Update Handbook: Guidelines for Meeting Notes

[murillol]

From a previous discussion, in Meeting Notes, there are 2 links to the start of the meeting. We've kept one, but the Handbook should be updated to reflect this.

From @nalininsbs: The link has moved to the welcome section and been retained at the top. We can lose one of these, I deleted the one at the top. I have edited it to be clear to those unfamiliar with Slack and the channels, as well as which Slack to use as there are many in WordPress.

Eg. The meeting discussions on the Marketing team channel can be found starting [at this timestamp](ADD LINK) link on the Make WordPress Slack to help anyone contributing asynchronously.

[murillol]

I might get a chance to get to this on the weekend. Otherwise, whoever gets a chance to look at this/do it first please :-) Thanks!

[nalininsbs]

I shortened this to:
The meeting discussions on the Marketing team channel start [at this timestamp](ADD LINK) in the Make WordPress Slack. You can add to the threads if you were unable to attend the meeting live.

Also previous update to be checked has been added:
For the person reviewing notes, they need to check the tags, categories, and add excerpt (eg Notes from the global WordPress Marketing Team meeting on Month day, year) and avoid it being too long for search. If there is a significant section in the notes on a particular area that would be relevant to people interested in the topic to read the marketing notes, add a tag used in the project for this topic area and you can add it to the excerpt.

[santanainniss]

@nalininsbs @murillol Thank you for tagging me in! I am not sure I completely understand what needs to be added/changed. This is a little different than the issue I was working on, but I am happy to help :) I could probably make updates this week. I'm just a little unclear on the change/update requested. Shall I Slack you for more info? What makes most sense?

[murillol]

Hi @santanainniss I was out last week, sorry for not replying to you. I just saw your message to us in Slack as well.

The context is this:

While writing Meeting Notes, Lauren noticed that in the Notes (for example here) there were 2 links "to the start of the meeting" on the Marketing Slack. One in the first paragraph, and one in point #1 of the agenda.

We all agreed it was redundant and one link should be removed. @nalininsbs suggested we keep only the one in point #1 of the agenda, that the text should be "The meeting discussions on the Marketing team channel start [at this timestamp](ADD LINK) in the Make WordPress Slack. You can add to the threads if you were unable to attend the meeting live." and that this should be reflected in the Handbook.

For this part of Nalini's comment:

Also previous update to be checked has been added:

I'm not sure, but I understand it's also a suggestion to add to the handbook. Could you please clarify @nalininsbs ? Thanks!

[santanainniss]

Thank you so much for sharing that context @murillol! It's so helpful. I'm happy to help remove the redundancy in the handbook. But I'll wait for @nalininsbs to confirm, as you requested above, before taking action!

[santanainniss]

Hi @murillol just checking one more time on this. Would it be ok to move forward w/o feedback from @nalininsbs or best to wait for confirmation? I want to make sure I'm contributing here!

[murillol]

just mentioned this on Open Floor @santanainniss !

[santanainniss]

Moving some comments from @nalininsbs in Slack here to this GutHub issue for continuity!

"I have been going through this together with items notetakers seem to be having difficulties with ahead from reviewing the notes. I will make contact @Santana.Inniss
for further help with thi. Are you now travelling to WordCamp US this week?"

"Many of the problems are on how to get thread links, how to preview and difficulty on some devices in checking links in slack, familiarity with using WordPress. There are some screenshots which would be helpful."

"How to add WordPress IDs would also benefit from a screenshot."

"There are a number of times the handbook says to add a link. However this is automated in the blog site. I am amending this and the reference to the agenda. This can be linked directly to the agenda and not the slack thread."

"@Santana.Inniss the color contrast with the block used on the page needs some adjustment. Would you be able to help handle this?"

Also adding this note from a separate Github issue:
"To overcome one of the issues faced by notetakers, we need date of the meeting in the introduction and with the agenda link. This will help notetakers know they are in the right meeting. It should also help with accessibility. @eidolonnight @murillol @santanainniss . The below is an example, which can be improved upon.
eg
This is the agenda, we are following for today’s meeting on September 14, 2022.

These are the Marketing Team from September 7, 2022 meeting."

[santanainniss]

If I am tracking correctly, some of the requested improvements to the handbook page are:

• Adding screenshots for how to get thread links in Slack and how to find and link WP IDs
• Checking that there are no redundant requests for links in the meeting notes template

[nalininsbs]

Checking if these points have been captured in the handbook in some way. Taken from reviews on other weekly notes cards.

• check links including those going to Slack in preview once the draft is completed in the blog site

• if someone is copying an update for someone who can not attend live, include the ID of the person who has worked on / submitted the update

• for GitHub references, check H is capitalized. This helps screen readers to read it as a separate word and to match GH itself.

• check 'WordPress' has an upper case 'P' in the text and excerpt

• to make it easier with lots of GitHub card links and to copy the style in other teams, add a GitHub ticket number in the notes.

• Tags to add to all notes posts: Marketing Team, Meeting notes

[abhansnuk]

Can I add these from helping new contributors get started with notes too:

• the reference to notetaker and link to notes should be for the previous week's notes. Eg the Marketing Team meeting notes, September 28, 2022. The notes review bullet point should also refer to the previous week - let's add the date in the template to help.
• the arrows used in Slack to help differentiate the next agenda item are not needed in the blog and can be deleted from every section in the blog please. This is the same for emojis used in Slack. These do not get replicated on the blog post.
• check if copying direct from Slack that any comment included in the first person is changed to third person and attributed. There are a few occasions where a direct quote may be helpful, and in those cases, put the information into quote marks and attribute it.
• try and avoid shortened versions of words or expressions that are likely to be known by one or limited countries or cultures. This is to make it easier for those who are translating the post or translating as they read it.
• check any update that has been added in threads during the meeting or asynchronously by Friday (what time are you now using?)
• do not publish the notes once you have finished drafting them.

[nalininsbs]

Remaining items which may be useful for the future are to be migrated from this card and added to the list in the notes discussion card.

[eidolonnight]

This is an old issue that may or may not have been completed. Adding current team reps to list of assignees and removing myself.