The basic nature, participants, scale and methods of ordinary meetings. . . urgent

the meaning and function of the meeting

organizing the meeting, referred to as "holding the meeting", is one of the important contents of the secretary's work.

what is a meeting? To put it simply, a meeting is when more than three people get together to discuss or solve one or some issues. A conversation or discussion between two people is called a conversation or a meeting, and a conversation between three or more people without a moderator and a central topic is called small talk.

In addition, many people get together, and there are also hosts or sponsors, but they are organized activities to show some spirit or strength or to achieve the same goal, which is also called "meeting". The former, such as celebration, welcome meeting, condemnation meeting, etc.; The latter such as sports meeting, trade fair, memorial service or banquet, dance, and so on. These "meetings" are just gatherings, and "meetings without discussion" are different in nature and function from the "meetings" we are discussing here.

Usually, it takes a certain time to hold a meeting. In a certain place, a formal meeting should be given a complete and exact name that can reflect the content, nature, personnel, time and place of the meeting.

(1) Meetings can be classified into different categories according to different standards.

according to the content and nature, it is divided into congress, working meeting, academic meeting, joint meeting, etc. According to the form of the meeting, it can be divided into group meetings, symposiums, reports, etc.; according to the composition of the participants, it can be divided into party committees, board of directors, press conferences, etc. According to the number and scale, it can be divided into large conferences, medium conferences and small conferences; According to the law or date of the meeting, it can be divided into regular meetings and temporary meetings; In addition, there are also categories according to the scope, region and time of the meeting.

(2) the role of the meeting.

No matter what meeting, we always discuss around the central topic, hoping to find out what problems, or solve what problems, or get what results. In short, to achieve the expected goal, this is in terms of the overall role of the conference. For example, through communication, new information has been obtained; After discussion, brainstorming, learning from each other's strengths, formed a correct opinion; By voting, a majority or unanimous decision or resolution was made; Be inspired or educated by listening to other people's reports or speeches, and so on.

the role of the meeting should also be recognized from the role played by each participant. There are generally three kinds of participants in the meeting:

one is the host or convener of the meeting, the other is the full member who attends the meeting, and the other is the person who is invited to attend or attend as an observer. These three kinds of personnel should play their due roles.

there is another kind of person, who is neither a moderator or a formal participant, nor an invitee or an observer, but they all attend the meeting. Serving the conference from beginning to end plays an irreplaceable role in supporting and ensuring the expected results of the conference, that is, the secretary.

elements of a meeting

generally speaking, a meeting has six elements, namely, attendees, host, topic, name, time and place. The following are introduced separately.

attendees

attendees are full members attending the meeting, including the host and the secretary, but excluding other service personnel at the meeting. It takes a certain amount of time and energy for people to be called to a meeting, and to some extent, time and energy are benefits, that is, wealth, which can only be created and cannot be wasted. Therefore, in principle, people attending the meeting should do: there are many people who should attend and not many people who should not.

specifically, the participants should be necessary, important and legitimate.

necessity. This means that the participants must be directly related to the meeting, that is, meet the scope of the meeting. People who have the right to know the situation, put forward opinions, express their attitudes and make decisions; Or someone who can provide information, deepen discussion and directly help the meeting achieve the expected results.

importance. Here refers to the participants who are not necessarily and directly related to the meeting, but are beneficial to the progress or expansion of the meeting. These people are usually invited on an ad hoc basis.

legality. This refers to some important meetings, and the participants must have legal status and legal qualifications. For example, participants in people's congresses must be people's deputies at all levels elected according to law; The party's congress must first be party member, and secondly, it must be the elected representatives of all party organizations at all levels in party member; Participants in the board of directors or shareholders' meeting of the company must be directors or shareholders formally determined in accordance with the company's organization law and articles of association, and so on.

Some conference organizers don't pay attention to the necessity, importance and legitimacy of the participants. However, the opening and closing ceremonies, photos, banquets, souvenirs and sightseeing are vigorous, while the formal meetings are sparse and deserted. The result is not only a great waste. Even diluted or interfered with the theme of the meeting. This practice should be opposed.

Moderator

Moderator is the moderator and guide in the meeting process, and often the organizer and convener of the meeting, which plays a leading and ensuring role in the normal development of the meeting and the expected results.

The meeting host is usually an experienced, capable and knowledgeable person, or a person with considerable status and prestige. Generally speaking, there are two situations: one is the ex officio moderator, which is determined by his position and status, that is, by the articles of association or laws of the organization. For example, the regular work meeting of the unit is presided over by the unit leader, the meeting of the party organization is presided over by the party secretary, and the board of directors is presided over by the chairman. If the moderator is unable to preside over the meeting for some reason, he may also entrust a deputy or other corresponding person in charge to preside over the meeting.

the other is the temporary moderator, for example, various representative meetings, or joint meetings of several units and regions, which are elected or negotiated by the representatives. For particularly important meetings, it is necessary to produce a corresponding number of presidium, and the members of the presidium will preside over the meeting collectively or in turn. Except for small meetings, the host of large and medium-sized meetings usually needs the assistance of the secretary-general or secretary when presiding over the meeting.

topic

topic is the topic to be discussed, the topic to be studied or the problem to be solved at the meeting. The topic must be necessary and important, and it must be clear and feasible. Meeting around such topics to discuss and study, it is easy to get * * * knowledge or finally voted through. Therefore, the topics of each meeting should be as centralized and single as possible, not too much and not too scattered. In particular, it is not appropriate to discuss many unrelated issues at the same meeting, which will distract the participants and is not conducive to solving problems.

there are usually two kinds of issues: one is designated by the leaders according to their needs; The other is put forward by the secretary after investigation and comprehensive information. Approved by the leadership.

at some major delegates' meetings, delegates first put forward "proposals" which are summarized by the secretary or secretariat. Only when it is submitted to the presidium or a special "proposal review Committee" for deliberation and approval can it become a formal topic on the agenda of the meeting. Therefore, the issue must also have legitimacy.

name

a formal meeting must have an appropriate and exact name.

as the saying goes, if the name is irregular, the words will not go smoothly. The name of the conference should be able to summarize and show the content, nature, participants, organizers or organizations, time, session, place or region, scope, scale and so on.

the name of the meeting must be expressed in exact and standardized words. It is not only used for the "meeting notice" before the meeting, so that the participants know fairly well and make preparations; It is also used for publicity after the meeting to expand the effect of the meeting; It is also used to make all the members present at the meeting cohesive and

blue and confused.

large and medium-sized conference names are made into banners and slogans, which are placed above or behind the conference podium as the symbol of the conference. The logo must be in full name and cannot be omitted at will to avoid misunderstanding.

time

meeting time has three meanings: one is the time when the meeting is held; Second, it refers to the time and days required for the whole meeting; The third refers to the time limit of each meeting.

meeting time. When is the best time to hold a meeting? There are many factors to consider. First of all, it is necessary. For example, the weekly work meeting is usually held in the afternoon of the weekend. One week is coming to an end and the next week is about to start, which is conducive to connecting the preceding with the following. The annual workers' representative meeting should be held at the beginning of the year, which is not only conducive to summing up the work and production achievements of the previous year, but also conducive to discussing and deploying the work and production plan for the new year and adopting various budgets. Some meetings, such as agricultural production and school education, are very seasonal or seasonal. Secondly, it is possible, that is, it is best to have a time when everyone can attend. For example, some enterprises in Japan hold briefings for cadres of various departments, usually half an hour before work, rather than at the beginning of work. Thirdly, it is appropriate, that is, natural and social factors such as climate and environment should be considered.

the meeting needs time, which can be long or short, and it should be as short as possible. At least a few minutes, dozens of minutes; More than a few days, ten days. The organizer of the meeting should predict the required time as accurately as possible, and write it down in the notice of the meeting, so that the participants can arrange it in a planned way.

meeting time limit. It is best that the time of each meeting should not exceed one hour. If it takes longer, an interval should be arranged.

location

meeting place, also known as "meeting place". It not only refers to the region and urban and rural areas where the meeting is held, but also refers to the specific venue where the meeting is held. In order to make the meeting achieve the expected results, many factors must be considered in choosing the best meeting place.

International or national conferences should consider political, economic and cultural factors, and are usually held in Beijing, the capital, or other central cities such as Shanghai, Wuhan, Guangzhou and Xi 'an.

professional meetings should be held in urban and rural areas with professional characteristics, so as to combine with on-site visits. Small and regular meetings are arranged in the conference room of the unit. When choosing the venue, we should also consider the venue facilities, traffic conditions, security, climate and environmental conditions.

second, preparation before the meeting

after the leaders have determined the elements of the meeting, the top secretary should start to make preparations. Preparation before the meeting is very important, and no mistakes are allowed. Adequate preparation before the meeting is the guarantee of the success of the meeting.

meeting plan and cost budget

meetings require manpower, material resources and financial resources, and often take up some work and production time. In order to combine and promote meetings with daily work and production, rather than conflict and offset each other, meetings must be planned. Meeting is also a kind of input and output. Although the input is often tangible and the output is often intangible, it always strives for the maximum output with the least input. Therefore, the meeting should calculate the cost and make a budget, including it in the meeting plan.

(1) meeting plan.

the meeting plan should first define the purpose and tasks of the meeting, and determine the name, attendees, host, scale, specifications, convening time, required time, place and agenda of the meeting, that is, the concretization of the six elements of the meeting.

Secondly, the meeting plan should specify what preparations should be made for the meeting, such as what documents are needed, how to arrange the meeting place, whether accommodation and vehicles are needed, and whether to arrange visits, cultural entertainment and other activities.

Re-decide the staff and service personnel for the meeting, and set up a preparatory group, a temporary secretariat or a preparatory committee if necessary.

the meeting plan is formulated and proposed by the secretary. After being examined and approved by the leaders, the secretary or secretariat will organize personnel. Split up and carry out as planned.

small meetings within organs and units should also be planned, so that members of the organization can know well and make arrangements in advance. Departmental meetings should be reported to the office at least one week in advance, and the office will make overall arrangements and draw up a weekly meeting schedule, so that the work of various departments will not conflict with each other, and leaders can also participate in departmental meetings selectively and in a planned way, which is conducive to the smooth development of the overall work.

(2) conference cost budget.

large and medium-sized conferences with obvious investment, especially those with a duration of more than one day across regions, must calculate the cost and make a budget.

conference cost includes two parts:

① "explicit cost".

that is, the obvious expenses of the meeting, such as venue rental fees, documents and materials fees, participants' transportation fees, room and board fees, activity fees and the salaries of service personnel. These expenses can be obviously calculated and directly consumed.

② "hidden cost".

that is, the labor value lost by the participants attending the meeting is generally the cost that people pay little attention to. The value of this part of labor is calculated by multiplying 3 times the hourly wage by 2. Its meaning is this: a producer's labor value is at least 8 times his salary, so he must make some preparations before attending the meeting, and there is time for thinking and recalling after the meeting, so he has to multiply it by 2. The calculation formula of conference cost is: conference cost =X+2J×N×T

, where X represents the sum of explicit costs; J represents three times the average hourly salary of the participants; N represents the number of people; T stands for time (hours).

Therefore, to hold a medium-sized conference with about 1 people and a cross-regional duration of 3 to 5 days will cost tens of thousands or even hundreds of thousands of yuan. Some countries and some large enterprises always post the meeting cost budget table at the door of the meeting room every time, so that every participant can know how much the meeting will cost as soon as he enters the door, so as to work together to improve the efficiency of the meeting. Therefore, some meetings whose objectives and effects are not very obvious should be held less or not. Although top secretaries have no decision-making power, they should have a clear head and a correct attitude. You can put forward your own opinions.

top conference secretaries who are more important in document preparation need to prepare documents in advance.

There are two types of conference documents:

One is documents for learning and reference at the conference. Such as the relevant policies, principles, regulations and plans of the superior. As well as professional and technical information. Some of these documents cannot be taken away by the participants after the meeting, and the secretary should do a good job of recycling them.

the other is the documents produced by the meeting itself. Such as: opening speech, work report, speech draft, meeting minutes, meeting briefing, meeting decisions, meeting minutes, closing remarks, meeting summary, etc. Among them, the opening speech, work report and leader's speech must be prepared before the meeting, while other documents are formed during or at the end of the meeting.

this kind of document can be taken away by the participants for further study, communication and implementation.

(1) Opening remarks.

The opening speech is a speech made by the chairman of the meeting at the beginning of the meeting, which is generally of a preview and etiquette nature and relatively short. The content generally includes three aspects:

① Welcome to the guests and participants.

② briefly introduce the contents, tasks and purposes of the meeting.

③ I wish the meeting a success.

(2) work report.

the work report is the main document of the meeting, and its main content is often the central topic discussed at the meeting. The work report must have substantive content, which can be a review and summary of the achievements, experiences and shortcomings of the previous stage, or a plan, budget, deployment or prospect of the later stage. The work report should be comprehensive and focused. The length is generally long, ranging from thousands of words to tens of thousands of words, depending on the content.

(3) the speech.

this refers to the speeches of other participants except the work report. The speech should also be made