Meetings are held in many organizations, whatever their form of ownership. At them, employees and managers exchange important information, make decisions. To make the event effective, a meeting minutes are created. The sample of this document in organizations is approximately the same. The rules for compiling the protocol are described below.
Types of Meetings
These events may fail if you do not prepare for them. This function falls on the head. He must determine the nature of the event. Specialists distinguish several types of meetings:
- Training (conference), the purpose of which is to provide employees with knowledge, improve their skills.
- Informational. The event is required to summarize information and study different points of view on emerging issues.
- Explanatory. At such meetings, managers convince employees of the correctness of the economic policy being followed.
- Problematic. The event is held to develop a method for solving urgent problems.
Whatever the type of meeting, it must be documented. This allows you to competently and in an organized manner.
Preparation
For a meeting to be effective, senior staff need to be aware of the following rules:
- It is necessary to clearly define the topic and the desired outcome. This will allow an organized event.
- Thorough development of the agenda. It is necessary to establish a sequence of consideration of issues. At the same time, it is better to start with easy questions, moving on to more complex ones.
- It is necessary to familiarize participants with the facts that will be discussed. This is best done before the meeting.
- You must send an invitation in advance to those who must be present. If some cannot help in resolving issues, but need to know the results of the event, then they need to be given a protocol.
- The venue should be selected based on its objectives. Accommodation conditions are important in creating a business environment.
These nuances are fundamental in preparing for the meeting. Subject to their observance, the event will be held in an efficient and organized manner.
Why is a meeting minutes required?
Each organization holds regular meetings. This type of event helps to solve many acute problems, make timely decisions on complex tasks, and create a development strategy for the company. Often meetings are not documented, which is considered the norm. Management can independently determine the list of activities in the process of which the record is being kept. He also establishes where this is optional.
The main purpose of the protocol is to fix in writing all the issues, tasks and opinions heard at the meeting, as well as joint decision-making. The best form is a detailed protocol. Typically, such a document is used at events that will affect the future development of the company. In addition, it is necessary to record the content of meetings with enterprises and employees of state institutions. Samples of meeting minutes for different forms of events are similar, there are only minor differences.
Management
The minutes of the meeting are conducted by the head of the enterprise. But this function can be performed by another employee. Before this event, the secretary is given a list of invitees and an approximate list of questions. Participants provide abstracts. This will allow you to prepare a document template to expedite the work on the preparation of the document. Sample meeting minutes for such events at all enterprises are similar.
When there are a lot of participants, it is better to have a registration sheet, where F. I. O. will appear. At the beginning of the meeting, a list of attendees is approved by the secretary. Information is recorded by the secretary during the event. To increase the accuracy of recording, voice recorders are used. All words are recorded on digital media, and then reproduced when the protocol is finalized.
If there are many participants in the meeting, then 2 secretaries are invited to keep a record. Such work speeds up the process if the event is delayed. Replies, comments, comments that are not relevant to the topic of the meeting are not included in the content of the document. The protocol includes the general meaning of reports, questions and suggestions. The decisions and instructions that are provided by the head to individual employees are precisely recorded.
If the manager needs accurate information, he may require a report signed by the responsible person. At meetings, things are generally discussed, so no detailed notes need to be made. As a result, the protocol includes the course of the meeting: topics discussed, issues, decisions. Sometimes leaders require verbatim fixation of all phrases. This occurs at meetings of modern organizations, which address many operational issues.
Decor
How to draw up a meeting minutes ? The sample includes basic information that should be entered into the document. In government departments, protocols are kept on the basis of special forms. The usual form of a sample meeting minutes consists of:
- Mandatory details (dates, numbers, company name, type of document with an indication of the event, venue).
- The list of those present (F. I. O., posts of participants). A turnout list can be used in which everyone who comes is signed.
- If the event was attended by people from other institutions, then they should be entered in the section “Invited”.
- The main part. It contains 3 parts: listened (F. I. O. and the posts of speakers, topics of presentations, statement of substance), spoke (F. I. O. and the position of the person who asked questions or provided comments), decided (the head gives instructions or superimposed resolution, set deadlines).
- At the end of the signature puts the secretary and leader. Printing is not needed.
Using such a sample protocol, it will be possible to draw up a competent document. It must be numbered to monitor the progress of the meeting. The final paper is prepared some time after the meeting. This can take several hours or even days, it all depends on the amount of information.
The sample minutes of the meeting with the director are exactly the same as the one held without him. Then the document is submitted for signature to the head of the event. The protocol is sent to interested parties or official statements are created with instructions for the performers.
If the minutes of a technical meeting are drawn up, a sample of it may include the specific nuances of this event. But in general, it should contain the main essence, problems and issues discussed by the participants. The sample minutes of the workshop presented in the article can serve as an example in the drafting of this document.
Operational meeting
This event has the following features:
- Specific frequency, for example, every week.
- The specific composition of those present.
- Similar topics and questions.
- Short duration.
The sample minutes of the operational meeting are the same as for a regular event. Only the secretary first gets acquainted with the algorithm of work, questions for discussion. This speeds up the work on the document, because most of it is formed in advance. The protocol is prepared quickly, the document is immediately submitted to the management for signature.
Storage
To address the issue of protocol storage, the secretary needs to familiarize himself with the organization’s internal documents. It depends on the specifics of the enterprise. Documents at meetings of the board of directors or shareholders of the company are stored permanently. Protocols are left at the location of the current organ of the organization. Meeting documents are usually stored for 3 or 5 years and then archived and destroyed based on instructions.
Conclusion
The minutes of the meetings allows the participants to remember the agenda and fulfill the assignments on time. Now there are electronic resources for the operational preparation and distribution of this documentation. Therefore, it will be convenient for the secretary to present the protocol version to interested parties.