An example of maintaining a protocol for a planning meeting in a clinic. Sample minutes of the general meeting

Sample meeting minutes. How to write a transcript of a discussion. How to write a protocol - instructions and examples. Writing tips, structure, templates (10+)

Protocol of the meeting. Example, template, sample

Structure, meeting minutes template

• Date, time and place of the event
• Initiator
• Person organizing the event (with contact information)
• List of participants (including positions and contact information)
• Composition of the secretariat / full name of the secretary (with contact information)

List of materials that were sent to the meeting

Transcript of the first speaker's speech

• First question (comment) to the first speaker (Who asked, transcript)
• Answer to the first question (Transcript)
• Second question (comment) to the first speaker (Who asked, transcript)
• Answer to the second question (Transcript)
• Last question (comment) to the first speaker (Who asked, transcript)
• Answer to the last question (Transcript)

Transcript of the second speaker's speech

Decisions made

• The first proposal made (wording, who submitted it)
• Voting results (generalized - in case of secret voting, detailed - in case of roll call)

• Second proposal made
• Final wording taking into account the adjustments and amendments made and adopted
• Voting results
• Accepted / rejected / sent for revision

Signature of the secretary (chairman of the secretariat)

Materials for the meeting

Before the meeting, participants are sent materials necessary to prepare the meeting and make decisions, for example, information notes, preliminary versions of documents (plans, contracts, budgets, etc.) that need to be approved at the meeting. All meeting participants are sent information about the date, time and location of the meeting, who initiated the meeting, and the contact person who is organizing the event. You can ask the contact person questions of an organizational nature (how to get there, how to order a pass, where to park the car). Substantive questions are asked to contact persons, who must be indicated in the materials. Different contact persons may be indicated for different materials.

Example, sample protocol

Date, time and place of the meeting: 10/01/2010 12:30 - 13:30 Central office. Meeting room N34.

Initiator: General Director Svistunova Olga Vasilievna

Person organizing the meeting: Assistant to the General Director Erofeev Grigory Anatolyevich ( [email protected], ext. t. 07703)

List of participants

• Svistunova Olga Vasilievna (General Director)
• Ivanov Sergey Semenovich (head of security service) ( [email protected], ext. t. 02345)
• Erokhin Andrey Anatolyevich (Head of Information Technology Service) ( [email protected], ext. t. 02455)
• Trifonov Gennady Petrovich (Head of Financial Department) ( [email protected], ext. t. 01003)

Secretary of the meeting: Assistant to the General Director Grigory Anatolyevich Erofeev

The following were sent to the meeting:

• Internal memo from the head of the security service on the rules for generating employee email addresses
• Proposals from the head of the information technology service on measures to combat spam

Security Chief's Report

The company has adopted rules for encoding employee email addresses (initials and the first two letters of the last name), which allow third parties to easily find out the email address of any employee. This leads to streams of unauthorized emails with various commercial offers and other useless information.

There were no questions asked regarding the presentation.

Report of the head of the information technology service

There is no option to refuse existing addresses, since they are known to key counterparties and regulatory authorities. I propose that all employees should have another email account for active correspondence. Develop the encoding so that it is not possible to identify the employee’s address by his full name. Configure mail filters so that mail to old addresses is subject to strict filtering. Filtering mail to new addresses should be made more gentle. If possible, notify counterparties of changes in addresses. The work will be carried out by the Information Technology Department.

Question The speaker was asked by the head of the financial department: Have the costs of organizing the proposed system been worked out by the information technology department? Perhaps it would be more efficient to outsource this work?

Answer. No, the issue has not been studied.

A comment head of the financial department: I propose to approve the decision in the following wording: The Information Technology Department should develop measures to correct the situation with email addresses and work out the issue of the costs of their implementation on their own and by outsourcers. Take the least expensive option.

Answer. No objections.

Decisions made

Change the order in which email addresses are encoded. Keep email addresses in the old encoding, but strictly filter emails sent to them.

To complete the task, the information technology department will develop a work assignment within five working days. Within another five working days, determine the costs of performing the work yourself and the costs of outsourcing. Decide how the work will be performed based on cost calculations. Carry out the work on your own or by outsourcers within 15 working days. Entrust control over the implementation of the decision to the head of the security service.

Unfortunately, errors are periodically found in articles; they are corrected, articles are supplemented, developed, and new ones are prepared.

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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.

At meetings, meetings, sessions, conferences.

The minutes document the activities of permanent collegial bodies, such as boards of committees and ministries, municipal governments, as well as scientific, technical, and methodological councils. In addition, meetings held by heads of structural divisions, deputy general directors, and directors can also be recorded.

It is common to draw up minutes to document the activities of temporary collegial bodies (conferences, meetings, seminars, etc.).

The minutes are drawn up by the secretary based on the notes he kept at the meeting. These may be short notes, transcripts or voice recordings. To prepare the minutes, the secretary collects the abstracts of reports and speeches, and draft decisions before the meeting.

Protocol drawn up on a general form.

Title, date and protocol number

The protocol header will be name of the collegial body or type of meeting. For example, Minutes of (what?) a meeting of the pedagogical council; meetings of heads of structural units, etc.

The date of the minutes is the date of the meeting (minutes, as a rule, are drawn up after the meeting). If the meeting lasted several days, the date of the minutes includes the start and end dates.

For example: 21 — 24.07.2009 .

The number (index) of the protocol is the serial number of the meeting within the calendar year or the term of office of the collegial body.

Protocol text includes the following parts:

• introductory;
• main

Introductory part

In the introductory part of the protocol, after the title, the surnames and initials of the chairman and secretary of the meeting are given. From a new line after the word " Present» list in alphabetical order the surnames and initials of the officials present at the meeting.

If there were persons from other countries at the meeting, then after the word “Presented” the word “” is printed on a new line. Invited"and a list of invited persons is indicated; in this case, the position and name of the organization are indicated before each name.

In the introductory part of the protocol the agenda is indicated.

It consists of a list of issues that are discussed at the meeting, and establishes the sequence of their discussion and the names of the speakers (rapporteurs). Each item on the agenda is numbered with an Arabic numeral and is formulated using the prepositions “O” or “About”. For example: “On approval of educational programs”; “On summing up the results of the academic year.”

For each item, the rapporteur (the official who prepared the issue) is indicated.

Main part

In accordance with the sequence of issues on the agenda, the text of the main part of the protocol is drawn up - it should contain as many sections as the number of items included in the agenda.

Thus, the header part of the protocol is always formatted in the same way. But the text of the protocol can be presented in different forms: short or complete.

Brief protocol— records the issues discussed at the meeting, the names of the speakers and the decisions made. Such minutes are most often kept in cases where the meeting is of an operational nature (see Fig. 3.3.).

Full protocol- contains information not only about the issues discussed, decisions made and the names of speakers, but also quite detailed records conveying the content of the reports and speeches of the meeting participants, all opinions expressed, questions and remarks voiced, comments, positions. Full minutes allow you to document a detailed picture of the meeting (see Figure 3.4).

When using any form of protocol, its text will be divided into as many sections as there are items on the agenda.

Each section consists of three parts: “LISTENED”, “SPEAKED”, “DECIDED” (“DECIDED”), which are printed from the left margin in capital letters. This design makes it possible to highlight in the text the speech of the main speaker, the participants in the discussion of the issue, and the operative part in which the decision is formulated.

In the part " LISTENED"The text of the speech is stated. At the beginning of the text, from a new line in the nominative case, indicate the surname of the speaker. The recording of the speech is separated from the last name by a dash. The speech is presented in the third person singular. It is allowed, instead of recording a speech, to indicate after the last name (“The recording of the speech is attached”, “The text of the report is attached”).

In the latter case, the reports become an appendix to the protocol.

In the part " PERFORMED» from a new line in the nominative case indicate the surname of the speaker and after a dash, the text of the speech or the question (if it was asked to the speaker during the speech).

In the part " DECIDED"("DECIDED") reflect the decision made on the issue under discussion. The text of the operative part is printed in full in any form of the protocol.

The text of the entire protocol is printed at 1.5 line spacing.

The minutes are drawn up by the secretary of the meeting. The minutes are signed by the secretary and submitted to the chairman for signature within 3 (three) working days after the meeting.

Signatures are separated from the text by 3 line spacing. The title of the position is printed from the border of the left margin, the last letter of the surname is limited to the right margin.

On the day the protocol is signed by the chairman, it must be registered.

Extract from the protocol

An extract from the minutes is an exact copy of part of the text of the original minutes relating to the agenda item for which the extract is being prepared. The extract reproduces 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 reflecting the discussion of the issue and the decision made. The extract from the protocol is signed only by the secretary, who also certifies it. The certification inscription is written by hand and consists of the word “True”, an indication of the position of the person certifying the copy (extract), personal signature, surname, initials and date (see Fig. 3.5).

Extracts from protocols sometimes replace such an administrative decision as a decision. In this case, the extract serves as a tool for communicating the decisions made to the executors. In this case, the secretary, for example, of the Management Board, no later than 2 (two) days after signing the minutes of the meeting, distributes extracts from the minutes on individual issues to the responsible executives. The statements are signed by the secretary.

Extracts from protocols sent to another organization must be certified with a seal.

Original copies of the minutes are compiled by the secretary into files according to the type of meeting. For example, “Minutes of general meetings”, “Minutes of meetings of the Board of Directors”, “Minutes of meetings with the director”, etc. Within a case, protocols are systematized by numbers and chronology. Cases are formed during the calendar year.

Instructions

The one who leads protocol meetings, must be aware of all past meetings in order to understand the logic of the decisions made. If you are driving protocol at a meeting, take protocol from several previous meetings. At the meeting, immediately record the issues raised for the day.

Next to each item on the agenda, write down all the thoughts expressed during the meeting. meetings. It's possible, because protocol will definitely not be in progress meetings, and him. The point of these notes is that with them you will not miss any important thoughts expressed. Also write down the names of those speaking so you can remember who said what and on what topic. Write down only facts from statements, not personal opinions or assumptions.

Self protocol and should happen immediately after meetings so that important points are not forgotten or records are lost. The protocol must contain a brief description meetings in a business style. To do this, use indirect speech, write everything in the past: “I.I. Ivanov noted that...”.

note

Name of the organization. Date of. Agenda. Those present (number or names). We listened. It was decided. We listened. It was decided. Solution.

Helpful advice

Title, date and protocol number. The title of the protocol will be the name of the collegial body or type of meeting. For example, Minutes of (what?) a meeting of the pedagogical council; meetings of heads of structural units, etc. But the text of the protocol can be presented in different forms: short or complete. Brief minutes - records the issues discussed at the meeting, the names of the speakers and the decisions made. Such minutes are most often kept in cases where the meeting is of an operational nature.

Related article

Sources:

• Sample minutes of a technical council meeting

Protocol meetings is a document that contains a step-by-step record of how issues were discussed and what decisions were made. The document is drawn up within the next three days after the meeting. The basic rules for drawing up the protocol are as follows.

Instructions

The document is drawn up on the basis of rough handwritten notes, audio recordings or transcripts kept during the meeting; materials prepared directly for the meeting are also used: speeches, draft decisions, agenda and lists of those present.

The first line of the protocol contains the official name of the enterprise or organization. On the second - in capital letters the type of document PROTOCOL. Below is the date of the meeting (not the day the records were made), the number assigned during registration, and the document was drawn up. Next, in the lower left corner, in capital letters, there is a note about the type of meeting. Don't forget to agree in the genitive case with the word "protocol". For example, “meetings of department heads.”

The introductory part of the document contains the following data: full name of the chairman and number of meeting participants and specially invited people, meeting agenda. The names of members of the collegial body or persons with the right to vote are written strictly alphabetically. When indicating the total number of those present, without listing the names in the protocol itself, a reference to the registration list is required (“the list is attached”). The list should be in the appendices to the protocol. Lastly, a numbered list of issues discussed is written down, indicating the names of speakers and speakers.

The main part of this type of document consists of three structural parts, depending on the number of issues on the agenda. Each part is built according to the following scheme: “listened” or “spoke”, “decided”, “decided” or “decided”. They record the progress of the meeting and discussion on each agenda item. In the “spoken” part, sometimes the answers are also written down. For example:
“Question: If a decision is made about the enterprise, will employees be fired?
Answer: No" (surnames do not need to be indicated)
The voting results are also recorded in the “resolved” section. Either “Unanimously” or “for” - 10, “against” - 4, “abstained” - 3. The text is written in the imperative mood, the deadline and performer must be indicated.

At the end of the completed minutes, the signature of the chairman and secretary is placed.

The results of meetings require documentation in the form of minutes. In compiling this document, it is important to capture the gist of the discussion by presenting the entire discussion as concisely as possible.

The minutes are drawn up after the meeting by the secretary of the meeting, who must either take notes during the discussion or keep a dictaphone recording. The second option is the most optimal for resolving possible disputes.

Visually, the document consists of the following parts:

1. general information;


2. agenda;


3. discussion and decisions made.

General information

This block of information includes the title, location (city, date, time of the meeting), and a list of persons present. The title is the name of the meeting. For example, a working group on personnel issues. The date and time block indicates information about the meeting itself, and not about the date the minutes were signed.

If the meeting is held by a permanent structure (commission, working group, etc.), then the full name of the permanent chairman and secretary of the meeting is indicated in the general information.

When preparing a list of persons present, the names of positions and places of work of those invited should be indicated. This block of information begins with the word “Present.” If the meeting involves voting, then those present in the minutes are divided into two groups - with the right to vote and without the right to take part in voting.

Meeting agenda

The agenda for the meeting is formed before the meeting. However, there are exceptions, for example during urgent meetings. This block lists the issues of the meeting without specifying the speakers or the time limit for reports. Even if a meeting is convened to discuss one issue, it is not included in the title of the document, but is formalized in the form of an agenda.

Depending on the rules of speech, the submitted agenda can be approved automatically or put to a vote by the chairman. In this case, the discussion begins with the issue of approving the agenda for the meeting. If there are no objections, then in the minutes such a decision is formalized as follows: “The issue of agreeing on the agenda has been put to a vote.” The following are the voting results in the form: “Voted: for – (number of votes), against – no, abstained – no.”

Discussion and decision making

The largest block of questions is reserved to reflect the course of the discussion. Each item on the agenda is included in a separate block, starting with the wording from the agenda. This is followed by the progress of the report, which is formatted as follows: “Listen to: (name of the speaker).” Experienced protocol takers recommend not taking shorthand statements, but leaving a general meaning that can be expressed in several sentences. If it is important to preserve the meaning of most of the report, then you can provide the abstract of the speech or excerpts from the presentation in an appendix to the protocol, making a link to it in the text of the document.

The same applies to reflecting the progress of the discussion. If several speakers adhere to the same point of view, then their speeches can be formatted in the following form: “Speakers (names of speakers) who supported the opinion of the speaker.”

As a result of each question, a solution must be formulated. It should be prepared in advance in the draft decisions or formulated by the meeting participants themselves during the discussion. Decisions are formalized in the form of specific formulations that must be presented unambiguously and accurately. Decisions on purely informational speeches may be taken into account by the meeting participants.

If the meeting involves voting, the minutes after each question should indicate its results: “The decision was made unanimously,” “The decision was made by a majority of votes,” “The decision was not made.” Similar notes should be made in cases where issues are removed from discussion or postponed to another meeting or are not considered due to the absence of a speaker.

At the end, the minutes are signed by the chairman and the secretary and, if necessary, certified by the seal of the organization that convened the meeting.

Video on the topic

Please answer two questions regarding the preparation of minutes of the meeting/meeting:

If the agenda includes an informational issue, for example, “On the progress of construction...”, then:

• Is it necessary to make any decision like: “Take into account.” Or can the question be left without an operative part?
• Should such issues be included on the agenda at all?

Is it always necessary in the protocol to at least briefly indicate the content of speeches during the discussion of an issue requiring a decision, or can one simply indicate: “A discussion was held ...” and then - “Resolved (decided)”?

Answer to the first question The reader is contained in the very definition of a protocol as a type of document: a protocol is a document that records the progress of discussion of issues and decision-making at meetings, meetings, conferences and sessions of collegial bodies, i.e. the process of making management decisions and the decisions themselves.

So, the protocol contains a record of the progress of the discussion of issues and the adoption of decisions on them. If a regular report of an informational nature is being made, which is not subject to discussion and no decisions are made on it, then there is no point in including it as a separate item on the agenda. Then a decision like “Take note” will not need to be written down in the protocol.

If the reader's question should be understood as a question about whether it is in principle permissible to write the wording “Take note” as a decision made, then the answer to it will be affirmative. Yes, it's acceptable. Indeed, even in the sample format for a short protocol, which is given in Appendix No. 10 to the Standard Instructions for Office Work in Federal Executive Bodies, such wording of the decision is present (see Example 2).

But in real management practice, “naked information” is extremely rare. And the progress of construction requires constant monitoring. At a minimum, based on the results of such a report, a decision may be made to set the next date for informing about the progress of construction, for example, in a month at the next meeting or in the form of a written report provided to specific officials.

So, the question “About the progress of construction...” can be not only informative. Depending on the progress of construction, those present at the meeting/meeting may:

• or approve it (if everything goes according to a pre-planned plan),
• or decide on the need for emergency measures to rectify the situation, to shift deadlines, to change the work plan, etc.,
• and also set the date and form of the next “checkpoint”.

It turns out that based on the results of the report on the progress of construction, a collegial decision is still made. Then its wording needs to be recorded in the protocol in the part “RESOLVED (DECIDED)”.

Answer the second question The reader will be helped by the rules for drawing up a protocol, which are contained in the Standard Instructions for Office Work in Federal Executive Bodies (approved by Order of the Ministry of Culture of Russia dated November 8, 2005 No. 536).

The text of the protocol consists of two parts:

• introductory and
• basic.

Sample of complete protocols. in Example 1.

The introductory part indicates the chairman, secretary and those present (invited). The introductory part of the protocol ends with the agenda - a list of issues under consideration, listed in order of their importance, indicating the rapporteur for each agenda item. Each question is numbered with an Arabic numeral, and its name begins with the preposition “O” (“About”), which is printed from the border of the left margin.

The main part of the minutes is divided into sections according to the agenda items. The text of each section is structured according to the scheme: “LISTENED - SPEAKED - DECIDED (DECIDED).”

In the “SPEAKING” part, the names and initials of all those who spoke on this issue and a brief summary of their speeches are indicated. The content of the speech can be formalized separately, then the footnote “the text of the speech is attached” is included in the protocol (see section 2 of the protocol from Example 1).

If there were no speeches or discussions, then the “SPEAKING” part is simply not included; then this section of the protocol will consist of only two parts: “HEARD” and “DECIDED (DECIDED)” (see section 1 of the protocol from Example 1).

In office work practice, a short protocol is also used when a detailed record of the progress of discussion of issues is not required. We gave its form in Example 2.

Such a protocol only indicates:

• list of those present,
• issues under consideration and
• decisions made.

First, let's look at how the Standard Instructions for Office Work in Federal Executive Bodies prescribes the preparation of a short form of the protocol. At the same time, we would like to remind you that the provisions of this document are binding only for federal executive authorities. Other organizations may, at their own discretion, borrow for themselves the forms of documents and work technologies described in the Standard Instructions.

Document fragment

Let us note that in the previous Standard Instructions for Office Work in Federal Executive Bodies, approved by Order of the Russian Archives of November 27, 2000 No. 68 and currently no longer in force, there were no provisions devoted to a short protocol. Those. Previously, the preparation of short protocols was not regulated at the federal level, so they were drawn up in accordance with the instructions for record keeping of a specific organization. And instructions for office work of organizations, in turn, were compiled on the basis of practical experience, which was presented in any textbook on office work.

In the Standard Instructions for Office Work in Federal Executive Bodies, currently in force (approved by Order of the Ministry of Culture of Russia dated November 8, 2005 No. 536), paragraph 2.7.3.4 appeared, dedicated to a short protocol. Therefore, the paperwork instructions developed by federal executive authorities must contain the same requirements for the preparation of a short protocol. At the same time, we note that in the requirements set out in paragraph 2.7.3.4 of the Model Instructions, there are “innovations in design” that are not typical for the generally accepted practice of drawing up short protocols. These primarily include:

• exclusion from the introductory part of the agenda;
• centering the name of the question and underlining it with one line below the last line;
• registration of information about those present;
• rules for the design of the main part.

For clarity, we will show Appendix No. 10 to the current Standard Instructions for Office Work in Federal Executive Bodies, which contains a sample of a short protocol.