Advice 1: How to write meeting minutes

At the end of the meeting you should draw up a Protocolto fix the agenda of the meeting, the decisions made, the conditions under which they are carried out. the Protocol it is important to execute immediately after the meetingand not postpone "on then". Well, if you keep the Protocol can professional Secretary. However, if it's not, this can work and other persons who know certain rules of Protocols meetings.
How to write meeting minutes
Instruction
1
The one who conducts the Protocol of the meetingshould be aware of all the decisions of previous meetings to understand the logic of decisions. If you are conducting the Protocol at the meeting, take a copy of the Protocols a few previous meetings. At the meeting immediately fix the issues included on the agenda.
2
In front of each issue on the agenda, write down all the ideas expressed during the meeting. This can be done briefly, because the Protocol will be finally issued not in the course of the meeting, and after it. The meaning of these records is that you don't miss any important views. Also write down the names of those who vote, to remember who said what and on what subject. From the statements of record only facts, not personal opinions or assumptions.
3
The very design of the Protocoland should occur immediately after meetingsthat are not forgotten or important points were not lost record. The Protocol should contain a brief description of the meeting in the style business. To do this, use indirect speech, write everything in past tense: "I. I. Ivanov noted that...".
4
The content of the Protocoland shall consist of:
1. the header indicating the purpose of carrying out and date of the meeting, sometimes also indicating the start time of the meeting;
2. lists those present and not present persons;
3. a brief summary of the decisions taken, with an indication of the initiators of these decisions.
Note
The name of the organization. Date. Agenda. Present (number or name). Listened. Agreed. Listened. Agreed. Solution.
Useful advice
Title, date and number of the minutes. The Protocol header will be the name of a collective body or a meeting. For example, the Protocol (what?) meetings of the pedagogical Council; meeting of the heads of departments, etc. But the text of the Protocol can be documented in different forms: quick or full. Brief Protocol — fixes discussed at the meeting, the issues, the names of speakers and the decisions taken. Such a Protocol are the most often in cases when the session is operational.

Advice 2 : How to write meeting minutes

The Protocol is a document that recorded the discussions and decisions taken at meetings, gatherings or conferences. Protocols are prepared on the basis of records maintained in the course of the logged event. This may be a transcript, audio recording or draft recording Secretary. Also used agenda, talking points, draft decisions and the list of participants. According to the rules, the Protocol is issued within three days after the meeting.
How to write meeting minutes
Instruction
1
The first line is the full name of the enterprise in which he conducted the meeting. The second line is the word "PROTOCOL" in capital letters. After the date of the Protocol (note that this is the date of the meeting, not the day of the execution of a document), its registration number and city of writing. Then spell the title in the left corner with a capital letter indicate a consistent in the genitive case with the word "Protocol" is a definition of the meeting. For example, "the Meeting of heads of structural divisions".
2
The following section is the introductory part of the Protocol. After the heading with the paragraph, write "the Chairperson:" and specify the surname and initials, also written "Secretary:" name. With a new line print "Present:" and list the names and initials of participants in alphabetical order. If there are third parties (not staff), add the line "referred by:" listing the names and organizations invited. If number is greater than 10, then do not list them in the log, and write after the "Present:" the total number of people and the phrase "list attached". The list is an integral Annex to the Protocol. Field record number of the list of questions with indication of the names of the speakers.
3
The text body of the Protocol consists of topics of discussions for each agenda item. The number of sections corresponds to the number of issues on the agenda, each section consists of parts "LISTENING", "DELIVERED", "RESOLVED". If the decision involves a vote, after the formulation of the decision record "Unanimously", or, for example, "For - 5, against - 1, abstained - 2". The solution is formulated in the imperative mood, indicating the person responsible (the contractor) and the due date.
4
After placing the Protocol signed by the Chairman and Secretary.

Advice 3 : How to make a Protocol of the meeting

Protocol of the meeting is a document, which contains a phased record of discussion and what decisions were taken. The document is drawn up over the next three days after the meeting. The basic rules for the execution of the Protocol following.
How to make a Protocol of the meeting
Instruction
1
The document is issued on the basis of rough handwritten notes, audio recordings or transcripts, which the Secretary maintains the meeting as well as materials prepared specifically for meetings, presentations, projects, decisions, agenda and lists of attendees.
2
On the first line of Protocol is written the official name of the business or organization. The second – in capital letters the document PROTOCOL. Below – date of meeting (not the date of booking records), the number assigned during registration and the place of writing. Further, in the lower left corner in capital letters is the record of the meeting. Do not forget to align in the genitive case with the word "Protocol". For example, "meeting of the heads of departments".
3
In the introductory part of the document shall include the following information: name of the Chairman and Secretary, the number of participants and specially invited people, the agenda of the meeting. The names of the members of the collegial body or persons having the right to vote, are written strictly alphabetically. When specifying the total number present, without naming names in the Protocol, note on the registration list is required ("list attached"). The list must be annexed to the Protocol. Last recorded numerical listing of issues discussed at the meeting showing the names of speakers and presenters.
4
The main part of this document consists of three structural parts, the number of issues on the agenda. Each part is based on the scheme: "listened" or "was", "decided", "decided" or "resolved". Provides a meeting and discussion on each item of the agenda. In "made" is sometimes written questions and answers. For example:
"Question: If the decision on reorganisation of a company, whether laid-off employees?
Answer: No" (the names do not need to specify)
In the category of "resolved" are recorded and the results of the vote. Either "Unanimous" or "for" - 10, "against" - 4, "abstained" - 3. The text of the decision is recorded in the form of the imperative, must indicate the period of performance and performer.
5
At the end of the designed Protocol shall be signed by the Chairman and Secretary.

Advice 4 : How to make a Protocol of the meeting

The outcome of the meetings require documentation in the form of protocols. In the preparation of this document it is important to reflect the basic essence of the discussion, presenting all the discussion as limited as possible.
How to make a Protocol of the meeting

The minutes shall be prepared after the meeting the Secretary of the meeting, who must either take notes during the discussion or voice recording. The second option is most optimal for the resolution of possible disputes.

Visually document consists of the following parts:

  1. General information;
  2. the agenda of the meeting;
  3. the discussion and decisions taken.

General information

This block of information includes a title, location (city, date, time of meeting, list of those present. the Title is the name of the meeting. For example, the meeting of the working group on personnel matters. Block the date and time you specify information about the directly held a meeting, not the date of signing of the Protocol.

If the meeting is held constantly operating structure (Board, working group, etc.) in the General information indicates name of the permanent Chairman and Secretary of the meeting.

When making the list of persons present, specify job title and place of work invited. This block of information begins with the word "Present". In that case, if the meeting provides for voting, it is present in the Protocol are divided into two groups – with the right to vote and without the right to participate in the vote.

The agenda of the meeting

The agenda of the meeting is formed prior to the meeting. However, there are exceptions, for example, in case of urgent meetings. This block lists the issues of the meeting without indicating the speakers and the regulations of the reports. Even if the meeting is called to discuss one issue, he loses in the title of the document, and is issued in the form of the agenda.

Depending on the rules of speech, the presented agenda can be approved automatically or submitted by the Chairperson to the vote. In this case, the discussion begins with the question of the adoption of the agenda of the meeting. If there are no objections, then in the Protocol this decision is made in the following way: "the issue of the agenda put to the vote". The following are the results of the voting: "Vote: for – (number of votes) against – no abstained – no.

Discussion and decision-making

The largest block of questions is allocated to reflect the discussion. Each issue of the agenda shall be put in a separate block, starting with the formulation of the agenda. This is followed by the progress report, which shall be in the following form: "Listened to: (full name of speaker)". Experienced recorders are advised not to take shorthand notes of speeches, and leave the General meaning that can be expressed in a few sentences. If it is important to keep the greater part of the report, it is possible to bring the points of the speech or excerpts from the presentations in the Annex of the Protocol by making a link to it in the text of the document.

The same applies to the reflection of the discussion. If several speakers follow the same point of view, their speech is allowed to issue as follows: "Made by (name of speakers), which supported the Rapporteur's opinion".

The result of each question should be formulated as a solution. It should be prepared in draft decisions or formulated by the participants of the meeting during the discussion. Decisions are made in the form of specific wording that needs to be presented clearly and accurately. Solutions for purely informational speeches may be taking note of the participants of the meeting.

If the meeting involves voting, in the Protocol after each question should be given the results: "the Decision was made unanimously", "the Decision was taken by majority vote", "Decision pending".Similar notes should be made in cases where questions are removed from the discussion migrated to another meeting or are not considered due to the lack of Rapporteur.

At the end of the Protocol signed by the Chairman and Secretary and, if necessary, the seal of the organization, sosuave meeting.

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