Key points of meeting etiquette

Key points of meeting etiquette. When working in the workplace, some basic meeting etiquette is very important. Good meeting etiquette is a reflection of quality, which will make others have a certain good impression of us, and everything we do will be done with twice the result with half the effort. Next, I will take you to learn more about the key points of meeting etiquette. Key points of meeting etiquette 1

1. Determine the basic purpose

Before preparing for the meeting, you must first clarify what is the purpose of the meeting? It is to convey the decision-making from the upper level. The spirit and strategy of the participants, or is it to solve a specific problem or crisis?

Regardless of the specific goal, the basic purpose of convening a meeting is to convey and implement the business policy to be implemented, so that the staff of each department can The business strategy is coordinated with the company's goals, and everyone works together to find the best solution to the problem.

2. Meeting preparation

Modern meetings are inseparable from various auxiliary equipment. Before holding a meeting, various auxiliary equipment should be properly prepared.

1. Tables, chairs, brand names, tea

Tables and chairs are the most basic equipment. They can be arranged in a round table or report type according to the needs of the meeting. If there are a large number of people attending the meeting , generally the report type should be used, and there is no need to prepare seat cards. If there are relatively few people attending the meeting, the round table type is generally used, and seat cards, that is, name tags, must be made to make it convenient for participants to sit.

It is best to use mineral water for tea drinks at meetings, because everyone has different tastes. Some people like to drink tea, some people like to drink drinks, and some people like to drink coffee, so if There are no special requirements, mineral water is the most acceptable choice for everyone.

2. Sign-in book, roster, meeting agenda

The function of the sign-in book is to help understand how many people are in the meeting and who they are. On the one hand, it enables the meeting organizer to find out whether If someone is absent, on the other hand, the meeting organizer can arrange the next step of work based on the sign-in book, such as meals, accommodation, etc. Printing the roster can facilitate the chairperson and participants of the meeting to quickly grasp the relevant information of everyone participating in the meeting, deepen their understanding, and become familiar with each other.

3. Blackboard, whiteboard, pen

On some occasions, participants need to write or draw pictures on the blackboard or whiteboard to explain the problem. Although audio-visual equipment is developing rapidly, However, the traditional way of expression is still loved by many people, and expression on the blackboard or whiteboard is impromptu and convenient. In addition, supporting tools such as chalk, marker pens, and erasers are also essential.

4. Various audio-visual equipment

The development of modern science and technology has brought audio-visual equipment such as projectors, slide projectors, video recorders, laser pointers or pointing sticks, providing people with great of convenience. Before holding a meeting, you must first check whether various equipment can be used normally. If you want to use a slide projector, you need to prepare the slides in advance. Audio recorders and cameras can completely record the process and content of the meeting. Sometimes it is necessary to print out the conclusions or suggestions of the meeting immediately. In this case, a small photocopier or printer is needed.

5. Materials and samples

If the meeting is a business report or product introduction, then relevant materials and samples are essential. For example, when introducing a new product, just talking in general terms cannot leave a deep impression on people. If you show everyone a specific sample and introduce its features, characteristics and advantages one by one based on the sample, then you will be left with The impression will be much deeper.

6. Seat arrangement

First, wraparound style. That is, there is no rostrum, but chairs, sofas, and coffee tables are placed around the venue. The specific hierarchy of seats is not clear, and participants are allowed to sit freely after entering. This way of arranging seats is most consistent with the theme of the tea party and is also the most popular.

The second is the scattered seating style. Scattered seating is common in tea parties held outdoors. Its seats, sofas, and coffee tables can be freely combined and can even be placed at will by attendees according to personal requirements. This makes it easy to create a relaxed and comfortable social environment.

The third is the round table style. Round table seating refers to placing a round table at the venue and inviting participants to sit freely around it.

Round table seating is divided into the following two forms: one is suitable for a small number of people. Only a large oval conference table is placed in the center of the venue, and all participants are asked to sit around it. The second is to place several round tables at the venue and invite participants to freely combine them.

The fourth is the presidential style. This kind of ranking means that the host, host and guest of honor are consciously arranged to sit together at the venue.

3. Speech Etiquette

There are two types of speeches at meetings: formal speeches and free speeches. The former is usually a leadership report, and the latter is usually a discussion speech. Formal speakers should be neatly dressed and walk on the podium with a natural and vigorous gait, reflecting a confident, self-confident demeanor and temperament. When speaking, you should be clear, logical, and concise. If it is a written speech, you should always look up and scan the venue, and do not lower your head to read the manuscript. As if there was no one around. When you have finished speaking, you should express your gratitude to the audience for listening.

Free speech is more casual, so you should pay attention to the order and order of your speech, and you can't compete for the floor; your speech should be short and your views should be clear; if you have differences with others, you should convince them with reason and have a calm attitude. , follow the host’s instructions and don’t just care about yourself.

If a meeting participant asks a question to the speaker, he should answer it politely. If he cannot answer the question, he should explain the reason tactfully and politely. He should listen carefully to the criticism and opinions of the questioner, even if the questioner's Criticism is wrong and should not be disrespectful.

IV. Meeting Etiquette

As a working person, in a company, you must develop the habit of taking into account the overall interests of the company. In addition to meetings within the company and department, professionals also have the opportunity to participate in other meetings outside the company, so be prepared before attending the meeting.

Before the meeting, if you are unable to attend due to something unexpected, you must inform the other party. Before attending a meeting, listen to the opinions of your boss or colleagues and be prepared with the information needed to attend the meeting.

When you are asked to speak during a meeting, your speech should be concise and to the point. When you are listening to others speak, if you have questions, ask them in an appropriate way. When others are speaking, do not interrupt casually to ruin the atmosphere of the meeting. Do not whisper or doze off during the meeting. Do not leave the meeting midway unless there are special circumstances. Even if you want to leave, you must obtain the consent of the person presiding over the meeting. You should take advantage of the opportunity to attend meetings, communicate with all parties, and establish good interpersonal relationships

Meeting participants should be neatly dressed, present themselves elegantly, enter on time, enter and exit in an orderly manner, sit according to the meeting arrangements, and should be seated during the meeting. Listen carefully and do not whisper or whisper in private. When the speaker finishes speaking, he should applaud and leave the room quietly so as not to disturb others.

5. Host Etiquette

The host of various meetings is generally held by people with certain positions, and their etiquette performance has an important impact on the success of the meeting.

1. The host should be neatly dressed, dignified and energetic, and should not be slovenly or slovenly.

2. Walking onto the rostrum should be steady and powerful. The walking speed depends on the nature of the meeting. For fast and lively meetings, the walking frequency should be slower.

3. After taking the seat, if you are standing to host, you should keep your legs together and your back straight. When holding the manuscript, hold the bottom middle of the manuscript with your right hand, and let the five fingers of your left hand hang together naturally. When holding the manuscript with both hands, it should be at chest height. When presiding in a seated position, the body should be straight and arms stretched forward. Press your hands lightly on the edge of the table. During the hosting process, avoid scratching your head, rubbing your eyes, blocking your legs and other indecent movements.

4. The host should speak clearly, think quickly, and be concise and to the point.

5. The host should adjust the atmosphere of the meeting according to the nature of the meeting, whether it is solemn, humorous, calm, or lively.

6. The host cannot say hello to acquaintances at the meeting, let alone chat. Before the meeting begins, he can nod and smile.

6. Small meetings

Small meetings generally refer to meetings with fewer participants and small scale. Its main feature is that all participants should be seated and there is no dedicated podium. There are currently three main specific forms of seating arrangement for small meetings.

1. Free seat selection

Its basic approach is not to arrange fixed specific seats, but to allow all participants to freely choose their seats. Choose the location and choose according to the level.

2. Set up a seat facing the door

Generally, the seat facing the main entrance of the conference room is the chairperson's seat. Other attendees can take their seats on either side from left to right.

3. Seating according to the scenery

The so-called seating according to the scenery refers to the specific position of the meeting chairperson. He does not have to face the main entrance of the conference room, but should have his back to the conference room. The main scenery is located, such as calligraphy and painting, podium, etc. The seating arrangement of other participants is slightly similar to the former.

7. Meeting speaking skills

1. Speech content

Key points to note: Be straight to the point and avoid being wordy

Etiquette requirements:

First of all, the report content must be short, powerful and well organized. A wordy and clueless speech will not only make the audience lose their patience, but may even make them doubt your professionalism.

A direct and powerful opening statement, a clear statement of opinions, and emphasis when necessary. Such a speech will immediately impress the audience with your impressive performance and excellent professional qualities.

2. Body language

Points to note: Confidence comes from within

Etiquette requirements:

You should walk steadily on the podium Powerful, walking speed depends on the nature of the meeting. Generally speaking, the pace should be slower for fast and lively meetings. After sitting down, if you are standing to speak, you should keep your legs together and your back straight; when sitting to speak, you should be straight, arms stretched forward, and your hands lightly pressed on the edge of the table; if you are speaking in writing, you should often raise your head and scan the meeting The venue is such that you cannot lower your head while reading the manuscript as if there is no one around. After you have finished speaking, you should express your gratitude to the audience for listening.

Detailed analysis:

1. When you are explaining a certain issue to people, you should put one of your hands naturally aside, or use a palm-up action, so that Appear candid and sincere. Preaching movements in speeches cannot gain trust and will only arouse others' resentment. They are those ridiculous gestures of pointing to express emphasis, sitting in front of the stage with hands crossed and fingers stretched out in the shape of a tower.

2. No matter how serious the topic you are talking about, an occasional smile instead of a big grin can always help you win more support. Make a conscious effort to look around at everyone in the meeting with your eyes, as if you were addressing someone. Even if this glance is no more than a fleeting glance or two. Don't avoid or despise the eyes of those detractors. Let them look up at you, which can show your confidence and calmness, and even turn conflicts into friendship. Never assume a defensive posture of clenching your hands or crossing your arms in front of your chest. These actions only show that you are more conservative.

3. Speech tone

Points to note: low and powerful, giving people a sense of stability

Etiquette requirements: Women generally have thinner voices and higher vocal frequencies, so The tone of voice appears delicate, sensitive, and not steady enough. Therefore, throughout the speech process, try to use a low and rhythmic tone, so that such a voice can be persuasive. Points 2 of meeting etiquette

Personal etiquette standards for meeting reception staff

1. Grooming

Male employees’ beards should be trimmed neatly, and their hair should be trimmed neatly. The length does not cover the forehead, the sides do not cover the ears, and the back does not touch the collar. Female employees come to work with light makeup, elegant appearance, and consistent with their age and status. Do not wear makeup in public during working hours. Pay attention to public hygiene. You should not eat food with pungent odor before going to work to avoid bad breath.

2. Clothing

All employees should wear company suits and work clothes. Men should wear blue shirts and work clothes, and women should wear white shirts and work clothes. The clothes should be in good condition, without stains and buttons. Complete, no missing or wrong buckling. Wear a tie and leather shoes, keep your jacket pockets empty, trouser pockets as little as possible, and keep your cuffs and trouser legs unrolled.

During the employment period, employees must wear work badges. Company leaders use badges worn on the left chest, and other company employees use badges hung on the chest;

3. Behavioral standards< /p>

Concentrate during the reception and show a good mental state, without fatigue, depression or dissatisfaction. Stand upright, raise your head, lift your chest, draw in your abdomen, and let your hands hang down naturally. The walking pace is strong, the stride length is appropriate, and the rhythm is appropriate.

Avoid yawning, stretching, sneezing, picking ears, etc. in front of customers. If it is really difficult to control, you should avoid it. When talking to leaders and guests, you should look attentive, have natural expressions, and express appropriately. You should not put your hands behind your back, sleeve your hands, fold your hands, or fold your hands. Don't shake your hands from side to side or scratch your ears and cheeks.

Determination of the division of labor among conference reception staff

To ensure the smooth progress of the meeting, a clear division of labor must be carried out among conference reception staff. The details are as follows:

1. Determine The only contact person

It is necessary to determine the only contact person, and this person should be contacted from beginning to end. Never let this person be responsible for contacting you today, and then change it to another person tomorrow. This will make the person who receives the notification It is not clear which department notified the meeting;

2. Determine the chairperson Select a suitable meeting chairperson from a person with strong control ability and a person who is acceptable to all representatives.

3. Determine the meeting note-taker

In addition to the ability to listen, interact, and express opinions, a good meeting note-taker must also have good organizational, comprehensive, and comparative abilities. During the meeting, the meeting note taker has the obligation to help the participants to state their opinions in a systematic manner and discuss according to the agenda in a timely manner.

Venue layout and etiquette standards

1. Venue selection

Choosing a venue should be comprehensively considered based on the number of people attending the meeting and the content of the meeting. It is best to meet the following standards:

First: the size should be moderate.

The venue is too big, the number of people is too small, and there are too many empty seats, which are loose and scattered, giving the participants a feeling of depression; the venue is too small, the number of people is too many, and they are crowded together, like the countryside Going to the market not only looks stingy, but also fails to hold the meeting well. Therefore, British Prime Minister Churchill once said: "There is no need for a room that is too big, but a room that is just the right size."

Second: The location must be reasonable.

Historically, meetings convened will break up in one or two hours, so the meeting venue can be set at a place where the participants are more concentrated. For meetings lasting more than one day, the venue should be as close to the residences of participants as possible to avoid participants traveling back and forth.

Third: Ancillary facilities must be complete.

Conference staff must check the lighting, ventilation, sanitation, services, telephones, loudspeakers, recording, etc. of the venue. They cannot do it just because "the last meeting was held here and there were no problems." "I thought rashly, "This time it will be just as smooth." Otherwise, losses may occur.

Fourth: There must be a parking lot. In modern society, when a meeting is called, there are not many people who come to the meeting with "a pair of straw sandals and an umbrella". Cars and motorcycles must have parking spaces to drive successfully.

2. The layout of the venue

When arranging the venue, the venue can be arranged according to the different personnel

First: round table type; this form is suitable for 10 —A meeting of about 20 people. In the seating arrangement, attention should be paid to the fact that guests or superior leaders are face-to-face with business leaders and accompanying persons. The top leader of the guest should sit in the middle of the room facing south or toward the door, and the top leader of the company should sit opposite to the superior leader. Diagonals of the same level sit opposite each other.

Second: mouth shape; if using a rectangular square table. This form is more suitable for meetings with a larger number of people than the round table type;

Third: classroom type. This is the most commonly used form. It is suitable for meetings with the purpose of conveying information and instructions. At this time, there are a large number of participants and there is no need to discuss or exchange opinions among the participants. In this form, the rostrum and the auditorium sit opposite each other.

The seats on the rostrum are arranged according to the personnel's positions and social status. The chairman's seat is in the middle of the first row, and the rest are arranged in order from left to bottom and right to top.

3. Preparation of venue materials

The conference affairs team should prepare necessary materials related to the meeting topics. These materials should be sorted and placed in folders and distributed to participants to facilitate the meeting. Read and be prepared to speak.

4. Reception staff should arrive in advance

Reception staff should enter their respective positions in advance and enter working status before the arrival of the attendees.

General reception work is divided into three positions: check-in, ushering, and reception.

① Sign in. Set up a signing table with 1-2 staff members. If a higher level of reception is required, an etiquette lady can be assigned to take charge. Signature Taipei comes with a brush, pen and sign-in book. When handing a pen to a guest, you should take off the pen cover, point the pen tip toward yourself, and hand the pen over with both hands. If it is a writing brush, it should be dipped in ink before handing it over. The sign-in should be more refined so that it can be saved. If you need to hand out information, you should hand it over politely with both hands. Reception staff should always report attendance numbers to the meeting organizer.

②Introduction seat. After signing in. Conference reception staff should politely introduce attendees to the venue and take their seats. Important leaders should be introduced to the lounge first, accompanied by business leaders in person, and sit on the rostrum a few minutes before the meeting starts.

③Reception. After the attendees sit down, the reception staff should hand over tea, towels, or fruits, enthusiastically answer various questions, meet various requirements, and provide as considerate service as possible.

Meeting reception etiquette - guidance etiquette

1. Car escort

After the guests arrive, if they need to accompany the car, how do the guests and hosts get on the car and how do they get there? Where are the seats?

When taking a car, there are usually two situations: when there is a full-time driver driving, seat 1 is to the right behind the driver, seat 2 is directly behind the driver, and seat 3 is Next to the driver (if there are three people in the back seat, seat 3 is in the middle of the back seat).

If the host drives the car himself, the guest of honor should be asked to sit on the right side of the host, that is, on the right side of the front row, which is the passenger seat.

The main seat of the medium car is in the first row behind the driver, and seat No. 1 is near the window.

When riding in a medium or large van, the front seat is higher than the back seat, and the right seat is higher than the left seat; the closer to the front door, the higher the seat.

When the guests and hosts march side by side, the leader walks on the outside and the guests walk on the inside. When marching in a single file, the leader should walk in front and the guests should walk behind, playing the role of leading the way.

2. The position of escorting guests

First of all, the wall must be given to the guest, so that the guest is on the right; the standard position for accompanying the guide is 1 meter in front of the left side of the guest 1. About 5 meters. If the guest knows the way, the guest should walk ahead.

3. When going up and down stairs

Under normal circumstances, women go first, but when women wear short skirts, men have to go ahead.

4. During international exhibitions

According to international practice, the order is sorted according to the Latin alphabet. During United Nations meetings, one letter is drawn first each time.

Service etiquette at meetings

1. Routine services

During the meeting, a dedicated person should generally be arranged inside and outside the venue to greet, guide, and accompany attendees. personnel. Special care is often required for distinguished guests attending the conference, as well as the elderly, weak, sick, disabled, pregnant, ethnic minorities, religious figures, compatriots from Hong Kong, Macao and Taiwan, overseas Chinese and foreigners. We will respond to legitimate requests from attendees.

2. Catering arrangements

For longer meetings, working meals between meetings will generally be arranged for participants. At the same time, hygienic and delicious drinks should be provided to attendees. The drinks provided at the meeting should be convenient for participants to drink by themselves, and frequent refills of tea and water are not recommended. Doing so is often unsanitary and unsafe, and may hinder the other party. If necessary, accommodation and transportation should be provided to outside participants as conveniently as possible and in compliance with regulations.

3. On-site records

All important meetings should be recorded on-site. The specific methods include note-taking, printing, typing, audio recording, video recording, etc. One can be used alone or in combination. When taking handwritten notes of meeting minutes, the basic contents such as meeting name, number of attendees, time and place, speech content, discussion matters, temporary motions, voting and elections must be complete, accurate and clear.

Meeting reception and final post-meeting service

After the meeting, all reception staff should clearly divide their responsibilities and handle the aftermath.

After the organization meeting, sometimes some activities will be arranged.

Such as parties, dinners, visits, photography, etc. These tasks are very tedious and should be directed and coordinated by a leader, and this leader must have strong organizational skills to be competent. At the same time, other reception staff must actively cooperate and perform their respective responsibilities. Responsibilities and do their share of the work to ensure the smooth implementation of the activity plan.

Farewell Arrange the transportation of the participants according to the situation so that they can return home happily and in time.

Cleaning up meeting documents ① Recycle relevant documents and information in accordance with the principle of confidentiality. ②Compile meeting minutes. ③News reports. ④ Primary volume archiving. ⑤Meeting summary