Writing a log in 9 steps: process & result

Often it goes like this: It is meeting and one is looked out, who grudgingly takes on the thankless task of writing a protocol - which nobody reads afterwards. Protocol are very important. But important: It has to be a good protocol.

Good protocol - what does that mean?

There is a lot of ignorance about the criteria that a good protocol should meet. So: A protocol serves the objective Information via meeting, event, session, seminar, committee, debate, discussion or the like. Minutes should be complete and contain no personal comments or thoughts.

The minutes serve as documentation for the participants and for information for those who are not present. A distinction is made between two types of logs: In result logs, the results are one meeting or session, regardless of how they came about.

exceptions prove the rule

Exception: Decisions are formulated in the wording (with voting results). In history logs, the course of a meeting or meeting is recorded, including all suggestions, objections, discussions, and remarks.

In the following, however, no distinction is made between these two forms, since the procedure is always the same for the transferee and, moreover, mixed forms often exist in practice - only the remarks in the middle section differ according to the above delimitation.

Write the log - but how?

"Today you write the protocol!" says he Executive quite casually. And now? How do you create an optimal report? How do you get everything important in the meeting and manage to keep the red thread at the same time? And what is even important?

If the meeting is over and the recording clerk has worked hard, the most annoying part of the work follows: you have to write the log on the computer. It is not that difficult if you pay attention to a few points.

Step 1: Clarify organizational questions with the chairperson

Talk to the session leader and get the following information:

• When does the meeting or session begin?
• When should you be present as a journalist?
• Is a result or history protocol desirable?
• Is a nomination of the speakers required in the minutes?
• How long will the meeting or session take?
• Until when should you have created the log?
• Who should read or release the log?
• Who should receive the minutes?
• Are there already documents (agenda, applications) that can be made available to you so that you can read into the topic?

Step 2: Provide all tools

Most journalists make notes on paper; only a few are typing their transcripts directly into a laptop. If you also prefer paper, then provide enough sheets and functional writing tools.

Maybe you want to use color pencils and text markers? If there is a company-internal form for protocol notices, use it.

Step 3: Appear on time at the venue

Come early in the conference room to secure a place from which you can see and hear all the participants.

It is also advantageous if you also have a place that allows good eye contact to the chairperson.

Step 4: Complete the log header

Now note the reason, place, date, participant, direction and start of the meeting or meeting. If you do not have the invitation and the agenda yet, have them given by the session leader at the latest.

If the participants are not personally known to you, leave a list of participants at the beginning. If this is not possible, you can have the participant names given to the chairperson immediately after the end of the event.

Step 5: Record the progress or the results

Once the actual event has started, you have to concentrate fully in order not to miss a post. Depending on the type of protocol – see above – draw up Now take notes. It is advisable to use a separate sheet for each agenda item; number these papers so you don't get confused.

What do you do if you don't quite understand something or don't fast were able to write enough? Quite simply: you ask. Everyone understands if you miss something. Of course, you shouldn't ask too often...

If applications are submitted orally, it is advisable to read the transcript and have the applicant confirm that the application was written down correctly. When voting on motions, you must record the result precisely: "10 yes votes, 8 No- Votes, 2 abstentions.”

Step 6: Fill the log footer

After completing the meeting or meeting, enter the end time in your form. Make sure that you have a copy of all documents distributed during the course.

Talk briefly with the session leader and ask him if there are any changes due to the course of the event (such as a necessary earlier completion of the protocol or an extended distribution loop).

Step 7: Compose the actual protocol

It's best if you tackle this task right away, because that way you'll still have the history fresh in your mind Head and can use your memory to compensate for any gaps in the transcript.

Experienced protocol agents reserve sufficient time for the preparation of the protocol in the calendar immediately after a meeting or session. The more detailed and precise your inscription was, the easier you are now.

You should pay attention to this when writing

In general, take a brief look at the importance of the post or topic. And: The protocol language has some special features that you should consider:

• Write in a factually-distanced style.
• Interpretations or evaluations are not desired (unlike the memo!)
• Avoid transfers between agenda items.
• In the progress log, write in the present form, in the result log either in the present or first past tense (“said”).
• Keyword-like lists are possible with less important topics.
• Mark speeches clearly, such as: "Mr. Messerschmidt explains, explains, explains, promises, agrees, emphasizes, contradicts ..."
• Present longer speeches in indirect speech / in the subjunctive (“According to Ms. Sauer, an increase would…”).
• Give relevant passages - such as motions or resolutions - literally and with quotation marks.
• Only refrain from using names for insignificant contributions (“It was highlighted…”).
• Include questions in the answers (“When asked if you also explained… Dr. Little ... ”).

Step 8: Release the log

Give your protocol to the session leader for reading. If there are no objections, it can now be signed by him and you.

Step 9: Distribute the log

Depending on the specified procedure, you can now make paper copies or send the log via eMail. Be sure to mention all of them facilities (applications, resolutions, slides, plans).

Make a signed copy of the transcript along with your transcript.