I'm sorry", "I'm sorry", "I'm sorry", "I'm sorry". ", "sorry", "it's okay" and other polite language.
(3) Greeting service users proactively, without carelessness, without coarse language, without loud noise.
(3) Attitude
(1) Dedication, diligence, pleasure, full of spirit, courteous.
(2) Smiling service, sincere, enthusiastic and thoughtful attitude.
(3) Work errors and mistakes in a timely manner to correct and apologize in person.
(4) Explain the problem in a courteous manner.
(4) Discipline
(1) Do not eat odorless food before the meeting service.
(2) Do not use the telephone during the meeting.
(3) No yawning, sneezing, ear and nose picking during the service.
(4) Strict adherence to professional ethics.
5, the office should be held a day before the meeting, in the form of documents, mail, telephone and other forms of notification to the participants of the time and place of the meeting and other specific notes.
6, the convening of important meetings, should be done in advance of the necessary rehearsal work, the meeting of the speech and electronic presentation documents need to be unified and standardized, and test the projector and other electronic equipment can be used normally.
7, the venue to entertain the fruit and beverage purchases should be prepared the day before, and in accordance with the number of participants and the meeting specifications for the purchase of reasonable; such as the end of the meeting there is a request to arrange banquets, should determine the time of the banquet, choose a good place for the banquet, and according to the amount of the company's hospitality budget to determine the menu; banquets required to drink alcohol should also be booked in advance.
8, with reference to the list of participants in the production of nameplates, nameplates printed on red paper, above the name of the unit, name and position, pay attention to the appropriate size of the text, clear and easy to recognize. Paper cutting specifications for the 8.5 * 15.11cm, and the use of two sides of the triangular nameplate frame placed.
9, the venue's seating arrangements should be clearly divided into primary and secondary, especially in the case of VIPs to participate in the meeting, it is more important to arrange properly. The number of seats should be arranged according to the number of attendees, and more reserved two to four.
10, the conference staff to set up the venue:
(1) check the conference room hygiene (desktop, table holes, chairs, floor, carpet, cups, water bottles, etc.) to ensure that the conference room is neat and clean meeting supplies. According to the number of participants placed on the lectern, tables and chairs, banners (logo), table signs, flowers and plants, sign-in table, signage, fruit plate, pens, this, the meeting agenda and other documents needed for the meeting.
(2) The use of pull lines to ensure that tables, chairs, cups and other conference supplies are neatly placed. Placement of flowers, such as the oval long table in the middle of the empty space, the corner of the conference room, in addition to the conference table can also be ordered fresh flower bouquets, but to grasp the size, not too large and too high, the color of the flowers can be depending on the theme of the meeting.
(3) According to the agenda of the meeting, reasonable arrangements for the participants of the seats, seat cards, speakers, leaders to speak in order, other conference items and whether you need music, whether you need a projector, etc., and timely inspection to ensure that the required items are complete, do a good job in preparation for the meeting.
(4) according to the position of the speaker to place the microphone, and debugging (microphone position of the height, effect and interface, etc.), to ensure that the microphone and the volume is normal, such as the need for music, to be in advance of the test broadcast to ensure that the normal playback; such as the need for a projector, according to the actual needs of the meeting to determine the placement of the projector, the placement of the curtain by the staff for debugging. Prepare and debug a good spare microphone, in case of microphone emergencies during the meeting, timely replacement.
(5) the meeting of the necessary preparations to be placed in accordance with the following requirements:
Seat in front of the front of the seat placed on the seat card, right hand in front of the coasters and cups (cups to the right side of the handle to turn 45 degrees), close to the cups of water placed disinfection of the position of the wet wipes (can also be unprepared), the left hand in front of the fruits can be placed or bottled water (in case the leadership does not drink tea), placed in the middle of the notebook, the agenda of the meeting, the meeting information and other meeting-related paper materials. and other paper documents related to the meeting, the right side of the document is placed on the signature pen. Other items, such as laser pointer, extractable paper towels can be randomly placed, pay attention to the desktop neat and tidy, not too crowded, messy.
Specific details:
① Tea cup: tea cup positioning. Thumb and forefinger to take the cup handle, the cup handle requires alignment of the right armrest of the chair, placed in a straight line, the flower on the lid of the teacup vertical and vertical cup handle, teacups on the marking consistent alignment of the guests, placed in a uniform.
② coaster, glass: thumb and forefinger pick up the coaster on the left side of the teacup, the coaster on the angle of the two petals aligned with the guests, and the distance from the teacup is about 1CM, the fingers hold the bottom of the glass cup placed on the coaster, do not touch the cup wall with your fingers, the bottom of the cup to the vertical stripes of the pattern to align the guests.
③ mineral water: when placed, thumb and forefinger holding the two red mineral water markers placed on the left side of the cup, and the glass next to it a finger apart, the Chinese character mark one side of the guests.
④ Towel tray: the towel tray is placed vertically in the middle of the cup and glass directly in front of about 2CM. ⑤ Notebook, meeting materials and other documents: aligned with the outer edge of the table, aligned with the chair right in the middle. ⑥ pen: placed on the right side of the notebook, meeting materials, pay attention to the pen logo placed towards the top.
11, one hour before the start of the meeting to prepare enough hot water, the meeting in the attention of the pot always keep pouring water full, in order to prepare for the timely addition of water.
12, the check of the preparatory work
The conference staff should enter the venue one hour in advance, check the overall effect of the venue to ensure that the preparations are in place, after all the items were placed on both sides of the table to check the teacups, glass cups, mineral water in a straight line (such as in a straight line to make the appropriate adjustments), and at the same time to check all the items in line with the requirements for placement (such as not meeting the At the same time, check whether all the items meet the requirements of placement (if not in line with the standard placement). Turn on the electronic equipment, turn on the lighting and the access door, and do a good job of guiding. If you need to use air conditioning, you should turn it on half an hour in advance.
13, after the completion of the preparatory work
outside the venue should be equipped with a participant signing office, signing office is best located in the entrance to the channel in a more obvious place. If the participants involved in the company's external personnel, depending on the specific needs of the set up "please give business cards" name plate in the signing area. Then, 15 minutes before the meeting, standing on both sides of the conference room door, hands naturally folded in front of the abdomen, smiling and waiting for the presence of participants. In the participants from the conference room door 2 meters away from the initiative to pull the door to let them enter, and at the same time according to different identities and ages to use honorific greetings (such as good morning, good afternoon and other civilized language).
Second, the meeting process
1, the meeting began after the staff quickly pour tea, if you need a towel, the staff should be prepared towel (on the towel when the attention of the clip, can not use the hand directly to take), and then pour tea.
After the first pouring of tea should be renewed again in about 15 minutes, and then every 15 minutes or 20 minutes to renew the water, such as the guest cup of tea should consult the guest's opinion, and politely whispered to the guest said: "I'm sorry, please need to add water?" Or make a gesture, to be carried out only when the guest agrees. According to the actual situation (the amount of water in the leader's cup) to flexibly grasp the pouring time. Pouring water, the right hand to take the thermos, the left hand of the little finger and ring finger clip the lid, with the thumb, index finger and middle finger hold the cup handle, the tea cup up, sideways, behind the leadership of the slow pouring of water back into the tea cup, all behavior should be completed in the right hand side of the guests.
Usually no smoking in the conference room, such as special circumstances need to be placed in the cigarette jar, the cigarette jar shall not exceed three cigarettes should be replaced in a timely manner, the venue are the use of tray service.
2, the staff in the sound control room at any time to pay attention to the sound monitoring, found that the problem in a timely manner to find out where the problem is, and quickly solve it. (Timely check the microphone, mixer, amplifier, coordinator, sound and other equipment connection).
3, according to the meeting agenda, timely attention to the next speaker's microphone switch and position, such as encountering a sudden malfunction of the microphone, you should quickly replace the spare microphone.
4, the meeting should pay attention to the observation of the podium, notice the leadership if you need help, go up in time to ask.
5. If the national anthem or the international anthem is used during the meeting, all the staff should stand up and salute during the playing process, and are not allowed to walk around freely.
6, in the process of the meeting, encounter participants have special requirements, should try to solve, if not in time to solve, please wait, and then immediately report to the next level, and give a reply as soon as possible.
7, the meeting break in the middle of the staff to organize the venue as soon as possible, replenishment and replacement of various supplies.
8, in the meeting, the staff is not allowed to casually enter and exit the venue, to keep and maintain the order of the venue, so that the meeting can be carried out smoothly in a quiet environment.
Third, the end of the meeting stage
1, the end of the meeting, the staff should open the channel door in time, standing on both sides, politely send off, smiling and nodding, and said, "walk slowly, goodbye.
2, after the meeting in a timely manner to do a good job cleaning up the venue. Check whether there are items left behind by the participants in the venue, and if you find any left behind items, you should quickly make a record and return them in time.
3, after the meeting strictly ___, the staff should not ask, discuss, outsource the content of the meeting, do not bring unrelated personnel into the conference room.
4, such as the unit outside the participants have the will to visit the unit environment, without affecting the normal office of the unit, the staff should do a good job in guiding and accompanying the work.
5, with the filming staff work, and organize the participants in the designated location for a group photo. If the end of the meeting there are arrangements for the banquet, should be in advance with the hotel staff to determine the arrival time, and notify the participants and do a good job accompanying and reception.
6, the organization of the late finishing and cleaning of the venue. Participants used teacups, towels and other items scrubbed clean, respectively, disinfection, tables and chairs wiped and placed neatly for the next meeting, the floor, carpet clean up. (If the conference room is not used for more than two days, you need to check the meeting supplies in a timely manner to clean, tables and chairs neatly, to ensure that the conference room can be used at any time.)
7. Turn off all electrical equipment, microphone, air-conditioning, etc., with a good conference room key to carry out a security check after leaving the venue. (Conference rooms pay attention to lock the door, to eliminate the phenomenon of no one door open).
Fourth, after the meeting service summary
After each meeting service, the office staff to the meeting throughout the speech content, photos, images and other information to collect and organize, in order to prepare the unit for future commemorative or publicity when used. At the same time, for each meeting of the problems and circumstances of the written materials, in the form of regular meetings for internal discussion, summarize the advantages and shortcomings of each meeting service process, and continue to make corrections and improvements.
Conference Center daily work proceduresMorning shift work arrangements (working time: 08:00 ~ 17:00)
A ﹑ pre-shift: (07:50 ~ 08:00)
1. Open the door of the conference room, and check the conference room facilities and equipment can be normal operation. For example: lighting, air conditioning.
Pre-shift meeting: 1. Check the appearance of the staff of the class, in line with the hotel's standards.
Talk about the booking of the meeting room and the basic requirements of the day.
2. Arrange the morning shift tasks, employees know their own work,
into their responsible workstation.
Check the items in the meal preparation room (08:00~08:15)
1. Hot water, hot towel preparation is enough to supply.
2. Check whether the trays, teapots, work carts and other required items are sufficient.
3. Check that the elevator in the workroom is functioning properly. Lobby Inspection (08:00~08:15)
1. Check whether the elevator, lights, air-conditioning, and other equipment are functioning, and if damaged, immediately notify the relevant departments for repair.
2. Check whether the ground hygiene is clean and free of stagnant water.
3. Check whether the environmental hygiene of the signage, TV sets, coffee tables, sofas, etc. in the lounge is clean and standardized.
4. Check whether the greenery has dead leaves and is brightly colored.
5. Hygiene outside the main door of the conference center, whether the banners are hung correctly
Inspection of the venue (08:00~08:15)
1. Ensure that the overall cleanliness of the venue is in line with the hygiene standards, free of dirt, sundries and odors, and that the tablecloths and utensils are neat, undamaged, and uniform.
2. According to the requirements of the EO list, check the layout of the venue one by one: whether the banners are hung in a standardized manner, whether the font, word spacing, height is distinctive, and whether there are no typos.
3. Confirm whether the table type is correct, whether there is any change, tablecloth color, laying is standard.
4. Chairs should be neatly arranged, and the number of chairs should be in accordance with the required number of people
5. Podiums, name cards, podiums, podium flowers, and so on should be checked one by one, and no one should be left out of the check.
6. Desktop items are placed in a standardized and uniform manner.
7. Plants, sign-in desk, audio equipment, air conditioning, projection, lighting and other equipment to ensure that the meeting period intact use.
Hours of operation (08:30~11:30)
1. stand at the entrance to the venue to meet the guests
2. help the guests to store clothes
3. guide the guests to enter, such as the guests to carry more information items, you should take the initiative to go forward to help carry, to assist in placing.
4. Make tea for the guests (tea seventy percent full) on the towels.
5. Venue service, refreshment service, adjournment service, etc.
11.
11:30~13:30
1. Evening shift handover, replacement meal.
2. Recovery work after the end of the meeting
3. Checkout service, setting up the meeting, and other work
(checking in the venue)
14:00~17:00
1. Afternoon meeting is in progress.
2. Venue service.
17:30~off duty
1. Post-shift summary meeting.
2. Empty trash cans
2. Handover of work.
Evening shift work schedule (working hours: 11:00~19:30) (11:00~17:30)
1. Pre-shift meeting
2. Handing over of work and taking over the meals for the morning shift
3. Checking whether there are enough daily consumables.
4. Organize the arrangement and hygiene of the meeting room
5. Deliver, wash and retrieve the fabrics
6. Understand the situation of tomorrow's meeting and set up the venue according to the order.
7. Pick up goods according to the use of consumables.
8. Watch the meeting service
8. Take over the morning shift and finish it.
(17:30~19:30)
1. Cover each other's meals.
2. Lead guests out after the session.
3. Wrap up and set up the venue.
4. Tidy up and organize the preparation room.
5. Check all venues for safety hazards.
6. Turn off lights, air-conditioning, and other power sources, doors and windows, and lock them.
7. Summarize the meeting after the shift and write down the handover.
8. Re-inspect the conference center so that it is in the right place.
9. Report to supervisor that all work has been checked.
10. Remove the key from the front desk.