Preparation before the meeting is an important part of ensuring that the meeting runs smoothly and really plays its role. The following are the main tasks that should be completed before the regular meeting of the Ministry of Work, with corresponding examples:
Preparation before the meeting was crucial to ensure that the meeting ran smoothly and that it could truly play its role. The following are the main tasks that should be completed before the regular meeting of the department and their corresponding examples:
1.Determine the purpose and agenda of the meeting:
Clarify the main purpose of the meeting, the topics and the expected outcomes.
Prepare a detailed agenda for the meeting, including the timing of the various discussion points.
For example, the purpose of this department meeting is to review the sales data of the previous quarter and discuss the sales strategy for the next quarter.
2.Choose the right time and place for your meeting:
Consider your attendees' schedules and choose a time that's convenient for most people.
Book a meeting room or choose the right online meeting platform.
For example, the meeting is scheduled for Wednesday at 3 p.m. in the company's second conference room.
3.Notify attendees:
Notify all participants in advance of the time, place, agenda, and other information of the meeting.
Confirm attendance of participants and send reminders if necessary.
For example, send a meeting notification through WeChat, email, and the company's internal OA system, and ask the recipient to confirm whether to participate.
4.Preparation of meeting materials:
Prepare presentations, reports, analysis charts, and other materials needed for the meeting.
Send conference materials to attendees in advance so that they can prepare and understand in advance.
For example: Make a PowerPoint presentation of sales data and distribute it to all attendees by email the day before the meeting.
5.Technical Checks:
Ensure that the projector, sound and other equipment in the conference room are working properly.
If it is an online meeting, check the network connection, ** conference software, etc.
For example: inspect and test the equipment in the conference room one hour before the meeting.
6.Preparation of meeting materials:
Prepare daily meeting supplies such as pens, paper, and name tags.
If you need a coffee break, arrange your catering in advance.
For example, prepare a meeting bag for each participant that includes a notebook, pen, and meeting schedule.
Pre-meeting communication and coordination
Communicate with the presenter or department head in advance to ensure they have a clear understanding of the agenda, timing, etc.
Coordinate and confirm the responsibilities of the person in charge of each link.
For example, discuss with the sales manager the specifics and processes of the sales strategy discussion in the meeting.
8.Establish meeting rules:
Establish basic rules for the meeting, such as raising your hand to speak, muting your phone, etc.
For example, at the beginning of the meeting, clearly inform participants of the ground rules to be followed during the meeting.
9.Schedule meeting minutes:
Assign a designated person to take minutes of the meeting, including decision-making, action plan and allocation of responsibilities.
For example, designate an assistant to record meeting points and resolutions, and organize meeting minutes after the meeting.
10.Emergency Plans:
Prepare a plan for technical problems or other contingencies that may arise.
For example: spare computers and projectors, and alternate meeting locations if a meeting room is not available.
Doing these preparations in advance of the meeting can help ensure that the meeting runs smoothly and that the goals of the meeting are met. The thorough preparation in advance also reflects the professionalism and efficiency of the administrative office.