Secretaries often have to deal with resolutions in their work. It is the most important mark on the document that occurs in the process of its technological processing. Here is more about it.
What is a board resolution?
The main factors influencing the speed of the company’s workflow are the principles and style of management that the manager adheres to. They are implemented, among other things, with the help of a simple management technique – drawing up resolutions. The results of the consideration of documents by management are recorded in a resolution. It is a written instruction from the head on the procedure for executing or using the document.
Having considered the document presented, the Chairman gives direct instructions to authorized employees on how to resolve a specific issue or distributes documents to his deputies within the framework of a system of segregation of duties or delegation of authority. But most importantly, the leader gives the so-called indirect, informal feedback, expressing in the resolution his attitude to:
- the issue stated in the document;
- to the correspondent from whom it was received;
- to an employee of his company, who he appoints as an executor under this document.
The secretary always needs to understand that the assignment should be addressed primarily to those who have the right and are obliged, within the framework of their functional duties, to make decisions in a particular area, of course, taking into account the hierarchy and subordination.
General rules for drawing up a resolution
The requisite “Resolution” includes the executor’s surname and initials, the order’s content, and the deadline for execution. In addition, the resolution must be signed (handwritten signature) and dated.
If there are several executors, the first name of the responsible executor who organizes co-executors work is indicated first. There should be no more than one resolution per document. Subsequent resolutions of the leaders are drawn up if they detail the procedure for executing the document.
The board resolution is located in the upper right corner of the first sheet of the document in front of the text. When it is necessary to draw up a complex resolution in content, it is allowed to write resolutions on any free area of the front side of the first sheet of the document without affecting the text (but not on the document’s margins). If there is no free space on the front side of the first sheet, it is allowed to issue a resolution on a separate sheet indicating on it the registration index and the date of the document to which the resolution relates.
Types of board resolutions
The board resolution on the document can have different options. Their application depends on the type of decision made concerning a particular document, which can be negative or positive. In addition, the resolution may contain a solution to the issue or establish the procedure for its resolution. In the second case, the requirements must also include the position, surname, and initials of the appointed employee responsible for executing this assignment.
So, the most common variants are:
- “For execution”
- “Note”
- Decide and prepare the necessary documents
- Ask for a joint decision
- the verb “Acquainted: and the signature
- the affirmative word “Yes”
- signature of the head, indicating consent (positive resolution).
The instructions of the head in the resolution can be individual or collective. But the responsible executor is always the one whose surname is named first.