executive meeting reception, Rukia's Manual

1. Work flow in reception preparation stage

Receiving reception information:

1. Make sure the relevant responsible person knows the visiting matters of the guests.

2. Timely implement the contact person and contact information for visiting docking.

3. Determine the visiting time.

4. to understand the purpose of the visit (eg: investigation and exchange), you can ask the contact person of the other party whether there are meeting materials to be copied in advance.

note: a. when writing the agenda of the meeting, confidential contents need to be avoided.

B. pay attention to the wording: generally, the superior unit is "guidance" and the peer unit is "communication".

5. Understand the information of visitors (including unit/department, job title, number of visitors, etc.). Determine the positions of visitors and invite the leaders of the corresponding positions of the company to participate in the reception. (Only a little more)

6. Confirm whether to arrange accommodation, pick up and drop off the plane/station and have meals, at least one day in advance.

2. Determine the responsible department of reception and clarify the responsible person:

The responsible person should be responsible for the reception task all the time. Generally speaking, the reception staff should not be changed at will before the visiting guests leave. After determining the needs of visitors, ask the leader (the person in charge of reception) for instructions, and ask the leader whether to arrange meeting rooms, company visits and explanations, welcome screens, photo ports, gifts, and meal narration.

third, determine the reception plan, and arrange reception arrangements with different standards according to the different levels of visitors. In principle, all reception matters should be implemented one day in advance.

1. Accommodation, catering, reception of accompanying personnel, reception vehicles, venue layout, gift doors, etc. can all be determined according to specific conditions.

2. Ask the leaders whether to arrange publicity materials such as welcome screen, seat cards, company brochures, meeting sign-in cards, poster display frames, etc.

3. If we need to collect meeting materials in advance, we should debug the media equipment in advance!

iv. work out the WBS reception and schedule, and send it to all responsible persons.

1. Make WBS, describe the whole reception process briefly, and assign the responsibilities of relevant responsible persons to individuals, and submit them to the participants who are responsible for the reception at the highest level for approval. After approval, the WBS and the schedule will be sent to the relevant receptionists and responsible persons of relevant departments, as well as the propagandists and other staff attending the meeting.

2. When it comes to the reception of the party and government organs, words such as "banquet" and "dinner" are not allowed in WBS, but words such as "meal description" and "work meal" can be used, and the dining place can be notified by SMS instead, and the dining information can be sent to relevant leaders by SMS.

3. In WBS, the persons responsible for receiving and accompanying visitors, such as photographers and accompanying diners, should be clearly defined. Among them, photographers need to participate in the whole process and refresh themselves to determine the location and time of the group photo. (For group photos, you need to confirm the station in advance, and put the stand or chair in advance according to the number of people. )

4. remind the accompanying personnel to pay attention to dress and wear work cards.

Work flow in the reception stage:

5. Welcome visitors in the lobby:

1. Reserve parking spaces in advance, or control elevators. Before the visiting guests arrive 11 minutes ago, the receptionist is ready to meet them in the lobby.

2. Before accompanying the senior leaders to meet the guests, the receptionist should inform the senior leaders in advance of the level and related work nature of the visitors.

3. When the guests arrive, the receptionist actively guides our senior leaders to greet the important guests.

VI. Discussion and communication:

1. If you arrange a company tour, you should first give an explanation tour.

2. When visiting important organs of the party and government, during the visit of important guests, you can ask the contact person of the other party (such as the office director and secretary general) to reconfirm the arrangement of the meeting place and dining room in the meeting room (pay special attention to the seating times of the seats), which involves temporary increase of personnel, so use this time to add seats.

3. Make a pre-judgment according to the visit time, and confirm whether the tea is ready 5 minutes in advance. It is not recommended to pour water too long in advance (the tea is cold) or after the guests are seated (be careful not to splash the boiling water on the guests).

4. Arrange meeting service personnel according to the nature of meeting reception, and the meeting secretary needs to make meeting minutes, recording and other matters. Involving confidential content, conference service personnel are arranged internally.

5. 11 minutes before the end of the meeting, arrange the guiding personnel to be in place. If you need to take a group photo, arrange the stand or chair in advance as needed. Work flow at the end of reception

VII. Work after the meeting:

1. Organize relevant materials in time, including meeting minutes, reception summary, photo taking and publicity materials, and send them to relevant leaders.

2. do a good job of meeting supervision and follow up the implementation.

3. Make a good post-meeting report for the docking propagandists.

4. If there is any reply and expense settlement, it needs to be completed as soon as possible.