Minutes of the meeting sample according to GOST form. How to draw up minutes of an organization meeting

Protocol of the meeting– a document that records all the events that take place at a meeting of the enterprise’s employees. It is not a strictly mandatory document, but in some cases it is really necessary.

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Role of the protocol

Meetings in organizations, regardless of their status, business direction and size, are held with a certain frequency. They allow you to solve many current problems, take timely necessary measures to resolve complex issues, determine the company’s development strategy, etc.

However, not all meetings are recorded using minutes and this is not a violation of the law. In principle, the company’s management has the right to determine which meetings need to be recorded and which can be held without drawing up this document.

The main function of the protocol is to record in writing all tasks, questions, opinions voiced at the meeting and, most importantly, collectively made decisions.

The more thorough and detailed the protocol is kept, the better.

Typically, minutes are required for those meetings that have a direct impact on the future of the company. It is also recommended to take minutes of meetings with the participation of representatives of other enterprises and employees of government agencies.

Procedure for the meeting

A meeting is not an event that is held, as they say, on the fly. It requires careful preliminary preparation, which is usually carried out by a responsible employee appointed to this by special order of the director. He collects the necessary documents, writes a list of current issues and pressing problems that need to be solved, notifies all potential participants about the upcoming meeting, and carries out other preparatory activities.

It should be noted that employees of an enterprise who have received information about an upcoming meeting and an invitation to participate in it may refuse, but only if there are valid and sufficiently compelling reasons, since the meeting is part of their job responsibilities.

The meeting usually has its own chairman, who monitors its progress, announces the agenda, and conducts voting. Most often this is the head of the company, but it may also be another employee. In this case, information about the chairman must be included in the minutes.

From the very beginning of the meeting, all events occurring at it are carefully recorded. Moreover, this is done in different ways: keeping a protocol does not exclude the use of photo and video recording.

The minutes after the end of the meeting must be signed by the secretary and chairman of the meeting, as well as, if necessary, by its participants, who thus confirm that all the information included in it is correct.

Who should complete the protocol?

The function of drawing up minutes is usually the responsibility of the secretary of the enterprise or another employee appointed to carry out this mission directly at the meeting. At the same time, the person chosen to keep the protocol must have a clear understanding of how and why this is done and have at least minimal skills in writing protocol documents.

Drawing up a protocol

Today, the law does not provide for a strictly unified form of meeting minutes, so organizations can draw them up in any form or according to a model approved in the company’s accounting policies. However, it is necessary to indicate certain information in it:

• Document Number;
• date of creation;
• name of company;
• the locality in which the enterprise is registered;
• list of persons present at the meeting (including their positions, full names);
• information on the meeting chairman and secretary;
• agenda (i.e. those issues that need to be resolved);
• the fact of voting (if it was held) and its results;
• result of the meeting.

Sometimes the exact time (down to minutes) of the start and end of a meeting is included in the minutes - this allows you to discipline employees and optimize the time spent on such meetings in the future.

If necessary, some additional documents, photos and video evidence can be attached to the minutes of the meeting. If there are any, their presence must be reflected in the minutes of the meeting as a separate paragraph.

It should be noted that the protocol must be kept extremely carefully, errors and corrections must be avoided, and it is completely unacceptable to enter unreliable or deliberately false information into it. If such moments are identified in the event of an inspection of the company’s internal documentation by regulatory authorities, the company may suffer serious punishment.

Basic rules for drawing up a protocol

The protocol, as a rule, is drawn up in a single copy, but if necessary, its copies can be made, the number of which is not limited.

The document must be signed by the immediate originator, the secretary, as well as all members of the meeting.

The protocol can be drawn up on a simple A4 sheet or on the organization’s letterhead - it doesn’t matter, just as whether it is kept in handwriting or filled out on a computer. It is not necessary to certify it with the seal of the enterprise, since since 2016, legal entities by law have every right not to use seals and stamps to certify their documentation.

Once completed and properly endorsed, the minutes should be kept together with other firm documents recording internal meetings, negotiations and meetings. After losing its relevance, it should be sent for storage to the archive of the enterprise, where it must be kept for the period established by law or internal local acts of the company (at least 3 years), after which it can be disposed of (this procedure must also be carried out strictly in the manner prescribed by law) .

Documentation support for management

Control

Option 4

1. Protocol, types of protocols, design features 4

2. Processing of sent correspondence 9

3. Draw up a property write-off act 11

4. Write a memo 12

Bibliography 14

1. Protocol, types of protocols, design features

Minutes are a document recording the progress of discussions and decision-making at meetings, conferences and sessions of collegial bodies.

A special feature of the protocol is that it is used to document the activities of collegial bodies: temporary (meetings, conferences, meetings, commissions) and permanent (colleges of ministries and committees, academic councils of scientific institutions, presidiums).

The preparation and execution of protocols is the responsibility of the secretaries of the relevant collegial bodies (regular or elected during their work). The secretary, along with the chairman of the collegial body, is responsible for the accuracy of the information contained in the protocol. The minutes are drawn up on the basis of handwritten, including stenographic or tape recordings of the meeting, as well as documents prepared for the meeting: agenda, texts or abstracts of reports and speeches, draft decisions.

Main types of protocol:

Brief minutes - records the issues discussed at the meeting, the names of the speakers and the decisions made. It is recommended to conduct it in cases where the meeting is of an operational nature.

The full protocol records not only the issues discussed, decisions made and the names of speakers, but also in sufficient detail the content of the reports and speeches of the meeting participants.

The stenographic protocol is compiled on the basis of a stenographic report of the meeting (transcript) and literally conveys the process of discussing each issue and developing a decision on it.

The minutes are drawn up on the organization's letterhead and contain the following details: name of the organization, name of the type of document, date of the meeting, minutes number, place of drawing up the minutes (place of the meeting), title to the text, text, signatures, familiarization visas. The title to the text of the protocol is the name of the event being recorded (meeting, session, meeting) and the name of the collegial body whose work is being recorded.

The text of the protocol consists of two parts: introductory and main. The introductory part of the text of the protocol should show: who led the event being recorded; who kept the minutes; who was present at the meeting (meeting, meeting, etc.) from among the officials included in the collegial body conducting the meeting; who was invited (if necessary) to the meeting from among the organization’s employees or from other organizations; what issues were discussed at the meeting.

Information about the head of the meeting, secretary and those present includes the surnames and initials of officials, indicated respectively after the words: “Chairman”, “Secretary”, “Present” (without quotation marks). For persons additionally invited to the meeting from among the organization's employees, in addition to the surname and initials, the position held is indicated, and for specialists from other organizations - the position and name of the organization. Information about people invited to a meeting can be included in the “Attended” section or in a special “Invited” section.

At such collective events as meetings, there are often a large number of participants, whose listing in the introductory part of the text of the protocol is inappropriate. In this case, a separate list of those present at the meeting is compiled and subsequently attached to the minutes.

In the protocol itself, in the “Attendees” section, only the total number of those present is indicated with reference to the attached list. It should be emphasized that the sections “Present” and “Invited” are of particular importance in relation to other sections of the protocol, since they directly affect the legal force of this document, showing the legality of holding a collective event. These sections reflect the presence of a quorum of the meeting, i.e. the minimum required number of members of a collegial body sufficient to start the work of the meeting (meeting, conference). In the absence of a quorum normatively established for a given collegial body (a simple majority or 2/3), holding a meeting is unacceptable, since its decisions will be unlawful. The words “Chairman”, “Secretary”, “Present”, “Invited” are printed from the zero position of the printing device, a dash is placed from the 2nd position, surnames are written in the nominative case, then initials are placed. The names of those present and invited are arranged in alphabetical order and printed with 1 line spacing.

The issues discussed at the meeting are listed in the AGENDA section. The words AGENDA are printed from the zero position of the printing device, followed by a colon. Agenda items are numbered. Each new question is printed from the 1st position of the tabulator. The order in which questions are arranged is determined by their degree of importance. The formulation of agenda items should begin with the prepositions about (about), the title of the position and the surname of the speaker are given in the genitive case. The main part of the text of the protocol is structured in accordance with the issues on the agenda. The structure of the recording of the discussion of each item on the agenda is carried out according to the following scheme: THEY LISTENED THEY SPEAKED THEY DECIDED (DECIDED). These words are printed in capital letters. The word LISTENED is preceded by the number of the agenda item, followed by a colon. The speaker's surname is printed in the nominative case from the 1st position of the printing device; After the surname they put initials, then a dash and write the contents of the report in a capital letter in the form of direct speech. If the text of the report (speech) is transcribed or presented by the speaker in writing, then after the dash, “The report is attached” is also written in capital letters (in the protocol without quotation marks).

The discussion of the report may be preceded by questions to the speaker, which, along with the answers, are included in the LISTENED section. Before recording each question, the initials, surname and position of its author are indicated and a dash is placed. The content of the question is written in capital letters in the form of direct speech. Before formulating the answer, write the word “Answer” (in the protocol without quotation marks), put a dash and write the answer in the form of direct speech. The progress of the discussion of the report is reflected in the SPEAKERS section. A colon is placed after the word SPOKE. The speaker's surname is written in the nominative case from the 1st position of the printing device, then the initials and position of the speaker are indicated, a dash is placed and the content of the speech is printed in capital letters in the form of indirect speech.

The adopted decisions are contained in the RESOLVED (DECIDED) section. If there are several solutions, they are numbered in Arabic numerals with a dot. As a rule, each decision is accompanied by an indication of the position, surname and initials of the person responsible for its implementation and contains a deadline for execution. Decisions made collectively often require voting. In this case, after the RESOLVED section, the following is indicated: “Vote” or “Voted” (in the protocol without quotation marks) and the voting results are given: unanimously or for..., against..., abstained...

In practice, abbreviated and short forms of protocols are often used when a detailed record of the progress of discussion of issues is not required. In abbreviated protocols, after the list of those present or invited, the serial number of the item on the agenda is indicated and the title of the report is printed. The last line of the title of the report (agenda item) is underlined, and the names of the speakers in the order of their presentation are printed below the line (in parentheses). The title of each report ends with a protocol decision or resolution. The short form protocol indicates only the issues considered and decisions made. The operative part of the text of the protocol may contain a clause on the approval of any document. In this case, the approved document is attached to the protocol and has a link to its number and date. In practice, it is very often necessary to make extracts from protocols. The extract from the protocol contains the following details:

all details of the header part of the protocol: name of the organization, name of the type of document (EXTRACT FROM THE MINUTES), date (date of the meeting), protocol number (serial number of the meeting), place of preparation (place of the meeting);

title to the text;

all details of the introductory part of the protocol text: “Chairman”, “Secretary”, “Present”, “Invitees”, “AGENDA”;

individual details of the main part of the text of the protocol: “LISTENED”, “DECIDED”, “Vote”;

details of the formal part of the protocol: details “Signature”, including the words “Chairman”, “Secretary”, initials and surnames of the chairman and secretary (without their personal signatures since extracts, as a rule, are not signed with original signatures, but are certified by the secretary); a note on certification of the copy.

Thus, only those elements that need to be brought to the attention of interested officials are taken from the content of the protocol. To confirm established facts and events, several persons draw up an act. Acts are drawn up based on the results of audits of the activities of an enterprise or its structural unit and individual officials, during the acceptance and transfer of cases, the preparation of documents for destruction, and the acceptance of objects into operation.

Meetings are held in many organizations, no matter what form of ownership they have. On them, employees and managers exchange important information and make decisions. For the event to be effective, minutes of the meeting are created. The sample of this document is approximately the same in organizations. The rules are described below.

Meeting Types

These events can go wrong if you don't prepare for them. This function falls on the manager. He must determine the nature of the event. Experts distinguish several types of meetings:

1. Training (conference), the purpose of which is to provide employees with knowledge and improve their skills.
2. Informational. The event is required to summarize information and study different points of view on emerging issues.
3. Explanatory. At such meetings, managers convince employees of the correctness of the economic policy being implemented.
4. Problematic. The event is held to develop a method for solving current problems.

Whatever the type of meeting, it must be documented. This allows it to be carried out competently and in an organized manner.

Preparation

In order for the meeting to be effective, senior staff need to be aware of the following rules:

1. You need to clearly define the topic and desired outcomes. This will allow for an organized event.
2. Carefully develop the agenda. It is necessary to establish the sequence of consideration of issues. At the same time, it is better to start with easy questions and move on to more complex ones.
3. It is necessary to familiarize participants with the facts that will be discussed. This is best done before the meeting.
4. An invitation must be sent in advance to the persons who are to attend. If some cannot help in resolving issues, but need to know the results of the event, then they need to be provided with a protocol.
5. The location of the meeting should be chosen based on its purpose. The conditions in which people are accommodated are important in creating a business environment.

These nuances are fundamental in preparing for the meeting. If they are followed, the event will be held efficiently and in an organized manner.

Why are meeting minutes required?

Every organization holds regular meetings. This type of event helps resolve many pressing problems, make timely decisions on complex issues, and create a company development strategy. Often meetings are not recorded in minutes, which is considered the norm. Management can independently determine the list of activities during which recording is carried out. They also establish where this is not necessary.

The main purpose of the protocol is to record in writing all questions, tasks and opinions voiced at the meeting, as well as joint decision-making. The best form is considered to be 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 government agencies. Sample meeting minutes for different types of events are similar, with only minor differences.

Maintaining

The minutes of the meeting are kept by the head of the enterprise. But this function can also 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 of reports. This will allow you to prepare a document template to speed up the work of drafting the document. Samples of minutes of meetings for such events are similar at all enterprises.

When there are many participants, it is better to create a registration sheet where the full names of those who appear will be recorded. At the beginning of the meeting, the secretary approves the list of those present. The information is recorded by the secretary during the event. To improve the accuracy of logging, voice recordings are used. All words are recorded on digital media and then reproduced when the protocol is finalized.

If there are many participants at the meeting, then 2 secretaries are invited to take minutes. This kind of work speeds up the process if the event is delayed. Replies, remarks, comments that are not related to the topic of the meeting are not included in the content of the document. The minutes include the general meaning of the reports, questions and proposals. Decisions and instructions that are provided by the manager to individual employees are accurately recorded.

If the manager needs accurate information, he may require a report signed by the responsible person. Meetings discuss the state of affairs in general, so there is no need to take detailed notes. As a result, the minutes include the progress of the meeting: topics discussed, issues, decisions. Sometimes managers require verbatim recording of all phrases. This happens at meetings of modern organizations, at which many operational issues are resolved.

Decor

Meetings? The sample includes the basic information that should be included in the document. In government departments, protocols are kept on the basis of special forms. The usual form of a sample meeting minutes consists of:

1. Mandatory details (dates, numbers, company name, type of document indicating the event, location).
2. List of those present (full name, positions of participants). An attendance sheet may be used, in which everyone who came signs.
3. If persons from other institutions were present at the event, they must be entered in the “Invited” section.
4. Main part. It indicates 3 parts: listened (full name and position of the speakers, topics of speeches, presentation of the essence), spoke (full name and position of the person asking questions or providing comments), decided (the manager gives instructions or a resolution is imposed, deadlines for completing tasks are set).
5. At the end the signatures are given by the secretary and the manager. No stamp needed.

Using this sample protocol, you can 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 may take several hours or even days, it all depends on the amount of information.

The sample minutes of a meeting with the director are exactly the same as those held without him. Then the document is submitted for signature to the boss in charge of the event. The protocol is sent to interested parties or official statements are created with instructions for performers.

If minutes of a technical meeting are being drawn up, a sample of it may include 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 preparation of this document.

Operational meeting

This event has the following features:

1. Specific frequency, for example, every week.
2. A certain composition of those present.
3. Similar topics and questions.
4. Short duration.

The sample protocol for an operational meeting is the same as for a regular event. Only the secretary first gets acquainted with the algorithm of work and the questions for discussion. This speeds up work on the document, because most of it is formed in advance. The protocol is prepared quickly, the document is immediately submitted to management for signature.

Storage

To resolve the issue of storing protocols, the secretary needs to familiarize himself with the internal documents of the organization. It depends on the specifics of the enterprise. Documents related to meetings of the boards of directors or shareholders of the JSC are stored permanently. The protocols are left at the location of the current body of the organization. Meeting documents are typically retained for 3 or 5 years and then archived and destroyed based on instructions.

Conclusion

Minutes of meetings allow participants to remember the agenda and complete 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 a version of the protocol to interested parties.

Organizing meetings, sessions, conferences, meetings is necessary in order to resolve issues that have arisen.

In order to record the entire course of the meeting and indicate the decisions made, a protocol is used.

Minutes of the meeting

Before holding a meeting, it is necessary to collect the necessary information about the issue raised and determine the circle of subjects who should be present. These persons must be notified of the place and time of the meeting, as well as familiarize all persons present at the meeting with the issue raised.

In order for the protocol to be kept correctly, it is necessary to appoint in advance the person responsible for its preparation. In this case, it is necessary that the appointed person has competent written language and a fast speed of recording information. Information can be recorded both using electronic machines and by reflecting information on printed media. If the minutes are drawn up electronically, then at the end of the meeting it must be printed and provided to everyone present for review and signing.

Before the start of the meeting, it is necessary to provide the secretary who keeps the minutes with a list of persons present, their positions, draft solutions to the issue from each participant or theses on the meeting issue. This document will help the secretary enter more accurate and complete information into the protocol.

Contents of the protocol

As a general rule, the protocol should consist of three parts: header, introductory and main.

• name of the organization (full and abbreviated);
• document's name;
• number, date and place of drawing up this protocol. The date of preparation should always be the date of the meeting.

The introductory part indicates the secretary of the meeting and the chairman selected from among the meeting members and the agenda. The chairman is usually the head of the organization or the head of a structural unit. Next, in alphabetical order, all persons present at the meeting are reflected, indicating their positions.

If a large number of persons are present at the meeting, they are not listed in the protocol itself, but are indicated in an appendix to it, which is called an attendance sheet. It is recommended to put the signatures of each person who came to the meeting next to each name. The general minutes indicate only the total number of persons who attended the meeting.

The main part states:

• issues discussed at the meeting;
• persons speaking with messages, proposals, reports (the full name of the speaker, the title of the report, a short summary of the main provisions of the report are indicated if the full form of the protocol is kept);
• decisions taken on the issue at hand.

In modern management practice, the preparation of minutes of meetings is necessary to document the work of meetings under the leadership of managers of different ranks. Minutes are also used to record the proceedings of meetings, conferences and seminars. A sample and all the necessary rules for drawing up minutes of a meeting are further in our article.

In this article you will read:

• Why is the minutes of an organization meeting important?
• What form of meeting minutes is most preferable?
• What nuances does the minutes of the board of directors meeting include?
• What form of meeting minutes should you use?
• How are minutes of meetings processed?
• Where to find a sample of filling out meeting minutes
• Where is it recommended to store meeting minutes?

Why do you need minutes of the meeting?

A protocol based on the results of a collegial management action is necessary to document the past discussion of issues and decisions made.

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Drawing up minutes of a 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 has been:

– information document (documenting the progress of the discussion);

– administrative document (fixing the decision made based on the results 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 proceedings of meetings, conferences and seminars.

The decision on the need to draw up minutes is made at meetings by the manager who appoints them. If during the meeting there will be a discussion about informing employees on a certain issue about clarification of a previously made decision, then it may not be necessary to draw up minutes of the meeting. However, drawing up minutes may also be required at an operational meeting. In this case, data on the composition of those present, proposals or opinions expressed are recorded.

How to achieve the implementation of agreements adopted at the meeting

Alexander Shuvalov, General Director of the Tule Center company, Moscow

Even with the right organization of the meeting, observing the established regulations, agenda and constructive beliefs, the required result is not always ensured - the company fails to implement fundamental changes, as if the meeting had never taken place at all. This problem is not caused by laziness of employees. It is necessary to remember the serious problem of not recording an agreement at a 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 record it, or confused it. After a meeting, a person forgets about the information discussed at the meeting.

Therefore, drawing up meeting minutes has long become a habitual and mandatory rule for me. For this purpose, the secretary completed the appropriate course. We keep minutes of all meetings in our archives.

After the meeting, you need to remind all employees about the instructions - by email or entries 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 management there is a statement according to which minutes of meetings are drawn up on a common form. However, the general form for drawing up minutes and other documents is not used by all companies. First of all, it is used by state authorities and local governments. Indeed, according to regulatory legal acts, these bodies must use forms with the image of the coat of arms (State, coat of arms of a constituent entity of the Russian Federation or municipal entity), made in a typographical way. Other organizations have the right to independently choose the method of preparing forms for meeting minutes.

If a company does not work with printed forms for meeting minutes, then the choice is made in favor of computerized form templates - it is more convenient to work with specific types of form templates - letters, instructions, orders, memos, minutes, and other types of documents.

In this case, a general form is not required. To develop templates for forms, you should take into account the provisions of standard 6.30-2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for the preparation of documents" (section 4 "Requirements for document forms").

How to draw up minutes of a meeting

1) Header part of the protocol. It contains the following details:

– full name of the organization;

– type of document (PROTOCOL);

– number and date;

– place of drawing up the protocol;

– title to the text.

The name of the organization must be indicated along with the legal form. It must correspond to the official name of the organization (specified in the organization’s regulations or 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 can be indicated in a line below the full name - in brackets. If the company has a higher organization, the name of the latter is indicated above the name of the organization drawing up the document (recommended in abbreviated form).

For example:

public corporation
Agency "Distribution, processing, collection of press"
(JSC 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 minutes (and not limited to just the date of signing the minutes), which can be drawn up several days after the meeting itself).

Minutes are numbered within a calendar year, so the number (index) of the protocol is represented by the serial number of the meeting. It is assigned separately for each group of minutes that make up the company - 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 title to the text contains in the protocol an indication of the type of collegial activity (meeting, conference, session, etc.) and the name of the collegial body in the parent case. For example, meetings of the labor collective or meetings of heads of structural units.

The details of the header part can be placed in an angular or longitudinal way. The right to choose the appropriate option remains with the company.

2) Introductory part of the text. After the title, enter the initials and surnames of the chairman and secretary of the meeting. It is necessary to take into account that the chairman in the minutes is the official who conducts the meeting; according to the staffing table, his position is not indicated in the text.

The secretary is responsible for organizing the meeting, documenting its activities, drawing up and filing minutes. It is not necessary that the secretary of the meeting be an ex-officio secretary. After all, this job responsibility for an employee may be additional. If it is performed constantly, it is necessary to regulate it by job description. This work is assigned to the employee by the manager 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.

Invited: Executive Director of OJSC SMU No. 15 Shuvalov T.B., Financial Director of OJSC SMU No. 14 Osmanova M.T.

After the word “Presented,” on a new line we write in alphabetical order the initials and surnames of the company 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 (last name and initials) without indicating their position. When representatives of other organizations participate in the meeting, it is also necessary to indicate the positions and names of companies.

The list of meeting participants and invitees present is printed with one line spacing. Then a blank line is left and the agenda is printed at one line spacing. It is customary to print the main part of the text at 1.5 line spacing.

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Compiling the list of participants is the responsibility of the secretary. The list is compiled in advance as directed by the manager. This list is adjusted on the day of the event depending on the actual availability of officials.

If the minutes of a meeting of an extended (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 their total number is indicated. This quantity is determined based on the registration data - in this case, the registration list is included in the annexes to the protocol. In this case, the minutes of the meeting reflect the following data:

Present: 19 people (list attached).

The introductory part of the minutes indicates the agenda. The content of the agenda is determined by the leader who appoints the meeting, who will also be responsible for its conduct. If this document was distributed before the meeting, then 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, specifying the names of the speakers and the sequence of discussion of these issues.

The protocol for each item must indicate the initials and surname of the rapporteur.

Agenda:

1) On approval of information security rules.
Report by the head of the information department, Yu. R. Doronina.

2) On making changes to the staffing table.
Speech by Deputy General Director I. N. Sergeev

3) Main part of the text

The minutes of a company meeting, depending on the form of presentation of the text, can be complete and brief. The forms of the protocol differ from each other only in the completeness of coverage of the proceedings of the meeting. These forms do not imply differences in design:

Brief protocol – this document records:

– issues discussed at the meeting;

– names of speakers (rapporteurs);

– decisions made;

This protocol is usually maintained for the following cases:

– when the meeting is stenographed or recorded on a dictaphone;

– during an operational meeting, important importance is given to fixing the decision without detailing the course of the discussion.

A brief protocol of an organization’s meeting does not allow one to determine the course of discussion of the issue, comments made, opinions, or the process of developing the administrative part - the management decision.

A full protocol is intended to document a detailed picture of what is happening, including the content of reports and speeches of meeting participants, all opinions expressed, questions voiced, comments, remarks and positions.

Consequently, a complete protocol assumes the presence of three parts for each issue discussed - “LISTENED”, “SPEAKED”, “DECIDED” (“DECIDED”). And in short there are only two: “LISTENED” and “DECIDED” (“DECIDED”).

The body of the text contains the 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 - “LISTENED”, “SPEAKED”, “DECIDED” (“DECIDED”). The short protocol contains 2 parts. Print these words from the left margin in capital letters.

In the text of the protocol, after the word “LISTENED”, the surnames and initiatives of the main speaker must be indicated in the genitive case, with the recording of his speech presented through a dash. As a rule, the presentation is given in the 3rd person singular in the past tense. If a written report has been prepared and submitted to the secretary, only the topic of the report can be designated as a protocol, with the note “the text of the report is attached.” Let's look at an example:

1. LISTENED:

Petrova V.Yu. - on the results of the implementation of the sales department work plan 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.

After the word “SPEAKED,” the minutes must indicate the surnames and initials of the participants in the discussion. Each surname and initials in the text of the protocol are printed on a new line in the nominative case.

Recordings of speeches are indicated after the last name, separated by a dash, and presented in the third person singular. This part also contains questions that were voiced during the report or after its completion, with an indication of the answers to them.

If there are no discussions or questions at the meeting, the “SPEAKING” part is omitted; this fragment consists of only 2 parts “LISTENED” and “DECIDED” (“DECIDED”). Perhaps this is also for the full record when considering some issues on the agenda.

The word “DECIDED” (or “DECIDED”) is followed by the text of the operative part of the corresponding agenda item. When making several decisions on one issue, they must be numbered in Arabic numerals. The first digit will show the item number, 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 issue 2, not 2, but 2.1 will be indicated.

1.1. Prepare a program for improving the qualifications of salespeople using the Company’s full-time specialists for the 2nd quarter of 2009 by 03/03/2009. Responsible – head of personnel service Ushakov L.B.

1.1. Head of HR Service L.B. Ushakov prepare a program for improving the qualifications of salespeople using the Company’s full-time specialists for the 2nd quarter of 2009. Deadline: 03/03/2009.

According to the usual practice of drawing up minutes of a meeting, voting results are not intended to be recorded. Although, if a vote was taken, it must be reflected in the operative paragraph. Minutes of general meetings require many specifics - including when reflecting voting data on decisions, recording these decisions in the minutes of the counting commission, as well as the minutes of the general meeting of shareholders. Let's look at an example:

1.1. Approve the candidacy of A.E. Fedorov. to the position of financial director of the Company.

1.1. Approve the annual report, balance sheet, profit and loss 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.

Does the minutes of the meeting have legal force?

Minutes are drawn up on the basis of stenographic, handwritten or audio recordings taken at the meeting. After the meeting, the secretary retypes the records, formatting them in accordance with the stated requirements, and submitting them to the chairman of the meeting for editing. The protocol, taking into account this rule, is signed and receives the force of an official document.

The legal force of the protocol - its reliability, formality, indisputability - depends on the rules of execution. The standard definition suggests: “legal force is the property of an official document imparted to it by the current legislation, the competence of the body that issued it and the established procedure for execution.” If the specified registration rules are followed, then the minutes of the organization’s meeting are given legal force when signed by 2 persons - the chairman and the secretary.

The minutes of an organization's meeting are an internal document, therefore, as a rule, there is no stamp on it.

If the minutes of an organization's meeting are drawn up on several pages, it is necessary to number the second and subsequent pages. Page numbers are entered in Arabic numerals without indicating the word “page” (page), without using quotation marks, hyphens and other signs.

What is the deadline for preparing the protocol?

The general rule suggests that the period for preparing the minutes of a meeting should not be more than five days. A specific date for the readiness of the meeting minutes can be set by the head who chaired the meeting or by the chairman of a permanent collegial body. The deadline for drawing up the protocol may be established in the regulations of the collegial body.

However, for some varieties, clear deadlines are established in accordance with certain documents.

The decisions that were made during the meeting should be communicated to employees either by mailing or copies of the entire minutes, or as an extract of the operative part. Induction of employees in small companies is sometimes carried out against signature, having drawn up a sheet for familiarization with the protocol.

Preparation based on decisions made by other administrative documents is also practiced - for example, an order from the head of a 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 forming distributed teams of managers, analysts and developers, Moscow

When agreeing on the minutes of a meeting with partners, I work using an iPad. When commenting on each paragraph of a document, I use the PDF Converter and PDF Expert applications. With the help of the first I was able to convert a document by mail into PFD format, the second is very convenient for writing 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 prepare an extract from the minutes of a 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 that relates to the agenda item in respect of which the extract is drawn up. In this case, 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.

An extract from the protocol is signed only by the secretary, who is also responsible for drawing up the certification. It contains the word “True”, 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 to be submitted to another organization, it must be certified with a seal.

Where and how to store meeting minutes

The storage of meeting minutes depends on the form of office work adopted in a particular company. With centralized office management, the storage of meeting minutes is possible with the secretary, in the office management service. The storage location within the framework of decentralized records management is determined by the structure of the company - usually the secretariats of officials holding meetings are used.

Protocols are compiled into files according to the nomenclature of cases, but in any case it is necessary to form them in separate files - depending on the name of the collegial body or the type of meeting being held.

Management meetings are held by the General Director. An expert council headed by the general director has been created within the company's structure. Minutes of meetings and the expert council must be compiled into 2 separate files.

Protocols of different types are characterized by a constant shelf life. These include minutes of the collegial executive body, control and audit bodies, expert, scientific, methodological councils, meetings with the heads of the organization, general meetings of shareholders and shareholders.

Information about the author and company

Alexander Shuvalov, General Director of the Tule Center company, Moscow. In 1993 he graduated from the Moscow State Institute of International Relations. He began his career in the UK at Boeing. 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 - head of the Anhel GmbH group of companies. Since 2008, he has been the head of national sales at the Novotex textile holding. In 2009–2010 – executive director of the investment fund LloydsBankingGroup (London).

Ilya Alyabushev, Product Director at IDeside, business consultant in the field of forming distributed teams of managers, analysts and developers, Moscow. Graduated from South Ural State University. Before joining the IDeside company, he oversaw the development of projects at the Astra – System Technologies holding company and participated in the creation of comprehensive security monitoring systems in cities. Received a certificate from the international association ScrumAlliance.