Part 1: Six things that professionals need to pay attention to when meeting
As professionals, I believe that meetings are a common occurrence, and there are meetings once a month, once a week and even once a day. But do you know about the precautions in the meeting? What things need to be prepared before the meeting, the following workplace experts of Puyang People's Talent Network will briefly share with you.
First, turn off the phone or mute it before the meeting
Turn off the phone or mute it before the meeting. I believe many professionals know this, but how many people can do it? If there is nothing important during the meeting, it is best to turn off your phone. Unless there is something urgent, you can set your phone to silent or vibrate. If your mobile phone doesn't turn off, it suddenly rings during the meeting, which may disturb the atmosphere of this venue and affect the attention of colleagues.
Second, take a notebook with you at the meeting.
Since there must be something important to announce or summarize at the meeting, you'd better take a notebook with you, take notes of anything important, keep in mind the important words of the leaders at the meeting, and be a conscientious person, and these may be of great help to your future work.
Third, carry out after the meeting
After the meeting, you should carry out your work according to the content of the meeting. After you are familiar with the theme of the meeting, you should make a small plan of your own, and specify how to go next and how to solve future problems and things. If you can do this, you will grow and surpass yourself step by step. But if there is nothing substantive in this meeting, you don't have to make any plans.
Fourth, listen carefully and don't interrupt others.
In fact, there are many manners to pay attention to in meetings, and not interrupting others is one of them. When the leader or other people are talking, you should listen carefully and never interrupt others rashly. This is a very impolite behavior. The workplace expert of Puyang People's Talent Network said that if you really want to make a speech, you can express your views in the time of free speech.
Fifth, learn to applaud
Learn to praise and applaud at meetings. When others put forward a very good proposal, or at some meetings about company decisions or changes, you must not be stingy with your applause. You should applaud when you should, which is not only a respect for others, but also a good image among colleagues.
Sixth, distinguish between public and private affairs
You may have a bad relationship with a colleague in your ordinary work, and you just want to let him lose someone by taking the opportunity of the conference. This idea is very bad. Instead of easing the relationship between you and your colleagues, it will aggravate the contradiction between your. You must remember to separate business and private affairs and be a person with a clear distinction between public and private affairs.
chapter 2: skills and precautions for keeping meeting minutes
it is the secretary's job to handle meeting affairs. Any successful meeting is indispensable to the creativity and service work of the secretary. It takes a lot of energy and sweat for the secretary to keep the meeting minutes just around the meeting topics. Therefore, this paper discusses the skills and precautions of secretaries in keeping meeting minutes, and understands the responsibilities of secretaries in meetings from one side.
first, the preparation of records before the meeting
choosing a good recorder is the key to making records well. Recorders should have good quality, serious and responsible attitude, secretarial knowledge and basic skills, and it would be better if they could learn shorthand. At the same time, practical training is also needed to improve the recording speed. Generally, meetings should have relatively fixed recording staff. The person in charge can be familiar with the attendees, understand the relevant contents of the meeting, and master the basic methods of recording. If it is a temporary appointed person, the person in charge of the conference work must explain the record requirements clearly to him and do some appropriate counseling before the meeting if necessary.
the recorder should prepare the recording tools. First, prepare enough pens, pencils, notebooks and paper for meeting minutes. Meeting minutes can be made in a unified meeting book or paper, and pens filled with black, blue and black ink can be used. If you use a ballpoint pen, it must also be appraised by the National Archives Bureau. The core of this ballpoint pen is marked with "DA" (the phonetic prefix of the file). Second, modern recording tools such as tape recorders should be prepared as a supplement to manual recording. When using a tape recorder, you should have enough tapes, and important meetings should be recorded, so that when sorting out the meeting minutes, you can have evidence to follow, and regular meetings are generally not recorded. However, the recorder can't be superstitious about tape recorders, and can't record on the spot without manual recording, hoping to sort it out according to the recording after the meeting. In fact, according to the recording after the meeting, it often takes several times the time at the meeting, and the recording speed is slow, so it is difficult to grasp the key points. It is necessary to advocate proofreading the written meeting minutes against the recording after the meeting to ensure the accuracy of the records. You can also choose tools such as notebook computers and electronic organizer to record meeting information.
the recorder should arrive at the meeting place in advance before the meeting, and make sure the location used as the meeting record. When arranging recording seats, we should pay attention to being as close as possible to the host and speaker, or next to the public address equipment, so as to listen to their speeches accurately and clearly. From a certain point of view, the recorder is more important than the general participants, and the convenience of his work should be fully considered when arranging the recording seats.
second, the meeting record service
the meeting record is the true proof of the meeting content and process. A complete, concise and well-organized meeting record
can be used as a proof for future reference in reviewing the discussed affairs. Records must reflect the actual progress of the meeting, the main situation of the meeting, the main contents and opinions of the speech, and must be complete and cannot be omitted. The meeting proceedings should be clearly and concisely recorded, and should not be confused with detailed reports or records. Records should be clear, the content should be accurate and true, not vague, and there should be no content errors. Recorders should have a high sense of responsibility, faithfully record the original intention of the speaker with a serious attitude, remember the original words of important meanings, and do not arbitrarily choose to add or delete.
meeting minutes generally use a unified standard notebook, and the contents that should be recorded generally include: the name of the meeting, including the full name and session of the meeting; Time, the specific time when the meeting starts and ends; Meeting place; Attendees, including attendees, attendees, and hosts; Absentee, including the name and reason of absence; Recorder; Meeting topics; After discussion; Resolve matters, etc. Records are generally recorded in the form of notes, or recorded after the meeting. Judging from the detail of records, records can be recorded in detail and extracted. Important meetings need to be recorded in detail, and it is required to "record what you have to say", including the interruption in the speech. In addition to shorthand, this kind of recording can also be made with the help of recording equipment. Daily meetings usually adopt the method of summary recording, and select those contents related to the meeting theme for recording. This method should discard some contents and record the main spirit. Detailed recording and extraction sometimes need to be combined, even if extracted, important speeches and resolutions need to be recorded in detail.
To keep the notes smooth, easy to understand and undistorted, you must master the skills of recording. A "fast", writing and writing should be fast. Write smaller and lighter words, and write more linking words. Second, "to", choose to remember. As far as recording a meeting is concerned, it should be recorded around the topic, the central idea of the speeches made by the moderator and leading comrades, the different opinions or controversial issues of the participants, and the concluding opinions, decisions or resolutions. As far as recording a person's speech is concerned, it is necessary to remember the main points, main arguments and conclusions of his speech, and it is unnecessary to remember the argumentation process. Just remember a sentence, to remember the central word of this sentence, modifiers can generally be left out. Three "provinces", the correct use of ellipsis in records. Use abbreviations, simplified words and general terms, and omit additional components in words and sentences. Four "generation", a simpler writing method replaces a complicated writing method. For example, using surnames instead of full names, homophones with few strokes and easy to write instead of words with difficult strokes, numbers and international symbols instead of words, Chinese Pinyin instead of new words and difficult words, and foreign language symbols instead of some words.
iii. sorting out and improving after the meeting
the source of meeting minutes is meeting minutes. Therefore, it is very important to sort out the meeting minutes in time after the meeting. Because the on-site recording is very tense, the handwriting can't be very clear, and everyone has a set of on-site recording method suitable for them. Some commonly used terms are often simplified when recording on the spot, and some problems are unclear if they are not sorted out in time. When sorting out, on the one hand, we should perfect the simplified sentences as much as possible, on the other hand, we should get rid of the redundant mantras such as "this" and "that" and standardize the language as much as possible, without changing the original intention. If you don't understand the content of the vacancy clearly, you should consult the spokesman in time to improve it, or supplement it with the recording.
generally, the arranged meeting minutes should be archived. Some meeting minutes are very important for the post-meeting work. For such meetings, special files should be established quickly. In addition to the meeting minutes, the list of participants, contact addresses, organization of the meeting, meeting minutes to be printed next and other relevant materials should also be archived as appropriate. Archiving the meeting materials is not only easy to find, but also has reference value for organizing the next similar meeting.
IV. Precautions for Listening
Listening is the main channel and way for recording personnel to absorb information from meetings, and it is their main task to attend meetings. Being a loyal audience of the meeting should be the basic requirement for the recorder to play a good role in the meeting.
1. From ear to heart. To achieve "listening", no matter what topics they are not interested in, or whether the speaker is right or not, the recorder must adjust his mentality and devote himself to listening. Listening should be listening attentively, listening attentively to each participant's speech, understanding the content of the speech, thinking about the connotation of the speech, and listening to the implication.
2. concentrate. The recorder should be attentive when listening. Listening attentively to the speeches at the meeting is the respect for the speakers and the basic discipline of the meeting. Absent-minded, half-hearted, glance left and right, no one's watching, can only be self-deprecating, damaging the good image of secretaries.
3. Practice sitting exercises hard. Learn to listen, and learn to sit up, which is the so-called "sitting and sitting". The recorder should have a correct sitting posture and sit as safely as possible from beginning to end during the meeting. At the same time, you should sit still and not leave the meeting easily, which will interrupt the recording. Don't smoke, drink tea frequently, which will easily interrupt the idea of recording.
4. eliminate interference. Generally, the recorder's mobile phone should not be turned off, and the communication equipment can be set in a silent vibration state to prepare for making and receiving conference-related calls, and all irrelevant calls will not be answered. If your neighbor is talkative and constantly wants to talk to himself privately, the recorder should try to decline and tell himself that he is in charge of recording and has no time to communicate.
Part III: Conference Chart
Contents of the preparatory scheme (11) Functions of the preparatory scheme (3)
Related knowledge: knowledge of telephone conference and video conference (2)
Characteristics of the preparatory scheme for teleconferencing (4)
3)
Example analysis
Drafting of the preparatory scheme for the conference? Working procedure (4)
Precautions for using conference call language
Precautions? Matters needing attention in seating arrangement (7)
Basic requirements for pre-meeting preparation (3)
Differences and connections between meeting preparation scheme and planning scheme
Related links? Method of meeting seating arrangement (2)
Arrangement of podium seating (3)
Main contents of meeting preparation inspection (7)
Relevant knowledge: the form of meeting preparation inspection results (3)
Method of meeting preparation inspection (2)
Example analysis of meeting preparation inspection
Working procedures (procedures for meeting inspection ④; Procedures for on-site inspection ④)
Notes: Report materials for meeting preparation inspection (3)
4)
Types of relevant knowledge meeting documents (7)
Prepare and review meeting documents before the meeting? 2) and methods (3)
Example analysis
Work procedure (4)
Significance of matters related to leadership communication meeting (4) Principles of relevant knowledge and leadership communication meeting (3)
Methods and timing of matters related to leadership communication meeting (4)
Example analysis
Work procedure of matters related to leadership communication meeting (? Factors that should be considered in allocating meeting organization and service (6) 11)
Contents of meeting emergency plan (2)
Relevant knowledge: the role of meeting emergency plan (3)
Methods for handling meeting emergencies (6)
Example analysis
Work procedures (4)
Make meeting emergency plan and arrange accommodation properly (8) < Matters medical and health work should be prepared
Traffic guarantee should be implemented (5)
Conference communication service should be standardized, stable, reliable and rapid (3)
3); Sound duty system (8)
Related links? Features (3) and principles (3)
Principles to be followed in promoting the meeting process with related knowledge (5)
Prompting the meeting to make an example analysis as planned
Working procedures (3)
Precautions (4)
Types of related knowledge meeting funds (6)
Main aspects of the use of meeting funds (11) Supervision of the use of meeting funds. Example analysis
service precautions during the meeting (6)
budget for related links, network news release and publicity (7)
types of emergencies during the meeting (3)
principles for implementing emergency plans for related knowledge meetings
methods for handling emergencies during the meeting (3) example analysis for handling emergencies during the meeting
working procedures (5)
Division of responsibilities for meeting emergencies (3)4)
Purpose of meeting summary of related knowledge (4)
2)? Example analysis
What are the contents and requirements of meeting summary work? Working procedures
Notes: Related links for writing the summary of the meeting (3)
Implementing the contents of the meeting evaluation after the meeting (2)
Standards for meeting evaluation (6)
Methods and requirements for meeting evaluation
Design methods of meeting effect evaluation forms (4) Table data analysis of meeting evaluation? Example analysis of the contents and requirements of meeting evaluation
working procedures
precautions (5)
related links (7)