Conference management system
1. Purpose: This system is formulated to standardize the company's meeting management, improve the meeting quality and reduce the meeting cost.
2. Scope of application: This system is applicable to the conference management of Guangzhou headquarters of Guangzhou Bailiwenyi Industrial Co., Ltd.
3. Management responsibilities:
3. 1 The general manager's office is responsible for the overall coordination of company meetings and the implementation and supervision of this system.
3.2 The proposer or the sponsoring department (including each center/department) shall be responsible for the organization of the meeting and have the right to impose penalties for violations of this system.
5, management content:
5. 1 Meeting drafting and approval.
5. 1. 1 The monthly meeting of the company does not need to be drafted and approved.
5. 1.2 the temporary administrative meeting and annual meeting of the company are proposed directly by the general manager of the group or by the head of the sponsoring department whose topic involves business, and approved by the general manager of the group.
5. 1.3 departmental meetings are arranged by each department, but the meeting time, participants, etc. Do not conflict with the company meeting. Among them, the center/department meeting is irregular and needs to be approved separately, which should be reported to the higher authorities for approval; If it is a regular meeting, the center will put forward a plan separately and report it to the general manager of the group for approval before implementation.
5.2 conference planning and overall planning.
5.2. 1 Before 28th of each month, the general manager's office shall coordinate with all departments to determine the temporary administrative meeting planned for next month, and submit it to the group general manager for approval, then work out the monthly meeting plan together with the company's monthly meeting and distribute it to the heads of all departments before the end of the month.
5.2.2 When the planned meeting of the general manager's office needs to be rescheduled, or a new temporary administrative meeting needs to be arranged under special circumstances, the meeting convening department shall complete the drafting and approval procedures of the meeting two days in advance and report to the general manager's office to adjust the meeting plan. Without the consent of the general manager's office, no one may disturb the normal meeting plan at will.
5.2.3 The principle of meeting arrangement is: small meetings obey the plenary meeting, some obey the whole meeting, and temporary meetings obey the regular meeting. The priority of all kinds of meetings is: regular meeting of the company, temporary administrative meeting of the company and departmental meeting. Emergency meetings held to deal with emergencies are not subject to this restriction.
5.3 Preparation for the meeting.
5.3. 1 The meeting notice shall meet the following requirements:
1. For the meeting that has been included in the monthly meeting schedule, if there is no adjustment in the middle of the month, there will be no further notice, and the center/department will directly inform the participants according to the schedule;
2, one of the following circumstances, according to the principle of "who proposed, who informed" meeting notice:
(1) An impromptu meeting that is not included in the monthly meeting plan;
(2) Although it has been included in the monthly meeting plan, it is necessary to make special explanations on the meeting topics, meeting materials to be prepared and meeting arrangements;
(three) other circumstances that the sponsor thinks should be notified separately.
3. The notice period of the meeting should generally be more than one day in advance, and the notice object is the participants and conference service providers;
4. The form of meeting notice is generally telephone notice. However, it is necessary to make a special explanation of the meeting topics, meeting materials to be prepared and meeting arrangements. Notice of the meeting shall be in writing; For large-scale meetings involving multiple departments and a large number of participants, the host department should also prepare a detailed meeting plan and notify the relevant departments.
5.3.2 Other preparations for the meeting shall meet the following requirements:
1. The drafting department of the meeting shall organize the preparation of meeting materials (such as meeting agenda items, proposals, presentation materials, draft plans, draft resolutions and decisions, materials to be submitted by participants, etc.). ) in advance;
2. Conference service providers should make preparations for the conference in advance, such as implementing the venue, arranging the venue, preparing seats, conference equipment, tea sets and other facilities and supplies needed for the conference;
3. The general manager's office is responsible for the conference service of company-level meetings held by the company headquarters.
4. If the department needs to use the meeting place for the meeting held at the headquarters, it needs to submit it in writing to the conference room management department (Human Resources Department), which will make overall arrangements.
5.4 Organization of the meeting.
5.4. 1 The organization of the meeting follows the principle of "whoever proposes will organize".
5.4.2 The meeting host shall abide by the following provisions:
1. The moderator should arrive at the meeting place no later than 5 minutes before the start of the meeting, check the implementation of the meeting and make good preparations before the meeting.
2. After the general meeting begins, the moderator should explain the topic, agenda, problems to be solved, goals to be achieved and issues that should be paid attention to in advancing the agenda.
3. During the meeting, the moderator should control the agenda in a timely and necessary manner according to the actual situation during the meeting, and have the right to limit the speaking time and suspend speeches irrelevant to the topic to ensure the smooth progress of the agenda and the efficiency of the meeting.
4, is a meeting to discuss and make decisions, the host should guide the meeting to make a conclusion. Summarize and repeat the matters that need to be decided collectively, and submit them to the participants for comments in time; It is also necessary to summarize the outstanding matters and guide the meeting to agree on its follow-up arrangements.
5. The moderator should make clear to the participants the procedures, executors (departments), standards and time for the implementation of the resolutions of the meeting.
5.4.3 Participants shall abide by the following provisions:
1. Attend the meeting on time and sign on the meeting sign-in form (see Annex 3 for details).
2, the meeting speech should be concise and to the point, closely related to the theme.
3. Follow the requirements of the meeting host for agenda control.
4, belongs to the nature of the work deployment meeting, in principle, not to make a discussion speech at the meeting.
5. Observe the meeting discipline. During the meeting, you should set your mobile phone to vibrate, or transfer the call from your mobile phone to another person who is not in the department. You are not allowed to answer the phone in principle. Please leave the meeting if you need an answer.
6. Keep a record of my meeting.
5.4.4 The temporary administrative meeting attended by multiple departments shall be presided over by the general manager of the Group in principle. Unless otherwise authorized by the general manager of the group, it shall be authorized by the general manager.
5.4.5 The monthly regular meeting and temporary administrative meeting of the company shall generally be controlled within 2 hours. If it is really necessary to postpone the meeting according to the progress of the meeting, the host must obtain the consent of the participants.
5.4.6 The moderator is the approver of the meeting attendance, and the meeting recorder is responsible for the attendance record.
5.5 Meeting minutes.
5.5. 1 Various meetings of the company shall be recorded in a special record book.
5.5.2 In principle, the company shall designate a special person to record all kinds of meetings. The determination of the meeting recorder shall meet the following requirements:
1, each department should have a meeting recorder (usually an internal clerk of the department, and the list should be reported to the general manager's office for the record), who is responsible for recording the meetings of the department and the meetings organized by the department.
2. Meeting minutes shall follow the principle of "whoever organizes will record". If necessary, the host can temporarily appoint a meeting recorder according to this principle and considering the needs of the business involved in the meeting topic.
3. In principle, the secretary of the General Manager of the Group shall be responsible for the minutes of regular meetings and temporary administrative meetings of the company presided over by the General Manager of the Group, unless otherwise stipulated by the General Manager of the Group.
5.5.3 The meeting recorder shall observe the following provisions:
1. Make original meeting records and attendance records with special meeting minutes book, and sort out meeting minutes as needed.
2. Meeting minutes should be recorded as much as possible to ensure the originality of the records.
3. For the matters resolved at the meeting, the word "resolved" should be indicated in brackets in the original record.
4. The original minutes of the meeting shall be submitted to the meeting host for review and signature on the day of the meeting, and the minutes of the meeting shall be submitted the next day at the latest.
5. Do a good job of daily filing and keeping the original records of the meeting, and timely register the attendance records of the meeting attendance form approved by the host for attendance.
5.5.4 In the following cases, the meeting minutes shall be sorted out:
1, various temporary administrative meetings of the company;
2. Follow up the implementation of the meeting spirit after the meeting;
3. Minutes of the meeting required by other presenters.
5.5.5 The distribution or circulation scope of meeting minutes shall be decided by the meeting host. Minutes of various temporary administrative meetings of the company shall be submitted to the general manager's office for filing.
5.5.6 The original records of the meeting shall be filed according to the following provisions:
1. The minutes of the company's various administrative meetings organized by this department shall be filed and kept by the standing meeting recorder of this department every day. However, the used meeting minutes should be handed over to the general manager's office as confidential documents in time and filed for future reference.
2. The minutes of the meeting of this department shall be filed by the recorder of the executive meeting of this department for future reference.
5.5.7 The minutes of the meeting are confidential documents of the company, and the custodian shall not disclose them without authorization. The inspection shall be conducted in strict accordance with the relevant provisions of the company's document management system and confidentiality system.
5.6 Follow-up to the Conference.
5.6. 1 If the resolutions and decisions of the meeting need to be followed up after the meeting, the principle of "whoever organizes will follow up" shall be followed; Unless otherwise specified by the host, it shall be designated by the host.
5.6.2 The follow-up work after the meeting presided over by the General Manager of the Group shall, in principle, be the responsibility of the General Manager's office, unless otherwise stipulated by the General Manager of the Group.
5.6.3 The basis for meeting follow-up shall be the original meeting records and meeting minutes.
5.7 rewards and punishments.
5.7. 1 reward. According to the reward and punishment management system.
5.7.2 Being late, leaving early and absent.
1, late. If all participants fail to arrive within 5 minutes after the scheduled time of the meeting, they will be regarded as late.
2. Leave early. Anyone who attends the meeting leaves 5 minutes before the end of the meeting, without the consent of the host.
Those who attend the meeting will be regarded as leaving early.
3. Absence. Anyone who must attend the meeting, who does not attend the meeting without leave or without leave approval, is regarded as absent.
5.7.3 Punishment.
1, fines for being late and leaving early without justifiable reasons 10 yuan.
2. 20 yuan will be fined every time he is absent from class without justifiable reasons.
3. If the person who should attend the meeting is late or absent due to the notice, the above punishment shall be borne by the communicator.
6. Supplementary provisions.
6. 1 The General Manager's Office of the Group is responsible for the interpretation of this system.
6.2 The rewards and punishments not specified in this system shall be implemented in accordance with the relevant provisions of the Reward and Punishment Management System.
6.3 This system shall come into effect after being approved by the General Manager of the Group, and shall be implemented as of the date of promulgation.