【4008】如何撰写“会议纪要”

导语

前面的文章提及过会议中的沟通,今天我就说说会议相关的文档——“会议纪要”。

会议通过邮件或办公系统发起那一刻起,“会议纪要”就已经开始做相应的记录了,从某个角度联想,一个会议可以理解为一个项目,“会议纪要”就是这个项目的项目文档。

前期准备很重要

会议主题

会议主题很重要,主题太大没意义也肯定没结论,主题太小没必要折腾,直接站立式会议即可快速解决。能在一个会议上解决超过一个重要问题,已经是非常成功的会议了。

提出问题

围绕会议主题,列出几个重要且迫切需要解决的问题,可以从“结构框架”、“技术实现”、“安全风险”和“流程规范”等方面进行思考。一个会议不建议列举太多,五条左右就差不多了,无关痛痒的小问题就没必要写出来。

提供材料

会前材料也是非常重要的,会议应该是在阅读过材料的前提下进行。当然,很多公司习惯开会时才陈述材料,这个没有对错,只是比较浪费时间而已。

材料尽可能提前24小时提供给参会人员,并可根据提出的问题进行思考,会议时就可以针对问题进行解决,或者提出新的问题。

时间地点人物

因为会议非个人可以独立完成的,所以在时间上是不可控的,因此需要有“首选项”,针对首先时间看看是否都能参与,实在无法达成,再启用后备时间选项。

会议室的选择,要根据实际参会人数进行考虑,多预留两到三个空位最为合适,方便应对临时发生的变动。

人员也分为“关键参会人”和“协同参会人”。很好理解,与此会议主题息息相关的部门或人员,为“关键参会人”;只是与此内容有关联,知道发生什么事即可的,为“协同参会人”。

发起会议时,还需要思考后备人选及抄送相关领导,务必让相关人员都对此会议知晓。

主持人与记录人务必在会议中配合做好控场工作。

道不同,不相远谋

开会时不应该直接开始陈述或讨论,应该先确立“宗旨”。本次会议的期望方向及期望结果,若连这个也无法达成一致,后面的讨论都无意义。大家的思路一致,在解决问题时,效率也会相应提高。

解决问题

根据提供的“材料”和“问题”,逐一攻破解决,并进行结论记录。若发生争论不休,一时间无法解决的问题时,可以尝试使用“六顶帽子思考法”或者把问题留到会议最后进行解决。每讨论完一个问题之后,必须二次归纳重复讨论结果,尽可能确保大家思路及信息一致。

回顾会议

会议是个脑力消耗的过程,中间难免会出现走神或分心,尤其对于一些协同部门,在与自己无关的部分容易走神漏听。所以在会议结束前,必须要有一次总结回顾,将刚才会议上的问题及讨论结果重新过一遍,再次确保信息的一致性。

会议纪要

将本次会议的来龙去脉进行整理撰写,并发放给相关部门进行查阅,以此告知天下本次会议的结果,这也起到公示作用。会议中一些没考虑到的问题,也有可能在此时被点明提出,达到补漏的作用。同时避免“三人成虎”,将会议结果错误传达,有人问起,可以直接用“会议纪要”进行传阅。

小结

虽然全文并未举例文档结构样式,但我提供了思路,结构样式只是表现手法,关键是撰写思路。不能写的别人一脸懵逼,前因后果描述清楚,知道个所以然即可。

另外,会议并不是走走形式,而是解决问题。时间很宝贵,我们不能浪费自己的时间,更不能浪费他人的时间,争取每个会议都是有效会议,而不是得过且过的形式流程。

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