會(huì)議接待工作描述及任務(wù)分解

1、任務(wù)分析工作標(biāo)題:會(huì)議接待工作From： 周昊 10106021To： Allan Wang日期:2012年4月25日 任務(wù)：一類會(huì)議接待（非日常接待）的相關(guān)任務(wù)設(shè)備：接待處、簽到表、會(huì)議日程安排表、鉛筆和紙、橫幅、茶水、鮮花；音響，麥克風(fēng)， 多媒體設(shè)備等。步驟重點(diǎn)理由1.接到會(huì)議通知后，及時(shí)與 辦會(huì)單位聯(lián)系，了解會(huì)議的 需求，并要求對(duì)方在會(huì)議 物資需求表、會(huì)議費(fèi)用 結(jié)算表中簽字確認(rèn)。了解會(huì)議需求，簽署相關(guān)文案主辦方與承辦方建立互利互 信的高效合作環(huán)境是成功會(huì) 議舉辦的前提。2.按辦會(huì)單位要求申購(gòu)會(huì)議 保障物資。盡可能精確把握申購(gòu)物資的 種類和數(shù)量保障會(huì)場(chǎng)布置工作不會(huì)因缺 少物資而無(wú)法順利進(jìn)行

2、，且不 會(huì)因過(guò)度置辦造成浪費(fèi)，增加 主辦方辦會(huì)的成本。3.布置會(huì)場(chǎng)：申購(gòu)物資到位 后，提前一天準(zhǔn)備好橫幅， 擺放好鮮花；對(duì)會(huì)議廳進(jìn) 行全面檢查，與辦會(huì)單位（部門）保持聯(lián)系，對(duì)座 位數(shù)、名位牌、會(huì)標(biāo)等進(jìn) 行核對(duì)，同時(shí)應(yīng)對(duì)影視、 音響設(shè)備、燈光、花卉擺 設(shè)、茶水茶杯準(zhǔn)備、衛(wèi)生 情況、進(jìn)出通道進(jìn)行檢查， 要求達(dá)標(biāo)后對(duì)會(huì)議室進(jìn)行 封閉管理，不準(zhǔn)無(wú)關(guān)人員 進(jìn)入會(huì)場(chǎng)（會(huì)議室）；一 切準(zhǔn)備妥當(dāng)后，可要求辦 會(huì)單位到現(xiàn)場(chǎng)審驗(yàn)。按照布置標(biāo)準(zhǔn)仔細(xì)落實(shí)會(huì)場(chǎng) 布置的細(xì)節(jié)，如名位牌擺放的 順序、多媒體設(shè)備的使用狀況 等。以免造成不必要的誤會(huì)，最大 程度上減少會(huì)議現(xiàn)場(chǎng)的突發(fā) 狀況。4.現(xiàn)場(chǎng)的安排：按照服務(wù)流 程中的相關(guān)程

3、序開展工作 一會(huì)議接待員必須注意自己 的儀表，穿好工作服，戴好 工作牌，提前30分鐘到崗， 并于會(huì)議開始前15分鐘將茶 水準(zhǔn)備到位，在會(huì)議室門外 面帶笑容站好等待迎接參會(huì)應(yīng)急措施：按照會(huì)議類別，根 據(jù)需要，與保衛(wèi)科一道做好會(huì) 議期間安全保衛(wèi)工作，防止無(wú) 關(guān)人員進(jìn)入會(huì)場(chǎng)擾亂會(huì)議;技 術(shù)人員應(yīng)注意會(huì)議期間用電 設(shè)備的工作情況，防止事故產(chǎn) 生，保證通道的暢通，緊急情 況下，接待員在現(xiàn)場(chǎng)協(xié)助進(jìn)行現(xiàn)場(chǎng)服務(wù)質(zhì)量直接影響了公 司良好形象的樹立，是承辦方 服務(wù)的專業(yè)性、全面性、安全 性、高效性的直接體現(xiàn)。優(yōu)質(zhì) 的服務(wù)能在傳遞優(yōu)秀企業(yè)精 神文化素質(zhì)的同時(shí)也能使客 戶滿意，建立長(zhǎng)遠(yuǎn)的合作關(guān)系 并吸引潛在客戶。人員

4、。會(huì)議快結(jié)束時(shí)，服務(wù) 員在會(huì)議室門外站好準(zhǔn)備歡 送參會(huì)人員。接待組負(fù)責(zé)人 必須到場(chǎng)監(jiān)督會(huì)務(wù)工作人員 的情況，巡視會(huì)議室的準(zhǔn)備 情況和會(huì)議的進(jìn)行情況，以 便有突發(fā)事情時(shí)及時(shí)應(yīng)對(duì)。疏導(dǎo)。5.會(huì)議結(jié)束后，接待組負(fù)責(zé) 人持辦會(huì)單位確認(rèn)的會(huì)議 物資需求表、會(huì)議費(fèi)用 結(jié)算表辦理相關(guān)費(fèi)用結(jié)算 手續(xù)。出示置辦物資時(shí)的保留的收 據(jù)、發(fā)票等憑證。（若購(gòu)置物 資時(shí)有主辦方相關(guān)負(fù)責(zé)人陪 同出資則省略此步驟，但相應(yīng) 地，在簽署合同時(shí)，必須注明 執(zhí)行購(gòu)置物資的具體方式。）避免出現(xiàn)賬務(wù)糾紛。清晰、詳 盡的賬務(wù)管理是會(huì)議接待工 作最不可或缺的一環(huán)。Task BreakdownJob title:From: Lee ChowT

5、o: Allan WangDate: April 25th, 2012Task: Reception Of A Class Conference (different from Daily Reception) Equipment: reception desks, attendance, conference schedules, pencils and paper, banners, tea, flowers; Audio, microphones, multimedia equipments, etc.StepKey PointReason1. After receiving the m

6、eeting order, contact the Organizers first, and make sure what the needs of their meeting are. Besides, ask them to sign the forms concerning “demand of meeting materials as well as cost of meeting settlement”.Make sure the meetings demand, and sign the documents.Holding meetings successfully is bas

7、ed on benefit cooperation and trusted environment which is established by organizers and hosts.2. Ask about the necessity of purchasing those meeting preparing materials according to their requirements.Measure types and quantities to buy as accurate as possible.To avoid block of our work caused for

8、lack of supplies, and waste of excessive purchased wasteful to increase the cost of the organizers.3. The venue layout: explain buy materials in place, one day in advance ready to banners, put good flowers; Checking of conference rooms, and doFulfill carefully up the details, such as the index card

9、order, put the use of multimedia equipment condition and soSo as to avoid unnecessary misunderstanding, and reduce the emergent scene of the meeting tomeeting unit (department) keep in touch, seating, index of card, such as emblem check, and deal with film and TV, audio equipment, lighting, flower d

10、ecoration, tea cups preparation, health, access for examination, standard of conference room after requirements be closed management, irrelevant personnel are not allowed to enter the conference hall (conference room); All ready, can request to the site will do unit approval.on, according to the arr

11、angement of the standard.the greatest degree.4. The arrangement: the relevant procedures in accordance with the service process work-meeting the receptionist must pay attention to his instrument, wear clothes, a good job card, shift to an earlier date 30 minutes to work, and in 15 minutes before the

12、 start of the meeting will be the tea ready to reach the designated position, in the conference room door smile to stand outside waiting for participants to meet. Near the end of the meeting, the clerk in the conference room door stood ready to send-off to participants. The responsible person must b

13、e present any queries meeting staff supervision, tour of the meeting room ready and meeting was going on, so as to have unexpected things in time to deal with.Emergency measures: according to the category, according to the need, and safeguard section a well during the meeting security work, prevent

14、the irrelevant personnel into the meeting disrupt conference; Technical personnel should be pay attention to during the meeting of electrical equipment, prevent accidents arise, ensure smooth channel, in an emergency, receptionist at the scene to help for counseling.Field service quality directly af

15、fects to set up a good image of a company. It is a straight way to show how professional, comprehensive, safe and efficient its service is. Service with high quality can transfer spirit and culture of an excellent enterprise. Quality at the same time can also make the customer satisfied, establishin

16、g long-term cooperative relationship, what 怎 more, attract potential customers as well.5. When meeting comes to its end, the head of reception group will do any queries of confirmation of the forms concerning “demand of meeting materials and cost of meeting settlement”，to handle procedures of relevant settlement cost.Showing the invoice and vouchers of goods purchased for meeting .(If you have purchased materials with a relevant person in charge of the capital contribution from organizers