EcoReality relies highly on meeting minutes taken by the recorder. It's necessary to keep track of agreements and discussions for future reference.
- start/end times
- those present
- meeting roles (facilitator, recorder, etc.)
- the agenda, with prognosis for any item that does not result in an agreement nor action
- approval (with necessary changes noted) of previous meeting's minutes
- any AGREEMENTS made
- any ACTION items, the person responsible, and the the completion date
- Record the meeting essentials, above.
- Record as much non-essential information as you are comfortable with, especially if it aids future understanding of agreements made and actions assigned.
- Aid facilitation, especially regarding your needs for time to make notes or to clarify or wordsmith agreements and actions so that they will be clear in the future.
- If you are unable to make a meeting, you should seek out someone willing to take your place before the meeting starts.
- The previous quarter's recorder is available for help; the current recorder should be available to help the next quarter's recorder.
- Transcribe minutes onto the website using existing minutes as an example.
Some other suggestions:
- Make minutes in word or text edit or whatever program (rather than doing it right in the wiki in case the browser crashes. And, save a copy on computer just in case).
- I prefer plain old pencil & paper. I use a sort-of shorthand, with liberal abbreviations, in order to keep up with the fast pace of meetings, then transcribe to digital later. --Jan Steinman 10:28, 2 October 2008 (PDT)
- Click red link on next meeting (beside "approve") to open up the page to edit the minutes.
- Do entry and wiki formatting. Cut and paste a previous minutes header, attendees and facilitator (to save time). Note that cutting and pasting the minutes navigate bar at the top of each minutes does not update it. You have to manually enter in the digits for the past and future meeting.
- Send email out letting members know that the minutes are posted.
- Move the meeting that just happened to the "past meetings" page. This is done by going to edit on the "meetings" and "past meetings" page and cutting and pasting. Try to keep the past meetings ordered in newest to oldest. This means that if you have multiple meetings to cut and paste you have to do it one by one and not in a group (the "meetings" page is ordered in opposite timeline).
- Make any wiki changes required in the minutes- changes to meeting dates, added meetings, to do list etc.
- Add any date changes to iCal.
- Make sure the next meeting is on the wiki and that the agenda boilerplate is up to date (some of those meetings were put up there in January).
- Submitted by: James Cowan 22:30, 1 October 2008 (PDT)
Guidelines for others editing minutes pages:
- Normally, only the agreed recorder for a meeting should make substantial changes to a minutes page.
- Others can make substantial changes to a minutes page with the recorder's knowledge and direction, such as if minutes are conditionally accepted upon making certain changes, and the recorder is too busy to make those changes.
- Others can make helpful and beneficial, non-substantial changes, such as correcting typos and obviously erroneous factual information:
- Good changes:
- typos and grammatical corrections: changing "hte" to "the" or "their" to "they're", etc.
- correcting a date, time, quantity, or other factual information that is obviously wrong, without any chance of controversy among those attending
- fixing formatting problems, such as updating the nav link
- inserting appropriate links, such as: changing "AGREED to fund the fooble project" to "AGREED to fund the [[fooble project]]," or turning names into links.
- Bad changes:
- Any change that changes the meaning of what was recorded, unless the rest of the recorded minutes support such a change.
- Inserting commentary or opinion, such as "I think it didn't happen this way." Rather, contact the recorder to see if you can agree on appropriate changes. (Commentary or opinion can be put on the discussion page for the minutes, preferably after discussing it with the recorder.)
- Good changes:
- Dissent about the basic accuracy of what was recorded should be escalated (if necessary) in accordance with EcoReality process and communication guidelines
- attempt to come to some agreement about desired changes with the recorder,
- involve a neutral third party in the discussion if warranted,
- log your dissent on the discussion page associated with the meeting minutes,
- express your dissent and seek a consensus change at the following meeting, during the time allocated for adoption of the minutes.
- Dissenters should make a good-faith effort to resolve the dispute before the time for adoption of the minutes.
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