Workplace meeting reception etiquette

Do you know the etiquette for receiving workplace meetings? Should I pay attention to anything? Below is the "Workplace Meeting Reception Etiquette" that I compiled for everyone. It is for reference only. I hope it will be helpful to everyone. Welcome to check it out!

Workplace meeting reception etiquette

1. Preparation for the meeting

Determine the reception specifications

The size of the meeting is determined by the leader of the host unit. Generally speaking, general working meetings within an enterprise are efficient and can be informal. For meetings hosted by superior units, representatives from various enterprises are invited to participate, so the reception requirements are relatively standardized. Usually, one of the main leaders of the company directly handles the preparation work for the meeting and sets up a conference affairs group to study the related work of arranging the conference reception.

Issue meeting notice

The meeting notice must state the name of the convener or the name of the organization or unit, the time, place, theme of the meeting, the participants of the meeting, conference fees, and what should be brought materials, contact information, etc. Attention should be paid to attaching a receipt after the notification, so as to determine whether the invited people are attending the meeting, and whether those who plan to attend the meeting have other requirements, etc.

Meeting notices are generally sent out 15 to 30 days before the meeting, so that the other party has enough time to send back the meeting receipt.

Selection of venue

The selection of venue should be comprehensively considered based on the number of people attending the meeting and the content of the meeting. It is best to meet the following standards:

First: the size should be moderate. The venue is too big, the number of people is too small, and there are too many empty seats, which are loose and scattered, giving the participants a sense of depression; the venue is too small, the number of people is too many, and they are crowded together, like country people going to the market, which not only looks stingy, but And it was impossible to hold the meeting successfully.

Second: The location must be reasonable. Meetings convened by history will break up in one or two hours. The venue can be set at a place where the participants are concentrated. For meetings lasting more than one day, the venue should be as close to the residences of participants as possible to avoid participants traveling back and forth.

Third: Ancillary facilities must be complete. Conference staff must check the lighting, ventilation, sanitation, services, telephones, loudspeakers, recordings, etc. of the venue. They cannot rashly assume that "the last meeting was held from here and there were no problems." Returning will be just as smooth.” Otherwise, losses may occur.

Fourth: There must be a parking lot. In modern society, when a meeting is called, there are not many people who come to the meeting with "a pair of straw sandals and an umbrella". Cars and motorcycles must have parking spaces to drive successfully.

The layout of the venue

The layout of the venue includes the decoration around the venue and the configuration of seats.

Generally, for large-scale meetings, banners are hung in the venue according to the content of the meeting. Welcome and celebratory signs are posted at the door. Appropriate relaxed bonsai and potted flowers can be placed in the venue; in order to make the venue more solemn, the national flag, party flag or national emblem or emblem can be hung on the rostrum. If tea cups and drinks need to be placed on the table, they should be wiped clean and placed in a beautiful and uniform manner.

If the seat configuration is consistent with the style and atmosphere of the meeting, and pay attention to the concierge order, there are mainly the following configuration methods:

① Round table type. If using a round table or an oval table. This arrangement allows attendees to sit around the table with leaders, thereby eliminating any sense of inequality. In addition, participants can clearly see the faces of other people, which facilitates the exchange of opinions. This format is suitable for meetings of about 10-20 people. In the seating arrangement, attention should be paid to the fact that the guests or superiors are face to face with the company leaders and their companions. The top leader of the guest should sit in the middle of the room facing south or towards the door, and the top leader of the company should sit opposite the superior leader. Diagonals of the same level sit opposite each other.

②The mouth shape. If using a rectangular square table. This form is more suitable for meetings with larger numbers of people than the round table type.

③Classroom type. This is the most commonly used form. It is suitable for meetings with the purpose of conveying information and instructions. At this time, there are a large number of participants and there is no need to discuss or exchange opinions among the participants.

In this form, the rostrum and the auditorium sit opposite each other. The seats on the rostrum are arranged according to the personnel's positions and social status. The chairman's seat is in the middle of the first row, and the rest are arranged in order from left to bottom and right to top.

Basic rules for seating arrangement

Left first (Chinese government practice)

Right first (following international practice)

The center is up (the center is higher than the two sides)

The front row is up (applicable to all occasions)

The far side is up (far away from the door)

Putting face first (good vision first)

Preparation of meeting materials

Modern meetings are inseparable from various auxiliary equipment. Before holding a meeting, all kinds of auxiliary equipment should be prepared Auxiliary equipment is in place. These materials include tables and chairs, name tags, tea, sign-in books, rosters, meeting agendas, blackboards, whiteboards, pens, etc.

Reception staff should enter their respective positions in advance and enter working status before the arrival of the attendees. General reception work is divided into three positions: check-in, ushering, and reception.

① Sign in. Set up a signing table with 1-2 staff members. If a higher level of reception is required, an etiquette lady can be assigned to take charge. Signature Taipei comes with a brush, pen and sign-in book. When handing a pen to a guest, you should take off the pen cover, point the pen tip toward yourself, and hand the pen over with both hands. If it is a writing brush, it should be dipped in ink before handing it over. The sign-in should be more refined so that it can be saved. If you need to hand out information, you should hand it over politely with both hands. Reception staff should always report attendance numbers to the meeting organizer.

②Introduction seat. After signing in. Conference reception staff should politely introduce attendees to the venue and take their seats. Important leaders should be introduced to the lounge first, accompanied by business leaders in person, and sit on the rostrum a few minutes before the start of the meeting.

③Reception. After the attendees sit down, the reception staff should hand over tea, towels, or fruits, enthusiastically answer various questions, meet various requirements, and provide as considerate service as possible.

2. Guidance etiquette

Car escort

After the guests arrive, if they need to accompany the car, how do the guests and hosts get on the bus and sit down?

When taking a car, there are usually two situations: when there is a full-time driver driving, the No. 1 seat in the car is to the right behind the driver, the No. 2 seat is directly behind the driver, and the No. 3 seat is to the driver's side. Next to it (if there are three people in the back row, seat No. 3 is in the middle of the back row).

If the host drives the car himself, the guest of honor should be asked to sit on the right side of the host, that is, on the right side of the front row, which is the passenger seat.

The main seat of the medium car is in the first row behind the driver, and seat No. 1 is near the window.

When riding in a medium or large van, the front seat is higher than the back seat, and the right seat is higher than the left seat; the closer to the front door, the higher the seat.

When the guests and hosts march side by side, the leader walks on the outside and the guests walk on the inside. When marching in a single file, the leader should walk in front and the guests should walk behind, playing the role of leading the way.

Position of accompanying guests

First of all, the wall should be given to the guest, so that the guest is on the right; the standard position for accompanying the guide is 1 meter to 1.5 meters in front of the left side of the guest about. If the guest knows the way, the guest should walk ahead.

When going up and down stairs

Under normal circumstances, women go first, but when women wear short skirts, men have to go ahead.

During international exhibitions

According to international practice, the order is sorted according to the Latin alphabet. For United Nations meetings, one letter is drawn first each time.

3. Meeting service etiquette

Routine service

During the meeting, special personnel should generally be arranged to greet, guide and accompany the participants inside and outside the venue. Special care is often required for distinguished guests attending the conference, as well as the elderly, weak, sick, disabled, pregnant, ethnic minorities, religious figures, compatriots from Hong Kong, Macao and Taiwan, overseas Chinese and foreigners.

We will respond to the legitimate requests of participants.

Catering arrangements

For longer meetings, working meals will generally be arranged for participants. At the same time, hygienic and delicious drinks should be provided to attendees. The drinks provided at the meeting should be convenient for participants to drink by themselves, and frequent refills of tea and water are not recommended. Doing so is often unsanitary and unsafe, and may hinder the other party. If necessary, accommodation and transportation should be provided to outside participants as conveniently as possible and in compliance with regulations.

On-site records

All important meetings should be recorded on-site. The specific methods include note-taking, printing, typing, audio recording, video recording, etc. One can be used alone or in combination. When taking handwritten notes on meeting minutes, the basic contents such as meeting name, number of attendees, time and place, content of speeches, matters discussed, temporary motions, voting and elections must be complete, accurate and clear.

4. Final post-meeting service

After the meeting, all reception staff should clearly divide their responsibilities and handle the aftermath.

After the organization meeting, sometimes some activities will be arranged. Such as parties, dinners, visits, photography, etc. These tasks are very tedious and should be directed and coordinated by a leader, and this leader must have strong organizational skills to be competent. At the same time, other reception staff must actively cooperate and perform their respective responsibilities. Responsibilities and do their share of the work to ensure the smooth implementation of the activity plan.

Farewell Arrange the transportation of the participants according to the situation so that they can return home happily and in time.

Cleaning up meeting documents ① Recycle relevant documents and information in accordance with the principle of confidentiality. ②Compile meeting minutes. ③News reports. ④ Primary volume archiving. ⑤Meeting summary

5. Personal etiquette standards for meeting reception staff

Grooming

Male employees’ beards should be trimmed neatly, and their hair should not cover the forehead or cover the ears. , do not touch the collar afterward. Female employees come to work with light makeup, elegant appearance, and consistent with their age and status. Do not wear makeup in public during working hours. Pay attention to public hygiene. You should not eat food with pungent odor before going to work to avoid bad breath.

Clothing

All employees should wear company suits and work clothes. Men should wear blue shirts and work clothes, and women should wear white shirts and work clothes. The clothes should be in good condition, without stains, and have all the buttons. No missing or wrong buckling. Wear a tie and leather shoes, keep your coat pockets empty, trouser pockets as little as possible, and keep your cuffs and trouser legs unrolled. Employees must wear work badges during their employment. Company leaders use badges worn on the left chest, and other company employees use badges hung on the chest;

Behave in a disciplined manner

Pay attention when receiving Concentrate and show a good mental state, without fatigue, depression or dissatisfaction. Stand upright, raise your head, lift your chest, draw in your abdomen, and let your hands hang down naturally. Walk with strong steps, appropriate stride length, and appropriate rhythm. Avoid yawning, stretching, sneezing, picking ears, etc. in front of customers. If it is really difficult to control, you should avoid sideways. When talking to leaders and guests, you must maintain a focused and natural expression and express yourself appropriately. You must not put your hands behind your back, fold your hands, hold your hands, or fold your hands. Don't shake your hands from side to side or scratch your ears and cheeks.