Secretarial essential daily work meeting process

Organizing daily work meetings is also one of the main tasks of a secretary. Daily work meetings are also a university subject. Let’s learn the main processes of daily work meetings.

Main processes of daily work meetings:

Post-meeting work. Several matters that should be paid attention to during the meeting are mentioned. Please read this article for details.

1. Filing of meeting documents

1) Collection and organization of meeting documents

(1) Determine the scope of collection of meeting documents.

(2) Select the channel to collect meeting documents.

(3) Use different methods of collecting documents.

2) Filing of meeting documents

Keep a complete set of materials during the meeting, including notices, leadership reports and speeches, meeting minutes or minutes, meeting briefings, meeting reports, etc. , carry out classification and filing.

2. Conference expense settlement work

(1) Method and timing of payment collection. Some conferences require participating representatives to pay some necessary fees (such as material fees, training fees, accommodation fees, catering fees, etc.) to the organizer.

① The charging standard and method should be specified in the meeting notice or reservation form in detail.

② The payment methods that participants can use (such as cash, check, credit card, etc.) should be indicated.

③If you charge by credit card, you should ask for your name, card number, validity period, etc.

④ The staff who issue invoices must determine the correct charging and invoicing procedures with the financial department in advance, and no mistakes can be made. If it is impossible to issue a formal invoice for some items, you should negotiate with the conference representatives and issue a receipt or certificate.

(2) When ordering various equipment and enjoying services, you should know the payment method and time.

3. Arrange the return trip of the participants

Case

Tiandi Company invites customers from all over the country to Urumqi, Xinjiang to participate in the negotiation and ordering meeting for Fengyun Company’s newly developed series of cosmetics. Secretary Chu Meng is responsible for arranging the return trip of the participants. Chu Meng wants to first solve the problem of ticket booking for nearby participants who are easy to book, and then slowly solve the difficult ticket booking problem for distant places such as Beijing. And she takes it for granted that as long as she can Just book hard sleeper train tickets as much as possible. As a result, some representatives were very dissatisfied with the organizers because they could not get their return cars and tickets in time. After getting the tickets, some representatives asked for replacement tickets or refunds. As a result, everyone broke up and the work results of the negotiation and ordering meeting were greatly compromised.

Analysis

The end of the meeting does not mean that the work of the meeting is over. Meetings with external participants should be arranged early according to the length of the meeting, the number of external participants, etc. Return matters. Doing a good job in returning participants to the conference mainly includes the following two points

1. Do a good job in ticket registration and booking for participants in advance

(1) The length of the conference and the number of out-of-town participants should be considered Wait for the actual situation and the return of personnel, and arrange the itinerary of out-of-town participants as early as possible.

(2) Understand the time arrangements and transportation requirements of out-of-town participants in advance, and respect their wishes.

(3) Under normal circumstances, it is necessary to arrange the booking of return air tickets and tickets in the order of farthest first and then nearest. It is necessary to understand the flights and train numbers of means of transportation, and contact civil aviation, railways, highways, etc. as early as possible. Communicate with ports and other departments to book plane, train, bus and ship tickets in advance.

(4) At that time, a timetable for the departure of participants should be prepared, vehicles sent off should be arranged, and people should be sent to take out-of-town participants to the airport, station, or port, and then return after their transportation departs. If necessary, relevant leading comrades should also be arranged to see off the participants.

2. Help participants prepare for their return in advance

(1) Remind participants to promptly return various items borrowed from the organizer or the conference host unit.

(2) Remind participants to settle various accounts with the conference affairs team in a timely manner and issue invoices and receipts.

(3) Help participants check and clear out the room to avoid forgetting various items.

(4) Prepare some plastic bags for information and ropes for tying things in case of emergency.

(5) Help some participants to check in large items.

4. Meeting summary

The summary work should be guided by scientific performance evaluation standards. Performance evaluation standards refer to the criteria for evaluating the quantity and quality of conference staff performance, which should be complete, coordinated and proportional.

(1) Meeting work summary should be checked item by item according to the job responsibility system and the content of the work task statement. Here’s how to summarize your work.

① Check the achievement of meeting goals.

② Check the implementation of the division of labor of each group.

③ Combine employees’ self-summary and collective summary.

④The purpose is to summarize experience, motivate subordinates, and improve work standards.

(2) The main factors that determine the effectiveness of a meeting are as follows.

① Whether it is necessary to hold a meeting.

② Whether the meeting is adequately prepared.

③Whether the agenda is scientific and reasonable.

④The ability level of the host.

⑤ Whether the number of people in the meeting is strictly controlled.

⑥Whether the number of participants reaches the minimum limit for effective exchange of information and formation of effective resolutions.

Meeting procedures and service arrangements

1. Preparation before the meeting

1. When office staff receive the meeting notice, they first need to ask clearly about the meeting service requirements, and then The specific arrangements will be forwarded to the conference staff, who will prepare the pre-meeting work, understand the relevant information of the participants, and register the conference affairs, maintain good information communication, and promote the smooth progress of the conference.

2. Determine the number of attendees at the meeting, adjust the meeting venue in a timely manner according to the participants and meeting specifications, and carefully inspect all facilities at the venue.

3. Draft the meeting agenda and distribute it to all participants after approval by superior leaders. The meeting agenda is a rough arrangement of the meeting content. The agenda should cover specific matters such as the topic, time, location, participants, and topic arrangements. The meeting agenda must be communicated to the participants before the meeting.

4. Reasonably arrange the relevant conference staff, and the staff must do the following:

(1) Appearance

(1) Dress uniformly Be tidy and do not wear slippers or spiked shoes.

(2) Reception staff should have short hair that does not cover their eyes, and long hair should be combed into a ponytail or bun. Light makeup is required, no heavy makeup and no jewelry.

(3) Sit and stand in a standard and dignified posture, without crossing your legs.

(2) Language

(1) The tone of voice is gentle and friendly, the volume is moderate, and Mandarin is standard.

(2) Use civilized and polite language, and use polite words such as "Hello", "Please use", "Please", "Thank you", "Sorry", "It's okay" and so on when appropriate.

(3) Greet the clients proactively without being careless, using vulgar language or making loud noises.

(3) Attitude

(1) Dedicated, diligent, happy, energetic and polite.

(2) Service with a smile, sincere, enthusiastic and thoughtful attitude.

(3) Correct work mistakes promptly and apologize in person.

(4) Explain the problem politely.

(4) Discipline

(1) Do not eat smelly food before the conference service.

(2) Do not use the phone during meetings.

(3) Do not yawn, sneeze, or pick your ears and nose during service.

(4) Strictly abide by professional ethics.

5. The office should notify participants of the time, location and other specific precautions of the meeting in the form of documents, emails, phone calls, etc. one day before the meeting.

6. Before important meetings are held, necessary rehearsals should be done in advance. Speeches and electronic presentation documents during the meeting need to be unified and standardized, and electronic equipment such as projectors should be tested to see if they can be used normally.

7. The purchase of fruits and drinks for reception at the venue should be prepared the day before, and purchased reasonably according to the number of participants and meeting specifications; if there is a request to arrange a banquet after the meeting, the banquet time should be determined , select the banquet venue, and determine the menu according to the company's reception budget; the drinks required for the banquet should also be booked in advance.

8. Make a name tag with reference to the list of participants. The name tag is printed on red background paper with the name of the unit, name and position on it. Please note that the text size is appropriate and clear and legible. The paper is cut to a size of 8.5*15.11cm and placed using a two-sided triangle nameplate rack.

9. The seating arrangement at the venue must be prioritized, especially when there are VIPs attending the meeting, it must be arranged properly. The number of seats should be arranged according to the number of attendees, with two to four extra seats reserved.

10. The conference staff arranges the venue:

(1) Check the sanitary conditions of the conference room (tabletop, table holes, chairs, floors, carpets, cups, kettles, etc.), Ensure the meeting room is tidy and meeting supplies are clean. According to the number of participants, arrange the podium, tables and chairs, banners (monogram), table cards, flowers and plants, sign-in table, signage, fruit plate, pens, notebooks, meeting agenda and other documents required for the meeting.

(2) Use cable pulls to ensure that tables, chairs, cups and other meeting supplies are neatly placed. When placing flowers, such as in the open space in the middle of the long oval table or in the corner of the conference room, you can also customize flower bouquets on the conference table, but the size must be controlled and not too large or too high. The color of the flowers depends on the theme of the conference.

(3) According to the meeting agenda, reasonably arrange the seats, seat cards, speakers, leader's speech order, other meeting items, whether music is needed, whether a projector is needed, etc., and check in time to ensure that all All necessary items must be complete and preparations must be made before the meeting.

(4) Place the microphone according to the position of the speaker, and adjust (the height of the microphone position, effects and interfaces, etc.) to ensure that the microphone and volume are normal. If music is needed, test play in advance to ensure normal playback; If a projector is needed, the placement of the projector and curtain will be determined based on the actual needs of the meeting, and the staff will debug it. Prepare and adjust spare microphones in case of microphone emergencies during the meeting and replace them in time.

(5) The supplies required for the meeting must be placed according to the following requirements:

Place the seat board directly in front of the seat, and the coaster and water glass directly in front of the right hand (cup handle to the right) Turn sideways 45 degrees), place disinfectant wipes near the water cup (optional), place fruit or bottled pure water in front of the left hand (in case the leader does not drink tea), place notebooks, meeting agendas, meeting materials and others in the middle Paper documents related to the meeting, with signature pens placed on the right side of the documents. Other items, such as laser pens and removable tissues, can be placed randomly. Pay attention to keeping the desktop neat and tidy and not too crowded or cluttered.

Specific details:

①Teacup: teacup positioning. Hold the cup handle with your thumb and forefinger. The cup handle should be aligned with the right armrest of the chair and placed in a straight line. The flower on the teacup cover is perpendicular to the cup handle. The marks on the teacup should be aligned with the guests and placed uniformly.

②Coaster and glass: Pick up the coaster with your thumb and index finger and place it on the left side of the teacup. The angle between the two petals on the coaster is aimed at the guest. The distance from the teacup is about 1CM. Hold the finger Hold the bottom of the glass and place it on the coaster. Do not touch the wall of the glass with your fingers. The pattern on the bottom of the glass should be aligned with the guests with vertical stripes.

③Mineral water: When placing it, hold the two red labels of the mineral water with your thumb and index finger and place them on the left side of the cup, one finger apart from the glass next to it, with the Chinese character signs facing each other. Prospective guests.

④Towel holder: The towel holder is placed vertically about 2cm directly in front of the cup and the glass. ⑤ Notebooks, meeting materials and other documents: Align the outer edge of the table and the center of the chair. ⑥Pen: Place it on the right side of the notebook and meeting materials. Pay attention to the pen mark facing upwards.

11. Prepare enough hot water one hour before the meeting starts, and keep the water bottle full during the meeting to prepare for timely refilling.

12. Inspection of preparations

Conference staff should enter the venue one hour in advance to check the overall effect of the venue and ensure that all preparations are in place. After all items are placed, they should Check whether the tea cups, glasses, and mineral water on both sides of the table are in a straight line (if they are not in a straight line, make appropriate adjustments), and also check whether all items meet the placement requirements (if they do not meet the requirements, place them according to the placement standards). Turn on electronic equipment, turn on lights and access doors, and do a good job of guiding people. If you need to use air conditioning, you should turn it on half an hour in advance.

13. After the preparation work is completed

There should be a sign-in area for participants outside the venue. The sign-in area should be located in a more obvious place in the entrance passage. If the attendees involve people from outside the company, a "Business Card Please" sign will be placed at the sign-in area based on specific needs. Then, 15 minutes before the meeting, stand on both sides of the conference room door, hands naturally folded in front of the abdomen, and wait for the participants with a smile. Actively open the door to allow participants to enter when they are 2 meters away from the conference room door. At the same time, use honorific greetings (such as good morning, good afternoon and other civilized expressions) according to different identities and ages.

2. During the meeting

1. After the meeting starts, the staff quickly pours the tea. If a towel is needed, the staff should prepare a towel first (be careful to use a clamp when putting on the towel, Cannot be taken directly with hands), and then pour the tea.

After pouring tea for the first time, you should refill the water again about 15 minutes later, and then every 15 minutes or 20 minutes. If there is tea in the guest’s cup, you should ask the guest’s opinion and whisper politely to the guest. : "I'm sorry, do you need to add water?" Or make a gesture and wait for the guest's consent before proceeding. The pouring time can be flexibly controlled according to the actual situation (the amount of water in the leader's cup). When pouring water, hold the thermos bottle in your right hand, pick up the cup lid with the little finger and ring finger of your left hand, hold the cup handle with your thumb, index finger and middle finger, lift the tea cup, turn sideways, slowly pour the water behind the leader, and then put it back in the cup. All actions should be completed on the right hand side of the guest.

Smoking is generally not allowed in the conference room. If an ashtray needs to be placed under special circumstances, the number of cigarette butts in the ashtray should not exceed three and should be replaced in time. Tray service is used in the venue.

2. The staff should pay attention to the sound monitoring at all times when in the sound control room, find the problem in time, and solve it quickly. (Check the connections of microphones, mixers, power amplifiers, coordinators, speakers and other equipment in a timely manner).

3. According to the meeting agenda, pay attention to the microphone switch and position of the next speaker in a timely manner. If the microphone suddenly becomes abnormal, you should quickly replace the backup microphone.

4. Pay attention to the podium during the meeting. If you notice that the leader needs help, go forward and ask in time.

5. If the national anthem or international anthem is used during the meeting, all staff must stand and pay attention during the playing, and are not allowed to move around at will.

6. During the meeting, if the participants have special requirements, they should try their best to solve them. If they cannot be solved in time, ask them to wait, then report to the next level immediately and give a reply as soon as possible. .

7. During the break during the meeting, the staff should tidy up the venue as soon as possible and replenish and replace various supplies.

8. During the meeting, staff are not allowed to enter or leave the venue casually. They must maintain order in the venue so that the meeting can proceed smoothly in a quiet environment.

3. Ending stage of the meeting

1. At the end of the meeting, the staff should open the aisle door in time, stand on both sides, greet each other politely, smile and nod, and say "walk slowly, goodbye".

2. Clean up the venue promptly after the meeting. Check whether there are any items left behind by participants in the venue. If any items are found to be left behind, record them quickly and return them promptly.

3. Strictly do __ after the meeting. Staff should not ask, discuss, or spread the content of the meeting, and do not bring irrelevant people into the meeting room.

4. If participants from outside the unit are willing to visit the unit’s environment, staff should guide and accompany them as long as it does not affect the unit’s normal work.

5. Cooperate with the photographers and organize the participants to take photos at the designated location. If there is a banquet arranged after the meeting, the arrival time should be determined with the hotel staff in advance, and the attendees should be notified and escorted and received.

6. Organize the post-arrangement and cleaning work of the venue. Teacups, towels and other items used by participants are washed and disinfected separately, tables and chairs are wiped and arranged neatly for the next meeting, and floors and carpets are cleaned. (If the conference room has not been used for more than two days, it is necessary to promptly check the cleanliness of conference supplies and the tidiness of tables and chairs to ensure that the conference room can be used at any time.)

7. Turn off all electrical equipment, microphones, air conditioners, etc. , take the conference room key and leave the venue after security check. (Be sure to lock the door of the conference room to prevent the door from being left open when no one is around).

4. Post-meeting service summary

After each meeting, the office staff should collect and organize the speeches, photos, videos and other materials throughout the meeting for preparation. It can be used to commemorate or promote the unit in the future. At the same time, we write written materials on the problems and situations that arise at each meeting, conduct internal discussions in the form of regular meetings, summarize the advantages and disadvantages in the service process of each meeting, and continuously make corrections and improvements. Daily work procedures of the conference center

Morning shift work arrangements (working hours: 08:00~17:00)

Before the first shift: (07:50~08:00)

1. Open the doors of each conference room and check whether the facilities and equipment in each conference room are functioning normally. Such as: lighting, air conditioning.

Regular meeting before shift: 1. Check the grooming of employees in this shift to ensure it meets the hotel’s standards.

Describe the situation and basic requirements for meeting room reservations on the day.

2. Arrange work tasks for the morning shift. After employees know their jobs,

enter their responsible jobs.

Check the items in the pantry (08:00~08:15)

1. Whether there is sufficient supply of hot water and hot towels.

2. Check whether the required items such as trays, teapots, and work carts are sufficient.

3. Check whether the workshop elevator is functioning properly. Lobby inspection (08:00~08:15)

1. Check whether elevators, lights, air conditioners, and other equipment are functioning. If there is any damage, immediately notify the relevant departments for repairs.

2. Check whether the floor is clean and free of water.

3. Check whether signs, TV sets, lounge coffee tables, sofas, and other environmental sanitation are clean and placed properly.

4. Check whether there are dead leaves on the greening and whether it is bright.

5. Hygiene conditions outside the conference center gate, whether banners are hung correctly

Inspection inside the venue (08:00~08:15)

1. Ensure The entire venue is clean and complies with hygienic standards. There is no dirt, debris, or odor. Tablecloths and utensils are neat, undamaged, and standardized.

2. Check the layout requirements of the venue one by one according to the requirements of the EO order: whether the banner hanging is standardized, whether the font, word spacing, height are clear, and there are no typos.

3. Confirm whether the table model is correct, whether there are any changes, whether the color of the tablecloth and the laying are standardized.

4. The chairs should be arranged neatly, and the number should match the required number of people

5. The rostrum, name cards, podium, podium flowers, etc. must be checked one by one to make sure nothing is missing. inspection.

6. Desktop items should be placed in a standardized and uniform manner.

7. Plants, sign-in desks, audio equipment, air conditioners, projections, lighting and other equipment must be in good condition during the meeting.

Business hours (08:30~11:30)

1. Stand at the door of the venue to greet guests

2. Help guests store clothes

3. Guide guests to enter. If guests carry a lot of information and items, they should take the initiative to help carry and place them.

4. Make tea for the guests (the tea is 70% full) and put on towels.

5. Venue service, refreshment service, conference break service, etc.

11:30~13:30

1. Night shift handover, meal replacement.

2. Recovery work after the meeting

3. Checkout service, meeting and other work

(inspection at the venue)

14:00~17:00

1. The afternoon meeting will be held.

2. Venue services.

17:30~After get off work

1. Summary meeting after work.

2. Empty the garbage in the trash can

2. Handover of work.

Night shift work arrangements (working hours: 11:00~19:30) (11:00~17:30)

1. Pre-shift meeting

2. Hand over work and replace the morning shift meal

3. Check whether daily consumables are sufficient.

4. Organize the arrangement and hygiene of the conference room

5. Deliver laundry and take back linens

6. Understand the status of tomorrow’s meeting, according to Order layout venue.

7. Receive the goods according to the usage of consumables.

8. Visiting service

8. Take over the morning shift work and complete it.

(17:30~19:30)

1. Eat in place of each other.

2. After the venue is over, lead the guests out.

3. Clean up and decorate the venue.

4. Clean and organize the pantry.

5. Check all venues for safety hazards.

6. Turn off lights, air conditioners, power supplies, doors and windows and lock them.

7. Summarize the meeting after class and write down the handover.

8. Inspect all locations in the conference center again.

9. Report all work inspections to superiors.

10. Move the key to the front desk.