What is the process of a successful hotel meeting?
Because hotel enterprises are human resource-intensive enterprises, the internal management of hotels is to a large extent the management of people. In order to better implement the various guidelines and policies formulated by the hotel, keep the hotel consistent from top to bottom, and make concerted efforts to complete the hotel’s expected operation and management goals, it is particularly important to hold meetings at different levels to arrange and mobilize.
A successful hotel meeting not only plays the role of arranging the hotel work, arranging the situation, but also unifying the thinking, correcting the understanding, and improving the training. The level of the quality of the hotel organization meeting can show the level of the management quality of a hotel. Therefore, the top management of the hotel should fully realize the role of the regular meetings at various levels of the hotel in hotel management, formulate and improve the corresponding regular meeting system at each level of the hotel, and help managers at different levels to hold meetings at the corresponding levels, so as to play a role in the hotel Management work is more effective.
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The main regular meetings and contents held by the hotel
1. Store management meeting (all staff meeting)
The store management meeting is also known as the hotel staff meeting. Its organizer is the general manager of the hotel, and the meeting participants are all the hotel staff. The store management meeting (staff meeting) is generally held once a month in the off-season and once a quarter in the peak season. Due to the inconsistency of the comprehensive quality, management level and speech level of managers at all levels of the hotel, various necessary work information of the hotel is often distorted in the process of transmission, resulting in ideological confusion of the staff, and the hotel’s various work indicators cannot be achieved. The results of the hotel’s expected business and management objectives. Therefore, it is particularly necessary to hold a general meeting of all staff of the hotel to unify thoughts and correct understanding.
By informing employees of the hotel’s recent work plans and recent hotel work results, it can not only satisfy the employees’ right to know, but also improve the enthusiasm of employees to participate in and discuss government affairs, and fully stimulate the creative enthusiasm of employees in their work. Because the participating members of the store management meeting are all employees, the organizers of the meeting should carefully prepare materials, collect the concerns of hotel employees, and summarize the hotel’s recent operation, recent work summary, expected work plan, and staff concerns. And so on, pass the relevant information to all the staff of the hotel through the meeting. At the same time, taking the opportunity of the hotel staff meeting, you can invite the monthly and quarterly advanced employees of the hotel to speak on the stage, in order to motivate the advanced, drive the general, and promote the backward. The hotel staff meeting can also not stick to the specific time arrangement. Whenever a major hotel event starts or ends, a staff meeting must be held in time to mobilize or summarize.
2. General manager office meeting
The general manager’s office meeting is the highest level management meeting held by the hotel. The general manager’s office meeting is organized by the general manager of the hotel, and the participants are the general manager, deputy general manager, assistant general manager and other members of the general manager’s office meeting. According to the needs of the meeting, managers of relevant departments can be temporarily arranged to participate. Except that the general office meeting is held more frequently at the beginning and end of the year for discussing the hotel’s development strategy, summarizing the hotel’s work in the current year, and negotiating the work plan for the next year, it is usually held once a month or the general manager temporarily according to work needs. The notice is held. The content of the meeting is generally to summarize the overall work of the hotel in the near future, check the completion of the hotel budget work, arrange the deployment of the work plan for the next month, exchange information between the hotel executives, coordinate and so on. The meeting of the general office of the hotel is mainly to discuss issues related to the development strategy of the hotel and the appointment and removal of major personnel.
3. Department manager meeting
The hotel department manager meeting is generally held once a week, usually on Mondays, and the meeting is presided over by the deputy general manager of hotel operations. The agenda of the meeting is mainly for the managers of various departments of the hotel to report to the general manager the completion of the department’s work last week, the work plan for this week, the problems existing in the work, and the various tasks that need to be coordinated and asked for instructions. Then, the general manager of the hotel commented on the work of each department and conveyed relevant information. The general manager should not have a specific attitude when making a work comment. The praise should be vigorously carried forward, and the criticism should be severely reprimanded until the corresponding rewards and punishments are given in accordance with the hotel’s various work systems. At the meeting, the deputy general manager of operations will also make specific arrangements for this week’s work. Finally, the content of the meeting is recorded and archived by the relevant staff of the general manager’s office, and the general manager decides whether to issue the minutes of the meeting according to the needs, and the relevant personnel of the general manager’s office and the quality inspection personnel of the human resources department are responsible for supervising the completion of the tasks of each department. Check, and timely feedback to the hotel executives.
4. Middle-level cadre meeting
The middle-level cadre meeting is generally held on Friday afternoon, and the object of the meeting can be expanded to the foreman. Compared with meetings at other levels in the hotel, the training function of the middle-level cadre meeting is greater than the management function. In addition to the routine summarization and reporting of the work of this week by various departments, the meeting is more important to use this time to conduct management knowledge training for all middle and grass-roots management personnel of the hotel, to encourage the morale of middle and grass-roots management personnel, and to cultivate backup for the hotel. The role of management cadres. The training instructors can take turns from members of the general office of the hotel and department managers, and can also hire personnel from colleges or industry experts to give lectures in the store as needed.
5. Department management regular meeting
The moderator of the regular department management meeting is the department manager, and the participants are the supervisors and foreman-level managers of the departments under their jurisdiction. The agenda of the meeting is mainly to decompose the various tasks assigned by the hotel and the work plans of the departments, assign tasks to each team, and put forward clear completion time and quality requirements. And comment on the progress and completion of the work in each area under its jurisdiction. In order to encourage advanced employees and cultivate reserve grassroots management personnel, advanced employees can be invited to participate in the meeting to play a motivating role.
6. Team meeting
The team meeting is presided over by the foreman. The agenda of the meeting is mainly to comment on the work of the team and decompose the specific work tasks of the team to people. The time arrangement of the team meeting is more flexible, it can be in the form of a morning meeting, or it can be carried out when employees change their shifts. Due to the limitation of the overall quality of the grass-roots management personnel, the department manager should carry out the necessary meeting knowledge training for the management personnel in charge of the class, and participate in the team meeting to give guidance. The more grass-roots meetings, the clearer the organization, the more specific the work arrangements, and the more detailed the tasks should be.
7. Coordination meeting
The hotel work is complicated and a reception task often involves various departments of the hotel, so a special coordination meeting is essential. The coordination meeting of the hotel can be divided into two types. One is the morning coordination meeting that managers of various departments of the hotel must attend. The meeting was presided over by the vice president of operation, and the customer situation of the day was reported, and the problems that needed coordination were coordinated and solved. The second is the departmental special work coordination meeting, which is generally held once a month according to needs. If there is no need for coordination work, it will be cancelled. Coordination issues are collected and prepared by various departments, submitted to the vice president of operations for deliberation, and then arranged by the general office. It should be pointed out that for the relevant coordination problems, the managers of the relevant departments can coordinate and solve them privately as much as possible, and if they cannot be solved through private coordination, they will be submitted to the meeting for coordination and settlement. The coordination meeting must achieve the purpose of coordinating and solving problems, and must not be a quarrel. The host of the meeting (deputy general manager of operations) must conduct prior research on the issues that need to be coordinated.
8. Training session
The training will be organized and implemented by the Human Resources Department according to the hotel’s overall training plan. Generally speaking, the overall training of the hotel (such as safety fire training, management training), etc., is organized and implemented by the human resources department; in the training meeting of each department, each department of the hotel formulates a training plan by itself, and after reporting to the human resources department for approval, each department organizes and implements it on its own. The Human Resources Department is responsible for supervising and inspecting the training effectiveness of each department.
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Discipline, organization and conduct of meetings
The hotel meeting style reflects the work style of a hotel employee and the management level of the hotel, so the senior managers of the hotel must implement standardized management of the organization and holding of meetings at all levels of the hotel.
1. Meeting Disciplinary Requirements
General Disciplinary Requirements for Various Meetings in Hotels:
1) Participants are required to arrive at the venue in advance and sign in on time. Those who are late or fail to attend the meeting will be punished accordingly.
2) Participants must bring notebooks and pens to make meeting minutes.
3) Those attending the meeting must wear work attire in accordance with the hotel regulations.
4) Participants must abide by the order of the venue and are not allowed to whisper.
5) The personnel participating in the meeting must close the communication tool at the beginning of the meeting. If there is an emergency work situation, it can be conveyed by the meeting service personnel.
6) All departments of the general staff meeting must abide by the designated entry time and order, take their seats at the designated location, and leave the venue in order after the meeting. The hotel quality inspectors took their seats in the last row of the meeting to supervise and inspect the discipline of the venue.
7) The speeches at the meeting should be completed within the specified time in the specified sequence of speeches. Those who have not designated speeches in advance can request the approval of the chairperson of the meeting in the form of a note.
8) If there is any objection to the issues raised by the host and main organizer of the meeting, they may report it separately after the meeting, and must not interrupt the meeting agenda and defend on the spot.
2. Conference Organizing Procedures
For a hotel-level meeting, the general manager’s office should issue a meeting notice to notify the front office and guest rooms of the hotel. The front office department is responsible for the control of the meeting room, and the guest room department is responsible for the layout, preparation and service of the meeting room. For the regular meeting at the hotel level, the general manager’s office should also issue the list of people participating in the meeting, the location, time, etc. in advance. If there is any change, it will be notified separately. At the same time, the hotel office is also responsible for the guidance and acceptance of the layout of the conference venue, the record filing and notification of the conference content, the follow-up implementation and inspection of the conference, etc. The human resources department is responsible for the inspection of the venue discipline, etc. The public relations and sales department of the hotel is responsible for coordinating the news media to carry out external publicity work such as photography and video recording. If the meeting of various departments of the hotel needs to use the conference room, each department can fill in the meeting notice and approve it by the vice president in charge and proceed according to the prescribed procedures. The organizational procedures of departmental meetings shall be carried out with reference to hotel procedures.
3. Procedure for the meeting
For hotel-level meetings, the general manager’s direct subordinate (deputy general manager of operations) is generally the moderator of the meeting, responsible for the control of the meeting process. After all the participants arrive, the host of the meeting asks the general manager whether the meeting starts, and then speaks in the order specified in advance. The speaking time is generally controlled within 5 minutes, and the host will remind you if it is overtime. The report content of the department manager mainly includes: the completion of the department’s work last week, the work plan for this week, the problems existing in the department, the problems that need to be coordinated, and the advanced employees who need to be promoted. After the department manager reports, the host invites the general manager to give a work commentary. Then, the host of the meeting (the vice president of operations) assigns the work for the week. After the meeting agenda is completed, the host asks the general manager whether to end the meeting, and finally, leave the venue in order.
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Implementation of meeting results
The convening of any meeting in the hotel is to solve the problem. The hotel meeting is a form of work for the hotel leadership to solve the problem collectively. Any resolutions made at the meeting must eventually be implemented. Therefore, leaders at all levels of the hotel must do a good job in the implementation of the meeting.
The resolutions formed by the hotel’s first-level meeting can be tracked and implemented by the hotel’s general manager’s office and the human resources department (responsible for hotel quality inspection). The implementation of the resolutions formed by the meetings of various departments shall be tracked and implemented by the managers of each department.
Finally, it should be pointed out that, as a necessary means of hotel management, conferences must be scientifically planned, carefully arranged and carefully prepared. The settings, procedures and rules of the meeting should be constantly adjusted and reformed according to the situation, in order to improve the efficiency of problem solving.
Unnecessary meetings must be compressed, not meetings for the sake of meeting . At the same time, managers should not use the meeting as a place to show their authority, act arbitrarily, and cannot listen to the slightest difference; also do not turn the meeting into a democratic heart-to-heart talk, everything is inconclusive and empty talk. After the meeting, we must do a good job in the implementation of the content of the meeting, which is the key to the management of the hotel through the meeting.