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Etiquette of a formal meeting

Etiquette of a formal meeting

People who work in the workplace will attend many large and small meetings every week and month. So what kind of etiquette should be observed when attending a formal meeting? I'll take you to get to know it.

Conference work

Any formal meeting must be carefully organized. Specifically, the organization of the meeting has different requirements before, during and after the meeting. These can all be called conference work. The staff responsible for meeting affairs must abide by the routine, pay attention to etiquette, be meticulous and rigorous, and be prepared in specific work.

Venue row seats

When holding a formal meeting, it is usually necessary to arrange the specific seats of participants, especially important people, in advance. The more important the meeting is, the more attention will be paid to its seating arrangement. Not only do you need to know the etiquette rules about the seating arrangement in the venue, but you must also abide by them carefully. In the actual operation of the conference, due to the different scale of the conference, there are also some differences in the specific seating arrangement.

(1) Small meeting

Small meetings generally refer to meetings with few participants and small scale. Its main feature is that all participants should be seated and there is no special rostrum. At present, there are three main forms of seating arrangement for small meetings.

1. Free seat selection. The basic practice is that all participants are completely free to choose their seats, and no fixed specific seats are arranged.

2. Provide seats for other doors. It usually sits in the seat opposite the main entrance of the conference room as the chairman of the meeting. Other participants can sit on both sides in turn from left to right.

3. Set the seat according to the scene. The so-called seating according to the scenery refers to the specific position of the chairman of the meeting, not facing the main entrance of the meeting room, but relying on the main scenery of the meeting room, such as calligraphy and painting, podium and so on. The seats of other participants are slightly the same as the former.

(2) Large meetings

Large-scale meetings generally refer to large-scale meetings with a large number of participants. Its biggest feature is that the venue should have a podium and a mass seat. The former must be carefully arranged, and the latter can be arranged or not.

1. Seats are arranged on the podium. The rostrum of a large venue should generally face the main entrance of the venue. In a crowd, people sitting on the podium should usually face each other. A two-way desk sign should be placed on the desk in front of each member.

The arrangement of rostrum seats can be divided into three different aspects: the arrangement of presidium seats, the arrangement of host seats and the arrangement of spokesperson seats.

First, the presidium arranges seats. Here, the presidium refers to all the people officially sitting on the rostrum. At present, there are three basic rules for the ranking of the presidium in China: first, the front row is higher than the back row; Second, the center is higher than both sides; Third, the left side is higher than the right side. Specifically, the seats of the presidium are in odd rows.

Before the meeting

In all kinds of organization work of the meeting, the organization work before the meeting is the most critical. Generally includes the following four different aspects.

1. Preparations for the meeting. Before any meeting is held, the theme (including the name of the meeting) must be determined. Relevant leading groups confirmed this before the meeting. The staff responsible for preparing the meeting should organize and implement the meeting scale, time and agenda agreed by the leaders around the theme of the meeting. Usually need to set up a special team, clear division of labor, put the responsibility to people.

2. Notice to be issued. Generally speaking, a formal meeting should send a notice to the participants in advance. Refers to the written documents sent by the conference organizer to all participating units or participants, including the invitation letters sent to relevant units or guests. In this regard, two things should be done well.

First, draft a notice. The notice of the meeting should generally include seven points: title, subject, duration, attendees, sign-in time, sign-in place and participation requirements. When writing a notice, you should ensure that it is complete and standardized.

Second, timely delivery. When issuing the meeting notice, we should try our best to ensure that it is delivered in time without delay.

3. Drafting documents. All kinds of documents and materials used in the meeting should generally be prepared before the meeting. The meeting documents that need to be carefully prepared mainly include agenda, opening speech, closing speech, theme report, general assembly resolution, typical materials and background introduction. When the participants report for duty, some documents should be distributed.

4. Regular preparation. In charge of meeting affairs, it is often necessary to make full preparations for the specific details involved in some meetings.

First, do a good job in site layout. The meeting venue should be selected, tables and chairs should be arranged as needed, and all kinds of audio, lighting, projection, camera, photography, recording, air conditioning, ventilation equipment and multimedia equipment needed for the meeting should be debugged and checked in advance.

Second, in accordance with the provisions of the meeting, do a good job of communication with the outside world. For example, notify the relevant news departments and public security departments.

Third, the procurement of conference supplies. Sometimes it is necessary to purchase some meeting supplies, such as paper, notebooks, pens, folders, business cards, seat tags, drinks, audio-visual appliances, etc.

meeting

Be responsible for the specific work of the meeting and do the following work meticulously.

1. Daily service. During the meeting, special personnel should be arranged to meet, guide and accompany the participants inside and outside the meeting place. Special care should always be given to the distinguished guests, the elderly, the sick and the pregnant, ethnic minorities, religious figures, compatriots from Hong Kong, Macao and Taiwan, overseas Chinese and foreigners attending the meeting. Respond to the reasonable demands of the participants.

2. Sign in for the meeting. In order to master the number of people attending the meeting and enforce the meeting discipline, all large or important meetings are usually required to sign in when they enter. There are three ways to sign in for the meeting: one is to sign in, the other is to buy tickets, and the third is to report by credit card. The person in charge of this work should inform the person in charge of the meeting in time.

3. Catering arrangements. For long meetings, working meals are usually arranged for the participants. At the same time, participants should be provided with healthy and delicious drinks. The drinks provided at the meeting should be convenient for the participants to drink themselves, and it is not recommended to pour them tea often. Doing that is often unhealthy and unsafe, and may even hinder each other. When necessary, convenient conditions such as accommodation and transportation shall be provided for foreign participants.

4. On-site records. All important meetings should be recorded on the spot, including taking notes, printing, inputting, audio recording and video recording. Can be used alone or cross-used.

Responsible for handwritten notes meeting minutes, meeting name,

The number of attendees, time and place, contents of speeches, matters to be discussed, provisional motions, voting and other basic contents should be complete, accurate and clear.

5. Prepare a briefing. For some important meetings, it is often necessary to prepare a briefing during the meeting. The basic requirements for writing conference briefings are fast, accurate and concise. Fast, it requires attention to timeliness; Accuracy refers to the requirement of accuracy; On the other hand, Jane asked for concise words.

After the meeting