How does the secretary handle special meetings?

How do secretaries deal with special meetings? This article is compiled by Bian Xiao on how to deal with special meetings, for your reference only.

How does the secretary handle special meetings?

The so-called "special meeting" refers to an internal working meeting convened temporarily by the competent manager or appointed by others due to very special circumstances, which is an emergency measure taken by the department in case of special circumstances in management or business activities.

Although a special meeting will be held in an emergency, the problems usually encountered are sudden and the preparation time for the meeting is short, so the arrangement of the meeting should be as complete and sufficient as possible, and the meeting should not be rushed.

When the manager of the main space agency orders the secretary to temporarily convene a meeting on a specific issue, if the manager makes clear arrangements for the background, objectives, problems and participants of the meeting, the secretary can handle it according to the manager's requirements.

However, if the secretary is told to hold a meeting on one or some matters, but has not been instructed by the relevant elements of the meeting, in this case, the secretary can obtain the consent of the boss, know the following six questions from the competent manager in a measured way, and make preparations quickly. These six questions need to be proved:

(a) why the meeting?

Why did you have this meeting? Is it to explain what the situation is, or to draw a conclusion to solve the problem? Exchange information or make suggestions? Defining the purpose of the meeting is a necessary condition for the success of some meetings held for emergencies.

(2) What is the topic?

What is the topic of the meeting, get the most concise and clear expression, which is the basis for determining the meeting mode and participants.

Who will attend the meeting?

Who chaired the meeting? Who wants to attend? Who are the key and indispensable people? If I can't attend the meeting for some reason, can I get someone to represent me?

When will the meeting be held?

What time does the meeting start? When is it expected to end?

Where will the meeting be held?

Where is the venue arranged? Do you have any special requirements for the venue? Do you need to install special audio-visual equipment?

How to hold a meeting?

How will the meeting proceed? Do participants need to bring any special materials when they come to the meeting? Is there anything that needs special attention?

Large-scale conference reception scheme

(A) the meaning of the conference reception plan

Conference reception scheme refers to the arrangement of reception activities and specific affairs of participants, such as welcoming guests, eating, living, traveling, traveling and having fun. It belongs to the conference theme planning scheme, which can be included in the overall conference scheme or drafted separately as an annex to the overall conference scheme.

(2) The basic contents of the conference reception plan

1. reception object and reception reason. There are many kinds of reception objects for the conference, including superior leaders, government officials, co-organizers and support units, special guests, conference members (formal and non-voting), exhibitors, merchants, ordinary audience and media reporters. Some people visit in the name of a government delegation, some people join a joint delegation, and some people attend, participate and visit in their personal capacity. Each reception plan should clearly write down the specific target. At the same time, it is necessary to briefly explain why it was received, that is, the reason, purpose and significance of receipt.

2. Reception policy. The reception policy is the general principle and guiding ideology of conference reception. The reception policy should be determined according to the objectives of the meeting, the requirements of the leading bodies of the meeting on reception work and the specific conditions of the participants.

3. Receiving specifications. Including the identity of the organizers when welcoming, banqueting, visiting, accompanying and seeing off the participants, and the accommodation standards arranged by the organizers.

4. Reception content. Including pick-up, accommodation, welcoming ceremony, banquets, visits, translation services, cultural entertainment, sightseeing, party entertainment, ticketing, farewell and so on.

5. Reception schedule. Write down the schedule of various reception activities.

6. Reception responsibility. Clarify the specific responsibilities of departments and personnel responsible for reception work. For large-scale conference activities, working groups such as check-in group, sightseeing group and ticketing group can be set up to be responsible for the airport pick-up, check-in, sightseeing, and ticketing contact when returning.

7. Reception expenses. Indicate the accommodation and transportation expenses of the participants, sometimes including the expenses of arranging visits, sightseeing and watching cultural performances, and foreign-related conference activities also include a certain amount of gift fees. Generally, this part is not written in the reception plan announced to the public.

How to take good minutes of meetings

First, the concept and function of meeting minutes

Meeting minutes are written materials that record the basic situation of the meeting, the report at the meeting, the issues discussed, the speeches and resolutions on the spot.

The role of meeting minutes is very important. To sum up, there are mainly:

(A) the original voucher function

The minutes of the meeting reflect and describe the whole process of the meeting, including the time and place of the meeting, who presided over it, which members attended the meeting, what documents or meeting spirit were conveyed at the meeting, and what important resolutions were made. This serves as the original evidence for analyzing and studying the issues related to the meeting, or summarizing and reporting the situation.

(B) the basic role of writing

After many important meetings, a series of documents, such as decisions, resolutions, meeting minutes, briefings, etc., should be written according to the information provided by meeting minutes and meeting documents. Meeting records, in particular, are completely based on records and processed by classification. Therefore, meeting minutes play an irreplaceable basic role in writing documents.

(C) the role of archiving for future reference

Meeting minutes have the functions of original vouchers and filing for future reference. Many things and problems have changed over time, and it is easy to forget. With meeting minutes, it is equivalent to having a "living computer" that retains information. For example, the results of some important resolutions or events in the past can be seen at a glance by looking up the minutes of the meeting at that time.

Second, the writing of meeting minutes.

The format of meeting minutes is divided into three parts:

(1) title

The titles of the meeting minutes are generally divided into two types: first, the complete official document titles, such as the Minutes of the Office Meeting of Zongxian People's Government on Implementing Cotton Planting Area; Second, the title of the official document is omitted, such as the minutes of the fifth administrative office meeting of bristle college.

(2) Text

The text consists of two parts:

1. It includes:

(1) Name of the meeting. Write down the name of the unit or organization that convened the meeting, and write down the full name.

(2) Meeting time. Write down the starting and ending time of the meeting and pay attention to the accuracy of the year, month and day.

(3) meeting place.

(4) attendees. Refers to the number of people who must attend according to the regulations. For small-scale meetings with a small number of people, the names of all attendees should be listed; For a large-scale meeting with a large number of people, just write down the object and scope of the meeting, such as the number of members and alternate members, the expanded level, etc. Only the absentees and names will be written at the work meeting, indicating that everyone else will attend.

(5) people who participated. People who are not the official representatives of this meeting and are invited to attend the meeting.

(6) the host or chairman of the meeting. You can write the name and position of the host.

(7) recorder.

The above seven articles were written before the meeting.

2. Contents of the meeting:

The content of the meeting is the main part of the record.

The contents of the record include: meeting topics, leaders' reports, speeches, discussions, resolutions formed and the summary of presiding over the meeting.

3. There are three ways to record the meeting:

(1) Detailed recording method

This method is suitable for important meetings, especially when there are major key issues in the discussion or discussion, or when there are major differences of principle on the issues under consideration, it is necessary to record their speeches concretely and completely, and try to record the original words. Attention should be paid when recording: ① the speech of the host or speaker. If you have a written statement, just write down the topic and indicate it in brackets. If you make an impromptu speech, you must write down the original words in detail. 2 discuss the speech. Name, position and content of the speaker. (3) The moderator's concluding remarks, including resolutions, must be clearly remembered. (4) When the meeting is adopted, the number of votes for, against and abstaining shall be clearly stated.

(2) Summary record method

This record applies to the plenary meeting. There are two ways: ① If the discussion is recorded, extract the main points and controversial issues of the speech and write the name of the speaker; (2) Do not reflect the discussion content, do not remember the speakers, and directly pick out the agenda, issues and resolutions. In fact, you just need to write down the things reported at the meeting, the issues discussed and the resolutions passed.

(3) End

At the end of the meeting minutes, there are two items: the explanation of "dismissal" and the signature of the manuscript. The former starts a new line and writes the word "dissolution"; The latter is that after the records are sorted out, the moderator reviews and signs, and the recorder signs at the same time.

Three. Writing notes

(1) Make ideological and material preparations before recording.

To be mentally prepared is to know the nature, tasks, participants and main agenda of the meeting before the meeting, and to estimate the possible differences of opinion during the meeting. Only when the situation is clear can the record grasp the key points of the meeting, grasp the general direction of the meeting, grasp its main spirit and find the differences of different opinions.

Material preparation refers to the preparation of paper, pens, ink, etc. Time, although these are trivial matters, and if you don't pay attention, it will also affect the minutes of the meeting.

(2) Records should be accurate.

To record the meeting truthfully, "fast" and "accurate" are the basic skills of recording. How to do it quickly? First of all, you must be alert, smart and agile. Develop a good habit of listening, remembering and thinking on weekdays; Secondly, we should master some shorthand methods, such as the use of abbreviations and simplified symbols, the compression of long sentences and the combination of words expressing multiple meanings, so as to speed up the recording.

To be accurate, we must first conform to the original intention, whether it is the meeting, speeches, resolutions, etc. And you can't use the language of the recorder to process the summary, and you can't just add, delete and change the tone. You should be loyal to the original intention. Sometimes, even the speaker's words, tone and gestures should be shown. Second, be complete and clear. For the speaker, in addition to recording his original words, the center and clues of the speech have several meanings, which should be clearly remembered.

(3) Records after the event should be carefully sorted out.

Records can be divided into original records, finishing records and printing records. The records in progress of the meeting are mostly original records, which cannot achieve perfect accuracy and need to be sorted and processed. Unlike other written materials, this arrangement can supplement materials and change opinions. It only needs to check the mistakes and omissions in the text, or correct the empty or wrongly written words in the record or the lack of time.

Strike while the iron is hot and put the records in order. Generally, in the second half of the meeting, or after the meeting, it is necessary to start sorting out. While the memory is still fresh, we should improve the sorting work in time to make the records more perfect.

Example: Office Meeting Minutes I (Detailed Record Method)

Minutes of Party branch meeting

Venue: _ _ Meeting Room

Moderator: _ _ _ _ (position)

Recorded by: _ _ _ _ (Job)

Participants: all party member of the branch (see the roster for details).

Attendance: _ _ _ (post), _ _ _ (post)?

Absentee: _ _ _ (reasons for absence, such as study, business trip, illness, no reason, etc.). ) Conference theme:

1, discuss the work report of the branch;

2. Through discussion, prepare for party member to become a full member.

Contents of speeches and decisions:

_ _ _ (Moderator, Secretary): Today, we held a meeting of all branches in general party membership meeting, and the number of attendees was _ _, more than half of the people who should be present. The meeting was valid. Today, we also invited _ _, _ _ and other comrades to attend, and everyone gave them a warm welcome. Today's meeting is to discuss and approve the work report of last year's branch and the confirmation of Comrade _ _ _ _. Let me report to the General Assembly on the work of the Branch.

(The secretary makes a report on the work of the branch)

Comrades attending the meeting are invited to brew and fully express their opinions.

___(___):?

[Record each comrade's speech in detail]

_ _ _ (Moderator): Just now, comrades have put forward many valuable opinions on our work, and we will seriously consider them and constantly improve our work. Next, learn to prepare party member to become a full member.

___(___):?

[Record each comrade's speech in detail]

_ _ _ (Moderator):?

[Concluding remarks, including resolutions, must be recorded in detail]

The meeting is over.

Moderator: (signature)

Recorder: (signature)

Example 2: Office Meeting Minutes II (Summary Record Method)

What is the first place in bristle college? /SPAN>。 Minutes of the second office meeting

Time:? /SPAN>。 Year? /SPAN>。 Month? /SPAN>。 sun

Venue: Conference Room 1

Attendee: Li? /SPAN>。 (Dean), Wang Zong (Vice President) and Mr. Chen (Head of Chinese Department)?

Absentees: Wang Zong and Zhu Zong (meeting in the province)

Attendant: (omitted)

Moderator: Li Zong (Dean)

Recorder: Zong Wei

Meeting contents:

(1) report

The host conveyed the notice of the provincial people's government on reducing administrative expenses (omitted)

(2) Discussion

How can our hospital do a good job in reasonable expenditure of administrative funds and be diligent and thrifty in accordance with the spirit of the notice without affecting normal teaching and scientific research activities?

(3) Resolutions

1、?

2、?

Moderator (signature)

Recorder (signature)

1, record the organization of the meeting.

The organization includes:

(1) Name, time and place of the meeting

(2) Absence and attendance

(three) the name of the host and recorder

(4) If there are other situations that need to be recorded, it can be recorded in the form of remarks.

Step 2 record the contents of the meeting

The contents of the meeting include:

(1) The name of the speaker and the contents of his speech, including the contents of discussion, suggestions made and resolutions adopted. , if necessary, record the voting.

(2) It is also essential about the relevant dynamics of the meeting, such as laughter, applause, temporary interruption and other important situations in the speech.

(3) Write "Rejected" on a new line after the meeting minutes. Minutes of important meetings should be signed by the host and recorder at the lower right of the text (ps: this is an important part of meeting minutes).

Step 3 take shorthand

Shorthand is a common and efficient method when there are many participants, many topics and many speeches, and it is difficult to record them in detail. The method of shorthand is to summarize the main ideas of each speaker and avoid recording every sentence. Shorthand focuses on the following:

(1) conference center topics and related activities around the center topics.

(2) the focus of discussion and debate at the meeting and the main opinions of all parties.

(3) opinions of authoritative persons or representatives.

(4) the fixed speech at the beginning of the meeting and the concluding speech before the end.

(5) Matters resolved or discussed at the meeting.

4. Ensure the accuracy and timeliness of meeting minutes.

(1) If you encounter anything unclear, you'd better check with the speaker himself and the meeting organizer before sending it out, so as to avoid any objection after sending out the meeting minutes.

(2) In addition, in order to ensure the timeliness of records, they should be sorted out and sent out as soon as possible for your reference.