Types of collegiate bodies. Organization Theory - Milner B.Z

A number of factors influence the effectiveness of the work of collegiate management bodies:

The duration of the meeting. Should not exceed one academic hour. In practice, due to the lack of a culture of communication, a culture of speech and thinking, a general culture of behavior, meetings are delayed. Often time is "stealed" by those participants who want to show off, demonstrate their intelligence, independence; judgments, etc.

The composition of the issues under discussion. With a careful selection of the composition of issues submitted for collegiate discussion, it is possible to reduce their number by two to three times. Issues that really require collegiate discussion should be submitted for collegial discussion.

The number and composition of participants. The size of the group should be within 5-10 people. Participants in the meeting should be able to play the following psychological roles:

¦ Chairman: tolerance for other people's decisions and opinions, tolerance; knowledge of group members, “general guidance”.

¦ Decision Accelerator: controls the content aspect of the meeting; easy to match with the chair.

¦ Idea generator: the ability to think outside the box, fantasy.

¦ Opponent: the ability to soberly and at the same time impartially

Evaluate proposed solutions.

¦ Scout: contact with people and the ability to collect information; connection with the external environment.

¦ Closer: clarifying person, meticulous, "bore".

¦ Practitioner-organizer: able to implement the decisions made; "technologist" for the implementation of the decision.

¦ The soul of the group: the ability to harmonize relationships; prevent conflict and tension from arising.

Meeting preparation. Handout, determination of the time of the meeting (at 9-11, or at 19-21 hours). In order to save productive working time, it is recommended to use the evening hours for meetings.

Conduct procedure. Availability of regulations, timely termination of the meeting in case of its ineffectiveness. Rules - this is the order of the meeting: sequence, time

Performances. There are procedurally structured and procedurally unstructured meetings. The first involves strict regulations. Failure to do so will invalidate the decision.

Procedurally unstructured meetings also imply the existence of regulations, but less rigid. Failure to do so does not invalidate the decision.

The decision of the meeting consists of a stating part, which sets out the essence of the problem or task and is carried out brief analysis situation, and measures to implement the task or solve the problem, indicating the timing of their implementation and those responsible for implementation. The decision can be prepared in advance in the form of a draft, and after discussion at the meeting, the draft decision is corrected and adopted as a whole.

The decision taken must be fixed either in the administrative document (order, instruction), or in normative document(reusable document).

2. GOST R 6.30-2003 Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for paperwork (put into effect by the Decree of the State Standard of Russia dated 03.03.2003 No. 65-st).

3. Regulations on the Unified Commission for placing orders. Approved by order of the Office of Roskomnadzor for the Astrakhan region dated February 1, 2010 No. 29.

4. Regulations on the commission for the acceptance and disposal of fixed assets, intangible assets, write-off of inventories of the Ministry of Finance of the Russian Federation. Approved Order No. 197 dated April 15, 2010.

5. Regulations on the Scientific and Technical Council of OAO Gazprom. Approved Order No. 58 dated August 6, 2004, as amended by Order No. 143 dated May 26, 2009.

6. Regulations on the Academic Council of the Moscow state institution electronics and mathematics (technical university). Approved decision of the MIEM Academic Council on November 15, 2005, No. 3.

7. Decree of the Government of Moscow dated May 6, 2003 No. 322-PP (as amended on July 26, 2011) “On Administrative Commissions for Administrative Offenses in the City of Moscow”.

8. Order of the Ministry of Education and Science of the Russian Federation of October 14, 2009 No. 406 “On approval model provision on the commission for evaluating the effectiveness of the activities of scientific organizations that carry out research, development and technological work civil purpose, and a standard methodology for assessing the performance of scientific organizations performing research, development and technological work for civilian purposes.

9. Standard provision on the commission (authorized) for social insurance. Approved FSS RF 07/15/1994 No. 556a.

10. Model regulation on the committee (commission) for labor protection. Approved order of the Ministry of Health and social development RF dated May 29, 2006 No. 413.

11. Federal Law No. 14-FZ of February 8, 1998 (as amended on December 6, 2011) “On companies with limited liability».

12. Federal Law No. 208-FZ of December 26, 1995 (as amended on November 30, 2011) “On joint-stock companies Oh".

To collegial management bodies (in terms of federal laws“On Joint Stock Companies” and “On Limited Liability Companies”) include: the general meeting of shareholders or participants, the board of directors (or supervisory board), collegial executive body (board, directorate).

Quite often flashes in the media, in business literature, in documentation. Let's try to understand in detail what it means in general, as well as in narrow specializations.

General value

In the most broad sense a collegial management body is an organization of executive power in which the main problems and issues are resolved through joint discussion, discussion, taking into account the opinion of each member of the board. The correct solution is the one favored by the majority. Then this decision is drawn up in the form of a legal act and confirmed by the signature of the chairman of the board. An example of such a body is the Government of the Russian Federation.

Types of collegiate bodies

In general, they are divided into individual and collegiate, depending on the number responsible persons. Collegiality, in turn, is divided into vertical and horizontal.

Vertical collegiality is a type in which subordinate officials participate in the discussion of issues and problems within the competence of higher officials.

Horizontal collegiality is a type in which a group discussion of problems occurs only among people who have the competence to solve them.

Collegiate supreme governing body

It is a body of power that has the most general competence and the widest powers, which is dominant over other government bodies. In modern Russian system authorities they can call the Government. And, say, in the Bank of Russia, the Board of Directors is the highest collegial management body.

But such a main management unit may still have, for example, commercial and non-profit organizations. There, the main purpose that a collegial governing body may have is responsibility for strict adherence the purposes for which the organization was created. Its competence extends to changing the charter, determining priority lines of activity, participating in the formation of the solution of issues related to the disposal of property, approval financial plan, opening branches and representative offices, reorganization and liquidation of the organization.

Public administration

Collegial administrations are an independent part of the state apparatus, having a certain area of ​​influence, endowed with a public form of power. First of all, it is a political organization, necessarily possessing state-imperious powers. It has the right to issue legal acts binding on those to whom these acts are addressed. But at the same time, the body of the state apparatus is not endowed with the right to go beyond its clearly limited competence. It is also important that this collegiate body must and is obliged to demand the execution of its decisions, to supervise their implementation. In case of non-compliance, he has the right to use coercive measures against violators.

Thus, the main features of the public administration body are as follows:

• he is necessarily part of the state apparatus;
• performs on behalf of the state its functions, goals and objectives;
• has the powers of state power;
• it is necessarily a clearly defined cell of human society;
• it is formed in the manner strictly prescribed by law;
• has a strictly delimited structure and degree of competence;
• is responsible for its activities to the state;
• is an executive and administrative authority;
• carries out a specific form of state activity - management.

Management of an educational organization

Based on the third part of Article 26 of the Federal Law No. 273, an educational institution must have a sole manager - a rector, director or head. And the fourth part of this law provides for collegial governing bodies educational organization divided into mandatory and optional.

Mandatory collegiate governing body is:

• Meeting of employees of this educational institution- as part of his powers, labor, professional, socio-economic issues regarding employee-manager relations.
• - a school self-government body that decides issues regarding the quality and level of knowledge of pupils or students, and the improvement of the qualifications of teachers or teachers.

An optional collegiate governing body is:

• The Board of Trustees is a body exercising control over the expenditure of material support provided to an educational institution.
• The Governing Council is a body that includes the parents of students, the decisions of which are binding on the administration of the organization.
• The supervisory board is the control and supervisory body of the educational organization.
• Other organs.

Hours of debilitating office meetings are not a myth, not a grotesque and not heroes of jokes. The realities of today's life are such that up to 50% of working time is spent on empty chatter that does not bring any results. The accelerating life dictates new rules of office culture, holding quick and productive meetings is part of corporate ethics.

What is a business meeting?

Can a five-minute meeting, a planning meeting, a meeting be classified as office meetings? What are the goals of this format of collegial work? What are the generally accepted methods for conducting it and how to achieve the highest impact after the end of the meeting?

A business meeting is a format of work in a company, pursuing the goal of regular planning and monitoring the execution of the planned tasks of all services of the organization. This is an effective tool for managing personnel and getting quick feedback from employees. True, this tool works successfully only in the capable hands of a competent leader.

Before introducing such a form of communication with employees into working mode, an appropriate order is usually issued, which each participant in the meeting receives against signature for review and implementation. The body of the order indicates the goals, objectives, time and dates of business meetings, as well as the list of participants, the rules and structure of the agenda.

The general purpose of holding business meetings is to involve employees, services and divisions, both managers and line personnel, in the management and decision-making process.

Business meetings include planning meetings, operational meetings, five-minute meetings, at which the vector of development of the company as a whole is agreed upon and tactics and strategy of the enterprise are developed, specific tasks are set. At planning meetings, current issues are resolved, a kind of reminder, a reconciliation of the general course. Operativka - a quick meeting to resolve some problematic or conflict situation in a collective. the main objective business meeting - setting and solving new problems.

If a company begins to get confused about these concepts, the efficiency of working hours will steadily go down.

The main mistakes during business meetings

An ineffective meeting betrays the immaturity of the leader and / or the organizer of this format of employee communication. In any business, experience and skills are needed that can convey the general line of the company to employees and get the most out of them.

The main signal of the inept conduct of the meeting is mutual dissatisfaction with the results: the leader is waiting for response from his subordinates, who, in turn, want to get the most favorable conditions for themselves. However, at the same time, at the meeting, no one, with anyone, agrees on anything.

At the same time, office disease develops - a hypocritical image of interested participation in business meetings, which, in fact, are empty chatter, a discussion of office gossip. For hired employees, such events are entertaining in nature, there is another opportunity not to work, not to perform daily routine duties.

Quite often, after such regulated chatter, the manager begins to demand results from employees, a conflict of interest occurs, followed by dismissal employees sometimes entire departments.

One of the most common mistakes during business meetings - unstructured presentation of the decision of the head, when instead of brainstorming, the top manager makes excessive demands, and the team, unable to fulfill them, in turn, puts forward reasons why the proposal cannot be fulfilled.

This happens because often the leader himself does not know what he wants, and does not look for ways to achieve the desired results.

Secrets of Effective Meetings

For the meeting to take place highest efficiency and brought significant results, the initiator of this collegial form of work needs to know some secrets.

Setting the purpose of the meeting. Every business starts with the right goal setting. Before gathering employees for a business meeting, the organizer needs to answer a number of questions:

The feasibility of holding a meeting;

Correct regulations and exact topic;

Markers by which it will be possible to judge the effectiveness of the event.

The leader is a strategist who is able to set a clear and specific task. Subordinates are specialists who know what tools to use to implement the tasks.

Appointment of persons responsible for the meeting. Any business meeting takes place according to the standard laws of the genre - first, thorough preparation is carried out, the appointment of persons responsible for inviting employees, for collecting expectations and suggestions, leading each agenda item, performers and secretaries, fixing the stages of the meeting, filling out minutes and reports.

Optimal selection of participants. The success of the meeting largely depends on those who will take part in the business meeting. It is unacceptable to involve incompetent employees in such events who are able to take the event in the other direction. The selection of specialists who are ready to discuss issues raised at a business meeting must be entrusted to a competent organizer-strategist.

Establishing a regulation. A business meeting, depending on the issues being addressed and the size of the company, usually fits into the framework standard duration from thirty minutes to two hours. The planning meeting should end in five to ten minutes, and the operative - within forty minutes - an hour.

Preparing a meeting plan. Prior to the opening of the business meeting, each participant receives detailed plan agendas, reporting materials, according to which it can prepare its questions and / or reports.

Sample agenda structure. This document may include major items related to operational, tactical and/or strategic management in company. The structure of the agenda usually includes a specific list of tasks dictated by the plans of the enterprise, and ways to solve them. In addition, there may be additional tasks on the agenda that it is desirable to complete in the near future.

Holding a meeting. In order for a business meeting to be held as efficiently as possible and not turn into a protracted lawlessness, you need to start it exactly on time, move from question to question quickly, without swinging. It is necessary to sum up the intermediate result after each discussed issue, indicating the exact time and date, responsible employees for the implementation. At the same time, it is necessary to reduce discussions to a minimum, allowing only clarifications in the development of solutions.

Efficiency measurements. Each meeting held should be analyzed for compliance with the set goals and objectives. The effectiveness of a meeting is measured by proportionality desired result in relation to the costs required to carry it out.

Control and analysis. After the effectiveness of the business meeting is achieved, it is necessary to control the result and conduct a thorough analysis. The ability to measure, analyze and control all the data is the quality of a wise leader that can bring the company to the market leader.

Note to the smart leader

A business meeting is best held at the beginning of the day, when employees are able to generate competent solutions.

The code of corporate ethics should contain an algorithm, schedule of meetings and its frequency, regulations, goals and objectives. It is best to hold such a meeting on Mondays, when you need to set mini-tasks for the week and take stock of the past reporting period.

Each employee must know the time, place and date of regular business meetings and be prepared for them. This point is best reflected in official duties each employee, indicating the degree of his responsibility and participation. Such is the ethics of service relations, the violation of which entails serious illnesses of the team.

As part of the meetings, quite often there is resistance on the part of employees, which must be diagnosed in time and skillfully removed, without leading to sabotage and internal conflicts of interest. If companies with authoritarian style management of such resistance at meetings does not occur due to fear or uncertainty, it must be artificially provoked. Otherwise, in the process of performing and solving the tasks set, serious problems may arise due to the disloyalty of employees to the company.

To prevent this practice, it is necessary to minimize problems at the stage of choosing a goal and setting a task for subordinates. To do this, it is necessary to distribute “earrings to all sisters”, that is, to take staff important things: entrust someone with difficult stages of development and implementation of the project, delegate control over execution to others, motivate others to "feats" by increasing authority in the team, appointing a temporary acting line manager or demotivating especially zealous employees.

Responsibility of employees for the fulfillment of assigned tasks must be distributed in such a way that they can be comfortably controlled. At each meeting, it is necessary to sum up and celebrate especially distinguished employees and punish those who are guilty and sabotage work in front of the whole team. Behind the backs of employees, no discussions and decisions should be allowed, since the danger of an outbreak of intra-company conflicts instantly appears.

It is useful for every manager to know the differences between office meetings, planning meetings and operational meetings from brainstorming, exchange of opinions, discussions. Both management formats involve receiving feedback, but in different ways. Business meetings are a technology for managing people and setting tactical and strategic objectives, and the format of the discussion is informal communication, a marker that the leader is inexperienced and does not know how to manage the meeting, direct it in the right direction.

In addition, the business meeting is divided into:

Instructive, when the leader distributes precise instructions and receives feedback from subordinates;

Operational, within which current tasks are solved;

Problematic, when some problem of the team is sorted out and a phased plan for overcoming the current crisis situation is being developed.

Many modern companies they sin with a confusion of business formats, dragging the team into the abyss of confusion, conflicts and discussions of completely non-working issues. Format structuring is part of a culture that is subject to strict corporate standards.

Evaluation of the effectiveness of business meetings

How to understand that a business meeting was held competently and extremely efficiently? The following questions need to be answered:

Were the goals set before the event achieved?

Has the entire agenda been considered? Have all issues been discussed?

Did you follow the set rules?

Have all decisions been communicated to the executors?

Did the performers understand their tasks and deadlines correctly?

When answering these questions, a quantitative component will arise - how many people are involved in resolving the issue, how many working hours they need to complete tasks, how much money is needed for this, and so on. A quantitative marker is a good tool for analyzing performance over time and comparing it with past periods.

As a rule, effectively conducted meetings, when all goals are achieved at the right time, bring tangible results.

Conducting a highly effective meeting is a real art, where the leader enters as a conductor, the secretary as the first violin, and the whole team as a whole orchestra. Careful preparation and competent conduct of a business meeting determines what score this living organism will perform - classical music that can evoke enthusiastic emotions and inspire future victories, or a cacophony of sounds that kills everything around.

Smart management moves to you, gentlemen!

Zhanna Pyatirikova specially for the business portal BZZN.ru

Let us consider the composition and execution of documents of collegiate bodies, some mandatory and new aspects of their content on the example of a collegiate executive body of the "operational" level (let's conditionally call it the Board). Those. we will show the general business practice, without taking into account the specifics of individual collegiate bodies, which is established at the legislative level (we have devoted several separate articles to these issues in recent months).

Contents of documents

Mandatory documentation is subject to the activities of all authorities and management, which operate on the basis of the principle of collegiality.

The principle of collegiality is observed in the activities:

• public authorities (session of the chambers of the Federation Council, the legislative assembly of the constituent entity of the Russian Federation),
• executive authorities (collegium of the federal executive authority, administration of the constituent entity of the Russian Federation),
• local self-government bodies (meeting of deputies of the municipal district, council of deputies),
• management bodies of enterprises and organizations (general meetings of founders, shareholders, meetings of boards of directors, boards, committees, permanent commissions, etc.).

Activity collegiate bodies documented in without fail. But it is also subject to one-time or periodically convened conferences, meetings, meetings and even operational meetings that are held by the head of the organization, his deputies, heads structural divisions on current activities.

The responsibility of the secretary of the collegial body ex officio, the corporate secretary and lawyers who organize corporate governance procedures, as well as office work services and those responsible for office work in the subdivisions are responsible for observing the procedure for preparing a meeting of the collegial body, including publishing and broadcasting information and invitations to meeting participants, correct documentation of the adopted decisions and ensuring the completeness of the evidence base for their legality and execution during the entire term of office of the collegial body.

In the process of activity of the collegiate body, collection of related documents, which is usually called functional document complex. The complex includes documents that belong to various subsystems and documentation systems, but are united by the management situation and the authority of the body in which they are created.

Table 1

Approximate composition of the documents of the functional documentary complex that ensures the activities of the collegial executive body (Board)

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Based on this example, you can check the composition of documents of a collegial body in your organization, clarify it, and also assign or delegate responsibility for the correct formation of files and ensuring the safety of documents at least to the Secretary of the Board, Corporate Secretary or office management service, organize their interaction in the process of ensuring activities collegial bodies, so that when changing the Chairman of the Management Board or the corporate secretary, it would be convenient to transfer responsibility for documents according to the act of acceptance and transfer of cases by position.

The belonging of documents to one functional documentary complex determines the uniformity of their details and the uniformity of some speech formulas in texts (for example, the wording of questions should be uniform in the quarterly meeting plan, agenda, protocol, extract from it, instructions).

When drawing up the first sheets of documents included in the functional documentary complex on the activities of a particular collegial body, it is necessary to use a common form. But the experience of "best practices" has formulated a universal recommendation - to draw up all documents simply on sheets of A4 paper with the location of the details of the heading part according to the model of a general form that is approved by the organization (or even on title page, which can be drawn up for the regulation and rules of work of the collegial body).

And for the execution of some documents (notice of the date and time of the meeting, letters of invitation to the meeting, the list of participants in the meeting, voting ballots, etc.) can be developed unified standard forms, convenient for electronic preparation of draft documents. They are usually stated:

• as part of the regulations, rules of work of the collegial body or
• by a higher governing body as they are developed.

Some public corporations are trying to fix these forms of documents in their books. corporate identity(brand book) and order their development "on the side" from designers. You should not completely give this task to them at the mercy. After all, official management documents and their form are not included in the area of ​​responsibility of marketing and PR services. Reputational risks in the preparation of documents are controlled by the records management service, the corporate secretary and the legal service.

The documents listed in Table 1 in their totality represent the evidence base for decisions taken by the collegiate body. It can be supplemented by documents with the help of which the control over the execution of decisions taken is carried out, these are:

• registration and control cards and
• reports on the state of performing discipline (in the context of issues, divisions, performers, deadlines).

If the organization is small, it is not a source of archive acquisition, while management is aware that "information and documents are an asset of value", and is solely responsible for ensuring their safety, then all documents this complex can be formed into one case for the term of office of this collegial body with a generalized title "Documents on the activities of the Board", which is divided into several volumes. At the same time, the retention periods are determined by the “oldest” period of all documents in the volume:

table 2

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This procedure for the formation of files is somewhat inconsistent with the accepted rules of office work and archiving. But it allows in the procedures of mergers and acquisitions, in the course of internal audits and external audits, in the process of evaluating the activities carried out under the procedure for issuing securities, immediately present exactly the set of documents that make up the evidence base of the decisions made. At the same time, of course, the formation of documents of the collegial body into files and the terms of their storage, first of all, should be fixed by the nomenclature of cases, the development of which is the responsibility of the corporate secretary or the secretary of the collegiate body ex officio.

If the organization is the source of archive acquisition, then the scheme for systematizing cases in the nomenclature of cases and the procedure for their formation remain the same - in accordance with the terms of storage in separate cases, the following will be collected:

• organizational documents;
• work plans;
• protocols;
• meeting documents, including draft decisions;
• meeting preparation documents.

The preparation and holding of meetings is also provided by documents on the basis of which administrative and technical preparatory measures are carried out (see Table 3 for documents that become the basis for recording expenses in accounting). In addition, the activities of the collegiate bodies are also reflected in the budgeting documents of the financial documentation system (also reflected in Table 3).

Table 3

Documents that also reflect the activities of the collegial body, but are included in other functional document complexes (for the administrative and economic / administrative and organizational functions and for the budgeting function)

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"Best practices" show that the competence, powers of collegiate bodies must be specified in the provisions and regulations, which are developed on the basis of the charter and taking into account the requirements of the current regulatory legal acts. The presence of these documents is considered as one of the indicators of the quality of organization management. We set out the main requirements for their compilation in the opinion to the article on the regulation of the activities of collegiate bodies.

Consider reference and information and administrative documents.

Here are examples of paperwork that you will need to send to participants when preparing a meeting of a collegial body.

The final approved agenda of the next meeting must be sent to the members of the collegial body in the form approved by the organization, adding at least information about the persons invited to the meeting, its place and time (Example 1). Together with the agenda, a finalized package of materials is usually sent for consideration at the meeting.

Example 1

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Those invited to the meeting from among the employees of your organization who are not members of the collegiate body can send the same final agenda (Example 1) or information in a simplified form, for example, to email. But it is customary for invited outsiders to send an official letter of invitation (Example 2).

Example 2

Invitation to a meeting of "outside" persons in the form of a letter

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Administrative documents based on the results of the meeting

Protocol

Let us consider in detail the preparation and execution of the protocol - a document that fixes the course of the meeting and the decisions taken by the collegiate body. Its template includes the following: requisites:

• full name of the organization with an indication of the organizational and legal form;
• name of the type of document (PROTOCOL);
• date (specific date or period if the meeting lasted 2 or 3 days, for example, 04/01/03/2015, or 04/01/2015 - 04/03/2015, or April 01-03, 2015);
• index (within the term of office of the collegiate body or within a calendar year for operational meetings with the head);
• place of compilation;
• type of meeting (at the place where the heading to the text is drawn up in other administrative documents);
• formalized parts of the text have not yet taken shape as independent details and are considered as separate elements of the text:
  • composition of those present (chairman; secretary; list of members of the collegiate body present; invited persons, if any). Note that the initials are placed after the surname. The positions of members of the collegiate body are not indicated, because this is a permanent composition, where “everyone knows each other”, but for invited persons, it is customary to indicate positions before their full names. (and if a person is invited from a third-party organization, then its full name is included in the title of his position);
  • agenda, which is a list of issues in the form of headings to the following text. For each issue, it is customary to also indicate the speaker;
  • an optional note on the method of documenting the meeting of the collegial body. For example:
    • “The meeting was transcribed from 15:00 to 17:15 Moscow time”;
    • “The meeting was held in the form of a videoconference from 20:00 to 21:05 Moscow time. System Administrator Petrov P.R.”;
    • “The meeting was recorded on a dictaphone. Responsible - the secretary of Kosovo I.I.»;
  • the text of the minutes is drawn up according to the formula LISTENED - SPEECHED - RESOLVED (DECIDED) for each agenda item. True, in the short version of the protocol, the first 2 elements of this triad are absent, i.e. only the decision taken is documented;
• signatures.

Please note: it is not customary to mark the presence of attachments after the text and before signatures in the protocol. It is enough to write “(attached)”, “(Appendix No. 1)” or “The text of the report is attached” next to the document that is an annex and mentioned in the text.

Additional (optional) details of the protocol can be:

• place of the meeting (address of the premises, office);
• start time and total time of the meeting;
• surname and initials of the person chairing the meeting or the person opening the meeting;
• date of signing the protocol;
• method of voting on each issue (open, secret, absentee; indicated in the text).

Registration of requisites and completeness of the text depend on what kind of protocol is provided for by the rules of work of a particular collegial body. According to the degree of completeness of the record, the protocols are divided into:

• brief and
• full, which in turn can be:
  • detailed text(text way of documenting),
  • verbatim(text method using special symbols),
  • phonographic(sound recording)
  • video protocols(as a result of video conferencing).

Full minutes should contain a record of the entire meeting, including remarks, questions, comments, speeches and references during the discussion of each issue, notes that there was noise, applause, etc. in the hall. (but, of course, depending on how you document it). Full minutes usually document the holding of general meetings of shareholders and meetings of the board of directors.

The short protocol consistently records only the names of the chairman, the secretary, the composition of those present, the list of issues considered and the decisions taken. Those. the protocol after the agenda contains a brief sequential statement of the issues considered according to the scheme: QUESTION NUMBER - DECISION ADOPTED (this option is shown in Example 15 at paragraph 2 of the agenda in the article "").

Examples of registration of full and short protocols that can be used in state bodies and local governments are given in Appendix No. 16 of the Guidelines for the development of instructions for office work in federal executive bodies (approved by order of the Federal Archives dated December 23, 2009 No. 76). On their basis, absolutely all organizations, including commercial ones, can independently develop and approve as part of the relevant regulations protocol form, which will document the decision-making of the collegiate body, taking into account the level of management and the status of the collegiate body. It is convenient to immediately fix in the regulations that the protocols:

• Board meetings should be detailed textual (as in Example 10) and immediately approve the form of the minutes,
• and operational meetings held weekly by the head of the unit:
  • documented in brief protocols or
  • are carried out in the form of a videoconference with the subsequent execution of a short text protocol or even without it, but then with the obligatory drawing up of instructions in the form of an administrative document of an operational nature (as in Example 13).

Let's comment path from draft to original. The minutes are kept during the meeting by a specially selected or appointed person or by the secretary of a permanent collegial body ex officio. And the minutes of the operational meetings, which are chaired by the leaders, are kept and drawn up by the secretaries or their assistants.

The secretary of the meeting (ex officio or elected) when drawing up the minutes uses documents prepared in advance for the meeting: agenda, lists of invitees, lists of members of the collegial body, texts of reports, speeches, electronic presentations, information notes, draft decisions, etc.

It must be remembered that the minutes drawn up directly at the meeting are draft. It must be clarified, verified with a transcript, video recording or phonogram, edited and executed within 1-5 days after the meeting. Therefore, it is important to establish in the regulations of the collegiate body a specific deadline for issuing the original protocol as an official document. After voting, the adopted decision does not need any approval. On the contrary, for the accuracy of the reflection in the minutes of the wording of the decision that was submitted to the vote and received the force of an official collective decision, the chairman and secretary of the meeting bear legal responsibility.

We also note that the wording "Miscellaneous" in the agenda, which is drawn up before the meeting as an independent information document and sent in advance to the meeting participants and members of the collegial body, is quite acceptable. But in the completed protocol, it is inappropriate, because. the document is drawn up after the meeting, when it is already possible to accurately formulate all the issues actually considered and fix the procedure for making decisions on them.

The main difficulty is the compilation and design of the text of the full protocol. The secretary of the meeting should work almost like a simultaneous interpreter, because he “translates” reports, questions, speeches from an oral form (often spontaneous, emotional and not always prepared) into a written one, i.e. ordered, built on speech models in accordance with the requirements business style Russian literary language.

The main part of the text of the protocol is built in accordance with the agenda items in the form LISTENED - SPEAKED - RESOLVED or DECIDED, i.e. actually in sections. Let's analyze each of them.

The word "HEARD" is numbered in accordance with the number of the agenda item, is drawn up from the border of the left field in capital letters, followed by a colon. Further, from the red line, the surname and initials of the speaker are drawn up in the genitive case without the name of the position (DID YOU LIKE whom?), A dash is put, and after it the content of the report is usually briefly written. Because the report and its presentation are submitted in advance, they are necessarily signed and dated and are issued in the status of an official annex to the protocol.

The presentation is usually conducted from the third person singular in the past tense (see Example 3). If the text of the main report is prepared in advance, then when drawing up the protocol, it is convenient to use another technique - to briefly formulate the topic of the report in accordance with the agenda and after the dot mark “The text of the report is attached” (Example 4).

Example 3

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1. LISTENED:

Kuznetsova A.I. - reported on the main provisions of the Policy information security for 2015-2016 He noted that it has been completely revised and complies with the requirements of the regulatory legal acts that have come into force since January 01, 2015. Proposed to approve the Information Security Policy for 2015-2016.

Example 4

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1. LISTENED:

Kuznetsova A.I. - on the main provisions of the Information Security Policy for 2015-2016. The text of the report is attached.

Question: Are all groups of measures taken into account in the Information Security Policy for the nearest period?

Yes, all groups of measures in accordance with the established groups and types of information security risks.

Questions to the speaker and subsequent questions to each of the speakers, as well as answers to them, are written in the order they are received and are drawn up on a new line. The last name of the person who asked the question may not be indicated (see Example 4).

All speeches on the issue under discussion are made after the word "SPEAKED" from the border of the left field in capital letters, after it a colon is also put. The surname and initials of each of the speakers are drawn up from the red line and indicated in the nominative case (Who SPEECHED?). After a dash in the form of indirect speech, a brief or detailed content of the speech is recorded.

Decisions taken collectively on each of the issues discussed are recorded after the word "RESOLVED" or "DECIDED". In business practice, each of these words has its own sphere of use. Thus, in the minutes of general meetings of shareholders, founders, meetings of boards of directors, meetings labor collectives, meetings of employees (within the framework of self-government established and permitted by the code of corporate conduct), initiative groups, it is considered correct to use the word “DECIDED” (the activity higher collegiate bodies, governing bodies, i.е. "power"). In the minutes of meetings of boards, committees, presidiums, working groups, operational meetings and other collegiate bodies "operational" management level(executive bodies) the use of the verb “RESOLVED” is considered correct.

The corresponding word is formed from the border of the left field in capital letters, after it, again, a colon is placed (see Example 5). Further, from the red line, point by point, administrative actions are briefly and precisely formulated, which must be numbered. The structure of the number is as follows: first comes the number of the agenda item, then a dot and then the number of the decision when considering this issue (for example, 1.1 and 1.2, then 1.3, etc.). If the question is accepted only decision, its number should still have 2 parts separated by a dot (for example, 1.1).

• what to do - in what, from what or for how long?

• to whom - what to do - by what date? (clause 2.1 in Example 5) or
• what to do - by when? Responsible - the name of the position, surname and initials of a particular performer (Example 6).

Example 5

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RESOLVED:

1.1. Approve and put into effect from May 01, 2015 the Information Security Policy for 2015-2016.

2.1. To the head of the security department Petrov I.V. bring the Information Security Policy for 2015-2016. to the heads of branches and regional offices. Deadline - 04/28/2015.

Example 6

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2.1. Bring the Information Security Policy for 2015-2016. to the attention of the heads of branches and regional representative offices by 28.04.2015. Responsible - the head of the security department Petrov I.V.

If the decision was made by voting, then its results are drawn up in the form: "For - 10, against - 0, abstained - 2" or "Unanimously"(this short version is shown in Examples 7 and 8, and a more detailed one is in Example 15 of the article “Regulating the work of collegiate bodies”). Compliance with this form is mandatory when decisions are made on the appointment, election or approval of candidates or on the personal composition of commissions, committees, decisions of a financial nature, etc. In other cases, it is optional, therefore, in our Examples 5 and 6 it is absent.

Issues on which it is necessary to draw up the results of voting in the protocol should be indicated in the local normative act regulating the activities of the collegial body. But some organizations do not establish such differentiation, but always record the results of voting.

Although if the decisions of the collegial executive body accepted unanimously, then voting results are usually not indicated in the administrative paragraphs of the protocol (see Example 10).

Example 7

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RESOLVED:

6 in favor, 0 against, 1 abstained.

Example 8

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RESOLVED:

4.1. Include the head of the security department Turantsev O.M. as a member of the Technology Committee from 20.04.2015.

Unanimously.

The signatures of the chairman and secretary of the collegiate body (ex officio or elected to perform these duties at this meeting) are drawn up on the edited and verified minutes. They are located two or three lines below the text from the border of the left margin and are separated by one line. In transcripts of signatures, initials are placed before the surname. An identity seal protocol is usually not required.

Example 9

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By general rule the protocol is signed by the chairman of the collegial body and its secretary, but other options are also possible, for example, adding the signatures of all members of the collegiate body (see Example 15 of the article " We regulate the work of collegiate bodies"). This moment should also be determined by organizational documents.

Example 10

Detailed protocol with a longitudinal centered location of the details of the header

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Extract from the protocol

Copies of the drawn up and signed minutes or extracts from the minutes are necessary not only to send the decisions taken for execution, but also to inform all interested persons who have the right to information about them (in corporate governance they are called stakeholders, they can be controllers, regulators, and ordinary citizens).

Recently, as a form of presenting information about the decisions of collegiate bodies, an extract from the minutes is often used, which the secretary (of a meeting or a collegiate body) has the right to certify with his signature, correctly filling out a mark on the certification of the copy and certifying it with the seal of the organization. In Example 11, it is designed in accordance with the recommendations of GOST 6.30-2003. Additionally, an optional entry can be made in it about the place of storage of the protocol (Example 12) in accordance with the Decree of the Presidium of the Supreme Soviet of the USSR dated 08/04/1983 No. 9779-X - this option is especially relevant for submitting copies and extracts at the request of regulatory authorities.

An extract from the protocol is copy of part of his text, in it the details of the heading and formatting parts of the document remain practically unchanged (there are no only personal strokes of the signatories). For a sample of an extract, see Example 17 of the article “We regulate the work of collegial bodies

To inform about the decisions made, you can open access to the electronic image of the protocol in the EDMS or distribute certified copies of it (with a certification inscription on the model from Example 11 or 12), but only to those heads of departments and employees who have the appropriate access rights to official documents ( see/read all documents).

order

One of the forms of sending the decisions of the collegiate body for execution, which also supports the rule of delimitation of access rights to information and documents, is the instruction of the collegiate body. Orders as documents have found their application mainly in the activities of the board of directors and the board.

The order in the last 10-15 years has been fixed as part of the subsystem of administrative documentation as the new kind document issued, as a rule, on the basis of unity of command. Therefore, the heading and formatting parts of the instructions of the collegial body are drawn up almost the same as in orders and instructions, and the decision made, containing specific surety points, is transferred (copied) from the section of the protocol “RESOLVED” (or “DECIDED”). The order is signed only by the chairman of the collegial body.

For issuing an order, it is more convenient to place the details in the corner, because the responsible executor is drawn up in the area usually reserved for the requisite "addressee" on the right.

Example 13

An order with a corner arrangement of the details of the header

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Such a questionnaire form of presenting the text of the instruction is convenient for putting it under control and provides opportunities even for automatically compiling a document according to the approved standard form on the basis of the protocol, provided that its draft is formed in in electronic format in the information system.

Shelf life

Protocols of collegiate management bodies of the organization(general meeting, board of directors, meeting of founders, etc.) and collegial executive bodies(board, presidium, collegium, etc.), as well as minutes of meetings of committees that have the right to form these bodies (according to the charter), are mainly documents of a permanent storage period (according to Article 18 of the List of Typical Management archival documents generated in the course of activity government agencies, local authorities and organizations, indicating the terms of storage, approved. by order of the Ministry of Culture of Russia dated August 25, 2010 No. 558, hereinafter referred to as PTUD).

The retention periods for other types of minutes, depending on the level of management and the type of meeting, should be determined by the organization itself chairmen and secretaries of collegiate bodies as a result of an examination of value under the methodological guidance of the records management and archive service, and also be fixed by the nomenclature of cases.

Example 14

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Art. 18 d) PTUD establishes a permanent retention period for the minutes of meetings held by the head of the organization. If this is a meeting on strategically significant issues that are within the authority of the first person of the organization, then the retention period is really permanent. But if the head collects one-time operational meetings or chairs meetings of the corporate council (the status of the operational meeting of the heads of all departments, a kind of “planning meeting”, and not a management body provided for by the charter), then note (2) to Article 18 d) must be taken into account, and then it is possible to set the storage period for the minutes of the corporate council to 5 years. EPC.

The storage period for instructions of the collegial body and extracts from the minutes of meetings, as well as reports received in the process of monitoring their execution, determined under Art. 6 and 7 PTUD. Taking into account the notes, the main storage period for instructions and statements is 5 l. EPC.

If the organization is large commercial structure and the source of acquisition of the state or municipal archive, we recommend that when forming cases with protocols and annexes to them, as well as when conducting an examination of the value of documents, be guided by the "Basic Rules for the Operation of Archives of Organizations" (approved by the decision of the collegium of the Federal Archive of February 6, 2002) and PTUD. Joint-stock companies are required to comply with the storage periods and requirements for ensuring safety, which are established by the current Decree of the Federal Commission for the Securities Market (the new regulator is the Bank of Russia) dated July 16, 2003 No. 03-33 / ps "On approval of the regulation on the procedure and terms for storing documents of joint-stock companies" . The terms for storing documents established here correspond to the normative terms fixed in the PTUD.

To ensure the processes of documenting collegial activities on a rational and effective basis we consider it necessary and prerequisite fruitful interaction of the heads and secretaries of collegiate bodies with the clerical service, which knows and understands the documents.

Ballot papers, protocols general meeting of shareholders and the counting commission, as well as the procedure for storing these and other documents of the meeting, you will find in the article “Documenting the results of the annual general meeting of shareholders»