How to write a conclusive results protocol

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You have been chosen to write minutes for the next meeting? In most cases, the enthusiasm for this task among those involved is limited. Although it is taken for granted that everyone knows how to Results log but in reality very few people know how to do this straight away. How to write a conclusive result protocol, you will learn in this article.

Writing a results protocol: These tips you should consider in advance

Especially in lively meetings it can be difficult to keep to the essentials as a minute taker. At the same time, there is a requirement not to omit any relevant information, because the minutes often serve later as a Action plan, which shows who is to do what and by when. A little preparation will help you keep track of things right from the start. This is how you can proceed:

Results log or progress log: What is requested?

If you have been selected to take the minutes for a meeting, you will usually find out some time before the meeting. Now begins your Prepare. First of all, you should ask the chairperson of the meeting or the person who took the minutes last time whether you want a record of the results or a record of the proceedings.

The most important difference is that a results protocol is limited to the essentials, while a Progress log A comprehensive transcript that includes not only the results, but also all of the participants’ contributions to the discussion.

The Results protocol is the most common type of protocol in the business environment. If you are responsible for them, the challenge is to write down all the essential content of the meeting in a short, clear and understandable way. To ensure that you can follow the sometimes turbulent discussions well, you should know the topics and content of the meeting in advance, if possible.

Familiarize yourself with the content of the meeting

Read the Agenda or agenda of the meeting thoroughly and find out from colleagues, superiors or through specialist articles what exactly is involved. Prior knowledge makes it easier to follow the discussion and at the same time to separate what is important from what is unimportant.

The result protocol template: This belongs into it

For the basic information of the result protocol you can make a template, which you then fill in quickly and effortlessly on the spot. Especially suitable is a short table, whose heading communicates the occasion, such as "Chairpersons’ kick-off meeting".

The following items belong in the minutes template as a sort of must-have:

The Date is important for later documentation.

Note the beginning and end of the session by the Time.

Where the meeting took place? The Location, For example, "Conference Room 2," is listed here.

Who is in charge or chair? Under the item "Meeting management"you will find this information.

Under "Taking minutes" you can find the name of the person who makes the protocol.

The Participants are usually recorded by means of a separate attendance list, in which they enter themselves. Also missing persons are named here by the protocol writer. As the person taking the minutes, refer to the attendance list under "Participants", for example by saying "see attendance list".

Attachments are often part of individual agenda items. A typical example is quotes, price lists, and estimates for new purchases or repairs of company property. As the recorder of the minutes, you briefly list them and attach them to the minutes as an appendix.

Capture the Items on the agenda (TOP) clearly in advance, for example, one TOP per page or per table field. If the discussion ever jumps back and forth between topics, this makes it easier for you to quickly assign the results correctly.

Minutes of results: Structure and components

A protocol of results usually consists of three Components:

Part one contains the basic Information on the occasion, date, place, time, chairing of the meeting, taking of minutes, participants, items on the agenda and attachments. You can create a template for all these points, which provides you with the structure and thus makes your work easier.

The Core of the result protocol is in the second part. All resolutions, agreements, voting results and motions are documented here. Record the voting results in figures by votes in favor, votes against, and abstentions. Note requests in their exact wording, accompanied by the name of the applicant. For extensive claims, you can include the document as an attachment. If participants arrive late or leave the meeting early, this information should also be included in the minutes of the meeting.

After checking for spelling mistakes, errors in content, and ambiguities, make revisions and "clean copy" if necessary. Finally, sign the minutes of the meeting and submit them to the meeting management Signature before. With her or his signature, the session leader confirms the accuracy of the minutes and at the same time authorizes the announcement of the minutes to the participants.

Result protocol sample: This is how your result protocol could look like

There are numerous free minutes templates for meetings in Word format that you can Customize according to your needs can. However, you also have the option of creating your own protocol template that you and your colleagues can refer to as needed. We have created a sample for you:

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