Meeting preparation.
The meeting, as a rule, can be held in any composition. It may include not only members of the collegiate body, but also heads of departments or specialists from certain department structures. The more thorough the preparation of the meeting, the less time it will take to prepare for the meeting and the more effective decisions will be made.
During the meeting, some documents are drawn up, which subsequently serve as an annex to the protocol.
The agenda is considered the first of this series of documents. It is usually compiled by the secretary. Then it is sent to all participants in the meeting process and persons invited to it. It must indicate the number and sequence of issues to be discussed, the date and time of the meeting, the name of the speaker, or if there are many, then you need to list each of them and the place of the meeting. The form of this agenda may vary. The first example shows a sample of a more formal agenda, while the second one is suitable for operational meetings.
An example of the first design of the protocol regarding the agenda.
Second example.
Standard rules for registration of the protocol.
The procedure for issuing the protocol is determined by GOST. This GOST specifies the rules for drawing up the protocol, namely its title and final part, as well as the requirements for the text of this document.
Title.
It indicates the full name of the enterprise, protocol, its number and date, as well as the place where it was drawn up and the title of the text.
If the enterprise has an official abbreviated name, then it can be indicated on the line below in brackets. This is shown in example three.
If the enterprise has a parent organization, then its name should be indicated above the name of the organization. This is shown in example five.
Example 3
The meeting of the board of directors of the joint-stock company lasted 2 days: on January 13 and 14, 2009. The protocol was drawn up the next day and signed the day after the end of the meeting - on January 16.
In this situation, the date of the protocol will be "13 - 14.01.2009" or the same period, but in a more complete spelling "13.01.2009 - 01.14.2009". A verbal-digital way of indicating the date "January 13-14, 2009" is also possible.
The protocol number is the sequence number of the meeting itself.
The heading to the text indicates the type of collegial activity. This is shown in example seven.
Example 7
Example 8
One of the sacred duties of a secretary is the preparation of meetings, meetings and meetings that are initiated by leaders of different levels. In most cases, the secretary also keeps minutes of such events. In this article, we will tell you how to make these processes more efficient.
To start talking about the protocol, first of all, we need to dwell on the preparation of meetings. Before such an event, it is important to think over the agenda, determine the composition of the participants, read the reports of all speakers and other materials. All this will require additional efforts, but as a result, keeping the protocol will be much easier.
According to various studies, from 10 to 50% of the working time of the head of the organization and other employees can be spent on meetings. To save time, meeting initiators, hosts, and participants should keep the following rules in mind:
Discuss at the meeting only issues that cannot be resolved in the working order.
Limit the number of meeting participants. It is directly proportional to the duration of the event. If a meeting with 5 people is 1 hour long, then with 10 or more participants, it is likely to last 2 hours or more.
Prepare information materials for the meeting in advance. Calculations, analytical reports, tables, graphs, summaries, photo and video materials, presentations, product samples, expert opinions must be provided by specialized specialists. But the secretary of the meeting is obliged to check the readiness of the materials. Therefore, a day or two before the event should:
a) with the help of responsible persons who will make presentations, draw up a list of all information materials;
b) receive from responsible persons materials made in electronic form (for example, presentations, explanatory notes, etc.);
c) receive printed abstracts and texts of reports from responsible persons.
For each issue, appoint one responsible employee, even when a group of people must execute the order.
Don't waste time exposing the guilty. Remember that the main task of each meeting is to discuss the agenda and make decisions on it.
This is a list of issues that are planned to be discussed at the meeting. They are determined by the chairman of the meeting. However, the secretary may also be involved in this process.
Use the following guidelines when setting the agenda:
For example, a meeting scheduled for the end of the month on the topic “On the implementation of planned indicators by the main production shops” should be preceded by a series of small meetings in the shops: “On the implementation of the plan by the foundry”, “On the implementation of the plan by the blank shop”, “On the implementation of the plan by the machine shop”, "On the implementation of the plan by the assembly shop." Or a meeting on the topic “On the implementation of an ERP system in an enterprise” should be preceded by several meetings: “On the problems of implementing an ERP system in production”, “On providing communication between the ERP system and 1C in accounting”, “On the technical support of the ERP system and data transfer”, etc.
A broader range of interrelated issues could also be placed on the agenda. For example, they may include:
Acquisition of a new production line;
Technological preparation of production;
Making changes to the design and technological documentation in connection with the acquisition of new equipment;
Modernization of production buildings and development of machine bindings;
Logistics support of production.
At the same time, the reconstruction of the factory entrance or the organization of electronic payments for passes in the factory canteen is clearly not worth discussing at this meeting.
It is clear that the secretary cannot always influence the content of the agenda. The meeting is brought together by the leader, who also outlines the range of issues. And if the manager includes on the agenda of one meeting the purchase of a new production line for the production of castings and the organization of a spring subbotnik to clean up the territory, then it may not be possible to convince him. But for our part, we can offer to bring the discussion of the organization of the subbotnik to another meeting, for example, by combining it with the issue of painting the facade of the building or holding celebrations on the occasion of the organization's birthday.
General requirements for the participants of the event:
Competence and interest in the issues on the agenda;
A high enough position to make decisions and give instructions to subordinates following the results of the meeting.
The list of participants during the event may change. If there are topics on the agenda that affect all participants in the meeting, and issues that apply only to some of them, then general issues should be discussed first. At the end of this part of the meeting, employees who are not involved in further discussion can be released.
Inform all meeting participants about the date, time, place of its holding, topic of the event.
You can report a meeting by phone call, SMS message, email (with delivery and read notification), personal bypass.
If one of the participants is absent from the workplace for various reasons (annual leave, temporary disability, business trip, etc.), it is necessary to find out the reason for the absence and remind the employee who replaces the absentee according to the replacement scheme that he must attend the meeting.
It will also be useful to add a tooltip to the calendar on your computer, such as "remind the deputy that he must be present at the planning meeting."
Information about who and when was warned about the meeting can be entered in a table (Example 1).
EXAMPLE 1
Notifying meeting participants
The meeting will take place on 06/24/2017 at 11:00 am in the Procurement Director's office.
Topic: Conclusion of contracts with suppliers for the second half of 2017.
Be sure to prepare a seating chart for the meeting if there will be:
Senior officials (cities, regions, territories, republics, federations);
Owners of transnational corporations and holdings, etc.;
Representatives of partner organizations.
The secretary, if possible, is given a seat at a separate table next to the chairman's table (Example 2).
Example 2
Seating chart
On the tables opposite the corresponding places, it is necessary to place name cards with the position and (or) full name. each participant. The simplest option is a sheet of paper folded into a “house” (Fig. 1)
Rice. one. Meeting attendee name card
In particularly critical cases, it is necessary to prepare badges (breastcards), which should indicate:
FULL NAME. participants;
their positions;
The name of the organization that each participant represents;
The locality where the specified organization is located.
The badge may also include:
The logo of the organization that the participant represents;
Logo (emblem) of the event (meetings, conferences, etc.).
You can use badges with a string or clothespin. They are sold in stationery and office supply stores.
You can develop inserts with text on your own, then print them out on a printer, cut them with scissors and put them in badges (Fig. 2).
Rice. 2. Badge insert designed by yourself
If enough funds are allocated for preparation, insert cards can be ordered from an organization that provides printing services. And for ordinary internal meetings, badges are not needed at all.
Different types of meetings have different amounts of time. For example, a morning meeting might take about half an hour, while an inter-regional meeting on a specific issue could take the whole day.
The duration of the meeting should be planned in advance. All participants must know the start and end times of the event. This will help you work quickly and efficiently so as not to stay up late.
If the duration of the meeting exceeds an astronomical hour (60 minutes), then it is necessary to take breaks every academic hour (45 minutes).
At particularly long events, pauses may be provided, during which participants are offered snacks (sandwiches, fruits, sweets) and drinks (tea, coffee, juices, mineral water, etc.).
When the level of the meeting is low, and there is a cooler, a coffee machine and disposable tableware for office visitors near the meeting room, the meeting participants will be able to pour themselves coffee, tea or water.
Bottles with water and glasses can be placed in advance on the tables at which the participants of the meeting are sitting - then they will be able to quench their thirst not only during the break, but at any time. It is better not to put food on the tables. It will be embarrassing if one of the participants drops a sandwich on business papers or spills coffee.
It is better to set the table with snacks and drinks in a separate room. This is usually done by the secretary, but only if he does not keep minutes. When the secretary is unable to leave the room during a meeting, another member of staff assigned to take the break should arrange the break. Or, alternatively, the secretary prepares everything for coffee breaks before the meeting. At extended meetings, assistants are usually indispensable.
The duration of the event should be regulated. The chairman of the meeting monitors compliance with this rule.
When scheduling the meeting, be sure to take into account the time required for each speaker to speak and discuss each issue.
Check with the chairman for the timetable for each speech.
Schedule breaks if necessary.
Add up all the time periods on the calculator and add to the amount received
How long the meeting may take should be communicated to the chairperson. If he agrees with this figure, the regulations should be brought to the attention of all participants, if not, they will have to make adjustments and report back to the chairman.
After agreement, the agenda with time restrictions is sent to all meeting participants (Example 3).
EXAMPLE 3
Agenda with time constraints
Protocol document both the activities of permanent collegiate bodies (commissions, committees, councils, etc.) and temporary collegiate bodies - various meetings, meetings, seminars and conferences.
There are the following types of protocols:
. Brief Protocol- a document in which the full name is fixed. and positions of the meeting participants, its topic, main issues, summary of reports, decisions made, list of tasks for each responsible person. Such a protocol, as a rule, is kept at operational meetings.
. Complete Protocol, in addition to all of the above, includes detailed records of all speeches, opinions, amendments and other nuances of the discussion. This document allows you to restore a detailed picture of the meeting.
The form of keeping minutes is chosen by the chairman of the meeting or the head of the enterprise.
The texts of speeches and other materials that are prepared for the meeting are drawn up in the form of applications. They must be referenced in the text of the protocol.
The secretary is responsible for how correctly and fully the course of the meeting is recorded. This responsibility cannot be underestimated, since the protocol is the only document that reflects all speeches, discussions, comments and decisions that must be implemented. During the meeting, its participants may not hear something, they may not have time to write it down. This will be easy to restore by referring to the protocol.
To make it easier to take minutes, before the meeting starts:
. Choose your seat in the hall where the event will take place. It should be visible to all participants in the face, the speeches of the chairman, speakers and “remarks from the audience” are clearly audible (see the seating chart in Example 2).
. Put on your table a list of meeting participants with full names. and positions, as well as a seating chart. Before the start of the meeting, it would be useful to carefully study who is sitting where, and then look into the diagram as needed.
. Stock up on stationery. Take 2-3 pens, 2 pencils, 2 erasers with you.
. Check if office equipment and other appliances are working: clock, voice recorder, video camera (if available). Don't forget the power cord and spare batteries or accumulators.
Before the meeting, brush up on the main points of all reports.
In addition to the materials prepared for the meeting (texts of reports, speeches, references, draft decisions, agenda, lists of participants, etc.), the protocol is compiled on the basis of sound recording, video recording, transcripts or draft handwritten notes that are kept during the meeting.
How to keep draft notes?
1. Prepare sheets for draft protocol- their number depends on the scope of the agenda. On the first sheet, write the date of the meeting, its topic, protocol number, list of participants, agenda (Example 4).
EXAMPLE 4
Draft minutes of the meeting. Sheet number 1
Write the questions for discussion on separate blank sheets, leaving enough space for notes:
Sheet number 2: "On the status of work on the conclusion of contracts for the supply of non-ferrous and ferrous metal." Prokhorov's report P.D.;
Sheet number 3
Sheet number 4: "On the transport supply of supplies." Report of Medvedev V.Yu.;
Sheet number 5: ... (to be completed during the meeting);
Sheet number 6: "On the status of settlements under concluded and executed contracts for the purchase of raw materials and materials." Report by Fomina K.D.;
Sheet number 7: ... (to be completed during the meeting);
Sheet number 8: "On the conclusion of agreements with Amethyst LLC on the supply of steel and alloys to OAO ESPZ". Telegin's proposals I.I.;
Sheet number 9: … (to be completed during the meeting).
2. Check if all meeting participants are present. Cross out those who are absent in the draft protocol with a pencil - they may be late. Find out the reasons for non-attendance and lateness after the meeting.
The time of arrival of those who are late, fix directly in the text of the protocol in brackets:
In this case, it will be known exactly which of those present and what exactly missed during the meeting.
3. Fill in the item "HEARD". On the first sheet of the draft and on the sheets with the corresponding titles of the reports, consistently record the full name. and positions of speakers, topics of speeches and their summary. You need to fix only basic information: dates, figures, facts. Subsequently, check the notes with the provided texts of speeches (abstracts). If you find discrepancies, report them to the chair of the meeting.
4. Enter the item "SPEECHED"(if necessary). This paragraph is filled in when the course of the speakers' speech is interrupted by comments, questions and objections from other participants. in full protocol each such remark should be recorded immediately, especially if it is accompanied by the phrase: "Please enter it in the minutes." For example:
The fact is that any statement can change the course of the meeting, and subsequently it may be necessary to highlight the moment when and in connection with what this happened.
In a short protocol
Each session, meeting and business meeting requires a protocol procedure. In this material, we will consider in detail the samples of protocols, as well as talk about the rules for their design.
Many members of the secretariat know firsthand that drafting and compiling minutes is a long and tedious task. This is due to the fact that this document contains a huge amount of information, the volume of which is not limited to one or two pages. In addition, in order for the design of the sample protocol to be the most correct, and the document itself more informative, it is necessary to start this process as early as possible. However, for this, first of all, it is necessary to understand in which case this documentation will be required. For this reason, we will cover the main events during which logging will be required (a sample is available for download).
It is known that the meeting is one of the most important events in the life of any organization. It can be both planned, organized at certain time intervals, and be urgent. In any case, the course of this event should be recorded in the minutes of the meeting.
The convenience of holding scheduled meetings (once a month, quarter, half a year) lies in the fact that the secretary has the opportunity to draw up a meeting program in advance, determine the course of the event, speakers and the number of questions. The availability of such information allows you to proceed in advance with the design of the form of protocols.
In this case, it is important to understand that during the meeting, current issues and tasks that need to be addressed are always considered. This is what is the basis of the protocol, or rather, the issues considered, decisions made, responsible persons, etc.
There are various types of this event: a meeting of collegial bodies, shareholders, an expert commission, etc. At the same time, in this case, it is absolutely not necessary that there are any current issues that need to be addressed. On the contrary, as a rule, the meeting is more extensive and long-term. For example, during this event, the direction of the organization's activities for the coming years, summing up the effectiveness of the enterprise, etc. can be determined. Simply put, the meeting decides on current issues, and the meeting discusses general issues related to the organization's policy and its activities.
It is important to understand that the minutes of the meeting should also record the progress of the event. At the same time, within the framework of the event, there may be no decisions, however, the progress of the discussion of various issues should be displayed in the appropriate document.
It should be noted that the meeting of the expert commission should be held regularly (once a year) in order to consider issues that arise annually. For example, a meeting on the consideration of a new nomenclature of cases, an inventory of personal files, documents allocated for destruction, etc. In this case, each decision made by the EC must be recorded in the protocol, otherwise the same procedure for destroying documents may become illegal in the absence of a fundamental document (in this case, a protocol). At the same time, the form of the protocol of the meeting of the commission may practically not change from year to year.
Sample meeting minutes
The form of the minutes of the meeting is very similar to the documentation of the meeting. The main difference between the documents is in the event itself: if responsible persons take part in the meeting, then the meeting can take place among all employees of the organization. For this reason, the number of participants in the event may be several times greater than the audience of the meeting, as well as the duration of the event. In this regard, it is advisable to record everything that happens with the help of recording means. Subsequently, on their basis, a pre-compiled form of the minutes of the meeting is filled out.
Note that the minutes of the meeting (a sample is presented below) should not contain detailed statements of all those present. As a rule, decisions at events of this magnitude are made by voting. In this case logging consists of voiced questions and voting results with decisions made.
Meeting minutes example
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In addition to the fact that the protocols, the sample of which we will consider, differ in the type of event, they can also have a long and short form. Let's take a look at what their differences are.
This type logging contains information about the issues considered and the decisions made. The names of the speakers and those responsible for the decisions taken are also indicated in the short protocol. The short form does not record the full course of the event, but only provides information about the decision-making on certain issues.
Brief protocol sample
This form protocol contains more detailed information about the course of the event. We can say that in this case, the document displays the entire event in chronological order. In addition, full recording implies a detailed presentation of the reports and speeches of the participants, their position, voiced opinions and questions.
Complete sample protocol
The presented sample protocol is filled out on the basis of a transcript of the event or a dictaphone recording. The volume of this document significantly exceeds the above forms, as it literally describes the event. Simply put, all statements, reports and questions voiced during the event are recorded in this form.
A sample protocol involves breaking the text into two parts: introductory and main. The document begins with the word "chairman". It is printed double-spaced after the heading, directly from the margins at tab zero position, with an uppercase letter. After the dash indicate the name of the chairman, initials. The word "secretary" is also formed. For example,
Chairman - Matveev V.I. Secretary - Ivanova SB.
The following is a list of those present. After that, it is necessary to list the names of the invited persons, indicating their positions. We also note that at extended meetings and meetings with a large number of persons present, their composition is indicated only quantitatively, and a list by name is subsequently attached to the protocol.
A sample of filling in the minutes consists of sections corresponding to the agenda items. Each paragraph can have the following parts: LISTENED, SPEAKED, DECIDED (RESOLVED). These words are written in capital letters, each on a new line, followed by a colon, and thus they visually break up the text.
Protocol (example of compilation)
Only right registration procedure protocol (a sample is presented below) can fully ensure the legal force of decisions, the basis for which was a meeting, meeting or meeting. In this case, the basics of registration and logging will help you understand this procedure.
An example of a protocol is the main administrative document of collegiate management and is almost always drawn up as a multi-page document. Therefore, when drawing up the first sheet, it is necessary to use the general form of the organization or enterprise, and if there is no sample protocol, then the document is drawn up on sheets of A4 paper with the details arranged according to the model of the general form.
It should be borne in mind that the sample protocol dates from the date of the event, and not the compilation and execution of the document. If the meeting lasted for several days, the date should be put down through a dash, for example, 12-15.06.2016. Each document is assigned its own number corresponding to the serial number of the event, starting from the new calendar year. At the same time, the numbers of meetings, meetings and meetings are determined separately from each other. The place of the meeting is the city in which the event took place.
Below is a protocol, a sample of which you can download at
Protocol of the meeting is a type of business paper that reflects the full range of events that occurred as part of a meeting of the company's staff. This type of document is not included in the list of mandatory for maintenance at the enterprise, but often it can be quite useful.
Every company has regular meetings. This type of meeting makes it possible to resolve a large number of acute problems, respond to complex issues in time, formulate an enterprise development strategy, etc.
At the same time, some of the meetings are not subject to recording by protocol, which is also the norm. The management team of the organization can independently establish a list of general events during which recording is officially kept, as well as designate those at which it is not necessary to do so.
The main purpose of the protocol is to record in writing the entire range of issues, tasks and opinions that were voiced during the meeting, as well as jointly adopted decisions.
The best option is the most detailed protocol.
Most often, such documentation is used within the framework of meetings that have a direct impact on the future of the organization. In addition, it is desirable to record the content of all meetings with third-party enterprises and employees of state institutions.
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In management activities, several types of protocol have become widespread: an agreement protocol, a protocol of intent and a protocol for the seizure of material evidence (documents). The main documents of the general meeting of shareholders, in accordance with the current legislation, include the minutes of the counting commission and the minutes of the meeting.
In addition, it is allowed to draw up a protocol by one official if he performs administrative functions (in the event of detention, an accident, etc.). For all types of these documents, certain standard templates have been developed.
We will consider such a form of minutes of the meeting, which is used for a general management event. This document is drawn up in the organization based on the results of a collegial discussion of issues and decision-making.
The origin of the protocol in the field of office work in our country is associated with the beginning of the eighteenth century, when the practice of holding debates appeared in management activities before the development and consolidation of the opinion of the majority. Traditionally, the protocol is:
At present, it is customary to draw up minutes of the meeting in order to fix the course of collegial events held by leaders of different levels. In addition, this document is used to register events during various seminars, meetings, conferences, etc.
The decision on the need to draw up the minutes of the meeting during operational activities rests with the manager who appoints and conducts these events. If you just need to transfer information to employees on a specific problem, explain decisions made before that, and so on, then you can not use the protocol. If there is a need for this document, then it reflects the composition of participants, put forward ideas or proposals.
Recording the progress of the meeting is the responsibility of the secretary of the head of the organization. This function can be performed by another employee.
Prior to the start of the meeting, the secretary is given a list of invitees and an indicative list of questions. Participants submit abstracts. This helps to prepare a document template to speed up the work on compiling the final version of the protocol. If there are many participants, then it is advisable to have a registration sheet, where the full names of the persons who have appeared will be indicated. After the start of the meeting, the secretary will issue a final list of those present.
Recording of information is carried out by the secretary of the meeting during the event. In order to improve the accuracy of logging, dictaphone recordings are used. All words are recorded on a digital medium, and then reproduced during the final execution of the document.
If a mass meeting is held with a large number of participants, then two secretaries lead the puncture. The work of two specialists at once on one document will help speed up the process if the meeting drags on.
Separate remarks, remarks, comments, discussions of subjects not related to the topics of the meetings are not reflected in the document. It fixes the general meaning of reports, questions and proposals. The decisions and instructions that the head gives to individual performers are accurately recorded.
At the same time, it should be noted that reports and questions do not need to be quoted word for word.
If the manager needs accurate information, he will require a report signed by the responsible employee. At the meetings, the state of affairs as a whole is negotiated, so there is no need for a detailed record. As a result, the document summarizes the course of the meeting: the topics discussed, issues raised and decisions made.
In some cases, the leaders of the organization require exactly the verbatim fixation of each phrase. This is typical for meetings in modern companies, where a large number of operational issues are resolved at such events.
When documenting the meeting process, it is necessary to ensure that the minutes of the meeting comply with GOST R 6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documentation. Documentation requirements. This means that when recording information, it is necessary to follow the rules for formatting the minutes of the meeting regarding the title, the final part of the document and its content.
The header of the protocol.
The header should contain a number of details:
It is obligatory to indicate the organizational and legal form in the name of the enterprise. The full name must match the officially established one given in the charter or regulation on the organization, and all words must be spelled out in full, without abbreviations.
If the enterprise has an officially registered short name, it is allowed to indicate it in brackets after the full one.
If the organization has a parent structure, its name is placed above the name of the company that created the document. In this case, it is usually indicated in an abbreviated form.
For example:
The date of the minutes corresponds to the date of the meeting. For multi-day meetings, the dates of its beginning and end are put down. In no case should you indicate the date of signing the protocol, since sometimes it is drawn up a few days after the end of the event.
For example: the meeting of the board of directors of a joint-stock company was carried out for two days (13.01.09 and 14.01.09). The protocol was drawn up the next day and endorsed a day after the end of the event, that is, on 16.01.09. In this case, indicate the numbers "13 - 14.01.2009". In this case, two more options for writing the date are acceptable: “01/13/2009 - 01/14/2009” or “January 13 - 14, 2009”.
The protocol number (index) is the serial number of the meeting. The numbering is set for the calendar year, while there are several groups of protocols, and for each of them there is a separate serial numbering. Thus, it is necessary to put down your numbers on the minutes: meetings of the directorate, general meetings of shareholders, meetings of the labor collective, meetings of the technical council, etc.
Traditionally, it is customary to write document numbers and dates with one digit in two digits. This is done by adding a zero before the single digit. This is usually explained as follows: zero (“No. 01” or “January 01, 2008”) will not allow another sign to be indicated in this place, transforming 1 into 11, 21 or 31 as a result. Let us recall once again that in regulatory documents there is no established exact rules for writing such numbers. This is just common practice.
The place of registration of the document should be indicated if it is difficult to establish it by the name of the organization. It is also indicated if the meeting takes place in a settlement other than the location of the enterprise (author of the document). According to GOST R 6.30-2003 (paragraph 3.12), the place of registration of the protocol is written in accordance with the existing administrative-territorial division using generally accepted abbreviations.
The heading to the text of the protocol contains an indication of the type of joint activity (conference, meeting, session, etc.) and the name of the collegial body in the genitive case.
For example, “meetings of the methodological council” or “meetings of the labor collective” or “meetings of the heads of structural divisions”.
The requisites of the heading part can be positioned longitudinally or angularly. This choice depends on the organization.
The text of the protocol consists of introductory and main parts.
In the introductory part of the document, the heading is followed by the initials and surnames of the chairman and secretary of the meeting. The chairman who chairs the meeting is an official, but his position should not be indicated in the document.
The secretary is responsible for organizing and documenting the activities of the meeting. Thus, he is responsible for the entire logging procedure. At the same time, the secretary of the meeting (session) may not actually be the secretary according to his position. It is possible to assign an additional duty of logging to a suitable employee. In the case of regular maintenance of such documentation by a certain employee, this function must be indicated in his job description. But this is not necessary for a one-time need to draw up a protocol, just the head issues an order to the employee.
For example, Deputy Director Pankov is assigned the duties of chairman of the meeting of department heads, and his personal assistant Egorova is appointed secretary of the meeting. In such a situation, their staff positions are not indicated in the protocol. In the draft document, they will act only as chairman and secretary of the meeting.
A sample of the introductory part of the minutes of the meeting:
On the next line, after the word "Attended", the initials and surnames of the employees of the enterprise who took part in the consideration and development of decisions within the meeting are indicated alphabetically.
If other invited officials of this enterprise are present at the meeting, they are listed in the "Invited" section. At the same time, the posts they hold are not indicated, surnames and initials are arranged alphabetically. And only in the case of participation of employees of third-party companies, their positions and the name of the company are given.
One line spacing is used to compile the list of present employees and invited persons. After that, one blank line is skipped and the agenda is drawn up at the same interval. The bulk of the text is typed using one and a half line spacing.
The secretary forms a list of meeting participants in advance, based on the instructions of the head. Such a list is necessary to inform interested parties about the date of the event and the agenda. It will not be superfluous to distribute background materials in advance to familiarize yourself with the questions and prepare for the meeting. The list of meeting participants is corrected on the day of the meeting upon the fact of the presence of officials.
In the case of an extended meeting (more than 15 people) or a meeting of a permanent collegial body, the names of those present are not put down when registering the protocol, but only the total number of participants is given, which is recorded during registration. Then the registration list is attached to the protocol in the form of an appendix. The document itself should read: "Attended: 19 people (list attached)."
The agenda is an invariable attribute of the introductory part. The manager who scheduled the meeting sets the content. In the case of preliminary distribution of the agenda to the participants for familiarization, the information contained in it should be entered in the document being compiled.
The number is assigned to agenda items using Arabic numerals. The formulation of topics should begin with the preposition "About" or "About", answering the question "about what?". Any paragraph must contain the initials and surname of the speaker, that is, the official who prepared the specified message.
An example of formatting the minutes of the meeting as part of the agenda.
Agenda:
Report of the head of the information department Dorokhova Yu.R.
Speech by I. N. Sergeev, Deputy General Director
Manually created verbatim or audio recordings made by the secretary during the meeting become the basis for the content of the minutes. At the end of the meeting, the secretary draws up a document in accordance with existing requirements. Then the draft goes to the chairman of the meeting for editing. After making all the changes, the protocol is fixed with signatures and passes into the rank of official documents.
The legal force of the protocol, that is, officiality, reliability, indisputability, is determined not only by the rules for filling it out. According to the traditional interpretation, "legal force is a property of an official document communicated to it by the current legislation, the competence of the body that issued it, and the established procedure for registration." If the mandatory rules for registration are observed, then the document is endowed with legal force after signing by two persons: the chairman and the secretary.
Entering this requisite does not cause difficulties, since it is the same for all types of the protocol we have considered. Signatures should be separated from the text by 2 or 3 line spacing. The words "Chairman" and "Secretary" are located from the border of the left field, the last letter in the surname borders on the right field.
The protocol is an internal document, therefore, it is usually not stamped on it.
If it is more than one page, the second and subsequent pages must be numbered. In the design of page numbers, Arabic numerals are used without the word "page" (page), without the use of hyphens, quotation marks and other signs.
As a general rule, no more than five days are allotted for registration of the protocol. The date of readiness of the specified document is usually determined by the manager who conducted the meeting, or the chairman of the permanent structure. In addition, the preparation period may be established by the regulations of the collegiate body.
There are a number of documents that limit the processing period for specific types of protocols. In particular, the law "On Joint Stock Companies" requires these enterprises to draw up the minutes of the meeting of the board of directors in 3 days, and even 15 days are given to prepare such a laborious document as the minutes of the general meeting of shareholders.
Staff are informed of decisions from the minutes of the meeting by sending full copies or extracts of the operative part. In small organizations, familiarization of employees with the adopted resolutions often takes place against signature. For this purpose, an acquaintance sheet is attached to the protocol.
Also, often, based on the decisions of the meetings, administrative documents are developed, for example, decisions of a collegial body or an order of the director of the enterprise.
There are short and full forms of presentation of the text in the protocol.
In fact, they differ from each other only in the amount of detail in the coverage of the meeting process, and their design is identical. This situation has developed as a result of practice, and this information is broadcast in any training in the field of office work.
A short protocol is a document that records the issues raised during the meeting, the names of the speakers and the decisions made.
This form is traditionally used:
In the case of using a short protocol of the workshop, the possibility of restoring the course of discussion of the issue, the expressed opinions and comments, the flow of the process of developing a managerial decision is lost.
A detailed description of what happened at the meeting is preserved in full. This form includes the text of the reports and speeches of the meeting participants, all opinions, questions and remarks made during the process, and other details of the event.
Accordingly, the full protocol contains 3 parts: “WE LISTENED”, “SPACED”, “RESOLVED” (“DECIDED”), in contrast to the short one, which has only two parts: “HEARD” and “RESOLVED” (“DECIDED”).
The number of sections in the main part of the text of the protocol and their numbering corresponds to the number of items included in the agenda. Any section is presented in 3 parts in full form - "HEARD", "SPEAKED", "RESOLVED" ("DECIDED") - and in 2 parts in short form. The specified words are written in capital letters from the left margin.
Immediately after the subheading "HEARD" it is necessary to indicate in the genitive case the surname and initials of the main speaker (listened to whom?). What follows is a summary of his speech through a dash. The recording of the performance is traditionally drawn up in the past tense from the third person singular. In the case of preliminary preparation of the text of the message in writing and its transfer to the secretary, it is sufficient to indicate its subject in the document being compiled. Followed by: "The text of the report is attached."
The full form is characterized by an indication after the word "SPEECH" of the names and initials of the participants in the discussion of the issue. At the same time, each speaker's surname and initials are written from a new line in the nominative case (who spoke?). The report entry itself goes through a dash after the surname and is drawn up from the third person singular. Here, according to the text, questions are given, voiced during the report or at its completion, and answers to them.
If during the meeting there was no discussion or questions were not asked, then the part “SPEECHED” is not indicated in the minutes. Thus, this fragment of the text will include 2 parts: "WE LISTENED" and "RESOLVED" ("DECIDED"). This is also allowed in the full form of the minutes on individual issues on the agenda.
The word "DECIDED" (or "DECIDED") is followed by the text of the operative part of the specific agenda item. If several decisions are taken on any issue at the same time, their numbers are put down in Arabic numbers. In this case, the first digit indicates the number of the agenda item, and the second - the number of the decision taken.
In the event that three decisions are made on the first agenda item, their numbering will be as follows: 1.1, 1.2 and 1.3.
If only one decision is made on the second agenda item, its number is written 2.1 (it would be a mistake to indicate the number simply as 2).
The text of the operative part is usually formulated using the standard model established for administrative documents. Accordingly, the proposals will answer the questions: to whom to do and what exactly and by what date. In this case, it is allowed to indicate the responsible executor both at the beginning of the text and at the end.
The usual practice of drawing up the minutes does not provide for fixing the voting results. But if it took place, then this should be reflected in the operative paragraph. There are many specifics in the minutes of general meetings of shareholders, including in the order of reflecting the results of voting on decisions taken, which are also recorded following the results of the meeting of the counting commission.
The operational meeting has several features:
These features introduce their own nuances into the preparation of the minutes of the operational meeting. Having previously mastered the algorithm of activities and questions, the secretary is able to draw up a final document in a short time.
The speed of registration of the minutes of the meeting allows you to very quickly endorse it from the head.
Keeping minutes of online meetings can be a little tricky. Here are the most common problems.
Problem 1. The secretary or employee who has been assigned the responsibility of keeping minutes does not know the essence of the issue under consideration, therefore he has difficulty fixing the course of the discussion.
Possible solution: The secretary can contact the person who made the presentation at the meeting, or another specialist who can clarify the topic.
Problem 2 Due to the lack of strictly fixed rules of the operational meeting during it, the secretary is not always able to have time to record everything that happens.
Possible solution: the secretary can organize an audio recording of the meeting process, and the minutes of the meeting will be drawn up based on it.
Problem 3. The secretary cannot always isolate the most important, essential part among the whole variety of information received during the consideration of the issue. Sometimes it is difficult to understand what exactly to record in the protocol.
Possible solution: in such a situation, in order to prepare the minutes of the meeting, the secretary should first analyze the available information and highlight the most important aspects. Then you can already compose a document, entering only the main information into it.
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Regular logging |
Perfect logging |
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Everyone vigorously writes different notes in their notebooks during the meeting. |
Everyone's attention is drawn to the screen or the board on which the online protocol is being conducted. |
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Everyone has their own understanding of the results of the meeting. |
A common understanding of the results of the meeting was reached, responsible persons and deadlines for the activities necessary to achieve a specific result were determined. |
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Participants lose some energy during the meeting. |
Participants leave the meeting energized, focused on certain tasks. |
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Lack of commitment to implement the decisions made at the meeting. |
The obligatory fulfillment of the decisions made and the distributed tasks - after all, all those present remembered your promise to do everything on time. |
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Non-observance or absence of the agenda of the meeting. |
Follow the visual agenda of the meeting. |
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The agreed and signed minutes of the meeting appear only the next day, and sometimes even later. |
Coordination and signing of the protocol takes place immediately at the end of the meeting. |
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Monitoring the implementation of decisions requires a lot of time. |
It is easy to control the execution of decisions, as they are tracked in the corporate task control system. |
To organize ideal logging, you can take both simple flipchart sheets and markers, as well as more complex and modern technologies. First of all, it is necessary to follow a certain methodology and not deviate from the established rules.
A well-established ideal protocol looks like this: the protocol is agreed upon, printed and signed immediately after the meeting. Then, while the participants get from the conference room to their workplace, there is a distribution of responsibility. Back at their offices, employees receive the latest protocol and their assigned responsibilities in the corporate task management system by email. To make it real, just follow our instructions.
In order to get an agreed protocol and assigned decisions, you can use a special sample. Meeting minutes template example:
Let's take a closer look at filling rules the specified template.
1. Control the start and end time of the meeting. Meetings tend to miss start and finish dates. To combat this phenomenon, it is necessary to clearly control and fix the time frame of the meeting.
In addition, an effective step would be to register latecomers to the meeting in a separate thread. Few would want to be labeled as undisciplined. You can also keep statistics and set the rating of people prone to being late.
2. Assign a role to each meeting participant. This is a very simple and working method to achieve success. It has been established that the participants in many meetings do not always realize what and which of them should perform in order to increase the effectiveness of the meeting and achieve results.
It is mandatory to set the appropriate role for everyone.
3. Define goals, draw up an agenda for the meeting. Many meetings are held without a written agenda. As a result, most of the participants are not fully aware of the purpose of their invitation to the event. As a result, a lot of time at the start of a meeting is spent improving the efficiency of everyone present.
Use the space provided in the minutes to indicate the agenda for the meeting. In addition, it is desirable, in accordance with the principle given in paragraph 1, to control the duration of the event, comparing the amount of time planned and actually spent on each item on the agenda. Thus, after a few weeks of hard measurement, the number of meetings completed on schedule will increase.
4. Record solutions. The next 3 points are closely intertwined. This concerns the results of the meeting. What is the purpose of all meetings? The purpose of any of them is to reach an agreement on the next steps. There are 3 types of agreements:
Any discussion of changing the regulations, business processes, rewards and punishments, information and other things should be formalized in the form of resolutions that apply to all participants in the meeting. This data should be included in the "Decisions made" block.
5. Pin tasks. It should be remembered that for the effective execution of the assignment, it must be assigned to only one responsible person.
To this end, you can use the section to fix tasks.
Any order must necessarily have a text, a deadline and a responsible executor. When filling in the specified fields, the information is visible on the screen, and each participant in the meeting can get acquainted with the assigned tasks and those employees who implement them.
6. Record questions for discussion later. Due to the tendency of people to think associatively, during any meeting there are always problems that are not planned for discussion. In the absence of a quick solution to them (for example, through the rule of “three lines”), you should fix the topic in the “Questions for discussion later” section.
Recording these moments is of great importance. Thanks to this, those present will understand that the topic will not be lost and will be discussed later. As a result, they can safely return to the issues from the agenda. And even the ritual of fixing an unplanned remark makes it possible to switch from the topic under consideration to another. If this is not done, the participants in their thoughts constantly return to the unresolved issue.
7. Complete the coordination of decisions and the signing of the protocol. Distribute tasks in the task control system. An important point is the summing up at the end of the meeting after discussing the agenda, making decisions, assigning tasks and fixing issues. The drafted and recorded resolution should be re-voiced.
As a result, the minutes of the meeting are ready, available for printing and sighting by all participants.
As soon as the approvals and signings are completed and the participants have gone to their places, you can assign responsible persons through the corporate task control system. As a result, at the end of the meeting, everyone has an agreed document and issued instructions.
According to paragraph 1 of Art. 89 of the Federal Law of December 26, 1995 No. 208-FZ “On Joint Stock Companies”, each enterprise must organize the storage of minutes of meetings of the board of directors (supervisory board) of the company and voting ballots. According to paragraph 2 of this article, the listed documents should be saved at the location of the executive body. The terms and procedure for storage are determined in accordance with the provisions approved by the Resolution of the Federal Commission for the Securities Market of July 16, 2003 No. 03-33/ps.
Clauses 2.1.12 and 2.1.14 of this regulatory document oblige to constantly save "... minutes of meetings of the board of directors (supervisory board) of the company and voting ballots."
In addition, it is important to keep track of the original documents of the organization. In a situation where they are damaged or lost, a copy of the missing papers should be certified in a certain order. In this case, it is necessary to draw up an appropriate act, which indicates the reasons for the damage or loss. Such an act accompanies a copy of the company's document received for storage, and they must be kept inseparably.
The act should be endorsed by the head of the structural unit and approved by the sole executive body of the company. In case of damage or loss of documents related to or accounting, the act is also signed by the chief accountant.
Ballots are subject to a special storage procedure. Voting ballots, including those declared invalid, must be sealed by the counting commission and handed over to the AO archive for the purpose of subsequent savings. This is organized after the counting commission draws up the protocol on the results of voting at the general meeting.
Part 1 of Article 13.25 of the Code of Administrative Offenses of the Russian Federation establishes liability for a joint-stock company's failure to fulfill its obligations to store documents. The size of the fine has been determined: for officials - 2.5-5 thousand rubles, for organizations - 200-300 thousand rubles.
A new course at the "School of the General Director"
An extract from the minutes of the meeting is a complete copy of the content of this document relating to the agenda item.
In the extract, all the details of the minutes of the meeting, the introductory part, the agenda item of interest for which the extraction is made, and the text containing the discussion and resolution of the specified issue are subject to copying. The secretary draws up and certifies the document. For this purpose, the word “Correct” is manually entered and the position of the person who confirmed the authenticity of the extract, his surname, initials, date and signature is indicated.
In some way, an extract can replace a decision (an administrative document). In this situation, it is a way of conveying the agreed decisions of the meeting directly to the executors. Within 2 days after the signing of the protocol, the secretary hands over personally endorsed extracts on specific issues directly to those responsible for them.
If these documents are sent to a third party, they must be certified with a seal.
The secretary carries out the formation of cases, distributing original copies of the protocols according to the type of collegiate events. For example, "Minutes of meetings of the board of directors", "Minutes of production meetings" and others. In the case, documents are filed according to the number and date of the meetings. Formation of cases is carried out throughout the calendar year.
The protocol of the meeting is an information and administrative act, where the process of discussing economic issues at the enterprise is recorded. Also, this form of primary documentation contains the decisions taken by the meeting participants. Maintaining such documentation is one of the necessary components of any meetings at the enterprise..
It is this protocol that is responsible for the effectiveness of the execution of decisions on any issues.
The Civil Code of the Russian Federation in Article 181, paragraph two, considers in detail the procedure for issuing this document. There are a number of specific requirements that the record keeping person must comply with. Below we propose to consider how to draw up minutes of meetings and what information should be indicated in it.
To resolve housing issues, the legislator requires a mandatory annual meeting
Responsibility for keeping a record of the progress of the general meeting is included in the work of the secretary. The responsibility of this person includes the correct execution of this document. The secretary of the meeting can be not only a person holding a similar position in the staff of the enterprise. Any employee who has the necessary official authority can keep minutes of meetings.
Most often, the responsibility for compiling the necessary documentation rests with officials who have knowledge regarding the solution of the issue under consideration. In the event that the secretary is poorly versed in the issue under consideration, then this person is allowed to ask additional questions. The minutes of the general meeting should cover the deliberations as accurately as possible.
In addition to taking notes, the task of the secretary includes the process of preparing for the meeting. The responsibility of this person includes compiling the list of participants, developing an outline of the process itself and working with the primary documentation of previous meetings. This approach allows us to highlight a number of issues that should be considered first.
For written fixation of the issues discussed, special forms established by the administration of the enterprise are used. The form of the minutes of the working meeting has a certain structure and standards for filling it out. Most often, such forms are used to maintain records in municipal and state bodies. Individual entrepreneurs and private organizations prefer the usual templates that are compiled on a computer.
Despite the foregoing, this act must have the following necessary fields in its structure:
This form is compiled on the basis of video and audio materials that are made by the secretary during the meeting. Drawing up and filling out the protocol is a lengthy process that can take about five days. In some cases, which are prescribed by law or by an internal order of the administration of the enterprise, strict deadlines may be set for compiling the form. Below we propose to consider an example of the minutes of the meeting.
Minutes - a document that records the course of discussion of issues and decision-making at meetings, meetings, sessions, conferences This field contains the name of the act. In a specific situation, the word "Protocol" is written. Next, you need to define the meeting and the collegiate body responsible for holding the meeting. In this example, we will consider the "Minutes of the production meeting."
When drawing up the protocol, it is necessary to indicate the registration number of this document. In most companies, the serial number of this form is identical to the meeting number. The countdown is from the beginning of the calendar year. In educational institutions, when maintaining the numbering of documents, the countdown is from the first day of the beginning of the academic year. In the event that the minutes of the general meeting register the decisions of the temporary collegium, the act is assigned a number identical to the term of the collegium's authority.
In the date column - indicate the day on which the meeting was held. In the event that such a meeting took several working days, the date of the start of negotiations and the end of the discussion of issues should be indicated. At this point, you need to pay special attention, since the presence of missing fields can cause the document to become invalid. An example of filling in the date field: "04/13/2009 - 04/15/2009" or "November 11, 2015 - November 13, 2015".
Below is a meeting minutes template:
ZAO Metallurg
Protocol
production meeting
Marketing Department
04.11.2017 year. ____________#5
Moscow city.
The column "Place of compilation" must be indicated without fail. This field specifies the name of the point in the area where the meeting took place. It is allowed to skip filling in this column in the case when the name of the enterprise includes the name of the city. As an example, one can cite such names as "Ryazan Metallurgist" or "Omsk Woodworking Plant".
The above form of compiling the table of contents of the form is used by both private enterprises and municipal institutions.
In the first paragraph of the introductory part of the document under consideration, the surname and initials of the chairman of the meeting are indicated. Here you should indicate the name and position of the employee of the enterprise, whose authority includes holding meetings. However, it is allowed to specify in this field, only the name of the employee. It should also be said that the chairman of the meeting is not always the director of the company. Next, you should indicate the full name of the secretary, which records the progress of the meeting. If the production meeting is held by the head of the company, these data should be displayed in the minutes.
The "Participants" field is filled in with the listing of the names of all participants in the meeting. In order to correctly fill out this column, you should remember the following nuances:
Protocols document the activities of permanent collegiate bodies After that, you should make a small digression, and after it, introduce the "Agenda". This section should indicate the issues that were considered during the meeting. Arabic numerals are used to number each item in this field. It is allowed to use the prepositions "about" and "about" when formulating a question. When filling in these paragraphs, you must indicate the person who spoke with the coverage of this issue. An example is the following wording:
“On the results of work for 2016-2017
Speaker: Fadeev M.P.
The above sample minutes of the general meeting clearly demonstrates the structure of this document.
There are two main types of minutes: full and short form. In this regard, when drawing up such a document, it is very important to consider which form is used to record the meeting. When filling out the short form of the document (this form is used when drawing up the minutes of the operational meeting), the following information is indicated in the main part of the act:
When writing a full protocol, this section indicates not only the above information, but also the main points that most clearly characterize the presentation of the speakers. Also here are the information and debate that arose during the meeting. When filling out the full protocol, the main point should be made on the opinions expressed by the members of the board, the existing comments and objections.
Considering the question of how to keep minutes of the meeting sample and examples, special attention should be paid to the main part of the minutes. In this section, you should create several fields, each of which will consider solutions to the issues indicated on the agenda. When compiling the full form of the form, three columns are created in each field, which displays the process of considering the issue and various nuances that arose during the decision.
The name of each part should be indicated in words, allocating a separate field for each column. The column "Listened" indicates the name of the speaker who covers the production issue. The surname should be indicated only in the nominative case. After the surname is indicated, a short (or full) summary of the report is given. In the event that it is impossible to state the information, the full text of the report should be attached in a separate document, which will act as an annex to the act itself. At the same time, in the “listened to” section, it is necessary to make a note that the text of the speech is described in detail in the appendix.
After that, you should proceed to filling in the "Speaked" column. This field contains the statements of other meeting participants who considered the issue on the agenda. Here you should also indicate the surname and initials of each member of the board who made a speech. After indicating the initials, the text of the speech itself should be stated.
In the “Decided” column, the decision of the members of the meeting regarding the issue on the agenda should be recorded. According to the established regulations, in this field it is necessary to indicate complete information, regardless of which form of filling out the protocol is used. If the issue was resolved by voting, the total number of votes should be given, as well as which of the participants in the meeting voted "against" or "for".
Brief protocol - fixes the issues discussed at the meeting, the names of the speakers and the decisions taken Keeping minutes of meetings, setting out the essence of the issues raised in a concise form, requires the correct approach to filling out the form. In this situation, only the basic part of the information should be given in the columns “Listened” and “Speaked”. After the document is signed by the head of the meeting and the secretary, this act comes into force. All established decisions regarding issues raised at the meeting should be brought to the attention of the persons who were appointed executors. For this, the executive person can be handed both a copy of the act itself and an extract signed by the secretary.
At enterprises with a developed infrastructure, special administrative documents (orders, resolutions or orders) are issued to organize the fulfillment of the requirements specified in the decision.
Before being archived for storage, this type of document is categorized according to the type of collection. Both the secretariat and the department dealing with office work can act as an archive. The duration of storage periods is determined on the basis of the rules established by the enterprise. The standard retention period for documents is 3 years, after which the documents may be destroyed.
Minutes of meetings - an act that simplifies the adoption of decisions regarding issues on the agenda. With the help of this document, a certain framework is created for the implementation of various assignments in the economic activities of each enterprise. In modern companies, special electronic resources are used to create such papers. This approach to office work greatly simplifies the interaction of various departments of the company.
