Home >

Where Can The Conference Efficiency Be Mentioned?

2008/12/11 16:00:00 41878

??? 日本語 Fran?ais English 中文

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、充分的會(huì)前準(zhǔn)備。會(huì)議是需要精心準(zhǔn)備的，即使對于非常緊急召開的臨時(shí)會(huì)議，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）會(huì)議室的準(zhǔn)備：如果可以選擇，會(huì)議室的空間應(yīng)該比參會(huì)人數(shù)所需空間稍小一點(diǎn)，這樣擁擠的空間容易讓人產(chǎn)生興奮感，從而促進(jìn)踴躍發(fā)言。對于5—30人的會(huì)議，座位的擺設(shè)應(yīng)以圓形或半圓形為主。

(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、具體且明確的目標(biāo)，并且時(shí)刻記住會(huì)議目標(biāo)。會(huì)議要討論什么以及要達(dá)到什么結(jié)果已經(jīng)明確的在備忘錄中作了描述，會(huì)議組織者只需要讓每一位與會(huì)者清楚地記著會(huì)議的目標(biāo)，以及在討論過程中，時(shí)刻圍繞目標(biāo)而進(jìn)行討論。

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）不斷通過各種明示或暗示告訴與會(huì)人員會(huì)議的目標(biāo)或?qū)д摰闹黝}。當(dāng)有人偏離會(huì)議主題，應(yīng)及時(shí)予以制止。對于那些喋喋不休的人員，應(yīng)該禮貌但堅(jiān)決地打斷他的談話，然后將更多說話的機(jī)會(huì)讓給內(nèi)向的人員。

（2）保證與會(huì)人員在發(fā)言時(shí)不會(huì)受到其他參會(huì)人員的攻擊。當(dāng)與會(huì)者相互攻擊時(shí)，應(yīng)加以制止。并再次聲明會(huì)議的目標(biāo)是解決問題，而非爭論，大家坐在一起是為了尋求雙贏方案，而不是被動(dòng)接受非贏即輸?shù)慕Y(jié)果。

（3）保持中立。主席是本次會(huì)議的主持人，他的選取應(yīng)該由與本次討論沒有利益關(guān)系的人員擔(dān)任，通常從其他部門或外部聘請人員。

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）抓住發(fā)言者的關(guān)鍵意思記錄。寫字的速度永遠(yuǎn)趕不上說話的速度，因此記錄員必須能夠抓住主要意思記錄，沒有必要也不可能一字不差的記錄所有的發(fā)言。如果不確信是否正確理解發(fā)言人的意思，可以和發(fā)言者進(jìn)行確認(rèn)。但是所寫到白板上的字一定要清晰和容易辨認(rèn)。

（2）借助各種符號。在關(guān)鍵字上可以標(biāo)注下劃線、星號或劃圈。使用不同顏色的筆也是一個(gè)非常有效的方法，它可以幫助解決記錄中內(nèi)容分類的問題。

（3）牢記自己的職責(zé)——記錄。記錄員不參與任何的討論，如果參與也是當(dāng)自己不做記錄，而由另外的人接過自己的筆代為記錄的時(shí)候，避免產(chǎn)生不信任。如果發(fā)言者對所記錄的內(nèi)容有異議時(shí)，要按照其所提的意見進(jìn)行當(dāng)場的修改。

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、會(huì)議時(shí)間的選擇。會(huì)議應(yīng)該選在與會(huì)人員有充分時(shí)間和精力的時(shí)段，而那些使與會(huì)人員沒有心思參會(huì)或在會(huì)上討論的時(shí)間顯然就不是理想的會(huì)議時(shí)間，如快要吃飯前、周末或是周一等（這些時(shí)間是目前大多數(shù)企業(yè)開會(huì)的主要時(shí)間）。

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、總結(jié)與跟蹤。會(huì)議結(jié)束時(shí)，由會(huì)議主席總結(jié)會(huì)議成果，尤其要在會(huì)上明確，會(huì)議達(dá)成的結(jié)果分別由哪些部門或個(gè)人負(fù)責(zé)落實(shí)解決。會(huì)議結(jié)束后，由記錄員整理會(huì)議記錄，并將會(huì)議記錄發(fā)給與會(huì)者。會(huì)議的最高管理者，或是此次會(huì)議的發(fā)起者負(fù)責(zé)跟蹤會(huì)議結(jié)果的落實(shí)情況。