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Summary meeting meeting operation points


1. Determine the size of the meeting
1) The scale of the efficiency meeting directly limits the efficiency of the meeting. That is to say, the fewer the number of meetings, the less time the meeting spends, and the higher the efficiency of the meeting. Conversely, the more people there are, the less likely they are to concentrate, the longer the meeting time, and the lower the efficiency. Therefore, it must be noted that the more people there are, the more likely they are to be lazy. Therefore, in addition to the release meeting and the large-scale meeting that must be held, it is necessary to control the number of participants as much as possible.
2) The scale of the cost conference and the conference cost constitute a proportional relationship. The larger the scale, the more manpower, material resources and financial resources are used, and the higher the conference cost. When determining the size of a meeting, you must first consider the estimated cost of the meeting and do your best. In addition to considering the explicit cost of the meeting, it is also necessary to budget for hidden costs.
3) The scale of the effect meeting is closely related to the effectiveness of the meeting. Some conferences have strong confidentiality, and the number of participants and conference personnel must be strictly controlled to prevent the spread of conference content. Some conferences require the formation of momentum, the expansion of influence, and the need to reach a certain scale to produce results. It is important to note that blind pursuit of scale will have adverse effects and effects.
4) Site Generally speaking, the scale determines the site, but due to the limitation of the site, the scale is bound to be correspondingly limited. Therefore, the site conditions should be examined before deciding on the size of the meeting.
2. Determine the time of the meeting
1) Principles to be grasped The time of the meeting is first and foremost a question that accurately grasps the timing of the meeting, including three aspects.
The timing must be mature. If the purpose of the meeting is to solve the problem, then the time to solve the problem is mature or not, which is the factor that the organizers of the meeting have to consider first when determining the meeting time. Only when the conditions for solving the problem are fully met and the time is fully ripe, and the meeting is held in a timely manner, can it be achieved in a timely manner. When the timing is not up and the conditions are not met, it is better to postpone the meeting. Otherwise, the effect of the meeting will not be guaranteed, and it will even be counterproductive.
Held in time. When the problem is urgently needed to be solved and the conditions are already in place, the meeting should be held in time when the time is ripe. If you drag it or not, you will miss the opportunity and delay your work.
Meeting time should be reasonable. The appropriate meeting time is that the time of the meeting is meaningful and can set the theme of the meeting. For example, a commemorative meeting is held on Memorial Day to highlight its theme; a celebration and entertaining meeting is best held on the eve of the relevant festival. Second, it means that the time of the meeting is conducive to promoting the work. For example, a meeting to summarize work and arrange a plan should be held after the work is completed and before the start of the project; work meetings, such as party committees, factory managers, etc., are usually scheduled on Monday or Friday. Third, the specific time for holding a meeting should be in line with the physical and psychological laws of the person, paying attention to the combination of work and rest.
2) Issues to be aware of Whether the main leaders, guests, and rapporteurs of the conference can attend the meeting at this time.
Whether the organization and preparation of the meeting can be completed.
Do participants in academic meetings, tender meetings, argumentation meetings, hearings, etc. have sufficient time to prepare relevant documents or materials for presentation.
The specific date of the meeting must be considered thoughtful, whether it is inconsistent with the national customs of the participants or may hurt the religious feelings of the participants. Where the period of the meeting is clearly stipulated by laws, regulations, articles of association or rules of procedure, it shall be held strictly in accordance with the prescribed session, and no special circumstances may be advanced or postponed.
3. Determine the length of the meeting and the length of the problem. The length of the meeting will be determined according to the actual needs of the meeting. The actual needs of the meeting should generally consider such issues.
Whether the agenda of the meeting can be completed.
Whether the speeches of the meeting were sufficient and whether the participants could fully express their opinions.
Will there be a provisional motion in the meeting, and if the motion is moved, it will take a considerable amount of time to discuss and vote.
Whether it is necessary to set aside some maneuver time, it should be unexpected.
In addition to the actual needs of the meeting, the length of the meeting is also closely related to the cost and efficiency of the meeting. Under normal circumstances, the shorter the meeting time, the lower the cost and the higher the efficiency. Therefore, under the premise of meeting the need principle, appropriate and reasonable compression of meeting time is an effective means to reduce meeting costs and improve meeting efficiency.
4. Determining the location of the meeting The location of your office may be the most natural and easiest to use, but it may not be the most helpful for the purpose of the meeting. The ideal venue for most participants is not only the shortest journey, but also no noise and other distracting factors. At the same time, it is best to be able to get away from the office to get rid of daily affairs. Achieve concentration for the purpose of the meeting.
The following factors should be considered when selecting a meeting location.
1) The distance between the participants and the venue is divided into national and local. Some associations host conferences every year in different parts of the country because they know that some members do not have enough time or money to attend meetings in other countries. By changing the venue of the conference, they can absorb some new participants every year, and they also show a common position in all regions of the country.
There are also conference organizers who like to hold meetings in the same city each year, so that participants can schedule time and budget accordingly.
2) Distance between the hotel and the venue. If the selected conference venue has both a conference venue and a guest room, the conference organizer does not have to consider this issue, but if the conference is held in a conference center, this issue is very important. . The time required for participants to travel between the hotel and the venue is more important than the actual distance. It is necessary to consider how long it takes for the participants to travel between the two places on average. Depending on the participants' specific conditions and weather conditions, Is it appropriate to consider whether this distance is suitable? Is there an efficient public transport or is it necessary to provide round-trip transportation by the conference?
3) Relationship with travel before and after the meeting Travel before and after the meeting is usually outside the consideration of the meeting organizer. Therefore, it is easy to ignore when selecting the meeting place. The important question is whether to let the participants travel. If you consider this factor, the venue should be close to the main railway station and airport. The pre-conference travel should be arranged comfortably and reasonably. If most of the participants are going from the field to the meeting place, the relevant arrangements must be reflected in the meeting plan. The biggest advantage of this is that participants generally do not quit midway, usually insisting until the end of the meeting. It is best to choose the location of the meeting in a city that allows participants to go directly without a turnaround. Sometimes, a midway transfer is inevitable. In this case, the schedule of the trip depends on the flexibility of the participants and the confidence to accept additional difficulties.
4) Have you ever held a meeting here? The meeting organizer is involved here. If you are an outside contractor, you may use the meeting place that you have chosen for this or other sponsors again. This way you will be very familiar with the location of the meeting and even know some of the staff. However, don't place too much hope on this advantage, because in many meeting locations, the flow of staff is very frequent. Regardless of the internal contractor or the external contractor, it should be clear whether the organizer of the conference has used this meeting place before. If you have used it, what is the past experience? Is the sponsor satisfied with it? Did the attendees have any feedback on the venue of the meeting? What happened to the venue since the last time the organizer used it?
Even if you or the organizer of the conference used a meeting place in the past, it is good to ask others if they have held a meeting here. Your experience at the venue is pleasant, or unsatisfactory, and cannot be determined by one person alone. If you have used the meeting location more than once, you may not need to ask for advice from others.
The opinions of others are helpful to your judgment, but they cannot be used as accurate data for reference. Their experiences, both good and bad, may reflect personal characteristics, specific conference planning, and other similar factors that may not be the same as yours. Meeting locations that are always in use may be able to produce proof of satisfactory customers, or at least provide the names, addresses, and phone numbers of those customers.
5) Is there a car rental service? Although participants generally do not need to drive during the conference, there are always some participants who want to have a car rental service in case of emergency. Car rental companies can set up offices at local airports or elsewhere to take over the business, but be sure to mention where to mention the car. Car rental is very important during the trips before and after the meeting, as the meeting venue may be located near some national parks or historical sites.
6) What entertainment participants are interested in the entertainment activities, so the meeting also pays more attention to the entertainment time in the planning process. In the meeting schedule, the corresponding activities during this time are often indicated by blanks. If you choose a meeting venue for your interest in entertainment facilities, you should make the most of them. Some large hotels and convention centers are often equipped with a large number of indoor entertainment facilities, such as tennis and bowling, for the participants to entertain when the weather is bad.
Not all entertainment is done at the meeting venue. The organizer can also choose the golf course near the venue as the entertainment venue for the participants, arrange some preferential measures for the participants and make it convenient for transportation.
Charges may apply for special entertainment activities, but in general, participants can be exempt from these fees. During the conference, the organizer announced that the swimming pools of some hotels could be used free of charge, which would give the impression to the participants that they could use the pools announced by the organizer free of charge regardless of the hotel they stayed at. Many participants will be embarrassed when they use these swimming pools to ask for the room keys and the final result will be embarrassing. Therefore, the organizer should consider such details.

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