Sample minutes of a production meeting at an enterprise. Minutes of the general meeting (sample). How are the minutes of the general meeting drawn up?

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. By different materials Different contact persons may be indicated.

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 ( CEO)
• Ivanov Sergey Semenovich (head of security service) ( [email protected], ext. t. 02345)
• Erokhin Andrey Anatolyevich (head of service information technologies) ([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 to have another box for all employees Email- 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.

What are the differences between business text and speech formats? Formal vocabulary...
Business text style. Character traits formal vocabulary. The style of the official...

Management competencies. A good, successful leader, boss,...
Leadership skills. What a leader must be able to do to be successful, respect...

Order, decision, instruction, instruction. Sample, template, text, line...
Sample order, decision, instruction or instruction. Detailed comments, explaining...

Schedule of work, provision of services, delivery. Compose. Issue...
Schedule. Sample, tips for drafting....

In management practice, such types of protocols are used as protocols of intent, approval protocols, and protocols for the seizure of material evidence (documents). Among the main documents general meeting The law calls shareholders the minutes of the meeting and the minutes of the counting commission.

In addition, a protocol can be drawn up by one official during the implementation of administrative functions - a protocol for a traffic accident, a protocol for arrest, etc. Each of these types of protocol has a corresponding standard form.

In this article we will talk about protocol drawn up based on the results of a collegial management action- meetings, conferences or meetings. This document is intended for documentation collegial discussion of issues and decision-making.

In Russian office work, the protocol has been used since the beginning of the 18th century, from the period when it began to be practiced in management practice to discuss an issue before making a decision. Historically, the protocol is:

• and an information document (which documents the progress of the discussion),
• and an administrative document (the decision made as a result of the discussion is recorded).

In modern management practice, minutes are drawn up to document the activities of meetings held by managers of different ranks. Minutes are also used to reflect the work of conferences, meetings, seminars, etc.

The decision on the need to draw up minutes during operational meetings is made by the manager who appoints and conducts them. If the meeting is about informing subordinates about some problem, about explaining a previously made decision, etc., then a protocol may not be needed. But the need to draw up minutes of such an operational meeting is also possible. In this case, the protocol will record the composition of those present, opinions or proposals expressed.

Preparing for the meeting

Features of documenting the work of permanent collegial bodies

Permanent collegial bodies (councils, boards, commissions) differ high degree organizing your work.

This is expressed in availability:

• work regulations;
• work plan for the coming year;
• own apparatus, headed by a secretary.

This list of three points (maximum program) in reality can be reduced to a single secretary of a collegial body (minimum program). Now let's comment on these three points in more detail.

IN regulations The collegial body determines the frequency of meetings, the type of decisions made, the procedure for documenting activities, the day and time of the meeting. Sometimes at enterprises there are regulations for holding meetings that relate to the work of not just one collegial body, but any collegial activity.

The protocol is among necessary documents, first of all, because it records the fact of the meeting, the decisions made at it, and the timing of their implementation. This document may subsequently serve as the basis for issuing a decision or resolution (i.e., an administrative document) of this collegial body.

Permanent collegial bodies must have work plan for the year, which includes the main issues scheduled for discussion.

Permanent collegial bodies usually have apparatus, which ensures the functioning of this organ. This division is headed by a secretary (secretary of the academic council, secretary of the board, etc.), who belongs to the category of specialists or managers. This executive bears responsibility for the organization of meetings, and for documenting the activities of permanent collegial bodies, and for the safety of documents.

Preparing for meetings

But meetings as a form of collegial decision-making can be held with any composition of participants, not only members of the collegial body. These could be meetings of department heads or meetings of specialists from certain structural units on a specific issue. In any case, when it comes to organizing a meeting of more than 3 people, it cannot be left to chance. The better the preparation of the meeting, the less time will be spent on discussion during the meeting itself, and even more so effective solutions will be accepted.

During the preparation of the meeting, documents appear successively, which then become appendices to the minutes, or information from them flows into it.

The first document in this series is agenda I. It is compiled by the secretary based on the instructions of the chairman (of the collegial body or of this particular meeting) and the provisions of the regulations (if any). When forming the agenda, it is necessary to take into account the complexity of the issues being discussed so that the discussion fits into the time allotted for the meeting.

The agenda is sent to meeting participants and invitees. Several copies of the summons remain with the secretary. They are used to draw up future minutes and to conduct the meeting.

The agenda indicates the number and sequence of issues discussed, the names of the speakers, the date and time of the meeting, as well as its location. Thus, the agenda is both a notification document about the upcoming meeting and an invitation to participants.

The agenda can take any form. Here are two options; the first is more formal (see Example 1), and the second is also suitable for conducting operational meetings (see Example 2). Although it is precisely when preparing operational meetings that the secretary often ignores sending out the agenda to in writing, limited only to verbal information to the participants.

During the preparation of each meeting, it is customary to collect information from the speakers in advance. abstracts of reports or speeches , as well as information and reference documents illustrating them (tables, graphs, economic calculations, certificates, etc.). All these materials are replicated according to the number of meeting participants and distributed to them.

These documents must include draft decision on each issue included in the agenda. The rapporteurs prepare drafts of such decisions. The secretary’s task is to receive these documents in a timely manner and reproduce them in the required number of copies (according to the number of participants). Materials for the meeting should be sent out 48 hours before it starts, so that people have time to read them and prepare for the discussion. Email is often used for distribution.

During the preparation of the meeting, preparation may be made registration sheet or appearance list of its participants (See Example 13). Such a document is drawn up when the number of participants is more than 15 people (then these persons are not listed among those present in the protocol, instead this document is an appendix to the minutes), as well as in preparation for a meeting of a permanent collegial body (the presence of a quorum is important at it). When the presence of a quorum is important at a meeting, the preparation of such a registration sheet becomes mandatory - this list is necessary to document the attendance of certain persons at the meeting, which is confirmed, as a rule, by a personal signature on the list.

At the beginning of the meeting, personal signatures are collected by the secretary, walking around those arriving at the meeting. The second common way to collect signatures and control the number of people present is to register participants. Registration usually begins 30 minutes and ends 5 minutes before the start of the meeting.

Thus, even before the start of the meeting/meeting, the secretary must have the following documents: agenda, abstracts of speeches and draft decisions on each issue, list of participants.

Standard rules for drawing up a protocol

The procedure for drawing up the protocol is determined by GOST R 6.30-2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Documentation requirements." This GOST defines the rules for the design of the heading and final parts of this document, as well as the requirements for its text.

Protocol header

The following details are placed in the header part of the protocol:

• full name of the organization;
• type of document (PROTOCOL);
• number and date;
• place of drawing up the protocol;
• title to the text.

Name of company is always indicated along with the organizational and legal form and must correspond to the officially established name (in the charter or regulations of the organization). In this case, the organizational and legal form should be written not as an abbreviation, but in full.

If the organization has an officially registered abbreviated name, then it may also be present in parentheses on a line below the full name (see Example 3).

If an organization has a parent organization, then its name is indicated above the name of the organization that authored the document, preferably in an abbreviated form (see Example 5).

So look at possible options design:

Example 3

public corporation
Agency "Distribution, processing, collection of press"
(JSC Agency "Rospechat")

Example 4

Closed Joint Stock Company "New Technologies"

Example 5

FEDERAL EDUCATION AGENCY

State educational institution
higher vocational education
Voronezh Polytechnic University

Date minutes is the day of the meeting. If the meeting lasted several days, then the date of the minutes includes the dates of its beginning and end (and not the date of signing the minutes, which may be drawn up several days after the end of the event itself).

Example 6

The meeting of the board of directors of the joint-stock company lasted 2 days: January 13 and 14, 2009. The protocol was drawn up the next day and signed the day after the end of the meeting - January 16.

In this situation, the date of the protocol will be “01/13 - 14/2009” or the same period, but in a more complete spelling “01/13/2009 - 01/14/2009”. A verbal-numeric method of indicating the date “January 13-14, 2009” is also possible.

Protocols number within the calendar year, therefore the number (index) of the minutes is the serial number of the meeting. Sequential numbers are assigned separately for each group of minutes that are compiled in the organization: minutes of general meetings of shareholders, minutes of meetings of the directorate, minutes of meetings are numbered separately technical council, minutes of meetings labor collective etc.

There is a “fashion” for writing the document number and date, consisting of one digit, in two digits: to do this, add a zero at the beginning. You can hear the explanation here following property: the presence of a zero (“No. 01” or “December 01, 2008”) will not allow you to add another number in its place and thus turn 1 into 11, 21 or 31. But we emphasize that there are no indications for such writing in regulatory framework not contained. It's just a fairly common practice.

Place of compilation It is important to indicate a document in cases where it is difficult to determine by the name of the organization, as well as in cases where the meeting is held in another locality, and not where the organization that authored the document is located. In accordance with GOST R 6.30-2003 (clause 3.12), the place of preparation of the document is indicated taking into account the accepted administrative-territorial division, using only generally accepted abbreviations.

Title to text the protocol contains an indication of the type of collegial activity (meeting, meeting, session, etc.) and the name of the collegial body in genitive case.

Example 7

Meetings of the methodological council

Workforce meetings

Meetings of heads of structural divisions

The details of the header part can be positioned longitudinally (Example 8) or angularly (Example 9). The choice of option remains with the organization.

Example 9

Closed joint stock company
"Glass Container Factory"

PROTOCOL

13 - 14.01.2009 № 1
Kamyshin

Executive meetings
structural divisions

Introductory part of the text

The text of the protocol includes introductory and main parts.

In the introductory part of the protocol, initials and surnames are given after the title chairman and secretary of the meeting . It should be borne in mind that in the protocol the chairman is the official conducting the meeting, his position according to staffing table not indicated in the text.

Secretary - the person responsible for organizing the meeting and documenting its activities, i.e. preparation and execution of the protocol. The secretary of a meeting (session) is not necessarily a secretary by virtue of his position. This official duty may be additional for the employee. It should be enshrined in his job description if it is performed constantly. This work may be assigned to the employee by the supervisor if it is performed as a one-time assignment.

Example 10

Collapse Show

The functions of the chairman of the meeting of heads of divisions can be performed by Deputy General Director Pankov, and the functions of the secretary of the meeting can be performed by his personal assistant Egorova. In this case, their positions according to the staff list (deputy general director and personal assistant to the deputy general director) are not included in the protocol. These people will appear in it only as the chairman and secretary of the meeting (see the following example).

Example 11

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 OJSC "SMU No. 15" Shuvalov T.B., financial director of OJSC "SMU No. 14" Osmanova M.T.

WITH new line after the word "Present" V alphabetical order list the initials and surnames of officials of the organization who participate in the discussion and decision-making at the meeting.

If other officials of their organization are invited to the meeting, they are listed in the section "Invited" in alphabetical order (last name and initials) without indicating position. If representatives of other organizations take part in the meeting, then their positions and the names of the organizations are indicated (see Example 11).

The list of present participants and invited persons is printed with 1 line spacing. Next, one empty line is left and the agenda is printed after 1 line spacing. But the main part of the text of the protocol is usually printed at 1.5 line spacing.

Compiling a list of meeting participants is the responsibility of the secretary. The list is compiled in advance as directed by the manager (it is needed to notify participants about the date of the meeting and the agenda; preliminary distribution of reference materials for studying issues and preparing for discussion is desirable). On the day of the meeting, the list of those present is adjusted based on the actual presence of officials.

When drawing up the minutes of an extended meeting (more than 15 people) or a permanent collegial body, the names of the participants are not listed in the minutes, but are indicated by their number total. It is determined based on the results of registration; the registration list in this case becomes one of the annexes to the protocol (see Example 13). In this case, the protocol indicates:

Example 12

Present: 19 people (list attached).

The introductory part of the protocol includes agenda . Its content is determined by the leader who schedules the meeting and will lead it. If such a document was sent to participants before the meeting, then information from it should be transferred to the minutes.

The agenda in the minutes contains a list of issues that are discussed at the meeting, establishes the sequence of their discussion and the names of the speakers (rapporteurs).

Agenda items are numbered Arabic numerals and begin with the preposition “O” or “About”, answering the question “about what?”. For each item, the protocol must indicate the initials and surname of the rapporteur - the official who prepared this issue.

Example 14

Agenda:

1. On approval of information security rules.
   Chief's report information department Doronina Yu.R.
2. On changes to the staffing table.
   Speech by Deputy General Director I.N. Sergeev

Main part of the text

The difference between the short and full forms of the protocol - before everything was simple

According to the form of presentation of the text, protocols are divided into short and complete.

The different forms of protocol differ from each other only in the completeness of coverage of the proceedings of the meeting. There are no differences in design between these forms. This postulate operates on the basis practical experience, which is set out in any textbook on office management.

Brief protocol is a document that records:

• issues discussed at the meeting,
• names of speakers and
• decisions made.

Such a protocol is usually carried out in the following cases:

• when the meeting is stenographed (the transcript of speeches will be an appendix to the minutes) or recorded on a dictaphone;
• when the meeting is of an operational nature and it is important to record the decision made without detailing the course of the discussion.

Using a short protocol, it is impossible to imagine the course of discussion of the issue, the opinions expressed, comments, the process of developing the administrative part, i.e. management decision. An example of it is given in Example 22.

Full protocol(see Example 21) allows you to document a detailed picture of what is happening, conveys the content of the reports and speeches of the meeting participants, all opinions expressed, questions and remarks voiced, comments, positions.

Thus, in the full protocol for each issue under consideration there are 3 parts: “LISTENED”, “SPEAKED”, “DECIDED” (“DECIDED”). And in short there are only two: “LISTENED” and “DECIDED” (“DECIDED”).

The main body of the protocol contains as many sections as there are items included in the agenda. In accordance with it, sections are numbered. Each section consists of three parts for a full protocol - “LISTENED”, “SPEAKED”, “DECIDED” (“DECIDED”) - or two for a short one. These words are printed in capital letters from the left margin.

After the word “LISTENED” in the protocol test, the surname and initials of the main speaker are indicated in the genitive case (listened to whom?), and the recording of his speech is given through a dash. The presentation is usually in the third person singular in the past tense (see Example 15). If the text of the report is prepared in writing and submitted to the secretary, then in the protocol you can indicate only the topic of the report and then write “the text of the report is attached” (Example 16).

Example 15

1. LISTENED:

Petrova V.Yu. - on the results of the implementation of the sales department’s work plan for the 4th quarter of 2008. He noted that the plan was 100% fulfilled.

Example 16

1. LISTENED:

Petrova V.Yu. - The text of the report is attached.

In the full protocol, after the word “SPEAKED,” the surnames and initials of the participants in the discussion of the issue are indicated. In the text of the protocol, each surname and initials of the speaker are printed on a new line in nominative case(who spoke?). The presentation of the recording of the speech is separated from the surname by a dash; it is presented in the third person singular. In the same part of the text, questions asked during the report or after its completion, as well as answers to them, are recorded.

If there is no discussion or questions at the meeting in the minutes, the part “SPEAKED” is omitted, and this fragment of text consists of only two parts: “HEARD” and “DECIDED” (“DECIDED”). This is also possible in the full protocol on some issues on the agenda.

After the word “DECIDED” (or “DECIDED”), the text of the operative part of the corresponding agenda item is printed. If several decisions are made on one issue, they are numbered in Arabic numerals, the first digit indicates the number of the agenda item, the second - the number of the decision taken.

Example 17

If three decisions are made on the first item on the agenda, they will be numbered 1.1, 1.2 and 1.3.

If only one decision has been made on the second item of the agenda, then its number will be 2.1, and not 2, as some people mistakenly write.

The text of the operative part is formulated according to the standard model adopted in administrative documents and answers the questions: who should do what and by what time (in this case, the responsible executor may be indicated at the beginning of the text or at the end).

Example 18

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 - boss personnel service Ushakov L.B.

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

The usual practice of drawing up protocols does not provide for recording the voting results. But if it took place, then this should be reflected in the operative paragraph. In more simple design this is shown in Example 19. There are many specifics in the minutes of general meetings of shareholders, incl. it is also in the order of reflecting the results of voting on decisions made; these results are recorded in the minutes of the counting commission and in the minutes of the general meeting of shareholders (see Example 20).

Example 19

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

Example 20

Collapse Show

1.1. Approve the annual report, balance sheet, profit and loss statement for 2007; Development plan and list of the most important tasks for 2008.

Voting results: “FOR” - 78 votes (97.5% of total number 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.

Formal part of the protocol

Minutes are compiled from handwritten, stenographic or audio recordings taken during the meeting. After the meeting, the secretary retypes the records, formats them in accordance with the stated requirements and submits them to the chairman of the meeting for editing. Taking into account its amendments, the protocol is signed and becomes an official document.

The legal force of the protocol, i.e. formality, reliability, indisputability, depends not only on the rules of registration. According to the standard definition, “legal force is the property of an official document given to it by the current legislation, the competence of the body that issued it and in accordance with the established procedure" Subject to the stated rules of execution, the protocol acquires legal force after signing two persons: chairman and secretary.

Registration of this props does not cause any difficulties, because... it is the same for all protocol forms we considered in the article (see Examples 21, 22). Signatures are separated from the text by 2 or 3 line spacing. The words “Chairman” and “Secretary” are printed from the border of the left margin, the last letter of the surname is limited to the right margin.

The protocol is an internal document, therefore seal It is usually not placed on it.

If the protocol takes up several pages, the second and subsequent pages must be numbered. Page numbers are written in Arabic numerals without the word “page” (page), without using hyphens, quotation marks, or other characters.

Protocol preparation time By general rule should not exceed 5 days. The specific date for the readiness of the protocol can be set by the head who chaired the meeting or the chairman of a permanent collegial body. The deadline for drawing up the protocol may also be established in the regulations of the collegial body.

But some documents set their own clear deadlines for certain types of protocols. For example, the law “On Joint Stock Companies” prescribes joint stock companies It takes 3 days to draw up the minutes of a meeting of the Board of Directors, but it takes as much as 15 days to draw up such a complex document as the minutes of the general meeting of shareholders.

The decisions taken at the meeting communicated to employees either in the form of sending copies of the entire protocol, or extracts of the operative part. In small organizations, familiarization of employees with decisions made is sometimes organized against signature, for which a familiarization sheet is prepared for the protocol.

It is also practiced to prepare other administrative documents on the basis of adopted decisions, for example, a decision of a collegial body or an order from the head of an organization.

“When there is no agreement among comrades”

One could calm down with all of the above, but with the entry into force of the new Standard instructions on office work in federal bodies executive power(approved by order of the Ministry of Culture of Russia dated November 8, 2005 No. 536) a lot has changed. At least this document introduced preparation of short protocols for federal bodies executive power, for which the provisions of this normative document are mandatory.

And they differ from the practice of drawing up a short form of the protocol that has been developed up to this point. We present the results of our comparison in tabular form (see Table 1).

As for the office work of a specific federal body, everyone has their own own instructions, which may not coincide with the Standard one (pay attention to paragraphs 1.2 and 1.3 of this regulatory document cited below). Precisely in its own way local instructions It's a matter of production and everything works. And for those who do not work in federal bodies, I always advise you to treat the Model Instructions as exemplary (i.e., not mandatory for execution). In addition, GOST R ISO 15489-1-2007 “System of standards for information, library and publishing. Document management. General requirements". And its main idea is that the organization needs to “prescribe”, approve the rules for document management and follow them. And this example with a short protocol is very indicative - in all cases when there are no specific instructions in the legislative and regulatory framework or there are discrepancies, any organization is forced to establish its own rules. In this case, it is possible to ensure clarity and clarity of design, and most importantly, the legal force of the document.

Document fragment

Collapse Show

Standard instructions for office work in federal executive authorities (approved by order of the Ministry of Culture of Russia dated November 8, 2005 No. 536)

1.2. The standard instructions for office work in federal executive authorities (hereinafter referred to as the Standard Instructions) establish General requirements to the functioning of services documentation support management, documentation management activities and organization of work with documents in federal executive authorities - ministries, services, agencies.

1.3. Federal executive authorities organize and conduct office work on the basis of the Model Regulations internal organization federal executive authorities... individual instructions on office work, regulations of federal executive authorities, other normative and methodological documents and this Model Instruction. Individual instructions for records management are approved by the heads of federal executive authorities after agreement with the Federal Archival Agency.

Drawing up an extract from the protocol

A very common documentation practice is to draw up extracts from the protocol.

An extract from the protocol is exact copy parts of the text of the original protocol relating to the item on the agenda for which the extract is being prepared. At the same time, all the details of the form, the introductory part of the text, the agenda item on which the extract is being prepared, as well as the text reflecting its discussion and the decision made on it are reproduced.

The extract from the protocol is signed only by the secretary, who also draws up the certification. It consists of the word “True”, an indication of the position of the person certifying the extract, his personal signature, surname, initials and date (see Example 24).

If an extract from the protocol is issued for submission to another organization, then it is certified by a seal.

How to properly store protocols?

Protocols are stored depending on the form of office work existing in the organization. If office work is carried out centrally, then the protocols can be stored with the secretary of the organization, in the office work service. In decentralized records management, the storage location is determined by the structure of the organization, usually in the secretariats of those officials who conduct meetings.

In cases, protocols are formed in accordance with the nomenclature of cases, but in any case they should be formed into separate cases depending on the type of meeting or the name of the collegial body.

Example 23

Management meetings are chaired by the General Director. An expert council has been created within the structure of the organization, which is also headed by the general director. Minutes of meetings and expert council should be formed into two different cases.

Many types of protocols have a permanent retention period. These include minutes of the collegial executive body (collegium, directorate, board, etc.), control and audit bodies, scientific, expert, methodological councils, meetings with the heads of the organization, general meetings of shareholders, shareholders (item 5 of the List of standard management documents generated in the activities organizations, indicating storage periods).

Footnotes

Collapse Show

PRACTICAL WORK 8

INFORMATION AND REFERENCE DOCUMENTS

PROTOCOL, ACT

Most documents created by institutions are informational and reference. These documents contain information about the actual state of affairs. Information and reference documents include: certificates, memos, acts, letters, etc. They are of an auxiliary nature and are not binding. The information contained therein may be taken into account.

Protocol

The protocol occupies a special place in the system of organizational and administrative documentation. It can be classified as information documents (since it contains information, it contains information about the progress of the discussion of some management issues), and since it contains an operative part. can be considered as an administrative document.

Protocol -, a document recording the progress of discussion of issues and decision-making at meetings, conferences, meetings, conferences, and other forms of work of collegial bodies (boards of committees and ministries, municipal governments, as well as scientific, technical and methodological councils).

Meetings of shareholders and meetings of boards of directors are subject to mandatory minutes.

Protocols are submitted to the authorities state power for registration (for example, when registering commercial banks, chambers of commerce and industry, etc.). Minutes are also drawn up to document the activities of temporary collegial bodies (conferences, meetings, meetings, seminars, etc.).

The minutes are drawn up on the basis of records that were kept at the meeting by the secretary manually or using a voice recorder.

Depending on the type of meeting and the status of the collegial body, the form of the protocol is selected: short, full or stenographic.

Brief protocol– records the issues discussed at the meeting, the names of the speakers and the decisions made. It is recommended to keep such minutes only in cases where the meeting is taken in shorthand, reports and texts of speeches will be presented to the secretary, or when the meeting is of an operational nature.

Full protocol – records not only the issues discussed, decisions made and names of speakers, but also fairly 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.

Verbatim protocol – compiled on the basis verbatim report about the meeting (transcripts) and conveys verbatim the process of discussing each issue and developing a decision on it.

Full and stenographic protocols are compiled on the basis of handwritten stenographic or tape recordings.

All types of protocols are drawn up on a common form, which includes the following details: name of the institution, type of document, place to put the date, index of the document, place where the protocol was drawn up, place for the heading to the text. The date of the minutes is the date of the meeting. If it lasted several days, then the protocol date includes the start and end dates. The number (index) of the protocol is the serial number of the meeting. The title to the text reflects the type of meeting or collegial activity (Minutes - meetings of the collegium).

The text of the protocol includes introductory and main parts.

In the water part of the protocol, after the title, the surnames and initials of the chairman and secretary of the meeting are given. Starting on a new line after the word attended, the surnames and initials of the permanent members of the collegial body are listed in alphabetical order (in the short form of the protocol this data is omitted), as well as the surnames, initials and positions of the invitees. The words “Chairman”, “Secretary”, “Present” are written with a capital letter from the beginning of the left edge. When drawing up the minutes of an extended meeting, the names of the participants are not listed, but their total number is indicated. Counting of participants is carried out according to registration lists, which are transferred to the secretary of the meeting and become one of the annexes to the minutes.

The water part of the protocol includes the agenda. It lists the issues discussed at the meeting with the names of the speakers (speakers) and sets out the sequence of their discussion. It lists the issues discussed at the meeting with the names of the speakers and sets out the sequence of their discussion. The agenda for the meeting is drawn up in advance and must include optimal quantity questions.

The main body of the protocol contains as many sections as there are items included in the agenda. In accordance with it, sections are numbered.

Each section consists of three parts: “LISTENED”, “SPEAKED”, “DECIDED”, which are printed in capital letters in order to highlight in the text of the protocol the speech of the main speaker, the participants in the discussion of the issue and the operative part formulating the solution to the issue. For the same purpose, in the text of the protocol, each surname and initials of the speaker are printed on a new line in the nominative case. The presentation of the recording of the speech is separated from the surname by a hyphen, it is presented in the third person singular, and the content of the report is written in the form of direct speech. If the text of the report is shorthand or presented in writing by the speaker, then after the dash they also write in capital letters – “The report is attached.”

The number of the agenda item is placed before the word “LISTENED”, followed by a colon.

The progress of the discussion of the report is reflected in the “SPEAKING” section. Questions and answers are recorded in the “SPEAKING” section. The words question and answer are not written.

For example:

A.V. Smirnov - Have measures been taken to eliminate...?

Decisions made are contained in the “RESOLVED” section. If there are several solutions, they are numbered in Arabic numerals with a dot. 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 example:

DECIDED:

1. Prepare a draft of a new Staff Regulation. Responsible – HR manager Rodionova N.P. Deadline – November 18, 2001.

The operative part is structured according to the following scheme: action – performer – deadline. The executor can be an organization, a structural unit or a specific official.

The protocol may record the decision to approve a document. In this case, the protocol should have a reference to the date and document number, and the document itself should be attached to the protocol.

During elections, the protocol indicates the voting results for each candidate.

The minutes are signed by the chairman and secretary. The secretary edits the text, introduces each speaker to the recording of his speech and obtains the signature of the speaker who agrees with the recording of his speech. The minutes of the meeting to be kept, which are chosen by the presidium, are signed by the chairman, secretary and all members of the presidium.

An extract from the protocol is an exact copy of part of the text of the original protocol. At the same time, all the details of the form, the introductory part of the text, and the agenda item for which the extract is being prepared are reproduced. The extract from the protocol is signed only by the secretary, who also draws up the certification. It consists of the word “Correct”, an indication of the position of the person certifying the extract, a personal signature, surname, initials and date. If an extract is given for submission to another organization, it is certified by a seal.

Sample protocol format

(with longitudinal arrangement of details)

Coat of arms of the Russian Federation

Name of company

PROTOCOL

____________________ № _________________

date

_______________________________

Place of publication

Heading:

Meetings of the commission on...

Chairman - Smirnov S.S.

Secretary - Antonova M.I.

Present: 30 people (list attached)

(if there are up to 15 people, then in the protocol

surnames with initials are indicated

in alphabetical order separated by commas)

AGENDA:

1. About the procedure for preparing for the conference.

Head's report...

1. LISTENED:

Sokolov A.I. - The text of the report is attached.

SPEAKERS:

Ivanov M.I. - a short recording of the speech (from a third person).

DECIDED:

1.1. Approve...

2. LISTENED:

SPEAKERS:

DECIDED:

Chairman Signature S.S. Smirnov

Act– a document drawn up by several persons and confirming specific facts or actions.

Acts are drawn up in different situations and therefore have many varieties:

· act of acceptance of work under the contract;

· act of acceptance and transfer of documents;

· act of write-off of materials;

· commercial act;

· inspection report, etc.

Acts are drawn up by a commission, either permanent or appointed at the direction of the managers.

Special group form commercial acts establishing facts of damage, spoilage or shortage of cargo, or other violations of transportation rules. Such an act is drawn up on standard printed form and filled out without blots, erasures or strikethroughs. All additions and corrections to the act must be agreed upon and certified by the signatures of both parties.

If the act is an internal document of the enterprise, it is drawn up on a general form. If the act is an external document, then it must contain background information about the organization.

The act must have:

· name of the organization (structural unit);

· name of the document type;

· title to the text;

· signatures;

· seal;

· applications; (if there are copies of supporting documents).

The text of the act consists of introductory and stating parts.

The water part of the act indicates the basis for its preparation. This may be a reference to a document, to an oral order from management, to any facts, events, or actions.

The act may have a title, for example: “Act on shortage of consumer goods” or “Act of acceptance and transfer of documents marked “Confidential”.

The main part of the act states:

· goals and objectives;

· the timing of the work carried out by the commission;

· results (findings, conclusions, proposals).

After the text and note about the application, if necessary, information about the number of copies of the act, their location or the addressees to whom they were sent is indicated.

The act is signed by all persons who took part in its preparation.

For a number of acts (material, financial and other important issues) requires approval by the manager and certification with the seal of the enterprise.

Acts of audits and inspections are familiarized to all persons whose activities they affect. Moreover, in the act, after the signatures of the drafters, there is a note “The act has been read: positions, signatures, transcripts of signatures and dates.”

For example:

Compiled by:

Chairman_____________________________________________

Members of the commission:

Members of the commission: 1. _____________________________________

Position, surname, initials

Present: 1. _____________________________________

Position, surname, initials

The names of the commission members and those present are arranged alphabetically. The job title also includes the name of the institution.

The stating part begins with a paragraph. It sets out the goals, objectives and essence of the work done by the drafters of the act, and its results. The results of the work can be presented in the form of a table.

In the final part of the act, conclusions are drawn or recommendations are made. This part of the text is optional - the act may end with a statement of facts.

After the text, before the signatures, if necessary, indicate the number of completed copies of the act and their location (this part of the act is also optional). For example:

Compiled in 3 copies:

1st copy sent to the Ministry of Economy of Russia

2nd copy sent to the Ministry of Railways of Russia

3rd copy - in business 05-24.

Complete the text of the act with a signature. The act is signed by the chairman of the commission and all drafters. When signing, positions are not indicated before last names. For example:

Chairman of the Commission Signature K.Ya. Lakin

Members of the commission: ______________ V.N. Kirillov

Signature

______________ I.N. Potapov

Signature

N.N. Lamshina

Signature

As in any document, in the act there is a heading before the text, starting with the preposition “O” (“About”) and formulated using the verbal noun “On inspection”, “On acceptance-transfer”, “On write-off”, “On destruction” " and so on.

Some types of acts require approval. For example, an act on the liquidation of an institution is approved by the head of a higher department (minister), an act on the allocation of documents and files for destruction - by the head of the institution. The approval is stamped in accordance with the requirements of GOST R 6.30-97.

Here's an example of how to write a document:

Ministry of Culture of Russia APPROVED

Committee on Culture Chairman of the Committee

Administration Signature N.I. Petrov

___________________________ ___________________

Name of area Date

18.05.2000 № 12

Novosibirsk city

On checking the safety of documents in the committee

Reason: order of the chairman of the committee dated April 20, 2000 No. 102 “On checking the safety of management documents.”

Compiled by a commission consisting of:

Chairman: Deputy Chairman of the Committee Sidorov G.V.

Members of the commission: 1. Head. general department Grigorieva N.I.

2. Inspector of the HR department Mikhailova G.G.

3. Deputy Chief Accountant S.I. Myshkin

4. Referent Prokudin M.V.

During the period from May 16 to May 18, 2000, the commission checked the organization and storage conditions of management documents in the culture committee. Documents are stored in structural divisions and in the general department.

The nomenclature of files is annually agreed upon with the Novosibirsk Regional Archive. No facts of destruction, loss, damage or illegal destruction of documents have been established.

Compiled in 2 copies:

1st - to case No. 1-23

2nd - to the regional archive.

Chairman of the Commission Signature G.V. Sidorov

Members of the commission: Signature N.I. Grigorieva

Signature GG. Mikhailova

Signature S.I. Myshkina

Signature M.V. Prokudina

Option 2

Document the result of the audit of the work of the Sibtekhmash OJSC enterprise, which was carried out from 02/01/2000 to 03/01/2000. As a result of the audit, the following shortcomings were identified: personnel records are not streamlined, some personal files of engineers are in a neglected state; Unreasonable write-off of packaging paper, nails and spare parts for equipment repair is allowed; in the mechanical shop there was an excess consumption of solder in the amount of 60 kg; Warehouse manager P.I. Yakovlev untimely shipped returnable containers to suppliers, for which the plant paid a fine in the amount of 1.5 thousand rubles. Determine the remaining data at your discretion.

Secretary Signature M.A. Antonova

16. Draw up minutes of the meeting of the plant inventory commission gas equipment, at which the issue of the results of the inventory of warehouse No. 2 of auxiliary materials was considered. At the meeting, a resolution was adopted to approve the inventory results and attribute shortages at the expense of the warehouse manager auxiliary materials in the amount of 365 million rubles, and a matching statement for warehouse No. 2 and an explanatory note from the warehouse manager were also read out. Determine the remaining data at your discretion.

17. Draw up a complete protocol of the general meeting of workers of the production cooperative “Launch”, at which the issue of creating production was discussed building materials for construction residential buildings. At the meeting, the chairman heard information about the possibility of creating such a workshop and the prospects for its work. After discussion, it was decided to instruct the chairman and his deputy for construction to begin work within 6 months and allocate 315 million rubles for these purposes.

18. Write a short protocol production meeting workers of the planning and economic department of the medical preparations plant, at which the issue of early development of a technical industrial financial plan for 1998 was considered. After discussion, the production meeting decided to develop a technical industrial financial plan three days ahead of schedule. Enter the rest of the information yourself.

Related information.

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 leader. 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. Conditions for accommodating people 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 to resolve many acute problems, make timely decisions on complex tasks, 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. Best form a detailed protocol is considered. 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 forms The activities are similar, there are 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 signed report 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 in meetings. modern organizations, where 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 is electronic resources for prompt preparation and distribution of this documentation. Therefore, it will be convenient for the secretary to present a version of the protocol to interested parties.