The minutes of the meeting is a document that reflects all the important decisions of this event. Incorrect drafting, both in terms of meaning and in design, can become the reason for its contestation by the participants in the meeting. In addition, there is the potential risk of making incorrect management decisions if the minutes of the production meeting contain misleading information. Correctly arrange it will help a set of simple recommendations.
The text of this document usually contains two parts: introductory and main. The minutes of the meeting (its first half) includes a description of the main parameters of the event: position, full name participants, chairman and secretary. When one of those present has a special status (invited, expert, observer, etc.), this is also noted in the document. If the meeting was attended by many people, the meeting minutes may contain data about them on a separate sheet, which is an inseparable application of the document. The introductory section ends with an agenda that contains a list of issues addressed. It is desirable to arrange them in importance, but there may be other factors that influence the place in the list of questions. For example, the structure of the agenda may depend on the logical relationship of part of its issues or the employment of persons participating in the event. The document itself is executed on the letterhead of the organization (its unit), it must be indicated when the meeting took place.
The minutes of the meeting in the main part should correspond to the introductory one. In particular, its items should go in the same order as on the agenda. The algorithm for constructing a text that captures information on each agenda item is as follows: “listened”, “spoke”, “decided”. The basic rule in this part of the protocol is that it should not turn into a kind of transcript.
In particular, the “listened” sub-item describes who was the keynote speaker on the issue, what he suggested as a result of his speech. The speakers also indicate who said what they suggested. The decision fixes the final position of the majority of the meeting participants. If it was adopted by voting, it shall be indicated how many people were for it, how many were against it, as well as the number of abstentions. Depending on the importance of the issues discussed, full names can be listed. people who have taken this or that position.
The protocol of the meeting is drawn up by the secretary, the document itself is signed by the executor and the chair of the meeting. The source of information for its compilation are handwritten drafts, notes made using a voice recorder, transcripts. If the resolution of issues identified during the meeting requires the authority of a senior official who did not participate in the meeting, additional approval may be provided for decisions by this head. The signed and registered protocol can be sent both as a single document, and in the form of extracts for officials, to which only part of the questions applies.