What should I consider when planning a meeting?

First determine the theme, form and participants of the meeting, and then make corresponding preparations.

Matters needing attention

1. Considering everything, to successfully hold a conference, especially a large conference, many issues need to be considered, such as whether the meeting time can ensure that everyone can attend, whether there are foreign guests visiting, and whether the company ships; Whether there is a substitute teacher who can't attend and how to contact him; Whether the arrangement of the chairman, moderator, recorder and on-site service personnel is appropriate; What auxiliary equipment is needed for the meeting, and who is responsible; How long is the meeting expected to last, and so on. Only by making preparations in advance can we ensure the smooth progress and successful conclusion of the meeting.

Choose a suitable meeting place.

2. There are many options for meeting places, and the most commonly used is the company meeting room; Sometimes the company will arrange employees to go to scenic resorts on weekends and take vacations while meeting; As for large and important meetings, you can rent hotel space. No matter which way is adopted, the basic requirements for the venue are the same, that is, the venue should be comfortable and spacious, with good sound insulation, good lighting and ventilation, without other interference, and it is best to have curtains, which are easy to see when putting projection materials, quiet and not noisy, with good air conditioning and complete equipment such as sockets, power supplies, whiteboards and microphones.

3. Write down the relevant matters of the meeting.

In the process of meeting preparation, all matters related to the meeting, such as time, place, meeting agenda, etc. , should be recorded in writing for reference in the follow-up work. Decisions and notices about the meeting should be printed and sent to relevant personnel, not just verbally. As the saying goes, "There is nothing in words", sometimes the secretary has informed the heads of various departments, but some people forget when they are busy, so they must do a good job.

Venue equipment preparation

Modern meetings are inseparable from all kinds of auxiliary equipment, which should be prepared before the meeting.

1. tables and chairs, famous brands (modern high-end conference rooms use desktop intelligent terminals to replace traditional famous brands), tea.

Tables and chairs are the most basic equipment, which can be placed as round tables or reports according to the needs of meetings. If there are many people attending the meeting, the report style is generally adopted, and there is no need to prepare a seat card. If there are few people attending the meeting, the round table style should generally be adopted, and seat plates, namely famous brands, should be made to make the participants sit conveniently. However, in order to improve the meeting level and meet the needs of modern meetings, reusable desktop smart terminals are generally used to promote the paperless process and truly reflect the needs of green meetings and intelligent meetings.

It's best to prepare mineral water for tea at a meeting, because everyone has different tastes. Some people like tea, some people like drinks and some people like coffee, so mineral water is the most acceptable choice for everyone if there is no special requirement.

2. attendance book, roster, meeting agenda

The function of the attendance book is to help you know the number of people attending the meeting and who they are. On the one hand, the conference organizer can find out whether anyone is absent, and on the other hand, the conference organizer can arrange the next work according to the sign-in book, such as dining and accommodation. Printing the roster can facilitate the meeting chairman and participants to grasp the relevant information of the participants as soon as possible, deepen their understanding and get familiar with each other.

3. Blackboard, whiteboard and pen

On some occasions, participants need to write or draw pictures on the blackboard or whiteboard to illustrate the problem. Although the audio-visual teaching equipment has developed rapidly, the traditional expression is still loved by many people, and it is convenient and quick to improvise on the blackboard or whiteboard. In addition, supporting tools such as chalk, universal pen and eraser are also essential.

4. All kinds of audio-visual equipment

The development of modern science and technology has brought audio-visual equipment such as projectors, slide projectors, video recorders, laser pens or pointers, which has provided great convenience for people. Before the meeting, check whether all kinds of equipment can be used normally. If you want to use the slide projector, you need to make slides in advance. The tape recorder and camera can completely record the process and content of the meeting, and sometimes it is necessary to print out the conclusions or suggestions of the meeting immediately, so it is necessary to prepare a small copier or printer.

5. Information and samples

If the meeting is a business report or product introduction, relevant materials and samples are essential. For example, when introducing a new product, it is impossible to leave a deep impression by generalizing. If you show a specific sample and introduce its characteristics and advantages one by one, your impression will be much deeper.

6. Signs, background boards and exhibition boards

The logo generally refers to the name of the meeting and the banner of the meeting slogan.

In order to enhance the conference effect, many conferences beautify the logo into a conference background board (by drawing pictures), especially for some special conferences, such as the Party Congress, party emblem and party flag can be painted on the pictures, which saves the conference cost and preparation time. However, when using inkjet photo, we must pay attention to the use of environmental protection materials, otherwise the pungent smell emitted by inkjet photo will not only affect the minutes of the meeting, but also do harm to the health of the participants, especially those sitting on the rostrum.

In order to render a meeting or activity, it is an effective method to place exhibition boards inside and outside the venue.

Meeting etiquette-before the meeting

Please check your work status. Besides the time spent in your work station and telephone communication, what other communication methods are there? This is a meeting exchange. Let's talk about what etiquette should be paid attention to in the meeting.

According to the participants, meetings can basically be divided into external meetings and internal meetings. The company's external meetings can be divided into product launches, seminars and symposiums.

Internal meetings include weekly meetings, monthly meetings, year-end summary meetings, commendation meetings and planning meetings.

Let's take a foreign meeting as an example to talk about some details that need attention in business etiquette. We divide the meeting into before, during and after the meeting.

Before the meeting

In the preparatory work before the meeting, we need to pay attention to the following aspects:

Start time and duration of the meeting

Location-Determine the meeting location

Participants in WHO meetings

What?-the theme of the meeting

Others-shuttle bus service, conference equipment and materials, company souvenirs, etc.

You should tell all the participants when the meeting will start and how long it will last. This will enable participants to arrange their work well.

Location refers to where the meeting will be held. Pay attention to whether the layout of the meeting room is suitable for the meeting.

Who-people, take the company's external meeting attended by external customers as an example, who will attend the meeting, who will attend the company, and whether appropriate external guests are invited to attend the meeting.

What is the theme of the meeting?

Others-the preparation of conference articles is what articles are needed according to the type and purpose of the conference. Such as paper, pens, notebooks, projectors, etc. Do you need coffee, snacks, etc?

Meeting etiquette-during the meeting

During the meeting, we need to pay attention to the following aspects:

(1) conference host

When presiding over the meeting, we should pay attention to introducing the participants, control the meeting process, avoid digression or indecision, and control the meeting time.

(2) Arrangement of conference seats

Generally speaking, the arrangement of meeting seats is divided into two categories: square table meeting and round table meeting.

Generally speaking, there are rectangular tables in the conference room, including oval tables, which are called square table meetings, and square tables can reflect priorities.

In a square table meeting, special attention should be paid to the arrangement of seats. If there is only one leader, then he usually sits on this side of the short side of this rectangle, or in a relatively inner position. In other words, the door of the conference room is the reference point, and the position of the guest of honor is inside. If the meeting is attended by both the host and the guests, they usually sit on both sides, with the host sitting on the right side of the conference table and the guests sitting on the left.

Another is to try to avoid this arrangement of primary and secondary, and take the round table as the layout, that is, the round table meeting. In the round table, you don't have to stick to so many formalities, just remember to take the door as the benchmark and the position closer to the inside as the main seat.

Meeting etiquette-after the meeting

After the meeting, we should pay attention to the following details to show good business etiquette. Mainly includes:

The talks should produce written results, even if there is no written result, staged resolutions should be formed and implemented on paper, and special personnel should be responsible for the follow-up of related matters;

Send company souvenirs;

Visit, such as a company or factory.

Take a group photo if necessary.