FirstarticleGeneral Provisions
In order to standardize the management of meeting rooms of various departments of the company, improve the quality of meetings, realize the efficient operation of the company's information resources, and better implement and implement the company's various management requirements, so as to effectively improve the company's operation level and work efficiency, this system emphasizes the four requirements of pre-meeting notification, meeting sign-in, in-meeting record, and post-meeting implementation. This system applies to all comprehensive meetings and special meetings of the company, and these regulations are formulated.
Article 2All meetings of the company should be carried out in strict accordance with the "Conference Room Management Regulations".
Article 3Classification of meetings
1) Comprehensive meeting: the company regularly summarizes, discusses and studies various problems in the daily work and various problems in the process of daily operation and development. It includes the general manager's office meeting, regular office meeting, business scheduling meeting, temporary meeting of various departments, etc.
2) Special meeting: for the company's product research and development technology, business comprehensive meeting, safety production management, store expansion and construction, operation management, financing operation, bidding and procurement and other work encountered in the specific problems and matters of the special research and discussion meeting, it is organized by the relevant departments from time to time according to the needs of the work. The specific time, place and participants of the meeting shall be determined and convened by the conference organization department.
3) The company or other units, ** organs, etc. in our company held meetings (such as on-site meetings, report meetings, office meetings, etc.) or company business meetings (such as friendship fairs, user symposiums, etc.) will be accepted and arranged by the administrative department, and the relevant business counterpart departments will do a good job in conference affairs.
Article 4Meeting room reservation and use
1) In order to avoid conflicts in the time of using the conference room, if all departments need to use the conference room, they need to make an appointment with the Administration Department one day in advance (except for the regular meetings), and the Administration Department shall register in Annex 1 "Conference Room Use Registration Form". If the meeting is improvised, the Administration Department shall be notified at least one hour in advance, and the Administration Department will arrange it according to the reservation of the meeting room. Before all types of meetings are held, the presiding officer of the meeting should formulate the meeting topics, determine the participants, and notify the participants in advance by the conference organization department. The conference organization department is specifically responsible for the organization of the conference, the arrangement and sign-in of the venue, and the preparation of equipment and materials.
2) If there is a conflict in the use time of the conference room, it is necessary to adhere to the principle of subordination of the part to the whole. Company meetings take precedence over departmental meetings, and departmental meetings are coordinated with each other based on the principle of importance and urgency, and the administration department is notified.
3) During the meeting, you need to use relevant equipment (such as projectors, microphones, computers, etc.), please strictly follow the relevant equipment operation instructions. If you need assistance, please seek support from the Administration Department in advance.
4) Participants of important meetings need to sign Annex 2 "Meeting Sign-in Sheet", and the meeting minutes will be made by the meeting recorder after the meeting.
Article 5Meeting Discipline & Requirements
1) Participants must arrive at the meeting on time and shall not be absent or ask for leave without authorization (if the participants are unable to participate in the meeting, they must ask the host of the meeting for leave in advance and obtain consent).
2) Before entering the conference room, participants should be neat and tidy and full of energy.
3) Participants consciously turn off their mobile phones or turn them to silent and vibrating states, and they are not allowed to doze off, make calls, play with mobile phones and other things unrelated to the meeting during the meeting.
4) Do not leave the venue in the middle of the meeting, and under special circumstances, you must indicate to the presiding officer of the meeting and obtain consent before leaving.
5) Speeches at the meeting should be concise and to the point, and topics unrelated to the meeting should be avoided. The presiding officer of the meeting has the right to remind the speaker, and no other person has the right to interrupt the speaker's speech. Participants should take minutes of the meeting and convey the content of the meeting in a timely manner. At the same time, all participants of the meeting shall not leak the confidentiality of matters requiring confidentiality, otherwise they will be dealt with in accordance with relevant regulations.
6) The meeting should follow the principle of "pragmatic and efficient", in line with the spirit of the meeting of "meeting must be discussed, discussion must be decided, decision must be made, and action must be fruitful", so that the meeting "has the main purpose, there are countermeasures, there are resolutions, there are responsibilities, and there are time limits".
Article 6Reminders
1) For resolutions formed in various meetings, the lead department shall promptly notify the department undertaking the matter in writing, and be responsible for urging and supervising the implementation of the resolution.
2) After receiving the Reminder Form for Matters Decided by the Meeting in Annex 3, the undertaking department shall sign in the Statistical Form of Reminder Items in Annex 4, and complete the handling within the specified time and fill in the results. If the process is not completed within the specified time, the reason and follow-up work plan shall be filled in and reported to the relevant leaders. If the handling is completed, the department undertaking the matter shall hand over the original reminder to the lead department for retention, and the copy shall be submitted to the office for archiving.
Article 7Room management
1) The conference room is managed by the Administration Department, and when each department uses the conference room, it is managed by the relevant departments in accordance with the principle of who uses and manages, and must keep the environment clean and the facilities safe.
2) The daily hygiene of the conference room shall be arranged by the Administration Department. The conference organization department shall be responsible for the sanitation and cleaning after the meeting, and the meeting room shall be cleaned before handing it over to the Administration Department.
3) The management, use and maintenance of the electronic equipment in the conference room shall be the responsibility of a special person, and others shall not operate it at will, otherwise the damage caused to the equipment shall be compensated according to the price.
4) The service of important meetings in the conference room shall be arranged by the Administration Department according to the actual situation. Other routine and business meetings will be arranged by the conference organization department.
This system shall be implemented from the date of issuance, and the administrative department shall be responsible for the interpretation of the matters not covered herein.