Creating Meeting Notes

Our meeting notes are an important way for us to communicate within the team, the Make WordPress community, and ultimately the whole world. Notes are a summary of the main points in the meeting, and not a complete transcript. They highlight forthcoming dates, act as a reminder on items we are working on, and flag up deadline items and task group sprints. They also feed into our regular updates to other teams.

In the weekly meeting, they will ask if anyone wants to volunteer for drafting notes and working on follow-up.

1. Volunteer as note-taker during one of the weekly meetings
2. Review the latest meeting agenda
3. Attend the meeting in #marketing SlackSlack Slack is a Collaborative Group Chat Platform https://slack.com/. The WordPress community has its own Slack Channel at https://make.wordpress.org/chat/..
4. Collect the notes from Slack including any relevant updates/ actions from the threads.
5. You will need an account as an author on the Make WordPress Marketing blog, which is also known as the ‘Marketing P2P2 P2 or O2 is the term people use to refer to the Make WordPress blog. It can be found at https://make.wordpress.org/.’. If you do not have author access already, please request this from one of the team reps. The author access is provided for notes. If you intend to post another item or are interested in contributing to a post on a team topic, please highlight this in a team meeting and add your idea to the P2 blogs planning card in the Marketing GitHubGitHub GitHub is a website that offers online implementation of git repositories that 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. https://github.com/ task board.
6. Using the template below, draft a new post on the blog, preferably by end-of-day Friday following the meeting to allow time for any follow-ups and assistance.
7. Preview the post to check links and references
8. Notify the team reps for review on the relevant meeting GitHub card and in the Marketing Slack channel.

• for accessibilityAccessibility Accessibility (commonly shortened to a11y) refers to the design of products, devices, services, or environments for people with disabilities. The concept of accessible design ensures both “direct access” (i.e. unassisted) and “indirect access” meaning compatibility with a person’s assistive technology (for example, computer screen readers). (https://en.wikipedia.org/wiki/Accessibility) avoid using ‘here’ as a descriptor for links, and do not add links to headings
• use heading tags to help with accessibility, screen readers, and for user experience. In the template below, a guide has been added on which headings to use. You do not need to add bold when using heading tags.
• check contributor IDs have been updated to their WordPress.orgWordPress.org 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. https://wordpress.org/ ones and review these in the preview

We completely recognize that writing notes in English, if it is not your first language, may seem a little daunting. We organize the meeting content so that it is easy to copy items directly from Slack. Marketing Team reps also review the notes prior to publication.

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 ask for draft notes to be submitted by Friday 17:00 UTC, so that contributions made asynchronously can be incorporated to be more inclusive of different timezones.

• 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 the WordPress.org 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.
• Most conversations will reference a GitHub 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.

Thanks to @nalininonstopnewsuk, @eidolonnight, @webcommsat, @lmurillom, @meher, @majaloncar, @rmartinezduque, @laurlittle, @santanainniss for contributing to updating this page of the handbook.

Last updated: October 6, 2022