Step 5: Record the progress or the results
Once the actual event has begun, you need to concentrate fully to make no contribution. Depending on the type of protocol - see above - you can now create notes. It is advisable to use a separate sheet for each agenda item; number these papers so you do not get mixed up.
What do you do if you did not understand something or could not write fast enough? Quite simply: you ask. Everyone understands when you miss something. Of course, you should not ask too often ...
If applications are made orally, it is advisable to read the transcript and have the applicant confirm that the application was properly recorded. When voting on applications, you must clearly state the result: "10 yes votes, 8 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 is best to start this task right away, because you have a fresh start in the head and can compensate any gaps in your notes.
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 ratings are not welcome (unlike the Memorandum!)
- Avoid transfers between agenda items.
- In the history log, write in the present form, in the result log, in either the present or first past tense ("said").
- Keyword-like lists are possible with less important topics.
- Mark speeches clearly, such as: "Mr. Messerschmidt executes, explains, explains, promises, agrees, emphasizes, contradicts ..."
- Make longer speeches in indirect speech / subjunctive ("According to Ms. Sauer, there would be an increase ...").
- Give relevant passages - such as motions or resolutions - literally and with quotation marks.
- Avoid only insignificant posts on name ("It was highlighted ...").
- Include questions in the answers ("When asked if you also explained ... Dr. Small ... ").
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, Make sure you include all the attachments mentioned (applications, resolutions, slides, plans).
Make a signed copy of the transcript along with your transcript.
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