As a business secretary, I will definitely arrange to chair some meetings. What are the main contents of the meeting of business secretaries? Let's get to know each other! !
Publish meeting information
1, type of meeting information
2. Working procedures
(1) transmitting meeting notification information (2) distributing and transmitting meeting documents.
Links: preparation, registration, schedule, packaging and delivery.
(3) Communicate and convey the relevant information of the meeting.
3. Submit the meeting information for approval before publishing it.
4. Select the media.
5. Procedures for publishing conference information: collection, screening, processing, submission and publication.
6. Media types: local media, national media, media owned by conference organizers, and local media in the hometown of speakers or participants.
Provide alternatives for meeting places.
1, meeting place selection requirements:
Factors to consider:
(1) Convenient transportation. (2) The venue size should be consistent with the conference scale. (3) The site should be equipped with good equipment.
(4) The site shall be free from external interference. (5) Consider whether there is a parking lot. (6) The venue rental fee must be reasonable.
2. Classification of conference hotels:
By type: business type and holiday type.
By location: located in the city center and in the suburbs.
3. Working procedures
(1) the purpose and form of the meeting (2) the substantive needs and expectations of the participants.
(3) List the venue selection work list:
Environmental venue facilities in the venue area.
(4) Determine the meeting place
Random sampling content: single room, double room and suite equipment.
(5) Determine the meeting place.
(6) sign a written contract
Details contained in the contract:
① Determine all meeting places, including the name and available time of each room.
② Determine the guaranteed number of rooms. ③ Ensure that there are free goods and services provided by the hotel.
(4) Explain whether special personnel, services or facilities need to be added for the installation and transformation of special equipment, and clarify how to bear the expenses.
⑤ Determine the booking and billing procedures, including the financial liability limit of the organizer to the guests.
⑥ List the fees that should be charged directly to the participants.
⑦ Specify a time period or a time period after booking, during which the booking can be cancelled without charging the participating units.
4. Collect information about the meeting place extensively.
(1) Getting to know people who can make decisions will help solve possible problems in the future.
(2) Whenever possible, be sure to visit on the date suggested by the hotel. (3) Don't visit the hotel again for personal reasons.
(4) Don't take your family to visit. (5) Consider whether to come uninvited as an ordinary guest.
(6) One or two other hotels should be considered as alternatives.
5. Matters needing attention in field investigation at the meeting place
Prepare meeting materials and supplies.
1. Type of meeting materials: guest materials, meeting materials and exchange materials.
2. Types of meeting supplies: necessities and special supplies.
3. Working procedures
(1) Prepare meeting materials
The contents of the guest information kit: meeting manuals, meeting documents, grouping lists, notebooks, stationery and representative cards.
Meeting materials: pick-up list, guest registration form, accommodation registration form, dining grouping form, reservation registration form, meeting discussion grouping form, and address book of meeting group members.
Content of communication materials: conference reference documents, conference publicity documents, various records, various meetings, agreements, contracts and related materials.
(2) Prepare meeting supplies
4. Handling documents generated temporarily at the meeting: records of proposals and resolutions generated by temporary motions.
5. Problems that should be paid attention to when choosing conference supplies and using conference funds.
(1) Establish a global concept and make a comprehensive balance. (2) Economically applicable, reasonable and advanced.
(3) In strict accordance with the conference budget, live within our means. (4) Pay attention to priorities and be cautious.
Invite conference guests
1. Types of conference guests:
Senior leaders of the organizers and government officials, important customers of enterprises and various stakeholders, celebrities and movie stars.
People who have potential contributions to achieving the objectives of the meeting.
2. Requirements for inviting guests
(1) First, determine the guest list and confirm whether you can attend in advance; (2) Send a formal invitation letter.
(3) be polite. (4) Understand the background of the guests and handle the relationship between them.
(5) For those who are difficult to distinguish whether they should be invited, it is best to invite them to attend on the principle of "invitation rather than exclusion" to avoid omission. (6) The number of guests should not be too much.
3, working procedures:
(1) list of invited guests. (2) Send an invitation.
(3) Contact the guests one by one to confirm their attendance.
(4) Before the official start of the meeting, contact the guests again to confirm how to pick up the plane.
4. Safety and security of conference guests
Responsibilities: Familiar with local and national laws and regulations, able to calmly assist public security personnel to subdue troublemakers; Fire prevention; Familiar with the schematic diagram of emergency evacuation of venues, and know how to maintain order in mass panic; Report the accident to the leader; Supervise the loading and unloading of conference supplies to prevent the property or exhibits related to the conference from being stolen; Improve the meeting duty system, security personnel stick to their posts.
Inspection: ensure the safety and reliability of all equipment lines, operation and operation specifications in the venue; Ensure that the fire fighting facilities in the venue are complete and effective; Ensure that the anti-eavesdropping devices in the venues are sensitive and efficient; Ensure that the anti-theft facilities in the venue are in operation; Check the identity of personnel entering and leaving the meeting place, and prohibit personnel irrelevant to the meeting from entering and leaving the meeting place.
5. Reception of conference guests: reception work, welcoming work and specific reception work.
Make meeting minutes and briefings.
1, prepare meeting minutes.
2. Contents of meeting minutes: meeting description, names of attendees, absentee's leave slip, reading out the minutes of the last meeting, problems in the minutes, communication, general affairs, other affairs, date of next meeting, and chairman's signature.
3. Meeting minutes: title+body+tail.
4, meeting briefing
(1) Content: reflect the meeting situation, exchange meeting experience and communicate meeting information.
(2) Structure: head, core and tail.
5, meeting record requirements:
(1) Come on. (2) Authenticity: accurate, clear and focused. (3) Information requirements.
6, meeting briefing requirements
(1) is true and accurate; (2) short and pithy; (3) Fastness is the embodiment of the quality of briefing; (4) lively.
The news media that received the interview meeting
1, the basic principles of news media reception:
(1) The meeting called for seeking truth from facts. (2) Grasp the confidentiality of meeting information, and make it different inside and outside.
(3) The important viewpoints and formulations in the report should be examined and approved by the leaders to avoid mistakes or mistakes.
(4) Be comprehensive and proactive.
(5) In the choice of delivery mode and content, the principles of objectiveness, effectiveness, timeliness and nature should be comprehensively considered.
(6) It is necessary to collect reports from outside public opinion and news media on the information reflected in the meeting at any time, so as to provide reference for leaders to accurately grasp the meeting effect.
(7) After the meeting, the secretary should provide necessary information for the media communication meeting, so that the leaders of the meeting can better introduce the meeting to the news media and answer reporters' questions.
2, the reception of news media work content:
(1) The conference secretary writes news reports, which are reviewed by leaders and sent to the media.
(2) During the meeting, relevant newspapers, radio stations and TV stations are invited to send reporters to follow up and release news.
(3) After the meeting, a press conference will be held, and the leaders of the meeting will directly introduce the meeting and personally answer the questions raised by reporters.
3. Working procedures
(1) Registration of media personnel. (2) Provide simple meeting materials for media personnel.
(3) Arrange traditional activities such as taking photos and press conferences. (4) Arrange media communication meetings.
4. Preventive measures
(1) Properly handle the negative reports of news media. (2) Summarize various reports of news media.
Arrange meeting tasks
1, contents of duty meeting:
(1) on-duty telephone records (2) on-duty reception records (3) on-duty diaries (4) information transmission.
2. Working procedures
(1) Formulate the duty system (2) Define the duty tasks (3) Formulate the meeting duty list.
3. Prepare the items that should be on duty.
(1) Meeting time limit and specific duty time. (2) Name of personnel on duty at the meeting.
(3) The meeting duty place, and indicate the room number of the meeting duty room on the meeting notice.
(4) The name of the person in charge of the duty meeting or the name of the shift supervisor.
(5) Sometimes concise words are used to express the work content on duty.
(6) indicate the name of the absent replacement plan or substitute.
Arrange meeting etiquette service
1, general etiquette of the meeting
(1) Meeting document etiquette. Meeting invitations, invitations, notices and other documents should meet the relevant etiquette requirements in terms of format, title and language.
(2) Greeting etiquette. No matter leaders, guests or ordinary participants, they should be warmly received and served. Generally, a meeting group should be formed before the meeting to deal with related issues.
(3) Attendance etiquette. Observe the meeting discipline and time, don't whisper, don't be late and leave early, and speak within the specified time.
(4) service etiquette. In the service of meeting sign-in, guidance, accommodation and reception, we should abide by the general requirements of etiquette, pay attention to service taboos and use polite language.
2, the host's etiquette
3. Etiquette of conference speakers
4. Etiquette of participants
5, working procedures:
(1) Select meeting etiquette service personnel (2) Break down work procedures.
(3) Training conference etiquette service personnel (4) Preparing clothes and appliances (5) Performing etiquette.
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