For all kinds of meetings, we can standardize the meeting operation from three stages: preparation before the meeting, control during the meeting and follow-up after the meeting.

Pre-meeting preparation stage:

Every meeting must be prepared. Before the meeting, the meeting secretary should send the approved meeting materials to the participants in advance, and the participants should read the materials in advance and think hard. The executive secretary is responsible for the pre-meeting preparations, and meetings or topics that are not prepared must be cancelled.

Every meeting must have a theme. The meeting must have a clear meeting goal and inform the participants in advance in the formal meeting notice. Each topic must be stated on the first three pages of the PPT prepared for the meeting, and the theme and purpose of the report must be stated.

There must be an agenda before every meeting. Before the meeting, a clear meeting agenda must be output, including the meeting theme, topics, time, participants, etc. Every topic should have time control. The secretary of the meeting should inform the participants of the determined agenda before the meeting to ensure that the participants have enough time to prepare for the meeting. The Executive Secretary shall assist the Convenor in planning the agenda. Before the meeting, the sponsor of each topic must determine the stakeholders and participants, ensure the strong participation of relevant personnel, improve decision-making efficiency, and other personnel do not need to attend the meeting.

Session control stage:

For routine meetings, a list of meeting members should be output to clarify roles and responsibilities. At the same time, the organizer should do a good job in the pre-examination of the application materials, with concise materials and clear decision-making points.

Every meeting should be focused. Meetings should start and end on time. The discussion should focus on key issues and there should be no differences. The chairman of the meeting has the right to interrupt those long speeches that deviate from the theme of the meeting. Each topic should abide by the established time limit, and the secretary of the meeting should make a time reminder. If you can't reach a conclusion, you can put it aside for the time being so as not to affect other topics. If a topic must have a conclusion, you should inform the participants in advance and be prepared.

Every meeting must have a conclusion. The meeting should have accurate and complete meeting minutes, and output meeting minutes or resolutions for official release. The follow-up work of the meeting must have a person in charge and a deadline. If a variety of resources are needed to complete the meeting, it must be clearly stated in the resolution to avoid prevarication and influence after the meeting.

All meetings must be disciplined. The chairman of the meeting also serves as the disciplinary prosecutor. Before the meeting, the discipline of the meeting should be announced, and the behaviors such as being late, not following the procedure, speaking with emotion, discussing privately at the meeting, losing your temper and attacking others at the meeting should be punished.

There must be a follow-up after the meeting. If we don't keep the meeting, it will be empty. Strengthen audit inspection: The Executive Secretary regularly tracks the implementation of decision-making matters by the person in charge designated by the meeting. During the implementation of the resolution, if it is found that the original resolution is not in line with the actual situation, or the implementation environment of the resolution changes, it will be resubmitted to the meeting for deliberation according to the procedure to ensure that all the resolutions of the meeting can be completed.

Post-meeting follow-up stage:

Here are three simple and useful formulas:

① Compliance+non-execution = zero

(2) Layout work+no inspection = zero

(3) Grasp what is not implemented+check who is not implemented = implement.

Based on standardized conference management, major conferences in the second year are usually arranged in a unified way at the end of the year and published on the intranet. This is an advanced calendar accurate to every day of next year.

According to this advanced calendar, each department can arrange ST meetings, AT meetings and other important meetings, such as annual debriefing meetings and strategic planning meetings.