Secretarial knowledge > Secretary basis

How to open a special meeting


The so-called "special meeting" refers to those internal working meetings that are temporarily convened or appointed by the supervisor in addition to the regular meetings held at regular intervals, due to very special circumstances. A contingency measure taken when a business event occurs in a special situation.
Although the special meeting was held in an emergency situation, it is usually a sudden encounter and a short preparation time. However, the arrangements for the meeting should still be as complete and sufficient as possible. Do not rush to a meeting.
When the main space agency manager instructs the secretary to temporarily convene a meeting on a specific issue, if the manager makes a clear deployment of the meeting's background, objectives, issues, and personnel attending the meeting, the secretary can follow the manager's request. Handle.
However, if the secretary is told to convene a meeting on one or more things and does not receive the inspiration for the relevant elements of the meeting, in this case, the secretary can obtain the consent of the superior and the following six All aspects of the problem are identified to the competent manager and quickly prepared. The six issues that need to be identified are:
Why is the meeting in this meeting open? Is it to explain what the situation is, or to reach a conclusion to solve the problem? Is it for the exchange of information, or for the purpose of making suggestions? It is clear that the purpose of the meeting is to make the necessary conditions for the success of some meetings held for emergencies.
The topic is what is the topic of the meeting, and the most concise and clearest statement is obtained. This is the basis for determining the way the meeting is conducted and the people attending the meeting.
Who is hosting the conference and who is hosting it? Who should I attend? What are the key, especially indispensable people? Is it possible to find someone to act if you can't attend the meeting for some reason?
When is the time for the meeting to start? What time is it expected to end?
Where is the meeting place where the meeting is arranged? What are the special requirements for the venue? Do I need to install special audiovisual equipment?
How does the meeting take place in a meeting? Do you ask participants to bring any special information when they come to the meeting? What do you need to pay special attention to?

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