Conferences have become an important way for business management to communicate

According to the research, 70% of the meetings are invalid and 70% of the meetings are invalid.

Senior executives spend most of their time at the conference. The efficiency of the conference directly affects the effectiveness of the enterprise management, but the effect of the conference is always unsatisfactory. The Futures Advisory UTC study concluded that 70% of meetings are invalid and 70% of meetings are invalid. The correct purpose of the meeting should be: to exchange information, solve problems and make decisions, while the purpose of the failed meeting is distorted to: meetings are routine; meetings are the means by which leaders or department heads demonstrate authority; and meetings lead to talk shows. The inefficiencies of a meeting directly lead to inefficient, successful and efficient meetings that require the following elements:

First, adequate pre-conference preparation. Meetings need to be carefully prepared, even for very urgent interim meetings. (1) Prepare meeting memos and make them available to attendees in advance so that they are prepared in advance. If the content of the discussion is a report or proposal, they should be attached to the attendee after the memorandum. The contents of the memorandum should include at least: the topics of the meeting, the 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 take. (2) Preparation of conference hardware tools, including: white board or large white paper, pen, projection device (if required), recording device (if applicable), sound reinforcement device (if required) (3) Preparation of conference room: If you can choose, the space of the conference room should be slightly smaller than the space required for the participants, so that crowded space is easy to generate excitement and thus promote the speech. For 5-30 people's meeting, the seating arrangement should be round or semicircle-based. (4) Selection of Participants: The attendees should be the participants of the meeting, the possible implementers of the meeting, and invite the experts related to the meeting topics as appropriate.

Second, specific and clear goals, and always remember the meeting goals. What the meeting wants to discuss and what is to be achieved is clearly described in the memorandum. The conference organizer simply needs each participant to clearly remember the objectives of the meeting and to discuss it all the time around the discussion . Many meetings fail because there is no clear meeting goal, or in the discussion went to other topics. This requires meeting organizers to always pull back the people who ran the program to the topics discussed in the conference and also require the participants to clearly remember the goals of the conference. If the problem of sitting and running is serious, at the very beginning of the meeting, the meeting objective will be prominently displayed on the whiteboard and solemnly reminding participants to bear in mind the goal of the meeting. In addition, the goal of the meeting should be as concrete as possible rather than ambiguous statements. If necessary, details of the meeting's objectives can be explained in detail to the participants prior to the meeting. If the participants do not understand the exact direction of the target, it will naturally occur out of line phenomenon.

Third, the choice of the meeting role. Meetings usually require three roles: chairman (conference organizer), recorder, participant. The chairman of the conference is the organizer of the conference, and usually he should be separate from the conference convener. Since the convening of a corporate conference in my country is usually the highest ranking of the participants in the conference, if he acts as the chairman of the conference, on the one hand, it will result in the dispersion of its own participation in the conference and on the other hand will suppress other participants The staff member's speech, because the leadership as chairman always appear in front of them.

The primary responsibility of the chair of the conference is to ensure that the conference is conducted in the intended direction and process. In order to do this, the chair should pay attention to three issues: (1) the continuous adoption of various objectives, either expressly or implicitly, The theme of the introduction. When someone deviates from the conference theme, it should be stopped in time. For those who chatter, you should politely and resolutely interrupt his conversation and give more intriguing opportunities to introverts. (2) To ensure that participants will not be attacked by other participants when they speak. Participants should be stopped when they attack each other. And once again declared that the meeting's goal is to solve the problem, rather than controversy, we sit together in search of a win-win solution, rather than passively accept the outcome of non-win or lose. (3) remain neutral. The chairman is the host of this meeting. His selection should be made by those who have no interest in this discussion and usually employ personnel from other departments or outside. Even so, the chairman will announce his neutral stance to the General Assembly before the meeting, and at the same time, he will always bear in mind his own neutral identity during the meeting, not participating in any specific opinions, nor showing preference for certain people, Participants trust them.

In our consultation practice, we concluded that the recorder could be staffed by a special person, such as a secretary, or by one of the participants (but should be recorded by another while speaking). The sole responsibility of the recorder is to record the participants' speeches clearly and accurately, and to ensure that the recording enables every present participant to see and understand. It is not an easy task to be a good recorder, so it is necessary to master a few tricks: (1) take the key meaning record of the speaker. Writing speed can never catch up with the speed of the speech, so the recorder must be able to capture the main meaning of the record, there is no need nor impossible to record all the speeches. If you are not sure if you understand the meaning of the speaker correctly, you can confirm it with the speaker. However, the words written on the whiteboard must be clear and legible. (2) with a variety of symbols. The keyword can be underlined, starred, or circled. Using different color pens is also a very effective way to help solve the problem of content classification in records. (3) Remember your job - record. The recorder does not participate in any discussion. If the participation is not recorded by himself, but by others taking his own pen records, avoid mistrust. If the speaker disagrees with the contents of the record, he / she should make the on-the-spot revision according to the opinions he or she submits.

The responsibility of the participants is fully objective and does not deviate from the thematic discussion topics. In order to encourage speaking, participants with low positions should first speak, and then from low to high, one by one. If the meeting desires to know the opinions of the subordinates, the meeting may adopt the method of quarantining the speaker: first, let the lowest positions enter the meeting place and make speeches; then they exit, and then high-level participants enter the meeting place to speak, and so on. In this way, participants can not speak their minds without considering leaders' presence. Listening attentively is the most important task for the participants in the meeting. Many of the controversies originated from the prejudice of prejudice as the participants did not understand each other's conversations, thus aggravating the problem. Listen attentively at any time to ensure that the information you understand is the precise meaning of the speaker; at the same time, it can be modestly repeated to show your understanding. In addition, during the conference, attendees should pay close attention to the records on the white board so as to understand the topics discussed, the opinions of each person and the progress of the discussions so that their speeches will be non-repetitive and non-existent. At the same time, the participants have the responsibility of supervising the chairman and the recorder. Once they find themselves unable to remain neutral, they should be stopped or reminded immediately. A qualified participant should attend the meeting with objective opinions and actively seeking a win-win solution. That kind of egoism and resistance will set obstacles for the process of the meeting.

Fourth, the choice of meeting time. The meeting should be marked with ample time and energy for the participants, and the time for the participants to have no thought or discussion at the meeting is obviously not the ideal meeting time, such as before dinner, on weekends or on Monday Time is the main time for most business meetings today). Participants were hungry before eating, eager to have breakfast earlier, or brain-wrenching what they ate. During weekends, attendees pondered how to spend the weekends, how to get together for appointments or appointments they had already made, and on Monday, participants were not The excitement of the weekend activities come fresh, or the weekend things have not been dealt with. Therefore, none of the above three times is an ideal meeting time, and other times can be considered as meeting time. Especially on Thursday, is considered the best time to discuss the issue. Psychologists have done tests and found it easier to agree on a Thursday's discussion. At the same time the meeting should strictly abide by the time limit, for example, an hour and a half over, it should be controlled within an hour and a half, otherwise it will give participants a psychological end there is no meeting, so the discussion of the problem will be due to the loss of time pressure Not active, but in the future meeting, they will turn a deaf ear to meeting time, it is difficult to comply with.

Fifth, sum up and tracking. At the end of the meeting, the chairman of the meeting summarizes the outcome of the meeting. In particular, it is necessary to make it clear at the meeting which departments or individuals are responsible for the implementation of the outcome of the meeting. After the meeting, the clerk organizes the minutes and sends the minutes to the attendees. The top management of the conference, or the initiator of the conference, is responsible for tracking the implementation of the conference results.

As the most important mode of communication in modern management, the success or failure of the conference affects the efficiency of enterprise decision-making, the efficiency of implementation and the healthy development of the entire enterprise culture. However, if the manager can abide by the above five elements in the conference management, Organize meetings, meetings efficiency will be greatly enhanced.