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Where Can The Conference Efficiency Be Mentioned?

2008/12/11 16:00:00 41878

The meeting has become

Business management

An important way of communication is that most leaders spend most of their time in meetings, and the efficiency of meetings directly affects them.

Business management

But the effect of meetings is always unsatisfactory.

According to the UTC study, 70% of the meetings were invalid, and 70% of the meetings were invalid.

The purpose of a correct meeting should be to exchange information, solve problems and make decisions, and the purpose of failure meetings is distorted as follows: meetings are just routine; meetings are the means for leaders or heads of departments to demonstrate authority; meetings are leaders' talk shows.

The inefficiency of meetings leads directly to inefficient management. Successful and efficient meetings need to have the following elements:

第一、充分的会前准备。会议是需要精心准备的，即使对于非常紧急召开的临时会议，也是如此。

(1) prepare the memorandum of meeting and give it to the participants ahead of time so that they can prepare in advance. If the contents of the discussion are reports or proposals, they should be attached to the memorandum and submitted to the participants.

The contents of the memorandum should include at least: the topic of the conference, the main points of the discussion, the results to be formed, the participants (if they are not familiar with each other, should attach a resume), the time of the meeting, and how long the meeting is expected to be held.

(2) preparation of hardware tools for meetings, including whiteboard or large white paper, pen, projection equipment (if necessary), recording equipment (if yes), sound amplifying equipment (if needed), etc.

（3）会议室的准备：如果可以选择，会议室的空间应该比参会人数所需空间稍小一点，这样拥挤的空间容易让人产生兴奋感，从而促进踊跃发言。对于5—30人的会议，座位的摆设应以圆形或半圆形为主。

(4) the selection of participants: Participants should be relevant to this meeting, the possible implementation of the outcome of this meeting, and at the same time, invite the relevant experts of the conference.

第二、具体且明确的目标，并且时刻记住会议目标。会议要讨论什么以及要达到什么结果已经明确的在备忘录中作了描述，会议组织者只需要让每一位与会者清楚地记着会议的目标，以及在讨论过程中，时刻围绕目标而进行讨论。

Many meetings fail because there are no clear goals for meetings or other topics in the discussion.

This requires the organizers of the conference to bring back those who left the topic to the theme of the meeting, and to remind participants to remember the goals of the meeting.

If the problem of moving away from meetings is serious, at the beginning of the meeting, the meeting will be written in the eye-catching position of the whiteboard and solemnly remind participants to keep in mind the objectives of the meeting.

Moreover, the objectives of meetings should be as specific as possible, rather than ambiguous statements.

If necessary, the contents of the conference objectives can be explained in detail before the meeting.

If participants do not understand the precise direction of the target, they will naturally run away from the topic.

Third.

Meeting

Role selection.

Meetings usually require three kinds of roles: the chairperson (conference organizer), the recorder, the participant.

The chairman of the conference is the organizer of the meeting. Usually he should be separated from the convenor.

Because the convener of a Chinese enterprise conference is usually the manager of the highest position of the participants in the conference. If he acts as chairman of the conference, it will lead to the decentralization of his participation in the meeting on the one hand, and on the other hand he will suppress other participants' speeches, because the chairman as chairman will always appear before them.

The main responsibility of the chairman of the conference is to ensure that the meeting is carried out in a predetermined direction and process. In order to achieve this, the chairman should pay attention to three aspects:

（1）不断通过各种明示或暗示告诉与会人员会议的目标或导论的主题。当有人偏离会议主题，应及时予以制止。对于那些喋喋不休的人员，应该礼貌但坚决地打断他的谈话，然后将更多说话的机会让给内向的人员。

（2）保证与会人员在发言时不会受到其他参会人员的攻击。当与会者相互攻击时，应加以制止。并再次声明会议的目标是解决问题，而非争论，大家坐在一起是为了寻求双赢方案，而不是被动接受非赢即输的结果。

（3）保持中立。主席是本次会议的主持人，他的选取应该由与本次讨论没有利益关系的人员担任，通常从其他部门或外部聘请人员。

Even so, the president will declare his neutrality to the general assembly before the meeting. At the same time, he will always bear in mind his neutrality in the process of the conference, and he will not take part in any opinions to the specific discussions, nor will he show any preference for others and establish the trust of the participants.

In the consulting practice, you can conclude that a recorder can use a special person, such as a secretary, or a member of the attendee.

The sole responsibility of the recorder is to record the speeches of the participants clearly and accurately, and to ensure that the attendance of each participant can be seen and understood.

It is not easy to do a good job as a recorder. Therefore, it is necessary to master some skills:

（1）抓住发言者的关键意思记录。写字的速度永远赶不上说话的速度，因此记录员必须能够抓住主要意思记录，没有必要也不可能一字不差的记录所有的发言。如果不确信是否正确理解发言人的意思，可以和发言者进行确认。但是所写到白板上的字一定要清晰和容易辨认。

（2）借助各种符号。在关键字上可以标注下划线、星号或划圈。使用不同颜色的笔也是一个非常有效的方法，它可以帮助解决记录中内容分类的问题。

（3）牢记自己的职责——记录。记录员不参与任何的讨论，如果参与也是当自己不做记录，而由另外的人接过自己的笔代为记录的时候，避免产生不信任。如果发言者对所记录的内容有异议时，要按照其所提的意见进行当场的修改。

The responsibility of the participants is to be objective and not to deviate from the topic of the conference.

In order to encourage speeches, the participants with low positions should speak first and then speak from low to high.

If the meeting is very keen to know the opinions of its subordinates, it can adopt the way of isolation: let the lowest person enter the meeting hall first, then make a speech; then they exit, and then the high position attendees enter the conference hall to speak, and so on.

In this way, participants will not be unable to speak freely because they are afraid of leading the scene.

Earnest listening is the most important task for the participants at the conference. The origin of many arguments is that the participants will attack with preconceived prejudices without understanding each other's conversation, thus exacerbating the problem.

If you listen carefully, you can ask questions at any time to make sure that the information you understand is the precise meaning of the speaker. At the same time, you can repeat it in moderation to show your understanding.

In addition, during the meeting, participants should pay close attention to the records on the whiteboard, so as to understand the theme of the discussion, the opinions of everyone and the process of discussion, so as to make their speeches do not repeat and do not run away from the topic.

At the same time, participants are responsible for supervising the chairman and recorder. Once they are found to be neutral, they should immediately stop or remind them.

A qualified participant should attend the meeting with objective opinions and actively seeking a win-win solution. Such departmentalism, conflict and so on will set obstacles to the process of the conference.

第四、会议时间的选择。会议应该选在与会人员有充分时间和精力的时段，而那些使与会人员没有心思参会或在会上讨论的时间显然就不是理想的会议时间，如快要吃饭前、周末或是周一等（这些时间是目前大多数企业开会的主要时间）。

Before dinner, the participants were hungry, hungry for breakfast, or thinking about what to eat. At weekends, participants would think about how to spend the weekend, how to attend a long date party or appointment. On Monday, the participants did not get fresh from the excitement of weekend activities, or the weekend did not finish.

Therefore, these three time are not ideal meeting time, other time can be considered as meeting time.

Especially on Thursday, it is considered the best time to discuss problems.

Psychologists have done experiments and found that it is easier to reach agreement on Thursday's discussion.

At the same time, the meeting should strictly abide by the time limit, for example, the end of 1.5 hours, it should be controlled within 1.5 hours, otherwise it will cause participants to have the psychology of meeting without end. Therefore, the discussion will also become inactive due to the pressure of losing time, and later, they will also turn a deaf ear to the meeting time.

第五、总结与跟踪。会议结束时，由会议主席总结会议成果，尤其要在会上明确，会议达成的结果分别由哪些部门或个人负责落实解决。会议结束后，由记录员整理会议记录，并将会议记录发给与会者。会议的最高管理者，或是此次会议的发起者负责跟踪会议结果的落实情况。