How to Write Meeting Agenda or Meeting Recap Posts

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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.

Step By Step Recap Posts:

  1. Join us. To get started taking notes for the training team, it’s important to 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 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/. during or after either of our two weekly meetings.
  2. Create a new post for Make/Training.
  3. Select the Agenda Reusable 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 format:

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Using the Agenda reusable block

Type /ag and select Agenda reusable block

Typing the shortcode to select the Training team agenda reusable block in the Block editor.

Type /re and select the Recap reusable block

Typing the shortcode to select the Training team recap reusable block in the Block editor.

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

Converting a reusable block to regular blocks.

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An example of converting to regular blocks:

Example of converting a reusable block to a regular block
Convert Reusable Blocks 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. Publish those notes! Thank you very much for your help with this.

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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!

As an example, please view the recap meeting notes for December 7, 2021.

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