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
Who keeps records
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.
Form structure
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:
- details of the enterprise where negotiations are being held;
- table of contents;
- date of holding and registration number of the document;
- the city where the meeting is being held;
- list of issues under consideration;
- key part;
- list of listeners, secretary and head of the meeting.
An example of compiling the document in question
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."
Place and date of the event, serial number
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.
Introduction
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:
- In this field, the names and initials of the company's employees present during the general meeting are indicated in alphabetical order. It should be emphasized that the positions they hold are not indicated in this column.
- If more than fifteen people participated in the meeting, a separate application should be created, where their names and initials will be listed. This annex is subsequently attached to the protocol.
- If there are representatives of other companies and persons invited from other enterprises at the meeting, it is necessary to add the column "Invited" to the prepared form. This field contains the details of the invited persons. The main nuance associated with filling out this column is the mandatory indication of the position and name of the organization that the invitee represents.
- Each participant of the meeting must sign in a special section, confirming his presence.
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.
Differences between multiple and full protocols
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:
- the issue under consideration;
- surname and initials of the speaker;
- decision approved by the participants in the discussion.
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.
Main section
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.
Storage Method
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.
As a result of the meeting, meeting or meeting, a protocol is almost always drawn up according to the appropriate model. Features of filling and a ready-made example of a document can be found below.
In the course of the meeting, a protocol is always drawn up, and the management decides for itself which model is best to use. This document performs several functions at once:
- Records information about all those present and speakers.
- Contains all the key decisions taken during this meeting.
- It reflects the actual state of the negotiation process, fixes the key agreements at this stage.
Thus, the main task of the document is to record the fact of the meeting and all the decisions that were made as a result.
NOTE. Not all meetings are recorded, so the company's management has the right to independently decide in which case to draw up a reporting document, in which it is not. Typically, minutes are used at those meetings that discuss issues that directly affect the future development of the organization.
The legislation has not developed any requirements for the content of the document, and even more so there is no single form. Therefore, each company can use its own form. In particular, you can use different forms for specific cases (for example, a department meeting, an extraordinary meeting or a joint meeting with representatives of the counterparty).
The document usually contains the following information:
- The full name of the company, the number of the protocol and the date of its compilation. The numbering can be carried out through - with the beginning of the countdown from each calendar year.
- Composition of those present:
- chairman of the commission;
- executive secretary fixing the entries in the minutes;
- the rest of those present - usually the list is placed at the end of the document.
- Agenda - i.e. list of issues to be discussed. Compiled in advance and communicated to all those present (usually special announcements are made a few days in advance for meetings).
- List of speakers (name, position, topic of speech, issues raised).
- Decisions that were made as a result of the meeting.
- Signatures of the chairman and secretary, transcripts of signatures (surname and initials).
- If additional documents are attached to the protocol, as well as materials of audio recordings, photo and video filming, this fact must be reflected in the document. At the end, the word “Appendices” is written and the names of documents and other materials, their number and type (original or copy), as well as the number of pages are listed.
Form and sample 2019
In the simplest case, the form looks like this.
And as an example, you can choose this form:
NOTE. In the “RESOLVED” section, describing the decision, the results of the voting procedure are often given, if it was held at the meeting. The results are recorded by a simple summation of the votes "FOR", "AGAINST" and abstentions.
Short and full varieties
Different meetings can be held within the same organization. The importance of a meeting depends on the issues it addresses. And they also determine the choice of one or another sample, according to which the protocol will be drawn up. In general, there are 2 types of document:
Extract from the protocol
If it is necessary to obtain some information from the protocol, an extract is drawn up. This document is an exact copy of part of the protocol. The extract must record the date of preparation of the main document, its number, and the name of the company. The accuracy of the copy is certified by the personal signature of the secretary and / or chairman of the meeting.
Features of conducting
In the case of reporting meetings at the end of the year, extended forms of the document are usually chosen. If we are talking about a meeting of a separate structural unit, managers, as a rule, choose the simplest template.
The features of recording facts and storing the protocol are as follows:
- A sample minutes of the meeting is approved by the management of the company or a specific structural unit of the organization.
- Conducted directly at the time of the meeting. A special employee is appointed responsible for the execution of the document. In most cases, this is the secretary who also acts as meeting secretary.
- In order to avoid inaccuracies, incorrect interpretation of the speakers' phrases, additional recording of all events occurring during the meeting is often made. The means of audio and video recording are used. Subsequently, if necessary, transcripts of speeches are given in the annex to the protocol - exact quotations of what employees and other invited persons said.
- The number of original copies is compiled depending on the situation. As a rule, one original is enough. However, in the case of a meeting with the participation of a partner (representatives of another company), it becomes necessary to draw up 2 originals. Usually such meetings are held at different stages of business negotiations.
- As for copies of the document, you can make any number of them. Such a need arises when holding meetings, the decisions of which are binding on all departments of the organization. Then copies are sent to all structural divisions. As a rule, they are certified by the original seal and the handwritten signature of the head.
To avoid possible inaccuracies, audio and video recording tools are used to subsequently accurately reproduce the speech of each employee or invited person in shorthand.
In modern management practice, meeting minutes are necessary to document the work of meetings led by managers of different ranks. Minutes are also used to record the work of meetings, conferences and seminars. A sample and all the necessary rules for drawing up the minutes of the meeting are later in our article.
In this article you will read:
- Why is meeting minutes important?
- What is the preferred form of meeting minutes?
- What are the nuances of the minutes of the meeting of the board of directors
- Which meeting minutes should be used?
- How are meeting minutes processed?
- Where can I find a sample meeting minutes?
- Where is it recommended to keep meeting minutes?
What is the meeting minutes for?
A protocol following the results of a collegial management action is necessary in order to document the past discussion of issues and the decisions made.
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Registration of the minutes of the meeting in domestic office work has been practiced since the beginning of the 18th century. Then for the first time they began to discuss the issue before making a decision. Historically, the protocol is:
– an information paper (with documentation of the progress of the discussion);
- administrative document (with fixation of the decision made as a result of the discussion).
Drawing up minutes in modern management practice is provided to document the activities of meetings under the leadership of managers of different ranks. Minutes are also used to record the work of meetings, conferences and seminars.
The decision on the need to draw up a protocol is made at meetings by the head who appoints them. If during the meeting it will be discussed informing employees on a specific issue about the clarification of a previously adopted decision, then it may not be necessary to draw up the minutes of the meeting. However, the execution of the protocol may be required at the operational meeting. In this case, data on the composition of those present, proposals or opinions expressed are recorded.
How to achieve the implementation of the agreements adopted at the meeting
Alexander Shuvalov, General Director of Thule-Center, Moscow
Even with the correct organization of the meeting, observing the established rules, agenda and constructive beliefs, the necessary result is not always ensured - the company fails to implement fundamental changes, as if the meeting did not take place at all. This problem is not caused by the laziness of employees. It is necessary to remember the serious problem of not fixing the agreement at the meeting.
So, as a result, instructions and decisions after the meeting simply hang in the air. Many are ready to object, arguing that we record all the information in diaries. But situations are very common when an employee “forgot” something, did not fix it, or mixed it up. A person after the meeting forgets about the information discussed at the meeting.
Therefore, the execution of the minutes of the meeting has long become a familiar and mandatory rule for me. To do this, the secretary took the appropriate course. We keep minutes of all meetings in our archive.
After the meeting, all employees need to be reminded of assignments - by e-mail or records in the CRM system and other programs used in the company.
Do I need to keep minutes of the meeting on a special form?
In the literature on office work, there is a statement according to which the minutes of meetings are drawn up on a common form. However, the general form for registration of protocols and other documents is not used by all companies. First of all, it is used by state authorities and local governments. After all, according to regulatory legal acts, these bodies must use forms with the image of the coat of arms (State, coat of arms of the subject of the Russian Federation or municipality), made in a typographical way. Other organizations have the right to independently choose the method of producing forms for the minutes of the meeting.
If the company does not work with printed forms of minutes of the meeting, then the choice is made in favor of computer templates of forms - it is more convenient to work with specific types of templates of forms - letters, instructions, orders, memos, protocols, other types of documents.
In this case, the general form is not required. To develop templates for forms, the provisions of the standard 6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documentation. Requirements for paperwork” (Section 4 “Requirements for document forms”).
How to write minutes of a meeting
1) The header part of the protocol. It contains the following details:
- full name of the organization;
- type of document (PROTOCOL);
- number and date;
- the place where the protocol was drawn up;
- heading to the text.
The name of the organization must be indicated together with the legal form. It must correspond to the official name of the organization (specified in the regulation of the organization or the charter). It is also necessary to indicate the legal form in full, and not as an abbreviation.
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If the company has an officially registered abbreviated name, it is possible to indicate it in the line below the full name - in brackets. If the company has a parent organization, the name of the latter is indicated above the name of the organization that makes up the document (recommended in abbreviated form).
For example:
public corporation
Agency "Distribution, processing, collection of print"
(OJSC Agency "Rospechat")
Closed Joint Stock Company "New Technologies"
The date of the minutes is the day of the meeting. If the duration of the meeting was several days, then the dates from the beginning to the end of the meeting are indicated in the date of the protocol (and not limited to the date of signing the protocol), which can be drawn up a few days after the meeting itself).
Minutes are numbered within a calendar year, so the number (index) of the minutes is represented by the serial number of the meeting. It is assigned separately for each group of minutes that make up the company - the minutes of meetings of the directorate, minutes of general meetings of shareholders, minutes of meetings of the labor collective and minutes of meetings of the technical council are numbered separately.
Place of compilation - its indication is important in cases where the meeting is held in another locality, and not at the location of the company. The place of compilation is indicated taking into account the administrative-territorial division, only generally accepted abbreviations are allowed.
The heading to the text is contained in the protocol indicating the type of collegial activity (meeting, meeting, session, etc.) and the name of the collegial body in the parent case. For example, meetings of the meeting of the labor collective or meetings of the heads of structural divisions.
The details of the heading part can be placed in an angular or longitudinal way. The right to choose the appropriate option remains with the company.
2) The introductory part of the text. After the title, the initials and surnames of the chairman and secretary of the meeting are entered. It must be taken into account that the chairman in the minutes is the official who conducts the meeting; according to the staff list, his position is not indicated in the text.
The secretary is responsible for organizing the meeting, documenting its activities, drawing up and drawing up minutes. It is not necessary for the meeting secretary to be an ex officio secretary. After all, this official duty for an employee may be additional. If it is performed constantly, it is necessary to regulate it by job description. This work is entrusted to the employee by the head if it is performed as a one-time assignment.
Chairman - Pankov Yu.P.
Secretary - Egorova D.L.
Present: Bespalov A.D., Korneev N.R., Lunkov E.N., Marinina E.M., Ustinov A.K.
Invitees: Executive Director of SMU No. 15 JSC Shuvalov T.B., Financial Director of SMU No. 14 JSC Osmanova M.T.
After the word "Attended" on a new line, we write in alphabetical order the initials and surnames of the company's officials participating in the meeting. If officials of the organization are invited to participate in the meeting, they must be listed in the “Invited” section in alphabetical order (surname and initials) without indicating the position. When participating in the meeting of representatives of other organizations, it is also necessary to indicate the positions and names of companies.
A list of meeting participants and invitees is printed with one line spacing. Then a blank line is left and the agenda is printed after one line spacing. It is customary to print the main part of the text through 1.5 line spacing.
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Compilation of the list of participants is the responsibility of the secretary. The list is formed in advance at the direction of the head. This list is adjusted on the day of the event depending on the actual presence of officials.
If the minutes of the meeting of an expanded (with the participation of more than 15 people) or a permanent collegial body are drawn up, the names of the participants are not listed, but the number of their total number is indicated. This number is determined according to the registration data - in this case, the registration list is included in the number of annexes to the protocol. In this case, the minutes of the meeting shall reflect the following data:
Present: 19 people (list attached).
The agenda is indicated in the introductory part of the minutes. The content of the agenda is determined by the leader who appoints the meeting, who will also be in charge of its conduct. If this document was distributed before the meeting, then the information from it should be transferred to the minutes.
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The agenda contains the issues that will be discussed at the event, fixing the names of the speakers and the sequence of discussion of these issues.
The protocol for each item should contain the initials and surname of the speaker.
Agenda:
1) On approval of information security rules.
Report of the head of the information department Doronina Yu.R.
2) On making changes to the staffing table.
Speech by I. N. Sergeev, Deputy General Director
3) The main body of the text
Minutes of the meeting of the company, depending on the form of presentation of the text, can be complete and brief. The forms of the protocol differ only in the completeness of the coverage of the meeting. These forms do not imply differences in design:
Brief protocol - this document fixes:
– issues that were discussed at the meeting;
– names of speakers (speakers);
- decisions made;
This protocol is usually carried out for the following cases:
- when the meeting is transcribed or recorded on a dictaphone;
- at an operational meeting, it is important to fix the decision without detailing the course of the discussion.
The short protocol of the meeting of the organization does not allow determining the course of discussion of the issue, the comments made, opinions, the process of developing the administrative part - the management decision.
The full protocol is intended to document a detailed picture of what is happening, including the content of the reports and speeches of the meeting participants, all opinions expressed, questions voiced, comments, remarks and positions.
Therefore, the full protocol assumes the presence of three parts for each issue under discussion - “HEARD”, “SPEAKED”, “RESOLVED” (“DECIDED”). And in short, only two: “WE LISTENED” and “RESOLVED” (“DECIDED”).
The body of the text contains a number of sections corresponding to the number of items included in the agenda. Sections are numbered according to it. Each section contains 3 parts for the full protocol - "HEARD", "SPEAKED", "RESOLVED" ("DECIDED"). The short protocol contains 2 parts. Type these words from the left margin in capital letters.
In the text of the protocol, after the word "HEARD" it is necessary to indicate the names and initiatives of the main speaker in the genitive case, with a statement through the dash of the recording of his speech. As a rule, the presentation is given from the 3rd person singular in the past tense. If a written report is prepared with delivery to the secretary, only the topic of the report can be indicated in the protocol, with the addition “the text of the report is attached”. Consider an example:
1. LISTENED:
Petrova V. Yu. - on the results of the implementation of the work plan of the sales department for the 4th quarter of 2015. He noted that the plan was 100% fulfilled.
1. LISTENED:
Petrova V.Yu. - the text of the report is attached.
The names and initials of the participants in the discussion must be indicated in the minutes after the word “SPEAKED”. Each surname and initials in the text of the protocol are printed from a new line in the nominative case.
Recordings of the speech are indicated after the surname through a dash with a presentation from the third person singular. This part also contains questions that were voiced during the report or after its completion, indicating the answers to them.
If there are no discussions or questions at the meeting, the “SPEECHED” part is omitted, this fragment consists of only 2 parts “HEARD” and “RESOLVED” (“DECIDED”). Perhaps this is also for the full protocol when considering some of the items on the agenda.
The word "DECIDED" (or "DECIDED") is followed by the text of the operative part of the relevant agenda item. When making several decisions on one issue, they will be numbered with Arabic numerals. The first digit will show the number of the item, the second digit will show the number of the decision made.
In particular, if decisions are made on the first paragraph 3, they will be indicated as 1.1, 1.2 and 1.3.
If only one decision is made on the 2nd question, not 2, but 2.1 will be indicated.
1.1. To prepare a training program for salespeople by the Company's full-time specialists for the 2nd quarter of 2009 by 03.03.2009. Responsible - the head of the personnel department Ushakov L.B.
1.1. To the head of the personnel service Ushakov L.B. to prepare a training program for salespeople by the Company's full-time specialists for the 2nd quarter of 2009. Deadline - 03.03.2009.
According to the usual practice of drawing up the minutes of the meeting, it is not supposed to fix the voting results. Although, if a vote was taken, it should be reflected in the operative paragraph. Minutes of general meetings involve a lot of specifics - including when reflecting voting data on decisions, fixing these decisions in the minutes of the counting commission, as well as the minutes of the general meeting of shareholders. Consider an example:
1.1. Approve the candidacy of Fedorov A.E. to the position of Financial Director of the Company.
1.1. Approve the annual report, balance sheet, income statement for 2014; Development plan and list of the most important tasks for 2015.
Voting results: "FOR" - 78 votes (97.5% of the total number of votes participating in the meeting); "AGAINST" - no; "ABSTAINED" - 2 votes (2.5% of the total number of votes participating in the meeting). The decision was made by 78 votes. Protocol No. 2 of the counting commission is attached.
Is the minutes of the meeting legally binding?
Minutes are drawn up on the basis of verbatim, handwritten or audio recordings taken at the meeting. After the meeting, the secretary retypes the notes, arranging them in accordance with the stated requirements, and submitting them to the chairman of the meeting for editing. The protocol, subject to this rule, is signed and receives the force of an official document.
The legal force of the protocol - its reliability, officiality, indisputability - depend on the rules of registration. The standard definition assumes: "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 specified registration rules are observed, then the protocol of the meeting of the organization is endowed with legal force when it is signed by 2 persons - the chairman and the secretary.
The minutes of the meeting of the organization is an internal document, therefore, as a rule, it does not indicate the seal.
If the minutes of the meeting of the organization are drawn up on several pages, it is necessary to number the second and subsequent pages. Page numbers are put down in Arabic numerals without indicating the word "page" (page), without using quotation marks, hyphens and other signs.
What is the preparation time for the protocol
The general rule suggests that the term for preparing the minutes of the meeting should not exceed five days. A specific date for the readiness of the minutes of the meeting can be set by the head who chaired the meeting, or the chairman of a permanent collegial body. The deadline for the execution of the protocol may be established in the regulations of the collegiate body.
However, for some varieties, clear deadlines are set according to certain documents.
Decisions that were made within the framework of the meeting should be communicated to employees either by mailing or copies of the entire protocol, or as an extract of the operative part. Familiarization of employees in small companies is sometimes carried out against signature, having compiled a sheet for familiarization with the protocol.
It is also practiced to prepare based on the decisions made of other administrative documents - for example, an order of the head of the company or a decision of a collegial body.
I use an iPad to coordinate the minutes of the meeting
Ilya Alyabushev, Product Director at IDESIDE, business consultant in the field of building distributed teams of managers, analysts and developers, Moscow
When coordinating the minutes of the meeting with partners, I work using the iPad. I use PDF Converter and PDF Expert when commenting on each item of the document. With the help of the first one, I was able to convert a document into PFD format by mail, the second one is very convenient for composing comments. The partners, of course, were surprised by the comments in the PDF file - they had to read the proposals in one program, and make changes to the document in another.
How to issue an extract from the minutes of the meeting
A common practice for documenting a meeting is to draw up extracts from the minutes. An extract from the minutes is an exact copy of the part of the text of the original minutes, which relates to the agenda item in respect of which the extract is made. At the same time, all the details of the form, the introductory part of the text, the agenda item on which the extract is being prepared, and the text that discusses its discussion and decision are reproduced.
The extract from the protocol is signed only by the secretary, he is also involved in compiling the certification inscription. It contains the word "Correct", indicating the position of the person who certifies the extract, his personal signature, surname, date and initials. If an extract from the protocol is issued, in order to submit it to another organization, it must be certified with a seal.
Where and how to keep meeting minutes
The minutes of the meeting are stored depending on the form of office work adopted in a particular company. With centralized record keeping, the minutes of the meeting can be stored with the secretary, in the record keeping service. The place of storage within the decentralized office management is determined by the structure of the company - usually the secretariats of the officials conducting meetings are used.
Minutes are formed into cases according to the nomenclature of cases, however, in any case, they must be formed in separate cases - depending on the name of the collegial body or the type of meeting being held.
Management meetings are held by the CEO. The structure of the company has an expert council headed by the CEO. The minutes of the meetings and the expert council must be formed in 2 different cases.
Protocols of different types are characterized by a constant shelf life. Among them are the minutes of the collegial executive body, control, audit bodies, expert, scientific, methodological councils, meetings with the heads of the organization, general meetings of shareholders, shareholders.
Information about the author and company
Alexander Shuvalov, General Director of Thule-Center, Moscow. In 1993 he graduated from the Moscow State Institute of International Relations. He began his career in the UK at Boeing. He received an MBA from the University of Cambridge. In 1998, having returned to Russia, he headed the Saratov Fat Plant as an anti-crisis manager. Since 1999 he has been the head of the AnhelGmbH group of companies. Since 2008, he has been the head of national sales at the Novotex textile holding. In 2009–2010, he was Executive Director of the investment fund LloydsBankingGroup (London).
Ilya Alyabushev, Product Director at IDESIDE, business consultant in the field of building distributed teams of managers, analysts and developers, Moscow. Graduated from South Ural State University. Prior to joining IDeside, he supervised the development of projects in the Astra System Technologies holding, participated in the creation of integrated security monitoring systems in cities. Received a certificate from the international association ScrumAlliance.
We draw up a short protocol of the operational meeting
V.F. Yankova, Ph.D. ist. sciences, deputy Director of VNIIDAD
Virtually all organizations hold meetings at which issues of an operational nature are considered. Very often such meetings are called operational meetings. They are conducted by managers of different levels: from the head of the organization to the heads of structural divisions. Operational meetings are held at regular intervals (usually once a week) and are usually recorded. If the structural unit or the head who conducts the meeting does not have a secretary, one of the employees of the unit may be entrusted with keeping the minutes of the operational meeting.
Our dictionary
Minutes - a document containing a consistent record of the discussion of issues and decision-making at meetings, meetings, conferences and meetings of collegial bodies *.
Problems and Solutions
Taking minutes of operational meetings is often difficult. Let's consider the most common.
Problem: The secretary or one of the junior staff who takes the minutes may not understand the essence of the issue under discussion, and therefore has difficulty recording the progress of the discussion of the issue.
What to do? In such situations, the secretary should contact the staff member who spoke at the meeting or any other staff member who can provide clarification.
Problem: Since operational meetings are often held without strict time limits, the secretary may not have time to write down everything that happens during the meeting.
What to do? In this case, keeping a sound recording during the meeting and drawing up a protocol based on its transcript can help.
Problem: when discussing an issue, both essential and unimportant or even insignificant information can be expressed, and it can be difficult for the secretary to highlight the main (essential) information that needs to be recorded in the protocol.
What to do? In this case, before drawing up the minutes, the secretary must analyze all the information, separate the main from the minor and include only the most important information in the minutes.
General rules for registration of the protocol
The minutes are drawn up on the basis of sound recordings or draft handwritten notes that are kept during the meeting by the secretary or other employee, as well as materials prepared for the meeting (texts of reports, speeches, references, draft decisions, agenda, lists of participants, etc.).
If the meeting was audio-recorded, after the meeting it is reprinted, then the written text is edited and included in the minutes in the processed form. The term for drawing up the minutes of the meeting should not exceed three to five days from the date of the meeting. Minutes of operational meetings are drawn up and executed on the day of the meeting or within one or two days after the meeting.
Protocols are complete and short. The full protocol contains a record of all speeches at the meeting, questions posed to the speaker, speeches by persons who took part in the discussion, and decisions made. The short protocol includes only the names of those who spoke, the topic of the speech, a record of the speech in short form and the decisions taken.
The course of operational meetings, as a rule, is recorded in short minutes.
The minutes of the meeting are drawn up on a common form, a standard sheet of A4 paper or a specially designed protocol form.
The mandatory details of the protocol are:
· name of company
the name of the type of document (MINUTES) indicating the type of meeting
the date of the meeting
protocol registration number
venue of the meeting
signatures.
Text of the short protocol
The text of the protocol consists of two parts: introductory and main.
In the introductory part of the short protocol, the names of the chairman and secretary, the positions and names of the participants (present) and invited persons, and the agenda are indicated. If there are more than 15 participants in the meeting, it is allowed to indicate the total number of participants in the minutes, and the list of those present with their positions and names is given in the annex to the minutes, for example:
Present: members of the directorate in the amount of 16 people. (the list is attached).
The names of the persons invited to the meeting are indicated after the word "Invited", indicating the position of the person and the name of the organization.
The agenda indicates the issues that are the subject of consideration, in addition, the position and surname of the speaker (speaker) may be indicated. If there are several questions, they are numbered with Arabic numerals and arranged in the order of discussion. Agenda issues are formulated with the preposition "o" ("about"), for example:
Minutes of the meeting, transcript of the discussion. Example, template, sample. Structure. Compilation. Compose, write. Instruction
Structure, meeting minutes template
Transcript of the speech of the first speaker
Transcript of the speech of the second speaker
Decisions made
Materials for the meeting
Before the meeting, the participants are sent materials necessary for the preparation of the meeting and decision-making, for example, information notes, preliminary versions of documents (plans, contracts, budgets, etc.) that need to be approved at the meeting. All participants of the meeting are sent information about the date, time and place of the meeting, about who initiated the meeting, about the contact person who organizes the event. The contact person can be asked questions of an organizational nature (how to get there, how to order a pass, where to park the car). Substantive questions are asked to contact persons, who must be indicated in the materials. For different materials, different contact persons may be indicated.
Example, sample protocol
Date, time and place of the meeting: 01.10.2010 12:30 - 13:30 Central office. Negotiation N34.
Initiator: General Director Svistunova Olga Vasilievna
List of participants
Secretary of the meeting: Assistant General Director Erofeev Grigory Anatolyevich
The meeting was attended by:
Report of the Chief of Security
The company has adopted rules for encoding employees' email addresses (initials and the first two letters of the last name), which allow third parties to easily find out the email of any employee. This leads to floods of unauthorized emails with various commercial offers and other useless information.
There were no questions about the presentation.
Report of the head of the information technology service
There is no possibility to refuse existing addresses, as they are known to key counterparties and regulatory authorities. I propose that all employees have one more e-mail box - for active correspondence. Develop an encoding such that it is not possible to identify the address by the full name of the employee. Configure mail filters so that mail to old addresses is subjected to strict filtering. Make mail filtering to new addresses softer. If possible, notify counterparties of address changes. The work will be carried out by the information technology department.
The question to the speaker was asked by the head of the financial department: Have the costs of organizing the proposed system been worked out by the information technology department? Maybe it's more efficient to outsource this work?
Answer. No, the issue has not been worked out.
Commentary of the head of the financial department: I propose to approve the decision in the following wording: The Information Technology Department should develop measures to correct the situation with e-mail addresses and work out the issue of the costs of their implementation on their own and outsourcers. Accept the least cost option.
Answer. No objections.
Decisions made
Change the encoding order of email addresses. Keep e-mail addresses in the old encoding, but send messages to them subject to strict filtering.
In order to fulfill the task, the Information Technology Department should develop a task for the performance of work within five working days. Within another five working days, determine the cost of doing the work on your own and the cost of outsourcing. Decide on how the work will be performed based on the calculation of costs. Carry out work on your own or by outsourcers in 15 working days. Control over the execution of the decision is assigned to the head of the security service.
Sample minutes of the commission meeting
Consider a sample of the full protocol of the commission meeting. The rules for drawing up minutes are the same and do not depend on the type of meeting (attestation commission, expert commission, commission for holding something or a meeting of the council, working group, committee, etc.), unless this is specifically regulated in the relevant regulatory act.
The protocol is usually drawn up according to the notes made during the meeting or on the basis of the materials submitted to the secretary for the meeting. It is drawn up on a common form, fixed by the instruction for office work, or on a standard sheet of A4 format. The necessary details and their location are given below in the sample minutes of the commission meeting.
2. LISTENED:
Zalikhvatsky R.Yu - informed about the start of work ...
2.1. Take note and use in the work ...
2.2. The legal department (Kukushkin A.P.) to finalize the draft regulations. Deadline - 11/21/2014.
2.3. Complete ... by 11/30/2014. Responsible - the head of the economic department Balalaika S.R.
presiding AND.M. Zagorulko
Secretary M.P. Yagodkina
How else can you draw up a protocol, look at a specific example of the protocol of a meeting of an expert commission. The protocol template presented in this article is available for download in doc format.
Now a few explanations. The date of the minutes (indicated verbally and numerically) is always the date of the meeting, even if the document was issued later. Protocols are registered for each type separately and the assignment of numbers starts from the beginning of each year. Letter indexes can be added to the protocol number. For joint meetings, compound numbers are indicated (through a fraction).
If there are more than 15 people present, they are not listed in the protocol form. A link is made to the list, which will be an integral part of the protocol. If the meeting was attended by representatives of various organizations, then it is required to indicate their positions and place of work.
The agenda items are numbered and always begin with the preposition "About ..." or "About ...".
The scheme of each issue under consideration is built in the standard way: “WE LISTENED” - “SPEECHED” (if there was no discussion or questions were asked, then this part can be skipped) - “RESOLVED” or “RESOLVED”.
After the surname (attention to the case - “listened” to whom? And “who spoke”?), the main content of the speeches is included in the text of the protocol (it is stated in the past tense from the third person singular - “acquainted”, “noted”, “offered” and etc.) or issued as separate annexes to the protocol.
The decision taken is formulated in the form adopted in the administrative documents (“to approve the position”, “prepare a program”, etc.). If instructions are given, then it is required to indicate the responsible executor and the deadline. The voting results, if necessary, are given in the operative part: "for" - 5 votes, "against" - no, "abstained" - 2 votes, the decision was made by 5 votes.
The protocol is signed only by the chairman and the secretary (not required by other members of the commission). Some types of minutes must be approved by the head of the organization, for example, the minutes of a meeting of an expert commission. In this case, we add the stamp of approval.
I hope that with the help of the examples given, you will now easily be able to draw up any minutes of the meeting.
Evgenia Stripe
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Sample. Short protocol form
SUMMARY PROTOCOL FORM
Name
enterprises
PROTOCOL
"__"______ 20__
No.______________
_________________
Production
Chairman - ________________________________________________________
Secretary - ______________________________________________________
In attendance: _____________________________________________________
(positions, surnames, initials)
Issues covered:
2. _____________________________________________________________
_____________________________________________________________________
Decisions taken:
1. _____________________________________________________________
Preparing meetings and taking minutes
What protocol are we talking about?
In management practice, such types of protocol are used as a protocol of intent, protocols of agreement, protocols for the seizure of physical evidence (documents). Among the main documents of the general meeting of shareholders, the law names the minutes of the meeting and the minutes of the counting commission.
In addition, the protocol can be drawn up by one official in the course of his administrative functions - a protocol of a traffic accident, a protocol of detention, etc. Each of these types of protocol has a corresponding standard form.
In this article, we will talk about protocol drawn up on the basis of the results of a collegial management action- Meetings, meetings or meetings. This document is intended to document collegial discussion of issues and decision-making.
In Russian office work, the protocol has been used since the beginning of the 18th century, from the period when it began to be practiced in management practice to discuss an issue before making a decision. Historically, the protocol is:
In modern management practice, minutes are compiled to document the activities of meetings held by leaders of different ranks. Minutes are also used to reflect the work of conferences, meetings, seminars, etc.
The decision on the need to draw up a protocol during operational meetings is made by the head who appoints and conducts them. If the meeting is about informing subordinates on some problem, about explaining a decision made earlier, etc., then the protocol may not be needed. But the need to draw up minutes of such an operational meeting is also possible. In this case, the minutes will record the composition of those present, the expressed opinions or proposals.
Preparing for the meeting
Features of documenting the work of permanent collegial bodies
Permanent collegiate bodies (councils, colleges, commissions) are distinguished by a high degree of organization of their work.
It is expressed in the presence of:
This list of three items (maximum program) in reality can be reduced to a single secretary of the collegiate body (minimum program). Let us now comment on these three points in more detail.
IN regulations the collegial body determines the frequency of meetings, the type of decisions made, the procedure for documenting activities, the day and time of the meeting. Sometimes at enterprises there are rules for holding meetings that relate to the work of not one collegial body, but any collegial activity.
The protocol is one of the necessary documents, primarily because it records the fact of the meeting, the decisions taken at it, and the deadlines for their implementation. This document may later serve as the basis for issuing a decision or resolution (i.e., an administrative document) of this collegiate body.
Permanent collegiate bodies should have work plan for the year. which includes the main issues scheduled for discussion.
Permanent collegiate bodies usually have apparatus. which ensures the functioning of this body. This division is headed by a secretary (secretary of the academic council, secretary of the collegium, etc.), who belongs to the category of specialists or managers. This official is responsible for organizing meetings, and for documenting the activities of permanent collegiate bodies, and for the safety of documents.
Preparing meetings
But meetings as a form of collegial decision-making can be held in any composition of participants, not only members of the collegial body. These may be meetings of heads of departments or meetings of specialists from certain structural units on a specific issue. In any case, when it comes to organizing a meeting of more than 3 people, this should not be left to chance. The better the preparation of the meeting, the less time will be spent on discussion during the meeting itself and the more effective decisions will be made.
During the preparation of the meeting, documents consistently appear, which then become annexes to the protocol, or information from them flows into it.
The first document in this series is agenda I. It is compiled by the secretary on the basis of the instructions of the chairman (collective body or this particular meeting) and the provisions of the regulations (if any). When setting the agenda, it is necessary to take into account the complexity of the issues discussed so that the discussion fits into the time allotted for the meeting.
The agenda is sent to the meeting participants and invitees. Several copies of the agenda remain with the secretary. They are used to draw up a future protocol, to conduct a meeting.
The agenda indicates the number and sequence of issues discussed, the names of speakers, the date and time of the meeting, as well as the place of its holding. Thus, the agenda is both a notification document about the upcoming meeting and an invitation to participants.
The form of the agenda can be any. Here are two options, the first one is more formal (see Example 1), and the second is suitable for holding operational meetings (see Example 2). Although it is during the preparation of operational meetings that the secretary often ignores the distribution of the agenda in writing, limiting himself only to oral information of the participants.
Keeping minutes is an integral part of any meeting, conference, meeting, academic council and other events. It is very important to make minutes correctly, because this type of document reflects the essence of the meeting and can serve as confirmation or refutation of some points of this event. In office work, both the minutes of large meetings between different companies and internal planning meetings are equally important.
On September 1, 2013, Federal Law No. 100-FZ of May 7, 2013 “On Amendments to Subsections 4 and 5 of Section I of Part One and Article 1153 of Part Three of the Civil Code of the Russian Federation” entered into force. One of the changes is the requirements for the execution of minutes of meetings now.
Sections of the Protocol
CHAIRMAN - an official who leads a meeting, conference, etc.
SECRETARY - a person present at the meeting and keeping the minutes of this meeting. This is not necessarily a secretary by position; any employee of any department can keep minutes.
ATTENDED - a list of all those present at the meeting, indicating their positions. The list of those present is drawn up in accordance with the positions held, from the highest to the lowest. In the case when there are several people with equivalent positions among those present, then their order in the list is determined by alphabetical order. Another option for the arrangement of those present is in alphabetical order of surnames, regardless of their position.
If more than 15 people are present at the meeting, they are drawn up in a separate list, which is attached to the minutes:
PRESENT: 45 people (list attached).
AGENDA - this section consistently reflects all the issues that are planned to be discussed at the meeting. Brief minutes and minutes of operational meetings may not have an agenda.
LISTENED - here the name of the speaker and the topic or, if necessary, a summary of his speech is indicated.
For example:
HEARD: Ivanova P.I. with a report on the development of a new priority area.
PERFORMED - listing by name of all those who commented on the report.
DECIDED - here we write what decisions were reached during the meeting and indicate the deadlines agreed at the meeting for the implementation of decisions. Often, “solutions” are in the nature of tasks and have all the components for this: the name of the performer, the content of the task, the deadline. For example:
Ivanov I.I. – by December 20, 2014, draw up a plan for advanced training of the procurement department employees for 2015.
In addition, by decision of the protocol, you can approve or agree on a draft document:
Approve the Rules for the use of corporate e-mail LLC "Vesna" and put them into effect from 08/03/2015.
Approve the Nomenclature of Affairs of Vesna LLC.
The following sections are less common in the protocols:
HEARD - one of those present reads out to everyone a document or part of a document.
For example:
HEARD Letter of the Ministry of Finance No. 4545-p dated July 22, 2015
WELCOMING SPEECH - As a rule, the welcoming speech is delivered by the chairman of the meeting at major conferences and forums. At ordinary meetings, flowery greetings are dispensed with.
INVITES are experts in a particular field who have been invited to express their competent opinion on the issues of the meeting. Invited persons do not take part in decision-making.
A DISSENTING OPINION is the opinion of one of the participants of the meeting, which disagrees with the decision made. The participant has the right to demand that his dissenting opinion be recorded in the minutes. It is drawn up on a separate sheet and is an integral part of the protocol.
If a discussion arose on one of the questions, then it is recorded and drawn up as follows:
HEARD: I.A. Paramonov about the need to introduce a unified electronic document management system in a group of companies.
QUESTION: T.A. Mikhailov. Is the introduction of a unified EDMS economically feasible at this stage of development of the group of companies?
Answer: The introduction of an EDMS is not only economically feasible, but will also help optimize the costs of the administrative activities of a group of companies.
Registration of the protocol
The protocol is drawn up on the letterhead of the organization for documents. This form contains the following details:
- name of company;
- name of the structural unit (if the meeting is held in a department or directorate);
- the place of preparation of the document (you can not indicate if the locality in which the organization operates is included in its name: "Togliatti Dairy Plant");
- name of the document - PROTOCOL;
- heading to the text - in this case, the name of the meeting or the name of the collegial body:
PROTOCOL
operational meeting
PROTOCOL
meetings of the expert commission
- (this is the date of the meeting);
- the text of the document - we analyzed its contents above;
- signature - the protocol is signed by the chairperson and the secretary.
The completed protocol is sent to all participants of the meeting. If the document contains tasks, it is put under control.
Internal protocols are usually drawn up in short form. The goal here is to record the instructions of the director, and not the course of the meeting or the opinions of its participants. It is quite another thing when representatives of several organizations gather at a meeting. No matter how good relations with them today, you never know what awaits us tomorrow. Maybe the minutes of this particular meeting will become a key document that will prove your case in a possible dispute. Therefore, at joint meetings, minutes are kept with the utmost rigor.
