How to Write Meeting Agenda or Meeting Recap Posts

Thank you so much for your interest in taking notes for the Training Team! This is one of the first and easiest ways to get started contributing; this can help you orient yourself to what we’re working currently working on, find the things you’d like to do that interest you the most, and keep the greater WordPress community in-the-know.

To get started with this responsibility, please join the training team and fill out our contact form so that you can actually publish those notes!

You are welcome to volunteer to take notes in Slack during or after either of our weekly meeting.

Publishing up the Training Team Agenda Posts

  1. Create a new post on the Training Team’s blog.
    • To do this, go to https://make.wordpress.org/training/wp-admin and login with your WordPress.org account. If you do not have access, please request a Faculty Administrator or Training Team Representative to grant you Author access. You can get the attention of all Faculty Administrators by adding the @faculty-admin call word to a message in the #training channel in 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/.
      • Example Slack message: Hi @faculty-admin. I will be prapring this week's meeting meeting agenda and need access to the Team Blog. Please grant me Author access to https://make.wordpress.org/training/. Thanks!
    • Once logged in, select Post > Add New from the left sidebarSidebar A sidebar in WordPress is referred to a widget-ready area used by WordPress themes to display information that is not a part of the main content. It is not always a vertical column on the side. It can be a horizontal rectangle below or above the content area, footer, header, or any where in the theme..
  2. Select the Training Team Meeting Agenda BlockBlock Block is the abstract term used to describe units of markup that, composed together, form the content or layout of a webpage using the WordPress editor. The idea combines concepts of what in the past may have achieved with shortcodes, custom HTML, and embed discovery into a single consistent API and user experience. to use the training team’s easy-to-follow template

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Using the Training Team Meeting Agenda Block reusable block

Once inside the newly created post type /agenda and select Training Team Meeting Agenda Block reusable block

  1. IMPORTANT! Before you begin, make sure to convert the Reusable Block into regular blocks:
  1. Update each section with the relevant information in the title section
    • News: Any relevant new information for the Training team
    • Intro/Welcome: These names can be grabbed from Slack and should be folks who joined the channel since the last meeting.
    • Published Content: The most recent published content on Learn WordPress
    • Projects: List current projects and their most recent updates
    • Other Work in Progress: List work that is actively being worked on and requires updates from contributors working on it.
    • Request for Review: List GitHub issues ready for review by their content type.
    • Open Discussions: Note any topics the Training Team should discuss more thoroughly during the meeting.
  2. Check with the Training Team Reps for final review before posting.
  3. Schedule the post to go out 24 hours ahead of the next Training Team Meeting.

As an example, see the Meeting Agenda for January 17, 2022.

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Publishing Training Team Meeting Recap Posts:

  1. Create a new post on the Training Team’s blog.
    • To do this, go to https://make.wordpress.org/training/wp-admin and login with your WordPress.org account. If you do not have access, please request a Faculty Administrator or Training Team Representative to grant you Author access. You can get the attention of all Faculty Administrators by adding the @faculty-admin call word to a message in the #training channel in Slack
      • Example Slack message: Hi @faculty-admin. I am the note taker for this week's meeting, but I don't have access to the Team Blog. Please grant me Author access to https://make.wordpress.org/training/. Thanks!
    • Once logged in, select Post > Add New from the left sidebar.
  2. Select the Recap for Training Team Meeting Reusable Block to use the training team’s easy-to-follow template

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Using the Recap for Training Team Meeting reusable block

Once inside the newly created post type /recap and select Recap for Training Team Meeting reusable block

  • 3. IMPORTANT! Before you begin, make sure to convert the Reusable Block into regular blocks:

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An example of converting to regular blocks:

5. Add links to both meetings in Slack as well as a link to the agenda for both on our team’s “Make” blog:

The reusable training team meeting reusable block, highlighting "Slack Log for EMEA/Americas Meeting" and "Slack Log for APAC Meeting" that need links to the Slack meetings. "The Agenda for Both Meetings" is also highlighted to remind contributors to link to the related Training / Make Agenda post.

6. Add attendance! We always ask, “Who is joining us?” in each meeting – make sure to find 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/ usernames in this thread. Do not use their Slack usernames:

The Slack meeting message where a team rep asks "Who is with us today? And asks users to include their WordPress.org details. A user writing her DotOrg Handle (@arasae) is highlighted.

7. Welcome the newcomers! If a newcomer has a WordPress.org username, prefer to list that so that the published 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/. links to their correct profile page. If you find someone hasn’t created a DotOrg profile yet, then it’s okay to mention their Slack username instead.

See this Slack comment for an easy way to find someone’s DotOrg username from their Slack profile ID.

8. Summarize and consolidate points from both meetings. The meetings in both time zones follow the same agenda; the idea is to condense the information to the most important parts so that it’s easy to read and get the most important points from both quickly.

9. Add Categories and Tags. Make sure to select categories of whatever was spoken about, and assign respective tags:

The 'categories' section of the WordPress dashboard, showing selections: sprint, contributor day, event recap, highlight, idea, meeting agenda.
The 'Tags' section of the WordPress dashboard, including most used tags: training, learn-wordpress, Training-team, p2-xpost, slides, contribuor dates, procedures, marketing, agenda

10. IMPORTANT: If you use any images, make sure to add alt tags! If there are any images used in the recap notes, make sure to include an ‘alt’ tag in the image settings to describe the image. This ensures that anyone who uses a screen reader or has a slow internet connection can access the information that image contains. See the example below:

The site editor showing an image block selected. 'Alt Text' appears on the screen, and an example of alternative text describing the image appears.

11. Publish those notes! Thank you very much for your help with this.

As an example, please view the Training Team Meeting Recap for January 10, 2023.

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Points to Remember: Recap Notes & Meeting Agenda

When taking notes or writing a meeting agenda, please:

  • Examine former previously published recap notes or meeting agendas, which you can find on the Training Team’s Make Blog if you’re feeling lost. Former notes and agendas are great resources!
  • Update the links for the Slack log and the agenda.
  • Do not copy and paste the whole Slack conversation, the meeting recap is a summary of the meeting not a dump of Slack.
  • Please make sure you use .org IDs in the recap for attendees, acknowledgements, and notes. Only use Slack usernames for announcing new team members. All attendees are asked to provide their .org ID’s at the beginning of the meeting. If in doubt you can ask the attendee.
  • Do not include any links to Google documents or other similar areas of organization that have been referenced in the meeting as this can get hijacked when in the public domain. Instead, please reference the Slack link where the document has been mentioned.
  • If you have any questions, please don’t hesitate to ask in the #training channel. We are happy to help, and your questions make our entire team better!

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