Secretarial knowledge > Secretary basis

Departmental meeting


First, the basic characteristics of departmental meetings
1. A departmental meeting is a meeting held within the company or various departments of the company.
2. Usually convened by the department head, attended by members of the department, and sometimes invited superiors to attend
3. The content of the meeting is mostly to summarize the work of the department in the previous stage, and to arrange the next stage of work around the planning and overall planning of the entire company. Second, how to improve the efficiency of departmental meetings.
1. Determine the purpose of the meeting before the meeting and inform the participants as soon as possible. It is possible to improve the effectiveness of the meeting by letting the participants know the purpose of the meeting as soon as possible so that they can prepare for the discussion of the meeting. Choosing the right time and place for the meeting will have an unexpected effect.
The proper choice of meeting time and place is often a pre-work that is often overlooked. The convenor cannot arbitrarily set a time and place for a meeting. It is necessary to cooperate with all people. Otherwise, the reason for "cannot attend for some reason" is Will come one after another.
Choosing the right meeting method is also a means to improve the effectiveness of the meeting. The way meetings are held at departmental meetings is usually brainstorming. This is the most common form of meeting.
2. A good opening remark in the meeting often not only has the effect of finishing the finishing touch, but also can lead to discussion, or it can be said to be the cornerstone of a successful meeting. The opening remark is a three-minute to five-minute speech that is systematic, concise, prudent, and has a clear purpose. Its content should include the purpose of the meeting, known important information and how it is discussed.
Good opening conditions should meet the following conditions:
Let the participants clearly know the purpose and program of the meeting.
Let the participants know why they are invited to the meeting.
Advance prompts to avoid discussions and topics that are not relevant.
Acquire the participants' recognition of the way the meeting was conducted.
It is best to have a "black face" in the meeting. In order to improve the quality of the proceedings, the chairman can designate a person to "face up" in the meeting. Its main task is to raise objections to help speakers correct their views. The reason why some people "face up" in the meeting is very important because many subordinates dare not come up with the opposite opinion of the boss, and even think that they are more wrong. Therefore, all the problems are rationalized and the majority is accepted indiscriminately. Views. In particular, other people who give comments or suggestions will also bring hats that refuse to cooperate. This will only result in a vicious circle of low quality of deliberation.
The secret of "black-faced" people can let everyone know their role before criticizing. E.g:
"As you know, my job is to ask questions in a timely manner. I believe that any observer with a keen eye will find that the "secretary work" speech lacks evidence. I am not against everyone's opinions, but we can't ignore it... ..."
Tell your own criticism through an authoritative participant.
It is common to use "we" rather than "me" to state opinions.
Pay attention to resolve conflicts of opinion. If the participants themselves can resolve their own conflicts, it will not be difficult to create an efficient meeting. When necessary, the chairperson should publicly deal with conflicting opinions, but try to avoid confrontation with the participants. Here are a few ways to avoid and resolve conflicts of opinion:
First, clarify the expectations of the meeting.
Conflicts usually occur when there are two or more opinions that are too strange, and the proposer will see the other party as an obstacle to his claim. In fact, this situation often occurs because the two sides have little knowledge of each other's opinions. In addition, this is also related to the mode of chairperson's improper meeting, that is, only listening to unilateral opinions, which naturally causes dissatisfaction among different opinions. To avoid this, there are several suggestions:
The speaker is requested to make a short and clear statement.
Find the point of contact for different opinions.
Let’s say it again and again, and see what kind of opinions are more in line with this expectation.
Point out which of the comments that best meets this expectation.
Second, ask the speaker to provide stronger evidence.
This is another way to resolve conflicts. The Chairperson can sort out the parts of the comments and ask the speakers to provide stronger evidence. For example, to the dissenting participants asked: “Can you provide enough evidence to show that this opinion is inappropriate?” Such questions not only help to ease the tension, but also help participants to come up with more specific opinions.
Third, as far as things are concerned, don't talk about things.
v Avoid blaming the causes of conflicts on human factors, but to find environmental factors that make the opinions deadlocked. The chairman should appease and coordinate different opinions and potential parties.
Fourth, seek other solutions.
Finding other solutions as much as possible is one way to resolve conflicts. Here, a possible method is provided, that is, the part of the opinion is broken down into several small conflicts, and then the solution or compromise method is separately found.
Fifth, transfer topics or take a break.
When the meeting has to stop due to a conflict, the topic can be changed in due course. For example, the chairman explained the expectations of the meeting and the consensus already reached, or temporarily rested for everyone to think about it. You can also ask a third party to mediate the conflict, but don't be arrogant and arbitrarily decide.
Sixth, the conflict is pre-excluded before the meeting.
When the chairman knows that there may be disagreements in the meeting and the parties cannot make concessions, it is necessary to communicate with these people before the meeting. If it is still impossible to resolve the different opinions, the chairman needs to express an attitude of dissatisfaction with both. Please think about it. But at the same time, we must also avoid letting the participants feel that the dissatisfied attitude is directed at someone.

recommended article

popular articles