Working in the meeting

This article is about the main process of the daily work conference: work in the meeting. I mentioned a few things to be aware of when working in the conference. Please read this article for details. 1. The meeting sign-in will complete the sign-in of the meeting according to the basic requirements of the meeting sign-in work.
In order to keep abreast of the number of people who report, we must do a good job in signing up.
The secretary should be prepared to sign the required supplies before the meeting. At present, there are two main ways to sign in.
1) Book-style sign-in sign-in means that when the participants arrive at the meeting, they sign their name, unit, position and other contents on the check-in book to indicate the meeting. The book-style check-in method is simple and easy, but it is easy to cause crowding at the entrance of the venue. Therefore, the book sign-in method is more suitable for small meetings or celebration meetings.
2) Card type sign-in card type sign-in can be divided into two types: one is to pre-print the pre-printed card to the participants in advance, and one can be handed in when entering the market; the other is the magnetic card sign-in, that is, the participant enters At the venue, the magnetic card received in advance is sent to the electronic sign-in machine. The sign-in machine instantly inputs its name, number and other contents into the computer. After the participants enter the venue, the sign-in situation is immediately displayed on the computer screen. Card-style sign-in is suitable for larger meetings.
2. Assist in the proper use of the venue equipment and issue conference equipment. The equipment in the venue mainly includes lighting equipment, audio equipment, air conditioning equipment, ventilation equipment and necessary safety facilities. The secretarial staff should use equipment such as recording and video recording. The secretarial staff should also provide the venue supplies, including the stationery required for the meeting, and provide the tea and drinks that the podium and the venue staff can drink at any time.
3. Assisting in the accommodation and accommodation of the participants The accommodation and accommodation issues are the most important tasks in the off-site service during the conference, so they must be taken seriously. Although the boarding and lodging work is ready before the meeting, the participants will still put forward some specific requirements and opinions on the accommodation and food. The secretarial staff should listen to these opinions humbly and meet the requirements of the participants as much as possible. Be proactive and enthusiastic. For example, some participants have proposed to adjust the room for various reasons. The secretarial staff should try to change it. If it is impossible, it should be patiently explained and apologized. Some participants may not be accustomed to eating. Comments should also be improved as much as possible. In short, reasonable advice should be adopted and met.
4. Meeting record
1) Prepare for the minutes of the meeting as a secretary. Record and take notes during the meeting and serve as a record for the meeting. The meeting recorder should assist the moderator in the planning and scheduling of the meeting. The record of a formal meeting is the original record of the meeting process and is a legally binding file, so it must be accurate, complete and well organized.
Prepare enough pens, pencils, notebooks, and recording paper.
Prepare the recorder and enough tape to complement the manual recording.
To have an agenda and other relevant data files, you need to check the relevant data and facts at any time.
Arrive at the venue in advance and learn about the participants' bitmaps to identify the speakers at the conference.
It must be recorded manually while using the recorder, which prevents the recorder from malfunctioning in the middle.
2) Description of the content of the meeting record. Includes meeting type, time, date, and location.
Participant's name. The chairman's name is at the top and the recorder's name is at the end.
Meeting process. Read the minutes of the last meeting, the issues arising in the minutes of the meeting, the communication, the general affairs, the resolution should include the exact wording of the meeting, other matters - in the order of the meeting, the date of the next meeting.
Signature of the chairman and recorder.
3) Method of meeting minutes The focus of the meeting minutes should be to record the main points of discussion, resolutions, decisions, important statements, amendments, and conclusions, while other contents can be recorded in a brief and general manner.
The missing content can be marked in advance and then modified against the audio tape. The conference host can also be prompted to ask the speaker to repeat the content or briefly explain a term.
The opinions and suggestions put forward by the participants should be recorded.
4) Modification of the minutes of the meeting Before the finalization of typing, a draft is usually submitted to the Chairman for approval by him.
If a member indicates an error in the minutes of the meeting, the chair or secretary may correct the error in the meeting minutes upon approval by the meeting.
Once the minutes of the meeting are signed, no changes can be made anywhere.
5) The requirements of the meeting minutes are true. The formal minutes of the meeting have the legal effect, and the content must be true and credible and accurate. Once the chairman of the meeting signs and all members pass, it must not be changed.
complete. The minutes of the meeting must reflect the actual progress of the meeting. All the points must be completely recorded and cannot be omitted.
concise. The minutes of the meeting are different from a detailed report, but the meeting process is expressed in a concise form.
accurate. The minutes of the meeting should be clearly organized, the content should be accurate, not vague, and there should be no content errors.
6) The structure of the meeting record and the structure of the written meeting record are: title + body + tail.
title.
1 Conference name + language, such as "the record of the third board meeting of the "secretary work" group company".
2 languages, such as "meeting minutes."
text.
The structure of the body is: head + body + end.
1 head. Overview of the meeting, including the name of the meeting; meeting time; meeting place; chairman of the meeting; attendance, attendance and absence of the meeting; signature of the meeting recorder. The above six items should be completed before the host announces the meeting.
2 main body. The content of the meeting, including the following.
If there are multiple issues on the topic of the meeting, you can add a serial number before the topic.
Speaker and speeches. When you record each person's speech, you must take another line, stating the name of the speaker, and then add a colon.
Meeting Decision. Resolutions should be listed separately. There are voting methods to record the voting method and results.
3 ends. In another line, write "dissemination" and indicate the time of the meeting.
Tail.
At the bottom right, write "Host:", "Record:".
Example Tiantian Company Project Meeting Recording Time: June 10th at 9:00 am
Venue: Participants in the first meeting room of the company: Managers of each branch and direct department manager: Zhao Liang Record: Dong Qingyi, Moderator's speech: Today I mainly discuss the problems of the preliminary work.
2. Speech: The establishment of “Mei Lian Entertainment City” and how to open the first branch company Qi: The location of the project should be located north of the Asian Games Village, south of the Qinghe River...
The second branch of the company, Liu Zong: The project should take the physical fitness as the leader and drive other catering and entertainment projects.
General Manager of the Marketing Department: Reporting the results of market research and forecasting.
Mr. Huang from the Finance Department: Reporting the company's funding status.
General Manager of the Ministry of Technology: Report on the investment and bidding of construction projects.
Third, the resolution:
~
Fourth, the meeting
5. Prepare a conference briefing The conference briefing reflects the progress, dynamics and main issues of the meeting. It is designed to assist the leaders in grasping the overall and main information of the meeting so that they can guide and start the meeting in a timely manner. Write a briefing of the meeting to be brief and clear, prompt and timely.
The structure of the briefing is: header + check + end.
1) The header of the header is placed at the top of the first page, separated from the body part. About one-third of the position of the whole page, with a horizontal line below. The header has the following content.
The name of the newsletter. Generally, the large font type printed with red set is used. If there is special content and there is no need to issue another newsletter, the words “supplement” or “×× special issue” should be indicated under the name or number of periods. The secret level is written in the upper left corner, and some words such as "internal file" or "internal data, pay attention to save" are written.
Issue. Written in the next line of the name, marked with brackets.
Print unit. Write left on the interval and on the interval line.
Date of issue. Written on the right side parallel to the print unit.
Next, the header is separated from the report by a horizontal line.
2) The middle part of the report, the main part of the report, is: + title + lead + subject + end.
note. Some of the briefings are marked with an editor's "by language" at the top of the title to explain the purpose of compiling the briefing or to evaluate the items listed in the text.
title. The title of the newsletter is similar to the headline of the news, to reveal the theme, short and eye-catching.
Lead. The lead message of the briefing should summarize the main or main content of the full text in a concise and concise manner, giving the reader a general impression. There are generally four ways to write a lead: questioning, conclusion, descriptive, narrative, and so on. The lead should generally explain who, what time, what, and what the results are.
main body. The main content of the newsletter. Concrete the content of the lead with enough, typical, and convincing material.
end. Or generalize and generalize the main part, or propose hope and future plans.
3) At the bottom of the last page of the briefing, the ending is separated from the audit by the horizontal line. The horizontal line is below the left-hand transmission range. Finally, the number of copies printed in the right bracket below the horizontal line is indicated.
Example Tietong Company × × Branch Conference Briefing Issues Tietong × × Branch Office

Editor's Note: On June 13, Tietong headquarters held a video teleconference to implement the spirit of the Ministry of Information Industry's Spiritual Civilization Construction and Work Style Construction Leading Group Meeting, which was the first in the construction of spiritual civilization and construction of the railway industry since the establishment of Tietong. A conference call, the content of the meeting is very important. In this issue of the "Sports Briefing", the key points of the "Secretary's Work" deputy secretary will be forwarded. It is hoped that all units will start work on this aspect immediately after receiving the "State Briefing". After the company headquarters officially issues the document, the branch will make specific based on the actual situation. arrangement.
At the meeting, the “Secretary Work” of the Deputy General Manager of Tietong Company conveyed the spirit of the meeting and the documentary of the Leading Group for Spiritual Civilization Construction and the Leading Group for the Construction of the Ministry of Information Industry to regulate the market order and deepen the creation activities. The "Secretary's Work", deputy secretary of the Party Committee of Tietong Company, made an important speech on how to implement the spirit of the meeting. He made four comments.
First, raise awareness, unify thinking, and regard spiritual civilization construction as an important task of enterprises.
Second, combine the actual situation, highlight key points, and do a good job in the current important task of spiritual civilization construction.
Third, the use of the media, grasp the typical, and lead the spiritual civilization creation activities.
Fourth, strengthen leadership, form a mechanism, and implement spiritual civilization construction.
Finally, it is emphasized that this activity must be combined with the 80th anniversary of the founding of the Party and the theme activities being carried out at the company. At the communication work conference, there has been a consensus that the ideological and political work of Tietong Company should be closely related to maximizing the benefits of the enterprise. Therefore, all the contents of political work must be closely integrated with the operation, production and operation of the enterprise. Manage activities, avoid "two skins" and overcome "fake, big, empty".
Send: XX office, company departments
6. It is necessary to improve the duty system for meetings and security work meetings, and personnel must stick to their posts. In large and medium-sized conferences, the conference secretary is generally required to adhere to the 24-hour duty to ensure the smooth completion of the conference and to cope with various emergencies.
1 Assist in collecting relevant information, organizing files and materials, and transmitting various information during the meeting.
2 It is necessary to control the people who are not related to the meeting to enter and exit the venue casually, especially those with strong confidentiality, and it is even more difficult for outsiders to enter and exit at will.
3 You must have the contact information of the company and the leaders of various departments at hand, so that you can contact and ask for it in time.
4 A telephone address book of equipment maintenance personnel, fleet dispatchers, and heads of logistics service departments such as accommodation and accommodation should be available.
5 to adhere to the post, people do not leave the post, to ensure the smooth flow of meeting information.
6 When necessary, it is responsible for supervising and assisting the full-time conference service personnel to provide specific services for the participants.
7 Do a good job of coordination of various activities and various contradictions during the meeting.
8 When necessary, a supervisory leadership system should be established.
2) Meeting security work. Conference security should include the following.
1 The safety of the important personnel attending the meeting.
2 Defend the important files of the meeting.
3 The defending of the venue and the station.
4 conferences to defend the various equipment supplies.
5 Participants defend the personal valuables.