Write log in 9 steps: The meeting chronology



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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.

Write log in 9 steps: The meeting chronology Write log in 9 steps: The meeting chronology

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Here writes for you: Prof. Dr. Martin-Niels Däfler teaches at the University of Economics and Management (FOM) in Frankfurt am Main. Profile

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Good protocol - what does that mean?

Overview

Of the criteria, which should meet a good protocol, there is often ignorance. So: A protocol is the objective information about meetings, events, meetings, seminars, committees, debates, discussions or the like. A protocol should be complete and contain no personal comments or thoughts.

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The participants can use the protocol for documentation and non-attendance for information purposes. One differentiates between two types of protocols: In results protocols the results of a meeting or session are summarized, regardless of how they came about.

exceptions prove the rule

Overview

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.

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.

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Step 1: Clarify organizational questions with the chairperson

Overview

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

Overview

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

Overview

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

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

Step 4: Complete the log header

Overview

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.

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