10 items of the work list of the conference (very practical, recommended collection)

At work, meetings are commonplace. The purpose of the meeting is to solve the problem and promote the work, whether it is an administrative organ, a public institution, or a variety of enterprises, research decision-making, deployment tasks are inseparable from the convening of the meeting. Of course, there are large and small meetings, there are general meetings, there are also important meetings, there are emergency meetings, and there are routine meetings. It is especially important to organize a high-quality meeting. But no matter what, as a secretarial staff or meeting organizer, it is essential to master some of the "dry goods" of organizing meetings! The secretarial staff or meeting organizer must make a list of meetings themselves and then execute them according to the orders in order to be free of omissions. Now, in light of the actual work, the list of conference affairs is as follows.

1. Clarify the theme of the meeting. Regardless of what meeting is organized, what is the theme of the meeting that needs to be determined first? What is the purpose? What problem to solve? What kind of expected results do you want to achieve? It can not only extract the name of the meeting, but also determine the specific content, form, goal, venue, scale and grade of the meeting. So, be sure to figure out the theme of the meeting. Secretaries can generally get this important information from the leader's intentions, and without this information, they can't go to the next step.

2. Clarify the meeting time. When is the meeting? How long does it take to drive? This must make a scientific prediction and judgment. Transfer style is an important requirement at present, we must shorten the meeting time as much as possible, streamline and efficient meeting, and solve the problem. As for the specific time for meetings, on the one hand, it is necessary to combine the progress of work, and on the other hand, it is necessary to arrange according to the time schedule of the leaders. Leaders are generally busy, and the meeting time may be changed many times and repeatedly. This is also something that cannot be done. Sometimes, even if a meeting notice is sent, the time has to be changed. It is also very important to determine the timing of meetings reasonably.

3. Clarify the venue of the meeting. The choice of meeting location also takes into account the experience of conference organizers and secretarial staff. What kind of meeting room to choose? Where to open? It should be determined according to the theme, purpose, requirements, personnel participating in the meeting, scale, conference expenses and other factors. Of course, the specific layout of the venue is also a meticulous work, sloppy at all, sometimes a microphone to make a mood, will affect the effect of the entire meeting! This is something that requires special attention.

Fourth, clarify the format of the meeting. It is the form of the meeting. This requires the format of the meeting to be determined according to the theme, agenda, purpose, etc. of the meeting. Such as preparatory meetings, mobilization meetings, summary meetings, work exchange meetings; on-site meetings, video teleconferences, video synchronous live broadcasts; symposiums, consultation meetings, etc. With the rapid development of Internet technology and the maturity of video conferencing technology, more and more meetings are held by video conferencing, especially in the context of the COVID-19 pandemic, video conferencing has become the preferred way for many meetings.

5. Clarify the agenda of the meeting. The scientific and rational agenda arrangement determines the quality of the meeting. This step takes into account the abilities and levels of the meeting organizers and the secretarial staff involved. Because the leader generally only says the theme of the meeting, often does not specifically say the meeting matters, which depends on you to understand, combined with the actual work to carry out scientific overall arrangements, of course, the final leader will definitely have to review.

6. Clarify the scope of participation. When the theme, purpose and format of the meeting are determined, the persons participating in the meeting and the scope of the meeting are determined. Special reminder is that in practical work, we must clearly and strictly control the scope and number of participants. Arbitrary expansion of the scale will also cause unnecessary waste of human, material and financial resources.

7. Clarify the presiding officer of the meeting. Generally, the main leader of the organizer or the leader in charge of the business is served, if there are multiple organizers, then the main leader or leader of the lead organizer is often the host.

8. Write the speech of the leader. To accurately convey the spirit of the meeting and scientifically deploy work tasks, the leader's speech is crucial. In light of the actual conditions of work, we should conscientiously grasp the intentions of the leaders, conscientiously draft them, deliberate them word by word, and submit a high-quality speech.

9. Clarify the minutes of the meeting and the person who sorted it out. The person who takes the minutes of the meeting and the person who organizes it should also be determined in advance. Whether the recording and collation work is in place and whether it can truly, objectively and accurately reflect the spirit of the meeting also directly affects the effect and evaluation of the meeting, especially the implementation of the spirit of the follow-up meeting.

10. Venue layout. Scientific and reasonable layout of the venue is an important task, table and chair placement, the order of table signs, microphone debugging, video connection and many other details, all need to be paid attention to.

After the above list is clear, you can start to draft a request document for the meeting, "Meeting Plan", and submit it to the leadership for approval. Of course, as an operational level, it is also necessary to formulate an "implementation plan" for a meeting, of course, the more specific the better, clarify the specific division of labor and responsibilities, ensure that the meeting is held smoothly as scheduled, and achieve the expected results!

Appendix: Catalogue of parliamentary documentation materials

(1) Notice of the meeting (including invitation letter, parking permit, etc.);

(2) Agenda of the meeting;

(3) The schedule of the meeting;

(4) Meeting registration form;

(5) Presiding over the draft;

(6) Speeches of major leaders (including other relevant leaders' speeches)

(7) The texts of the speeches of the participants concerned;

(h) Specific documents relating to the study or discussion on the agenda of the conference (no. XX meeting document materials one, two ... ）

(9) Seating table (seat plate): The ranking of the seating table is very testing, oh, who comes first, who is in front of whom, who is left and who is right, all of which are exquisite.

(10) Information kit. Put all the above information into the information bag. Carefully choosing a material bag that is both practical and beautiful is also a matter of considerability. Of course, for general meetings, a brown paper information bag is enough.