Minutes of the meeting: structure and content

The minutes of the meeting are a document reflecting all the important decisions of this event. Incorrect compilation of it both in meaning and in registration can lead to its contestation by the participants in the meeting. In addition, there is a potential risk of making wrong management decisions if the production meeting protocol contains distorted information. Correctly draw it will help a set of simple recommendations.

The text of this document usually contains two parts: introductory and basic. The minutes of the meeting (its first half) include a description of the main parameters of the event: positions, name, surname, Participants, chairman and secretary. When someone has a special status (invited, expert, observer, etc.), this is also noted in the document. If many people were present at the meeting, the minutes of the meeting may contain data on them on a separate sheet, which is an inseparable annex of the document. The introductory section ends with the agenda, which contains a list of issues under consideration. It is desirable to have them in importance, but there may be other factors that influence the place on the list of issues. For example, the structure of the agenda may depend on the logical interrelation of some of its issues or the employment of persons participating in the event. The document itself is drawn up on the letterhead of the organization (its subdivision), it must be indicated when the meeting took place.

The minutes of the meeting in the main part should correspond to the introductory report. In particular, its items should go in the same order as in the agenda. The algorithm for constructing the text that captures information on each item of the agenda is as follows: "listened", "acted", "decided". The basic rule in drafting this part of the protocol is that it should not turn into a semblance of a transcript.

In particular, the sub-item "Listened" describes who was the main speaker on the issue, which he proposed as a result of his speech. The speakers also indicate who said they had offered. The decision fixes the final position of the majority of the meeting participants. If it was taken by vote, it indicates how many people were for him, how many against, and also the number of abstentions. Depending on the importance of the issues under discussion, the name can be listed. People who took one or another position.

Registration of the minutes of the meeting is made by the secretary, the document itself is signed by the executor and presiding at the meeting. The source of information for its compilation are handwritten drafts, records made with the help of a dictaphone, transcripts. If, in order to resolve the issues identified during the meeting, the powers of a higher-ranking official who did not participate in the meeting are required, approval of the decisions of this manager may additionally be provided. The signed and registered protocol can be sent out as a single document, and in the form of statements for officials, which are covered only by a part of the questions.