The results of the meetings require documentary recording in the form of minutes. When drafting this document, it is important to reflect the main point of the discussion, presenting the entire discussion as succinctly as possible.
The minutes are drawn up after the meeting by the secretary of the meeting, who must either make notes during the discussion, or keep a dictaphone record. The second option is the most optimal for resolving possible disputes.
Visually, the document consists of the following parts:
- general information;
- the agenda of the meeting;
- discussion and decisions made.
General information
This block of information includes the title, location (city, date, time of the meeting), a list of persons present. The title of the meeting is the title. For example, a meeting of the working group on personnel issues. The block of date and time indicates information about the meeting directly held, and not about the date of signing the protocol.
If the meeting is held by a permanent structure (commission, working group, etc.), then the general information indicates the full name of the permanent chairman and secretary of the meeting.
When drawing up the list of those present, the names of positions and places of work of the invitees should be indicated. This block of information begins with the word "Present." In the event that the meeting provides for a vote, then those present in the minutes are divided into two groups - with the right to vote and without the right to take part in the vote.
Meeting agenda
The agenda of the meeting is formed before the meeting. However, there are exceptions, for example - for urgent meetings. This block lists the issues of the meeting without specifying the speakers and the time limit for the reports. Even if a meeting is convened to discuss one issue, it is not included in the title of the document, but is drawn up in the form of an agenda.
Depending on the time limit for the speech, the presented agenda can be approved automatically or put to a vote by the chairman. In this case, the discussion begins with the question of approving the agenda of the meeting. If there are no objections, then in the minutes such a decision is drawn up as follows: "The issue of agreeing the agenda has been put to a vote." The following are the results of voting in the form: "Voted: for - (number of votes), against - no, abstaining - no."
Discussion and decision making
The largest block of questions is reserved for reflecting the course of the discussion. Each issue on the agenda is placed in a separate block, starting with the wording from the agenda. This is followed by the course of the report, which is made out in the following form: “Listened: (full name of the speaker)”. Experienced transcribers recommend not to transcribe speeches, but to leave a general meaning, which can be expressed in several sentences. If it is important to preserve the meaning of most of the report, then you can cite the theses of the speech or excerpts from the presentation in the annex to the protocol, making a reference to it in the text of the document.
The same applies to the reflection of the course of the discussion. If several speakers adhere to the same point of view, then their speeches can be formalized in the following form: “Speakers (full names of speakers) who supported the speaker's opinion”.
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 made in the form of specific formulations, which must be presented unambiguously and accurately. Decisions on purely informational speeches can be taken into account by the participants in the meeting.
If the meeting provides for a vote, the minutes after each issue should contain its results: “The decision was taken unanimously”, “The decision was made by a majority of votes”, “The decision was not made.” Similar notes should be made in cases where questions are removed from discussion, postponed to another meeting or not considered due to the absence of a speaker.
At the end, the minutes are signed by the presiding officer and the secretary and, if necessary, certified by the seal of the organization that convened the meeting.
