Meeting hosting is a knowledge and an art. The meeting host should understand and possess basic meeting hosting etiquette. The etiquette of meeting hosting mainly includes the following types:
001. Make preparations before the meeting
00 Before the meeting, it is necessary to clarify the purpose of the meeting, determine the topics, procedures and methods of the meeting; select the attendees; determine the time and place of the meeting. Participants should be notified in advance of the purpose, topics, time, location, and requirements of the meeting and asked them to be prepared. Before the meeting, opinions should be collected, necessary relevant information should be prepared, the venue should be prepared, and hygiene should be done well. The arrangement of tables and chairs should be suitable for the characteristics of the meeting. If you are fully prepared, the meeting will be smooth and compact, and the effect will be good.
002. Control the number of attendees
00 Studies by foreign group psychologists have shown that if there are more than 10 participants in a meeting, it is easy for people to appear who do not think about problems and make up for the numbers. Some units stipulate that participants should generally not exceed 12 people. According to research, the number of people participating in a meeting is directly proportional to the number and difficulty of communication channels between people, as shown in the following formula:
00∑Mn=1=N×(N-1)
In the formula 00, ∑——sum symbol;
00M——number of communication channels required;
00N——number of participants.
00If there are 3 people in a meeting, there will be 6 (i.e. 3×(3-1)=6) communication channels, and in a 14-person meeting there will be 12 communication channels.
00The more participants there are, the less likely it is that individual talents can be fully utilized, and the more difficult it is for the host to effectively control the meeting process.
003. Serious meeting style
001. Arrive at the meeting on time and cannot be late. 2. Private conversations, private work, and early departure from the banquet are not allowed. Third, when speaking, you should not talk nonsense or go off topic. Fourth, we must concentrate our time and energy on solving the main problems. Fifth, we must promote democracy and not engage in one-note speeches. Only when participants express their opinions freely can they brainstorm better. The main conclusions should be confirmed on the spot, meetings should be discussed, decisions should be made after discussions, and decisions must be implemented.
004. Maintain a natural and generous hosting posture
00 When the host presides over a meeting, everything from walking to the hosting position to sitting down should be consistent with his identity, and his posture should be natural and generous. .
00(1) Walking posture
00 When the host steps into the presiding position, his steps should be strong and powerful, showing a confident, calm and confident demeanor and style. It depends on the meeting. Content masters the frequency and amplitude of steps. When hosting a solemn and grand meeting, the cadence should be moderate, about 2 steps per second, and the stride length should be leisurely; when hosting a lively and cheerful meeting, the cadence should be fast, at least about 2-2.5 steps per second. The stride length is slightly larger; when hosting commemorative and condolence meetings, the pace should be slowed down, about 1-2 steps per second, and the stride length should be small to express remembrance and grief; when hosting work meetings in normal times, the pace can be adjusted according to the content of the meeting Determine the cadence and stride length based on specific circumstances. For general meetings, the cadence is moderate and the stride length is natural; for emergency meetings and important meetings, the cadence can be appropriately accelerated. When marching, keep your chest up and your head up, look forward, and raise your arms naturally. Before an important meeting, don't greet people you know as you step into your chair. For a general work meeting, if the time is not up, you can greet your neighbors appropriately after sitting down, and smile and nod to those who are far away. When marching, the pace should not be too fast or take long steps to avoid appearing nervous or uneasy. If you are late due to special circumstances, don't break in, run to the spot and breathe heavily. You should push the door gently with your hand, quickly get to your place after entering, put down your document bag, sit down, apologize to those waiting, briefly explain the reason, ask for everyone's understanding, and preside over the meeting immediately.
00(2) Sitting posture
00 The host usually chairs the meeting in a sitting posture. You should sit and stand upright, with your waist straight, your neck straight, facing forward, looking at the whole scene, your arms stretched forward, and your elbows lightly pressing on the edge of the conference table, symmetrically, in an "outer shape" shape. You cannot lean forward or backward, and you cannot make unnecessary movements such as scratching your head, rubbing your eyes, scratching your face, leaning on your face, constantly drinking water, smoking, etc. during the host, so as not to appear nervous and not calm enough.
00(3) Standing posture
00In some gathering ceremonies, the host presides over in a standing posture. When standing to host, keep your legs together, back straight, and hold the manuscript in the middle of the bottom with your right hand. In windy weather, hold the manuscript with both hands at chest height and 45 degrees to the body. The off-script host should stretch his hands and five fingers flat, hanging down naturally, the body should not sway, the back should be straight, and the eyes should be looking forward. The legs cannot be spread apart or shake, and the hands cannot be raised, shaken, or grasped the microphone, etc.
00(4) Gestures
00Hosts are different from ordinary speakers and generally do not need gestures. When summarizing in some small meetings, you can add appropriate gestures, but the movements should not be too large.
005. Use rich and humorous hosting language
00 Hosting meetings should be carried out through verbal expressions. Therefore, hosts should pay special attention to language etiquette.
00(1) All speech must be subject to the requirements of the content and atmosphere of the meeting, whether it is solemn or humorous.
00(2) Clear speech, quick thinking, active inspiration, and lively atmosphere.
The host must clearly understand the purpose of the meeting. For example, when hosting a press conference, the host and spokesperson must respond keenly to the questions raised by reporters and answer them fluently without hemming and hawing; when holding symposiums, discussions, etc., the host must respond sharply and fluently to the questions raised by reporters. Clarify the purpose of the meeting and the problems to be solved, and effectively grasp the meeting process and theme. Do not make discussions or speeches go too far away from the topic, but guide everyone to speak freely on the focus of the problem. At the same time, the time of the meeting must be effectively grasped to prevent the meeting from being delayed. too long.
00(3) During the meeting, the host should allow people with different views and acquaintances to give full explanations. When there is a deadlock in the meeting, they should be good at guiding them. When there is an empty or cold place, they should be in a timely manner. filler. You must respect other people's speeches and questions at all times, and do not use any actions, expressions or words to stop others or express dissatisfaction. Use calm language, a moderate tone, and accurate facts to explain your correct views so that people can be convinced.
006. Guide the meeting content
00When encountering a cold spot, be good at inspiring, or choose a sharp-minded and extroverted comrade to take the lead in speaking. Sometimes you can bring up interesting topics or examples to liven up the atmosphere, so as to arouse the interest of the participants and make them willing to speak. When there is a digression from the topic, depending on the specific situation, you can take over a certain sentence in the discussion, or insert a sentence to make a transition, and skillfully and gently bring the discussion back to the topic. When a dispute occurs, if the facts are unclear, participants can be asked to supplement the facts. If the facts are still unclear, the dispute on the issue can be suspended. The moderator should try to ease the conflict, but not intensify it, let alone directly participate in endless arguments.
00The moderator should be good at observing the personality, temperament, quality and characteristics of the participants, and treat them differently according to the characteristics of each type of personnel, take advantage of the situation, and firmly control the meeting process.
007. Reduce meeting time
00 Start meetings on time and do not delay. Some foreign companies have the following experience: Meetings are not allowed during office hours. Most meetings of second-level managers are held after 6 p.m. and cannot exceed 60 minutes. Otherwise, the chairman will be responsible, and the salary will be deducted or fired. Strictly limit meeting time and hold meetings standing up, which gets to the heart of the matter. Some companies arrange general meetings before lunch. At this time, the participants are hungry and have no intention of chatting, and the meeting quickly takes center stage. Speech time is limited. At the Cancun meeting of the North-South summit, which attracts worldwide attention, each speaker only has 25 minutes. A Japanese company lets employees learn how to hold meetings, teaching them to express opinions that fit the topic within one minute and avoid talking nonsense that has nothing to do with the topic. Some people advocate hanging a clock in the conference room to show how much time is left at any time like a ball game. This will remind participants to hurry up.
008. Master the meeting progress
00 The host should keep abreast of the meeting progress at all times. In a working meeting, the host is like the conductor of a symphony orchestra, controlling and mastering the meeting process at any time. To this end, the following points should be done:
00 (1) Prepare a meeting agenda in advance and proceed according to the agenda.
00(2) Draw the attendees’ attention to the purpose of this meeting and keep the meeting on track to ensure that the meeting proceeds smoothly and achieves the expected purpose.
00(3) stipulates the start time of the meeting and limits the end time. Start on time and finish on time. In addition, during the work meeting, sometimes issues that need to be adjudicated will be encountered. Although the principle of democratic centralism of "the minority obeys the majority" must be observed, the opinions of the minority should also be respected and handed over to all participants for repeated consideration.
00Whether the atmosphere of the meeting is harmonious and smooth has a great impact on how well the meeting host plays the role. The host of a meeting is the person who announces the opening, closing, resting and presiding over the progress of the meeting. He should exercise his powers fairly, impartially and objectively when presiding over the meeting. The meeting host should do the following during the meeting:
00(1) All guests and people participating in the meeting should be clearly introduced.
00(2) If there are many distinguished guests, there is no need to ask the distinguished guests to speak in unison, just invite a representative.
00(3) If there are two or more people requesting to speak at the same time, and if there is no other supplement or no one has spoken yet, the person further away from the host can be asked to speak first.
00(4) Maintain order at the venue and abide by the meeting rules.
00(5) You are not allowed to interrupt the speaker before he has finished speaking, but you have the right to control the speaker's speaking time.
00(6) When asking someone to speak, your attitude should be sincere and your words should be polite.
00(7) When someone speaks, you should look at the speaker and listen carefully.
009. Pay attention to meeting efficiency
00Lenin once specifically advocated and formulated meeting disciplines for the People's Committee. Its content:
00(1) Only people relevant to the issues discussed are invited to participate.
00(2) Late arrival is not allowed. If you are late for half an hour without any reason, you will be fined five rubles, and if you are late for half an hour or more, you will be fined ten rubles.
00(3) If you have something to do during a meeting, you are only allowed to pass a note, and no small talk is allowed.
00(4) The time given to the reporter is ten minutes.
00(5) The time given to the speaker is five minutes for the first time and three minutes for the second time.
00(6) No more than two speeches may be made.
00(7) Each vote for or against the agenda shall count for one minute.
00(8)Exceptions shall be handled by special resolutions of the People's Committee.
00From the above regulations, we can see how much Lenin cherished time and valued discipline. He opposed talking nonsense and the bureaucratic style of procrastination.