Secretarial knowledge > Secretary basis

Instruments and services during the meeting


I. The important paperwork during the preparation of the conference briefing session was the preparation of the conference briefing. The conference briefing is an interactive and guiding archive of the meeting, requiring timely and accurate writing.
The basic requirements for writing a conference brief can be summarized in four words: "fast, new, real, short".
"Fast" is determined by the time limit of the meeting. This means that the preparation of the conference briefing needs to grab time, not to drag, generally require the day's situation to be sorted out on the same day, the same day, the latest day to be sorted out, the next day. Some large conferences will issue briefings one to two in a day.
"New", this is the communication and guiding decision of the briefing. That is to say, writing a briefing should propose new situations, new problems and new experiences, and it should be reflected in the text should pay attention to make the title eye-catching and attractive.
"Real" is the minimum requirement for all official documents. This is the situation and problems reflected in the briefing to be true and accurate, and cannot be exaggerated or reduced at will.
"Short", the briefing itself is literally a short report. If you are long, you cannot call it a briefing. And it will also affect "fast". Therefore, the characteristics of the conference briefing should be: open the door, direct narrative, in the words, try to discuss as much as possible, and do less comprehensive reporting. The general number of words in a briefing is at most a few hundred words but not a thousand words.
Second, there are many ways to collect and compile news reports for conference information meetings:
The first type is to write a news report by the conference secretary group, and then send it to the media after the leadership has been examined and approved;
Secondly, during the meeting, the relevant newspapers, radio and television stations were invited to follow up and post messages;
Third, at the end of the meeting, a press conference will be held. The leaders will directly introduce the meeting and personally answer the questions raised by the reporter.
Third, the ability to organize the preparation of the minutes of the meeting The minutes of the meeting are based on the main purpose of the meeting, using accurate and refined language to comprehensively describe the written materials of its main points. It is based on the minutes of the meeting, which is analyzed, synthesized and refined to summarize the archives reflecting the spirit of the meeting and the outcome of the meeting. Not all meetings have a meeting minutes. The minutes of the meeting have two purposes: one is to bring the participants back as the basis for conveying the spirit of the meeting; the second is to report to the superior authorities and relevant units to understand the situation of the meeting or to forward them.
The minutes of the proposed meeting should be:
1. Faithful to the actual situation of the meeting; 2. Concentration, generalization, and refinement; 3. The logical organization should be clear.
There are two types of corresponding knowledge meeting minutes:
The first is the minutes of the regular meeting. For example, the minutes of the manager's office meeting and the minutes of the director's office meeting. This type of meeting minutes is to issue the resolutions formed by the meeting, or let the superiors understand the spirit of the meeting, so the requirements are concise.
The second is the minutes of the working meeting. It refers to the special meetings held by various organs, departments or regions on major work issues, exchange of information, unified understanding, and study of policy measures. It is necessary to sort out the minutes of the meeting, report it, or request approval from the higher authorities.
The content of the meeting minutes consists of two parts:
The first is a brief description of the meeting. This includes the basis, purpose, time and place of the meeting, the participants in the meeting, the issues discussed at the meeting, and the outcome of the meeting.
The second is the elucidation of the main spirit of the conference. This is the main part of the minutes of the meeting.
Matters needing attention to prepare the minutes of the meeting should be done:
First, record. That is to seek truth from facts, loyal to the actual situation of the meeting. To this end, it must be based on the minutes of the meeting. The speeches of the participants can be summarized, summarized and refined, but the content of tampering must not be added.
Second, remember. That is to grasp the main points, focus on the central issues of the conference and the decisions made around the topic, to take the rough and fine, concentrate on the most persuasive typical examples, quote the most exciting plots and language, so that the full text highlights the key points.
Third, it must be organized, and the eyebrows are clear, making it clear at a glance.
Fourth, do a good job in the work of duty and confidentiality of the meeting. Some large and medium-sized meetings, the venue is equipped with specialized service personnel, but the secretary should supervise and assist the service personnel to do the following work:
1. The verification and invoicing work of the participants when they enter the venue.
2. Maintain order within the venue and maintain equipment in the venue.
3. Provide boiling water, beverages and other services to the participants in the venue.
4. Observe the use of various equipment in the venue.
5. Do a good job in security and security at the venue. The security work in the venue mainly includes:
Prevent people who are not related to the meeting and enter the venue casually;
Observe the operation of equipment in the venue, eliminate fire hazards and prevent accidents;
To ensure the safety and health of the personnel in the venue, if any of the participants are unwell or have sudden illness, they should promptly ask the health care practitioner or send them to a nearby hospital or contact the emergency center;
Do a good job of confidentiality of the meeting.
Precautions
1. There should be a corresponding duty system and requirements.
2. The distribution, recovery and confidentiality of confidential content.
V. Assisting the leaders in the summary work of the meeting and the feedback work after the meeting
1. After summing up the work of the meeting, the summary work should be timely, comprehensive, objective and fair. It is possible to adopt a combination of personal summarization, group evaluation, and leadership evaluation. On this basis, we should convene all staff as much as possible to open a summary meeting to exchange experiences and commend advanced.
2. Post-meeting feedback work refers to the results, reactions, and impacts of the decision-making or resolutions made by the secretary in actual implementation according to the decision of the leader or the decision at the meeting. Return to the activities of the leading agency hosting the conference. After the meeting, the feedback can be verbally or in writing, and if necessary, you can go directly to the relevant unit or department for on-site inspection and inquiry. Post-meeting feedback work is an important part of the after-work work of the conference and an important part of the overall conference work. Although this work is a work carried out after the meeting, it is very important and necessary for the whole meeting because it can directly reflect the effectiveness of the meeting and whether the spirit of the meeting can fall. To be practical.
Precautions
1. Summary It is necessary to pay attention to the collection of written summary materials in order to file the file.
2. Feedback work should pay attention to the diversification of forms and grasp the feedback information in many aspects.

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