Creating Meeting Notes

One of the ways to become involved in the Marketing Team is to be part of drafting our weekly notes and working alongside the actions team. This task is designed for contributors who have been active in the team or in directly contributing to the project for at least six months as it helps to have a good WordPress background and understand the tasks the team works on.

Notes are a very import way we communicate with the team itself, the rest of the WordPress community and ultimately the whole world. They also feed into our regular updates to other teams.

If this sounds like you, it is a great way for new people to get involved contributing with immediate results. We have lots of help available and a template you can use.

What are notes? What are notes?

Notes are a summary of the main points in the meeting. We try to put enough to help anyone who may be struggling with reading along asynchronously in SlackSlack Slack is a Collaborative Group Chat Platform The WordPress community has its own Slack Channel at or may be unfamiliar with the tool.

They do not have to be a complete documentation of the meeting. The main roles are to help people:

  • take part
  • spread awareness about Marketing initiatives or messaging (eg social media posts they can share)
  • highlight forthcoming dates
  • act as a reminder on items we are working on, and aid for other teams
  • flag up deadline items and task group sprints

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Do I have to be an English-native speaker? Do I have to be an English-native speaker?

We completely recognize that writing notes in English, if it is not your first language, may seem a little daunting. But we try and organize the meeting content so that it is easy to copy items from the meeting itself.

We always have two people go through the notes too and an opportunity for anyone to ask / highlight any clarifications in the next meeting.

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When can I write the notes? When can I write the notes?

Some contributors start writing them in the meeting itself. Others start the draft notes straight after the meeting. They use the agenda for the number structure and key links, which makes it a lot easier and quicker to put the notes together.

We work in a Google document which everyone in the team can view. We ask for draft notes by Friday 17:00 UTC of the week of the meeting, so that contributions made asynchronously can be incorporated to be more inclusive of different timezones.

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What you need to know What you need to know

  • One of the Team Reps or the Projects and Actions Groups will post a link to the ongoing Google Doc for that year. It’s public and can be edited by anyone with the link
  • In the weekly meeting, they will ask if anyone wants to join the rota for drafting notes and working on follow-up. This is where you can chime in. We have found from notetakers that it is easier if they have been in the team at least three months, longer if they are new to the tools and WordPress itself
  • Be sure to include the Slack link at the top of the notes. You can find this by going to the initial post of the meeting, and right click it to get the link. As we include the Slack link, notes do not need to be exhaustive, but can focus on the main points and actions. We try to include actions in bullet points with, where possible, the type of skills needed for those tasks
  • Include your The community site where WordPress code is created and shared by the users. This is where you can download the source code for WordPress core, plugins and themes as well as the central location for community conversations and organization. username in the bottom of the document in the list of those involved in the notes
  • Include the usernames of those who attended the meeting in the Google doc. When we moved to greater asynchronous contribution due to the pandemic, we do not include all attendees now in the blog version of the notes, but link directly to the thread where attendees and contributors have included their name. This is in an effort to include more people and to overcome the issues with not having everyone’s ID
  • Most conversations will reference a TrelloTrello Project management system using the concepts of boards and cards to organize tasks in a sane way. This is what the team uses for example: card, GitHubGitHub GitHub is a website that offers online implementation of git repositories that can can easily be shared, copied and modified by other developers. Public repositories are free to host, private repositories require a paid subscription. GitHub introduced the concept of the ‘pull request’ where code changes done in branches by contributors can be reviewed and discussed before being merged be the repository owner. repository or card, or a document/ spreadsheet, please provide the link to that card in the notes as part of the summary of that discussion
  • PingPing The act of sending a very small amount of data to an end point. Ping is used in computer science to illicit a response from a target server to test it’s connection. Ping is also a term used by Slack users to @ someone or send them a direct message (DM). Users might say something along the lines of “Ping me when the meeting starts.” one of the Team Reps in the main Marketing Slack channel when you’ve finished so they can include it in the planning meeting and actions follow-up which takes place every Monday (these have been done by slack in 2021 due to the effect of the pandemic)
  • There is an opportunity for the team as a whole to review the notes at the next meeting before the final notes and actions are published.

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Formatting Formatting

Trello Card / GitHub Name
Trello Card / GitHub Link
Task co-ordinator or updater on behalf of those working on it


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Example notes Example notes

Navigating TracTrac Trac is the place where contributors create issues for bugs or feature requests much like GitHub. for New People

@ name: We are awaiting Design to come back with graphics that can be made.

Dot Org MetaMeta Meta is a term that refers to the inside workings of a group. For us, this is the team that works on internal WordPress sites like WordCamp Central and Make WordPress. Descriptions Part 2

@…: I’ve accepted @ name and @ name edits. The copy is frozen for now — contributor x is going to do her final SEO Edit and then I will proofread. The next steps are…

For more examples you can read the blog posts and look for any post marked “Marketing Team Meeting.”

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