Define the minimum scope and workflow for minutes of Zoom sessions

[rfluethi]

Owner: @vasantrajput

Description

Discussed in the Office Hours on August 22, 2026 #3640. Writing up a freely run session currently takes six to eight hours. That is too much for unpaid work and makes the agreed rotation unrealistic.

Work steps

• Define the smallest publishable set of notes: participants, topics, decisions, tasks, next meeting
• Record which pieces of reasoning are mandatory, so that people who were absent can follow
• Provide an outline of the session in advance for the write-up to follow
• Define how decisions become issues and who creates them
• Provide a template and link it from the handbook
• Review after three sessions which approach works at a reasonable cost

Context

A Slack meeting already exists as text and is 80 to 90 percent copying; a Zoom session is not. The time goes into the reasoning for people who were absent and into turning decisions into issues. Note-taking now rotates and is assigned at the preceding meeting, so the effort has to come down.