How should secretarial staff handle special meetings? This article is compiled by the editor for everyone on how to handle special meetings. It is for reference only.

How does the secretary handle special meetings

The so-called "special meetings" refer to those regular meetings held at a specified time, due to very special circumstances, by the manager in charge Temporarily convening or assigning others to temporarily convene internal working meetings is a contingency measure taken by the department when special circumstances arise in management or business activities.

Although special meetings are held under emergency circumstances, usually when the problems encountered are sudden and the preparation time for the meeting is very short, the arrangements for the meeting should still be as complete and adequate as possible. , don’t rush into a meeting.

When the manager of the main space agency instructs the secretarial staff to convene a meeting on a specific issue, if the manager makes clear arrangements for the background, goals, problems and participants of the meeting, the secretarial staff can follow the instructions The manager's requests are handled one by one.

However, if the secretary is told to convene a meeting on a certain matter or matters, but does not obtain the authorization for the relevant elements of the meeting, in this case, the secretary may seek permission from his or her supervisor. Agree to investigate the following six issues with the manager in a measured manner and make preparations quickly. The six questions that need to be explored are:

(1) Why was the meeting

Why was this meeting held? Is it to explain the situation or to obtain a conclusion to solve the problem? ?Is it to exchange information or to make suggestions? Clarifying 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, and get the most concise and clear statement, which is the basis for determining how the meeting will be conducted and who will attend the meeting.

(3) Who attends the meeting

Who will chair the meeting? Who should attend? Who are the key, especially indispensable people? There are those who cannot attend the meeting for some reason. Can I find someone to represent me?

(4) When will the meeting be held?

When will the meeting start? When is it expected to end?

(5) Where will the meeting be held?

Where is the venue arranged? What are the special requirements for the venue? Is it necessary to install special audio-visual equipment?

How to hold the meeting

How to conduct the meeting ? Are participants required to bring any special information when coming to attend the meeting? Are there any matters that need special attention?

Large-scale conference reception plan

(1) Conference reception plan Meaning

The conference reception plan refers to the copywriting for arranging reception activities and specific affairs such as welcome and farewell for participants, food, accommodation, transportation, travel, entertainment, etc. It belongs to the special planning plan of the conference and can be included in the overall conference plan. , or it can be drafted separately and used as an attachment to the overall meeting plan.

(2) Basic contents of conference reception plan

1. Reception objects and reasons for reception. There are many types of reception objects for the conference, including superior leaders, government officials, co-organizers and supporting units, special guests, conference members (formal and non-voting), exhibitors, merchants, general audiences, media reporters, etc., some in the name of government delegations There are also visitors who participate in joint groups, and some who participate in conferences, exhibitions, and visits as individuals. Each reception plan must clearly describe the specific target. At the same time, it is also necessary to briefly explain why you are receiving, that is, the reason, purpose and significance of the reception.

2. Reception policy. The reception policy is the general principle and guiding ideology of conference reception work. The reception policy should be determined based on the goals of the conference, the requirements of the conference leadership organization for reception work, and the specific circumstances of the participants.

3. Reception specifications. This includes the identity of the personnel present by the organizer when welcoming, banqueting, visiting, accompanying, and bidding farewell to participants, as well as the standards of food and accommodation arranged by the organizer, etc.

4. Reception content. Including pick-up, accommodation arrangements, welcome ceremony, banquets, visits, translation services, cultural entertainment, tours, party entertainment, ticketing, return and departure farewell, etc.

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

6. Reception responsibility. State the specific responsibilities of the responsible departments and personnel for each reception work. For example, large-scale conference activities can set up working groups such as a registration group, a sightseeing group, and a ticketing group, which are respectively responsible for meeting attendees, checking in, signing in, sightseeing, and ticketing contact when returning and leaving.

7. Reception funds. Specify the cost arrangements for the board, lodging and transportation of the participants. Sometimes it also includes expenses for arranging visits, sightseeing, watching theatrical performances, etc. Foreign-related conference activities also include a certain amount of gift fees. Publicly announced reception plans generally do not include this part.

How to keep meeting minutes

1. The concept and function of meeting minutes

Meeting minutes are the basic information of the meeting and the reports and discussions at the meeting. Written materials recorded on the spot such as questions, speeches, resolutions, etc.

The role of meeting minutes is very important. To sum up, the main ones are:

(1) The role of original credentials

Meeting minutes reflect and describe the entire process of the meeting, when and where the meeting was held, and who chaired it , which members attended the meeting, what documents or relevant meeting spirit were conveyed at the meeting, what important resolutions were made, etc., are all recorded in the record. This serves as the original evidence for analyzing and studying the issues related to the meeting, or summarizing and reporting the situation.

(2) Basic function of writing

After many important meetings, a series of documents must be written, such as decisions, resolutions, meeting minutes and briefings, etc., all of which must be based on meeting minutes and conference documents Based on the circumstances provided. Especially meeting minutes, which are completely based on records and processed through sorting. Therefore, meeting minutes play an irreplaceable basis when writing documents.

(3) Archiving for future reference

Meeting minutes serve as both original documents and archives for future reference. Many things and problems are easy to forget as time passes. Having meeting minutes is equivalent to a "living computer" with reserve information. For example, the results of some important resolutions or affairs in the past can be clearly seen by just checking the meeting minutes at that time.

2. How to write meeting minutes

The format of meeting minutes*** is divided into three parts:

(1) Title

Meeting There are generally two types of recorded titles: one is a complete official document title, such as "Records of the Office Meeting of the Zong County People's Government on the Implementation of Cotton Planting Area"; the other is an omitted official document title, such as "Records of the Fifth Administrative Office Meeting of Zong College" 》.

(2) Text

The text consists of two parts:

1. Organization of the meeting. It includes:

(1) Meeting name. Write down the name of the unit or institution that convened the meeting, including its full name.

(2) Meeting time. Write down the start and end time of the meeting, paying attention to the accuracy of the year, month, and day.

(3) Meeting location.

(4) Attendees. Refers to the number of people who must participate according to regulations. For a small meeting with a small number of people, all the names of the attendees should be listed; for a large meeting with a large number of people, only the objects and scope of the meeting should be written. For example, for a plenary committee, write the number of members and alternate members, and for an enlarged meeting, the number of members and alternate members should be listed. Which level. At regular work meetings, only write down the names and names of those who are absent, and indicate that everyone else is present.

(5) Attendees. A person who is not an official representative of this meeting and is invited to attend the meeting.

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

(7) Recorder.

The above seven items are all written before the meeting begins.

2. Meeting content:

The meeting content is the main part of the record.

The contents of the record include: meeting topics, leadership reports, meeting speeches, discussions, resolutions formed, and summary of the chaired meeting.

3. There are three methods of meeting minutes:

(1) Detailed recording method

This method is suitable for important meetings, especially meeting deliberations or discussions. When there are major key issues, or when there are major principled differences on the issues under consideration, their speeches must be recorded in detail and completely, and the original words should be recorded as much as possible. When recording, you should capture: ① The speech of the host or speaker. If there is a written manuscript for your speech, just write down the title and indicate it in parentheses. If you speak impromptu, you must write down the original words in detail. ② Discuss and speak. Spokesperson’s name, position and content of the conversation. ③The host’s concluding remarks, including resolution matters, must be clearly remembered. ④ If the meeting passes, the number of votes for, against, and abstentions must be clearly stated.

(2) Summary recording method

This type of record is suitable for general meetings. There are two methods: ① To record the discussion, excerpt the main points and controversial issues of the speech, and write the name of the speaker; ② If it does not reflect the discussion, do not record the speaker, directly extract the agenda, issues and resolutions matter. In fact, you only need to write down what was reported at the meeting, the issues discussed, and the resolutions passed.

(3) Ending

The end of the meeting minutes includes a "dismissal" statement and a "signature of the draft". For the former, start a new line and write the word "dismissed"; for the latter, after the records are organized, the moderator will review and sign, and the recorder will sign at the same time.

3. Things to note when writing records

(1) Make ideological and material preparations before recording

Being mentally prepared means Before the meeting, it is necessary to understand the nature, tasks, participants and main agenda of the meeting, and estimate the differences of opinion that may arise during the meeting. Only when the situation is clear can the record capture the key points of the meeting, grasp the general direction of the meeting, grasp its main spirit, and discover the points of disagreement between different opinions.

Making material preparations means preparing paper, pens, ink, etc. in time. Although these are trivial things, if you are not careful, they will also affect the minutes of the meeting.

(2) Be quick and accurate in recording

The meeting situation must be faithfully recorded. "Quick" and "accurate" are the basic skills of recording. How to be fast? First, you must have a sharp ear, a sharp mind, and quick hands. Develop good habits of listening, memorizing, and thinking on daily basis; secondly, master some shorthand methods, such as the use of abbreviations and simplified symbols, as well as the compression of long sentences and combined characters with many meanings, and those who want to speed up recording effective means.

To be accurate, first of all, it must be consistent with the original meaning. Whether it is a meeting situation, a speech, a resolution, etc., it cannot be summarized in the language of the person who recorded it, nor can it be added, deleted or changed at will. It must be loyal to the original words original intention. Sometimes, even the spokesperson's wording, tone, and gestures are displayed. Second, be complete and clear. For speakers, in addition to recording their original words, the center of the speech, clues, and several layers of meaning must be clearly remembered.

(3) Carefully organize the records after recording

Records can be divided into original records, organized records and printed records. The records of ongoing meetings are mostly original records. Such records cannot be accurate and perfect, so they need to be sorted and processed. This kind of sorting is not like the sorting of other written materials. You can add materials and change perspectives. It only needs to check for errors and omissions in the text, or correct the original words that are missing, misremembered or missing due to time constraints in the record.

Arrangement of records should be done while the iron is hot. Generally, the organization must be started in the second half of the meeting, or at the end of the meeting. While the memory is still fresh, the organization work can be improved in time to make the records more complete.

Example: Office meeting minutes 1 (detailed recording method)

Party branch meeting minutes

Location: ___ conference room

President Recorder: ___ (position)

Recorder: ___ (position)

Attendance: all party members of the branch (see roll call book for details)

Attendance: ___( Position), ___ (position)?

Absent persons: ___ (reason for absence, such as study, business trip, illness, no reason, etc.) Meeting topic:

1. Discuss the branch work report;

2. The discussion approved the probationary party members ___ and ___ becoming regular members.

Speech content and decision matters:

___ (moderator, secretary): Today, we held a meeting of all party members of the branch. __ people attended, more than half of the people who should be present. The meeting is valid. Today we also invited ___, ___ and other comrades to participate, and everyone expressed their warm welcome to them. Today's meeting is to discuss and adopt last year's branch work report and discuss the regularization of comrades ___ and ___. Now let me make a branch work report to the conference.

(The secretary makes a branch work report)

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

___(___):?

[Record the speeches of each comrade in detail]

___ (Moderator): Just now, comrades expressed their opinions on our work Many valuable opinions have been put forward, which we will seriously consider and continuously improve our work. Next, we will study the conversion of preliminary party members into regular members.

___(___):?

[Record the speeches of each comrade in detail]

___(moderator):?

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

Adjourn the meeting

Moderator: (Signature)

Recorder: (Signature)

Example 2: Office meeting minutes 2 (summary recording method)

Records of the first office meeting of Zong College

Time: ?/SPANgt; Year? /SPANgt;month?/SPANgt;day

Location: First Conference Room

Attendants: Li?/SPANgt; (Dean), Wang Zong (Vice President), Chen Zong (Head of the Chinese Department)?

Absent persons: Wang Zong, Zhu Zong (going to the province for a meeting)

Attendants: (omitted)

Moderator : Li Zong (Dean)

Recorder: Wei Zong

Meeting content:

(1) Report

Conveyed by the host The Provincial People's Government's "Notice on Compressing Administrative Funds" (omitted)

(2) Discussion

How does our hospital follow the spirit of the "Notice" to ensure reasonable expenditure of administrative expenses and effectively We must be diligent and frugal without affecting the development of normal teaching, scientific research and other activities.

(3) Resolution

1,?

2,?

President (signature)

Recorder (signature)

1. Record the organization of the meeting

The organization includes:

(1) Name, time and place of the meeting

(2) Absent and present persons

(3) Names of the host and recorder

(4) If there are other circumstances that need to be recorded, they can be recorded in the form of notes

2. Record the contents of the meeting

The contents of the meeting include:

(1) The name of the speaker and the content of his speech, including the content of the discussion and the suggestions made Suggestions, adopted resolutions, etc., and record the voting status when necessary.

(2) Relevant dynamics about the meeting are also essential, such as laughter, applause, temporary interruptions during the speech, and important situations such as the venue.

(3) After the meeting minutes are finished, write "dismissed" on a new line. Important meeting minutes must be signed by the host and recorder at the bottom right of the text (ps: this is an important part of the meeting minutes).

3. Use shorthand

When there are many participants in a meeting, there are many topics and speeches, and it is difficult to record in detail, shorthand is a commonly used and efficient method. The shorthand method is: summarize the main idea of ??each speaker, and avoid recording every sentence. When writing shorthand, focus on the following content:

(1) The central topic of the conference and related activities surrounding the central topic.

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

(3) Speeches of authoritative figures or representative figures.

(4) Tone-setting remarks at the beginning of the meeting and concluding remarks before the end.

(5) Matters that have been resolved or yet to be resolved at the meeting.

4. Ensure the accuracy and timely issuance of meeting minutes

(1) If you encounter something that is not clear, it is best to contact the spokesperson and the meeting director before issuing it. The organizer should verify the unclear meeting contents to avoid objections after issuing the meeting minutes.

(2) In addition, in order to ensure the timeliness of the records, they should be compiled and issued as soon as possible for everyone's reference.