Third-level Secretary-Review Outline of Meeting Management

Section 1 Pre-meeting preparation

1. Contents of meeting preparation plan:

1. Determine the theme and topics of the meeting.

2. Determine the name of the meeting.

3. Determine the agenda of the meeting.

4. Determine the time and place of the meeting.

5. Determine the equipment and tools needed for the meeting to meet the needs of the meeting.

6. Determine the scope of meeting documents and do a good job of printing or copying.

7. determine the composition of the delegates.

8. Determine the meeting accommodation and catering arrangements.

11. Determine the preparatory organization for the meeting.

second, the role of the conference preparation plan:

1, to ensure the careful organization of the conference.

2. Ensure the quality of conference services and communication and coordination are in place.

3. Ensure that the leaders' intentions are carried out.

3. Advantages of the teleconferencing preparation scheme:

1. Save time and money.

2. Make an agreement with the telephone service agency to make permanent records in the form of audio tapes.

3. Communication is more direct and short.

IV. Requirements for division of labor of conference organizations:

1. Organize personnel teams according to the scale and type of meetings.

2. The division of labor is clear, and the responsibility lies with people.

3. Strengthen coordination and communicate regularly.

5. Basic requirements for pre-meeting preparations: sufficiency, thoroughness and safety.

VI. Method of meeting seating arrangement:

1. Seating arrangement of larger venues: square and semicircular.

2. Seating arrangements for small and medium-sized conferences: square arch, half moon, oval, circle, rectangle and T-shape.

VII. Main contents of meeting preparation inspection:

1. Whether the meeting preparation is sufficient (duration, personnel and scale)

2. Whether all kinds of interference can be eliminated.

3. Environmental conditions and supplies preparation.

4. Preparation of documents and materials.

5. layout of the venue.

6. conference security.

7. other contents.

VIII. Form of inspection results on conference preparations:

1. Written form. 2. Oral form. 3. Form of coordination meeting.

IX. Types of meeting documents:

1. Project initiation. 2. Preparatory work. 3. The content of the meeting. 4. Conference publicity and reporting. 5. Conference management and service. 6. Information materials of different carriers. 7. documents and materials in various forms (guidance, themes, procedures, reference, management, achievements, publicity and communication documents)

X. methods of reviewing conference documents: proofreading, proofreading and reading.

Xi. Procedures for reviewing meeting documents: self-examination-preliminary examination-joint examination-final examination

XII. Significance of communicating with leaders on matters related to the meeting:

1. Improve efficiency 2. Coordinate the whole 3. Play their respective roles.

XIII. Principles of communicating with leaders on matters related to the meeting: timeliness, timeliness and comprehensiveness.

XIV. Ways to communicate with leaders about the meeting:

1. Submit reports regularly.

2. The person in charge of the meeting will give a regular oral report

3. The leaders will attend in person.

4. Other ways

15. Factors that should be considered in the allocation of conference organization and service:

1. Members' experience

2. Total amount of work undertaken

3. Overall allocation

4. Special interests of conference members

5. Reasonable and fair allocation

6. Flexible implementation

. Behavior)

2. Meeting staff responsible for solving problems)

17. Features of meeting emergency plan: targeted, prevention first, leaving room

18. Principles for implementing meeting emergency plan:

1. Pay full attention to it ideologically.

2. Personnel and material measures are in place.

3, insist on regular inspection.

Services in the second session

1. Principles to be followed in advancing the meeting:

1. Listen carefully and interrupt less.

2. Build up confidence and make sure that it can have a positive impact on any sudden changes.

3. Eliminate communication barriers.

4. Emphasize the problem

5. Use excellent interpersonal communication skills.

2. Types of conference funds:

1. Participants' fees 2. Exhibitors' fees 3. Co-sponsors' fees 4. Advertising, sponsorship and donation 5. Company distribution 6. Other income items

3. Main aspects of conference funds use: 1. Documentation fees 2. Posts and telecommunications fees 3. Conference equipment and supplies 4. Conference venue rental fees 5. Conference office fees. Conference transportation expenses 11, other expenses

IV. Supervision methods for the use of conference funds:

1, reports and meetings

2, authorization and self-control

3, quality

4, profit and loss balance table

5, ratio analysis

6, careful examination item by item during the audit

5, sudden meeting.

2. Measures to start the meeting emergency plan.

3, mobilize the relevant personnel of the meeting to remedy and deal with it in time.

4. Request support from public emergency agencies when necessary.

5. Deal with the aftermath of emergencies.

Section III Implementation after the meeting

1. Purpose of meeting summary:

1. Check the realization of meeting objectives

2. Division of labor of each group

3. Combine self-summary with collective summary and make continuous improvement.

4. Reward and punish relevant personnel, and properly solve the remaining problems

2. Contents of meeting summary: meeting name, time, place, scale, number of delegates, main topics, superior leaders attending the meeting, meeting moderator, main points of leaders' reports or speeches, basic evaluation and implementation requirements for the meeting, resolutions of the meeting and future work assignments.

3. Requirements for meeting summary:

1. Guided by scientific performance evaluation standards.

2. Check item by item

3. Summarize the lessons and explore the rules

4. Give prominence to the key points.

5. Divide into two and give priority to incentives.

6. Summarize the simple procedures and systems for holding the meeting.

iv. working procedure for meeting summary: solicit opinions, prepare the working draft, report the meeting conclusion to the leaders, summarize and finalize it, print and file it, and organize all staff to summarize it.

5. Matters needing attention in writing news articles:

1. Timely 2. Accurately reflect the spirit of the meeting 3. Be sure to review before publishing.

VI. Reasons affecting the effectiveness of the meeting:

1. Necessity of the meeting

2. Preparation quality of preliminary work

3. Division of responsibilities for the meeting

VII. Criteria for meeting evaluation:

1. Objectives 2. Meeting time 3. Status and gains of participants participating in the meeting 4. Meeting service evaluation 5. Actual expenses of the meeting.

VIII. Factors to be considered in designing the meeting evaluation form:

1. The length of the form

2. The difficulty of filling in

3. The questions asked

4. The way of questionnaire

5. The way of analyzing data

The third-level secretary-the review outline of "Transaction Management"

Section 1. When in Rome, do as the Romans do

2. There are five arrangements of protocol order:

1. Latin letter of the country or region where you are located

2. Specific identity and position of the guests

3. Specific time of arrival of the guests

4. Specific time when the guests inform you that they will visit

5. No arrangement.

3. Protocol order determination step:

Determine scheme = = = Advance notice = = = Arrange seating, ranking and appearance order according to protocol order

4. Work steps of arranging foreign-related welcoming ceremony:

Determine welcoming personnel = prepare welcoming articles = pay attention to etiquette when meeting = visit before seeing off = arrange farewell ceremony

5. Working procedures for arranging foreign-related meetings and talks:

agreement = informing the other party of relevant matters = preparation (background information, meeting place layout, personnel arrangement) = talks = conclusion

7. Principles of foreign-related banquets

8. Western food etiquette: preparation before the banquet, seating arrangement of western food, entry and exit etiquette, usage of tableware and etiquette during the dinner, and western food. Etiquette of reception

11. Requirements for giving gifts: taboo in all countries, etiquette for giving gifts (giving and receiving gifts)

11. Matters needing attention in choosing gifts:

Relationship with the recipient

Clarifying the reasons for giving gifts

Understanding the characteristics of the recipient

Economic restrictions

Section II Office environment management

Flexible hours, part-time work, contract work, cross-work, project team

2. Types, management methods and characteristics of different office models (see textbook chart)

3. Reasons leading to changes in office models: expenses, traffic problems, development of science and technology, flexible use of human resources, competition among enterprises, changes in organizational structure of enterprises, and relaxed social environment.

4. Types of office layout:

Open: easy to communicate and communicate; Disadvantages: the room is prone to noise, such as voice and phone call, which will affect others.

Closed: it is easy to ensure the confidentiality of work.

5. the function of reasonable office layout: forming an efficient workflow is conducive to the distribution of employees' work and the smooth completion of the work.

7. Factors to be considered in designing the office structure and layout: number of people, area, organizational structure and classification of office space, nature or content of organization and operation, working contact between departments, spacing mode of offices, arrangement of corridors, stairs and passages, and flexibility in design.

Section III Office Daily Affairs Management

1. Basic ideas for improving the workflow of office daily affairs:

Rearrangement = = = Modification = = = Replacement = = = Consolidation = = = Simplification

2. Basic steps of workflow:

Definition = = = Evaluation = = = Improvement.

2, people-oriented, protect the interests of the public;

3. Open and transparent, and sincerely face the public;

4. Rebuild the image, and die after death

1. When an accident happens, the secretary should fill in the Accident Record Form; If someone is injured in the accident, everyone involved should fill out a Work Injury Report Form, and the main information in it should include: the person who completed the form, the person involved in the accident, the accident witness, the signature and date of the person who filled in the form. Be careful not to have an injury appraiser.

5. accident record form: record the time, place, name, accident or disease details of the accident, so as to be convenient for summing up lessons and use for judging the responsibility in the future.

Contents: time, place, personnel, witnesses, process and signature of the person filling in

The Work Injury Report Form records the basic information of the injured person, the time and place of the accident, the details of the injury, the actions taken and the first aid treatment

6. Preventive measures for emergencies:

determine emergency handling procedures in writing

conduct training

post relevant emergency procedures

conduct emergency simulation drills

clearly define the tasks of managers at all levels, Responsibilities

Ensure that relevant equipment resources are equipped and regularly check and update

Countermeasures:

Prepare clearly written emergency handling procedures

Train all personnel

Clearly display relevant emergency procedures where available

Conduct emergency simulation drills to test the written procedures

Define staff responsibilities

Ensure that there are personnel trained in emergency handling in the workplace

Ensure that relevant personnel are equipped. P>7. Work flow for handling emergencies:

Find out early, report immediately, and protect the site = = = Find out the cause of the problem = = = Set up a temporary command center, control the source, and hold a press conference = = = =

8. Features of the secretary's supervision work: complexity, principle, time limit and authority

. Combination of supervision and deputy

11. Methods of supervision: written, telephone, special project, meeting and investigation

11. Procedures for supervision of matters assigned by superiors: assignment = = project establishment = = registration = = transfer = = undertaking = = reminder = = inspection = = completion report = = review. Adhere to the feedback system

13. Matters needing attention in supervision work: seeking truth from facts, authorizing supervision, requiring time limit, doing practical things, being modest and prudent

14. Types of work plans and methods for making them. Contents, requirements and matters needing attention

15. Working procedures for working out the work plan:

Assessing the opportunity = = Determining the goal = = Determining the preconditions of the planned work = = Formulating the feasible plan = = Evaluating the alternative plan = = Selecting the plan = = = Formulating the sub-plan = = Preparing the budget

16. Contents, system and significance of the undertaking period <

18. Office work target management process:

Establish a complete target system = = Set targets = = Organize implementation = = Check and evaluate

19. Office work evaluation: quantitative target evaluation, quality target evaluation

Section IV office supplies management

1. Ways to obtain the right to use equipment: purchase and lease

2.

main methods: open tender, invitation to tender, competitive negotiation, inquiry and single source

3. procurement procedures for office supplies and equipment:

submitting purchase application = = approving, securing funds = = inviting tenders, selecting suppliers = = signing supply contracts = = goods warehousing = = paying for goods

4. Principles for formulating procurement budget scheme: Economic rationality

5. General procedures for preparing purchasing budget: determining the accounting base of the budget = = conducting market research = = determining the type and model price of purchased products = = = compiling the budget plan = = soliciting opinions and improving the plan

6. Budget method: traditional budget method, zero-based budget method

Example: As a secretary, how do you control and supervise office supplies?

a: first, to do a good job of inventory control, it is necessary to determine the inventory card, that is, to determine the maximum inventory, minimum inventory and reorder quantity.

second: strengthen the inventory management and supervision of office equipment and consumables, and require to keep the purchase card.