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.

The note-taking process

  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 The WordPress community has its own Slack Channel at
  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’. 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. 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.

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  • 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 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. ones and review these in the preview

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Notes: Global Marketing Meeting, [Date in M, D, Y format]

If you are reading these notes on a website other than the Make WordPress Marketing blog, you can add comments directly to the #marketing channel on the Make WordPress Slack or via the team’s blog.

After each item in the meeting notes, there is a link directly to its related Slack thread. This will help you join the discussions and get more involved. The team may not be aware of comments you add on other sites which replicate the notes.

1. Welcome & Introductions

These summary notes focus on key items and actions from the meeting and assist with an asynchronous contribution to the Global Marketing Team. For those unable to attend a meeting for whatever reason, please join the discussion threads after the meeting and you can add your comments and updates there. If an update relates to a task, please also update the relevant GitHub card which is the main project tracking area. 

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1. Welcome and introduction [use H2 format]

These summary notes focus on key items and actions from the meeting and assist with asynchronous contribution to the Global Marketing Team.

  • The meeting discussions on the Marketing team channel on Slack start at this message [insert link to thread]. You can add to the threads if you were unable to attend the meeting live or for its full duration. If an update relates to a task, please also update the relevant GitHub card, which is the main project tracking area for the team. 
  • Meeting Agenda [insert link to the published post on the Marketing blog]. GitHub #[insert card number and link for the relevant week]
  • Meeting prepared and facilitated by: Name(s) of facilitator(s) [insert profile, you do not need to add a link as this is automated. Please check in preview before publishing]. GitHub overview and support in the week leading up to the meeting: [insert link to profile, as detailed above]
  • Meeting notes draft: Name of notetaker [insert profile, as detailed above]
  • Meeting notes editor/ reviewer: Name(s) of reviewer(s) [insert profile, as detailed above]
  • For those new to the team, the New Contributor Orientation section of the Handbook can be a good place to start. You can also visit the team’s GitHub task board and join any card you are interested in. All you need is a GitHub account to add a comment or update to a relevant card/ ticket.

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2. Getting to Know Each Other [use H2 format]

  1. Meeting attendees: participants can be viewed in this Slack Thread [insert link to thread]
  2. Social question of the week: [Include social question and any relevant information]. View participant response via this Slack thread [insert link to thread].

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3. Volunteer to be a notetaker or a coffee break facilitator [use H2 format]

[Link to Slack thread]

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a) Notes [use H3 format]

Thank you to [insert profile of previous week’s note taker] for drafting last week’s notes [insert week to previous week’s notes], and [insert profiles of reviewers] for reviewing.

Notetakers for coming weeks – you can join our group of contributors taking part in producing notes by volunteering when you see a call for note-takers during our meetings or adding your name to the weekly GitHub ticket, and linking to it in Slack to highlight.

  • [List the next three or four meeting dates, link to the relevant GitHub card, add the corresponding volunteers’ IDs (not Slack IDs)]
  • [As above for the meeting two weeks in advance]
  • [As above for the meeting three weeks in advance, check GitHub task board for the link. If it is coming up to a busy time or major holidays in parts of the world, the next four weeks might be listed]

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b) Help to facilitate a coffee break?

The team coffee breaks are virtual, informal get-togethers.

Could you volunteer to open the virtual coffee break for the bi-weekly coffee break. Check out the #GitHub ticket 23 and add your name to the list! Read the updated guide on facilitating a coffee break and volunteer. More on the next coffee break in the diary dates section of the meeting.

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4. Project and task updates [use H2 format]

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[Insert link to Slack thread]

The main Marketing Team task board on GitHub.

If you would like specific assistance on using GitHub, please reply in this thread. There is help available! You can also contribute to wiki information we are working on with other teams.

We bring GitHub cards to this meeting for a regular status check-in. These can also be highlighted on the GitHub planning card for the weekly meeting.
[i. to iii. Add list of cards and any relevant updates/ actions from the threads]

4a. Title of Update [Insert link to Slack thread]

  • Include updates as bulleted list

4b. Title of Update [Insert link to Slack thread]

  • Include updates as bulleted list

5. Diary/Calendar Dates

Our next Coffee break will be [insert date & time in UTC], facilitated by [insert name of facilitator and link to ID]. This bi-weekly social coffee break is held by the Make Marketing team for all WordPress Marketing contributors, and occasional guests. Stop by and meet some of the friendly faces marketing WordPress.Follow this Google Calendar with meetings, collaborations, and social activities. We also list important dates in this Forthcoming Diary Dates post.

6. Open Floor

Next Marketing Meeting: [date] 15:00 UTC #marketing-team #meeting-notes

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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. 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.

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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 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.

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What do I need to know?

  • 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 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.

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