How does a secretary arrange the venue well?

Venue layout is also a big question. As a secretary, do you understand? This article is a guide I compiled for everyone on how secretaries can decorate the venue. It is for reference only.

The layout should be based on the size, nature and needs of the meeting. Different layout forms have different meanings, atmospheres and effects.

1. Venue layout

1) Opposite style

The rostrum and the representative seats are face to face, highlighting the position of the rostrum. It is divided into auditorium shape, classroom shape and crescent shape.

2) Full circle type

There is no special podium and all participants sit together. Divided into circles, ovals, rectangles, and polygons.

3) Semi-enclosed type

Between the relative type and the full-enclosed type, there is a rostrum, but representative seats are arranged on the front and sides of it, which not only highlights the The status of the podium and the harmonious atmosphere make it more suitable for small and medium-sized work meetings. It is divided into horseshoe shape, T shape and arch bridge shape.

4) Decentralized

Divide the venue into several centers, and each center has a main table. To a certain extent, it can not only highlight the status and role of the main table, but also It also provides multiple opportunities for participants to communicate, and the atmosphere is relatively relaxed and harmonious. It is divided into round table shape, square table shape and V shape.

Among them, the rostrum is the center of the venue, and generally large and medium-sized meetings should have a rostrum. When arranging the rostrum, the front row must be a fence, and the back row can be arranged with a fence or divided columns as needed; a podium and a microphone can be installed on the rostrum to highlight the importance of the speech; there should also be a lounge next to the rostrum for important conferences .

2. Meeting seating arrangements

Arranging meeting seats in advance will help meetings and various activities proceed in an orderly manner. The arrangement of the rostrum seats is not only a technical task, but also a serious political task, and secretaries must treat it extremely seriously and responsibly.

First of all, ask the leader to determine the accurate list of people sitting on the rostrum; secondly, make sure that the person with the highest status among them sits in the center of the front row of the rostrum, and the other personnel sit in order from left to right, one from left and one from left. Arrange in right order.

The seating arrangement of the venue personnel: horizontal arrangement, that is, according to the list of meeting personnel, in order of the strokes of the surname or the strokes of the unit name, arranged horizontally from left to right; vertical arrangement, that is, in the horizontal arrangement, from The left to right arrangement is changed to the longitudinal arrangement from front to back; the left and right arrangement method is to change the horizontal arrangement from left to right to the rostrum as the center and staggered arrangement to the left and right sides.

3. Creating the atmosphere of the venue

The atmosphere of the venue directly affects the emotions of the participants, which is related to the effectiveness of the meeting. Creating a good venue atmosphere is an important manifestation of the creativity and imagination of secretarial staff.

(1) Monogram. Hang the full name of the meeting in an eye-catching slogan above the rostrum, which is the monogram. The logo can reflect the solemnity of the meeting and inspire participants to actively participate.

(2) Emblem. It is a graphic logo that can embody or symbolize the spirit of the meeting. It is usually hung in the upper and central position in front of the venue. The emblem can be a predetermined logo of the organization, such as the party emblem, national emblem, league emblem, police emblem, etc., or it can be collected from the public, such as the Beijing Olympic Games emblem "China Seal".

(3) Others. When it comes to lighting, you should pay attention to the brightness of the light. Generally, the lights on the rostrum are brighter than the lights on the representative seats below the stage. When it comes to color, you should pay attention to the different color tones that will stimulate different senses of the participants, such as red, pink, yellow, and orange, which are bright and bright. It makes people feel warm and brilliant, suitable for celebration meetings. Blue, green and purple are solemn and elegant, making people feel serious and upright, suitable for general work meetings; flags. For important meetings, some flags should be planted inside and outside the venue to set off the atmosphere; slogans, simple and bright Slogans and slogans can inspire the spirit of the participants and strengthen the theme of the meeting; flowers, appropriate flowers can give people a fresh and lively feeling, which can not only embellish the atmosphere of the meeting, but also reduce the fatigue of the participants for a long time.

How to do a good job in secretarial work in the office

Secretaries are an important part of the office. Secretaries play a key role in the quality of office work. In the eyes of many people, secretary is still a profession that is both familiar and unknown.

The assistant and advisory role of secretaries is the most representative of this professional characteristic. They are the right-hand man of the leader and the bridge between the leader and the company. To this end, they must provide support and services wholeheartedly and accurately, thus reflecting the its own value. Excellent secretaries will make people think of their capable and shrewd style of doing things, as well as their polite manners when dealing with others; think of the confident look on their faces? In any case, the word secretary will make many people who are preparing to work People in this profession have too many imaginations. However, many people ignore what the secretary's work includes and what is behind the secretary's work. The author discusses with everyone based on his experience and skills in recent years, and hopes to use this opportunity to get guidance from leaders and experts on our work to identify problems and make up for our shortcomings.

1. Professional ethics and qualities that secretaries should possess

Secretaries are the main body of secretarial work. Whether they can do a good job in secretarial work depends to a large extent on the skills that secretaries should have. Have a high level of quality cultivation and professional ethics. These quality cultivation and professional ethics cultivation are required by the nature, tasks and characteristics of secretarial work. Quality cultivation refers to the comprehensive quality of secretaries in politics, ideology, style, moral quality, knowledge, understanding and psychology. Professional ethics cultivation mainly refers to the cultivation of professional responsibilities, professional discipline, professional emotions, professional abilities, professional image, professional words and deeds, etc. These can be achieved through practice and accumulation. Cultivation is the purpose, and practice is the process. As the old saying goes: "The beauty in the book is like jade" and "After learning, you will know the deficiencies." Therefore, secretaries can enrich their comprehensive qualities and professional ethics through long-term study and practice as well as life training.

Professional ethics is a popular term that is closely related to people's professional activities. It is the sum of the moral principles and behavioral norms that people abide by within the scope of performing their duties. Every walk of life has its own professional ethics. When you are a person, you need to talk about your character. When you are a professional, you need to talk about professional ethics. Compared with other professions, secretaries' professional ethics are particularly important. The main reason is that this profession is closest to the decision-making and leadership levels, and even directly involved. They know many secrets, know secrets early, and know secrets deeply. The main requirements for professional ethics include: being loyal to one's duties and consciously performing various responsibilities; obeying leadership and being a good consultant; being conscientious and willing to be an unsung hero; being modest and prudent, acting fairly and serving enthusiastically; abiding by laws and regulations, being honest and honest, and not seeking personal gain with power in the name of leadership. ; Abide by credibility and strictly keep confidentiality; seek truth from facts and have the courage to innovate; study hard and strive to improve ideological, scientific and cultural qualities; study business and master various skills of secretarial work.

Quality is the foundation of success and the key to establishing oneself. Under the new historical conditions, leadership work has put forward new and higher requirements for secretaries in terms of political literacy, professional knowledge, comprehensive ability, psychological quality, interpersonal relationships, and ideological concepts. Political literacy that a secretary should possess. Firm and correct political direction, keen thinking; strong sense of professionalism; high theoretical and policy level; practical and realistic ideological style; indifferent and clear-minded, willing to contribute; practical, meticulous and meticulous. Knowledge literacy that a secretary should possess. As a secretary, you should mainly possess the following aspects of knowledge: basic cultural knowledge (including foreign languages, computers, humanities knowledge, etc.); relevant professional knowledge (politics, economics, law, financial management, etc.); professional knowledge (documents, files, etc.) Knowledge of meetings, letters and visits, official document writing, agency affairs work, etc.).

2. Handling of daily affairs

The office is the hub that connects the previous and the next, the staff that leads the decision-making, the assistant that promotes the work, and the logistics of the service department. It is a hub for coordinating various departments and connecting leaders and grassroots. It is the information center, service center, staff center, operation center and command center of a unit. It has six major functions: consultant, assistant, coordination, service, check and supervision. Whether it is writing documents, running errands, holding meetings, or management, service, or coordination, problems in any link will have a great impact, and even bring passivity or losses to the work of the entire unit. In other words, office work How well it is carried out directly restricts and affects the overall development of various tasks and the completion of various tasks.

Generally speaking, the daily affairs of office secretaries can be divided into:

1. Written work.

Usual written work includes drafting, writing formal documents, reports, summaries, speeches, various information reports, general letters, letters of thanks, invitations and making PPT, etc. Before doing a good job in writing, you should first understand the purpose of writing, the recipient of the article, and the main content. During mutual communication with the leader, you should accurately understand the leader's intention and write accordingly. Next determine the theme. The theme is generally to explain things, report work, and clarify the basic views and propositions expressed in policies. Then choose the correct language. If you are asking for instructions or approval from your superiors, you should use "request" instead of "report" because "report" does not require approval and is only suitable for feedback information and reference to leaders. Then carry out material collection, conduct in-depth research on the writing topic, and collect iconic materials. Again, rationally arranging the order of presentation of the text can make the document content compact and orderly, with a clear outline and close connection, making it easier for the recipient to read and understand correctly. After the document is prepared, it should be carefully and seriously reviewed and revised repeatedly. Finally, it is submitted to the leadership for review, approval, and issuance.

2. Conference affairs. Meetings are a process of collective discussion and a working method for leaders at all levels to formulate guidelines and policies, decide on important matters, implement superior instructions, and inspect and deploy work. The organization, arrangement and various transactional services related to meetings are called conference affairs. Conference work is a service work that runs through the entire process of the conference. Whether the conference can achieve the expected results and whether it is successful or not has an important relationship with the conference service work. If you want to provide good conference services, you should pay attention to the following tasks: 1. Pre-meeting preparations. Organize a conference affairs team, clarify work responsibilities, and formulate detailed conference affairs work plans. Issue meeting notices as required, including meeting name, content, date, time, location, and scope of participants. Arrange meeting procedures and formulate notes. If it is a large meeting, the meeting voucher must be printed. Such as attendance certificates, attendance certificates, invitations, etc. Make arrangements for the venue in advance. Hang the logo, emblem, flag, etc.; set up the rostrum, implement the leadership of the rostrum, arrange seats, set up speaking seats, place seat signs, microphones, and ensure the sound effect; determine the layout of the conference table, clearly divide the venue area, and Make it clear to attendees; ensure that lighting, ventilation, audio, video, and air conditioning equipment are complete and effective. Logistics services should be properly arranged. For large-scale meetings, detailed arrangements should be made for participants' accommodation, transportation, medical care, culture and entertainment, and security. 2. Inter-meeting organization and service work. Arrive at the venue in advance and check the venue preparations repeatedly. Carry out meeting sign-in and material distribution. Organize participants to sit in order from front to back according to the predetermined plan. Keep minutes during the meeting.

3. Follow-up work of the meeting. After the meeting, check the venue and bring back remaining materials, signatures, etc. Organize drop-offs. Arrange vehicles, drop-off personnel, etc. in advance according to the departure time of participants. Do a good job in clearing, collecting and archiving meeting documents. At the same time, organize the meeting minutes according to the meeting minutes.

3. Schedule. "Schedule" refers to the leader's work plan scheduled by time. It is a reflection of the leader's workload, work efficiency, and work results, and is a concentrated expression of the art of time management. The secretary's duty is to be a good "housekeeper" and make all necessary preparations for the leader according to the schedule and remind the leader to implement them. This work may seem simple, but it is very important. It is the basis for the secretary to assist the leader. Arranging the leader's schedule means that the secretary will work with the leader in an orderly manner. As a secretary, you must carefully observe the leader's work habits and style, adjust your own working methods, and actively adapt to the leader's work rhythm. In the absence of a tacit understanding, it is best to have an in-depth communication with the leader at the beginning of the cooperation to accurately understand the leader's requirements and needs, and to reach a clear understanding of the principles for handling some situations that may be encountered, so as to prepare for future work. to pave the way for its smooth development. In addition, it is very necessary to think diligently and make more summaries to improve the efficiency of the secretary's daily work. Make a memo of the experiences, lessons, tips, etc. that you can see, and read it frequently to make up for your shortcomings and make good use of your strengths. This not only improves one's own work standards, but also indirectly promotes the leader's work efficiency. When arranging the schedule, you should write the planned things into the schedule in advance; organize the schedule in time to avoid scheduling conflicts; on the other hand, clarify the priority of the things, pay attention to sorting and sorting when handling the affairs, distinguish the priorities, and arrange and handle them as appropriate.

4. File processing.

The processing of documents generally includes receipt, circulation, forwarding, supervision, filing, etc. Therefore, we must first strictly control document registration. Document registration is a record of the source, destination, title, number and other important items of documents as well as their operation and management status. Proper registration of documents not only helps to manage and preserve documents, but also facilitates the search, statistics, and expediting of documents. It is also an important basis for checking and handing over documents. Document registration must be timely, so that registration and processing can be carried out at any time. The registration procedures must be concise and strict, and the handwriting must be neat. Abuse of abbreviations is prohibited. Secondly, we must strictly control the circulation of documents. Document circulation is the work of making a document meet the reading needs of all parties in the shortest possible time and making the document effective. To do a good job in document circulation, it must be reasonably scheduled and strictly managed to ensure the convenience of reading documents and timely processing of work, and strictly prohibit loss and confusion. In the process of document circulation, it is necessary to distinguish the priority of the objects to be circulated; insist on circulating documents according to the scope of the document, and do not circulate the document indiscriminately or expand the scope of the document; in order to prevent the occurrence of missed readings and unclear responsibilities, the reader must read the document after reading it. The time and full name should be written on the paperwork. To do a good job, we must strictly control the borrowing of documents. Some documents need to be consulted frequently before being archived. Some leaders or staff often want to loan the documents out for convenience. In order to ensure that documents are not lost, lacking, or lost or leaked during the loan process, a standardized borrowing system must be established and strictly controlled. Regarding document borrowing, confidential documents must not be borrowed. Ordinary documents must be borrowed within the prescribed reading range, and registration and borrowing procedures must be adopted. After reading, they must be collected in a timely manner according to the prescribed time.

5. External contact. External contact work is mainly reflected in answering and making phone calls. When answering the phone, you should prepare a phone recorder and pen. Simply list the things and contents explained by the other party on the notepad, and check them one by one to make sure there are no omissions. If the call content is complicated or unclear, the key points should be repeated at the end to avoid omissions or deviations. Before making a call, prepare the documents required for the call. Simply list the things you want to explain to the other party and the order of the contents on a notepad. During the call, you should be careful to be simple and clear, and try to express your meaning as clearly as possible. Slurred speech and unclear enunciation can easily make the person you are calling impatient. In particular, be careful not to hold food or other things in your mouth while talking on the phone.

3. Things to note when doing secretarial work

First, keep secrets. Strictly keep secrets, do not spread rumors and gossip, do not gossip or discuss right and wrong; lock the door at all times when going out, put important documents and information in drawers and lock them, and do not talk about specific people and things in daily chat.

Second, we must talk about unity. First, at work, we should treat others with sincerity without being hypocritical, treat others with tolerance without being demanding; support, help, understand and communicate with each other. Second, when mistakes and conflicts occur at work, you should look for the reasons from yourself instead of blaming others; third, when dealing with mistakes and mistakes made by comrades, you should point them out in good faith and avoid talking and blaming behind their backs; fourth, look more at people's strengths and make more mistakes. Learn from the strengths of others; the fifth is to take into account the overall situation, complement each other, talk together, and handle things together.

Third, you must have a sense of responsibility. Work must emphasize efficiency and quality. All tasks assigned by leaders must be completed within the specified time and deadline; work must be meticulous, develop a rigorous and meticulous style, be self-motivated, and strive to excel in one's position. More achievements, more highlights. No matter what kind of work you do, you must give full consideration beforehand and strive for excellence when doing things. In particular, proofread the text carefully. Minimize text errors.

The fourth step is to be organized. Be familiar with job responsibilities and responsibility requirements, know your work tasks at a stage and year, and pay attention to cultivating good habits of having goals and plans in your work. Pay attention to developing the thinking habit of spending a few minutes every day to summarize and summarize every Monday. By summarizing and communicating the gains and losses in work and dealing with others, you can continuously improve your personal abilities and cultivation.

Fifth, we must "recharge" frequently. Develop the habit of taking notes frequently, writing down experiences, and thinking frequently. Learn in work practice, continuously enhance the comprehensiveness of quality, master as many necessary work skills as possible, learn as much work-related knowledge as possible, and be familiar with all aspects and levels of the transportation industry as much as possible situation and store as much work-related information as possible. In particular, you must be familiar with and master the knowledge of network applications and make full use of email.

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