Check in call agenda template
This is a template for how meeting notes might look for a digital responder call-in.
We often put the agenda into a collaboratively-editable pad (such as is found at pad.riseup.net), and then copy paste into a wiki page afterwards.
Copy paste into collaborative note taking area
These call-ins / check-ins are at their most basic a way to strengthen the connections across response organizations (traditional, digital, and otherwise), individuals, and projects. Some calls are focused or topical, but are always meant as open spaces for cross-sector and -organizational collaboration. Defined organizations, networks, and other ways of delineating and focusing response are absolutely necessary, but so too is a space external to that for emergent possibilities. This call is specifically focused on topic.
- Date time PT / ET / GMT / EAT
- link to wiki page for notes
- Origin country call-in details
- International call-in details
Overview of how the call will work
- Agenda (intros of up to 30 seconds about you and your group, then longer updates on deployments and organizational statuses, then wrap-up)
- Note taking (we all take notes for each other)
- Conversational asides, "please check out $THING," etc can be added by individual into that section of the notes
- Time keeping (if you go over, you will first be poked via chat, and then verbally interrupted)
- Participants have 48 hours to review the notes for editing, clarity, and omissions before posted to a public place
- This call will/won't be recorded for posterity
Introductions (Who's here?)
30 seconds each : 5 minutes tops total : if you just spoke, take notes for the person who speaks after you.
Present and Vocal
- Name, affiliation(s).
- Current project (explanation to be filled in by speaker either in advance of call, or after speaking + taking notes for next person)
- Current project
- ..
- ..
Listening In / Technical Difficulties
- ..
- ..
=Review of Last Call's Collaboration Set
10 minutes tops
We'd love to hear about progress on projects in the digital response space, especially if it involves two or more organizations represented on this call.
Project 1 Name
Quick summary
- Contact: email@zomg.com
- Need:
- Need:
- Feedback from group (please leave your contact somehow so folk can follow up with you, but know these notes end up in a public place).
- something goes here
- and here
Project 2 Name
Quick summary
- Contact: email@zomg.com
- Need:
- Need:
- Feedback from group (please leave your contact somehow so folk can follow up with you, but know these notes end up in a public place).
- something goes here
- and here
Project and Deployment Overviews
What is new, that hasn't been gone over yet? 15 minutes tops
Project 1 Name
Quick summary
- Contact: email@zomg.com
- Need:
- Need:
- Feedback from group (please leave your contact somehow so folk can follow up with you, but know these notes end up in a public place).
- something goes here
- and here
Project 2 Name
Quick summary
- Contact: email@zomg.com
- Need:
- Need:
- Feedback from group (please leave your contact somehow so folk can follow up with you, but know these notes end up in a public place).
- something goes here
- and here
Other Activities
Reflections on platform and process
Participants can have a running assessment of the platform and process in this area of the notes.
Wiki Markup Template
: Any top level notes : Platform used, attendance numbers : Audio file, if one exists Overview of how the call will work * Agenda (intros of up to 30 seconds about you and your group, then longer updates on deployments and organizational statuses, then wrap-up) * Note taking (we all take notes for each other) * Time keeping (if you go over, you will first be poked via chat, and then verbally interrupted) ==Introductions (Who's here?)== ''30 seconds each : 15 minutes tops total : if you just spoke, take notes for the person who speaks after you.'' ===Present and Vocal=== * Name, affiliation(s). ** Current project (explanation to be filled in by speaker either in advance of call, or after speaking + taking notes for next person) ** Current project * .. * .. ===Listening In / Technical Difficulties=== * .. * .. ==Review of Last Call's Collaboration Set== : [http://somepagesomewhere.com Link to last call's notes]. ''We'd love to hear about progress on projects in the digital response space, '''especially''' if it involves two or more organizations represented on this call.'' ===Project 1 Name=== Quick summary * Contact: email@zomg.com * Need: * Need: * Feedback from group (please leave your contact somehow so folk can follow up with you, but know these notes end up in a public place). ** something goes here ** and here ===Project 2 Name=== Quick summary * Contact: email@zomg.com * Need: * Need: * Feedback from group (please leave your contact somehow so folk can follow up with you, but know these notes end up in a public place). ** something goes here ** and here ==Project and Deployment Overviews== ''What is new, that hasn't been gone over yet?'' ===Project 1 Name=== Quick summary * Contact: email@zomg.com * Need: * Need: * Feedback from group (please leave your contact somehow so folk can follow up with you, but know these notes end up in a public place). ** something goes here ** and here ===Project 2 Name=== Quick summary * Contact: email@zomg.com * Need: * Need: * Feedback from group (please leave your contact somehow so folk can follow up with you, but know these notes end up in a public place). ** something goes here ** and here ==Other Activities== ==Reflections on platform and process== Participants can have a running assessment of the platform and process in this area of the notes.
Other activities for a call
Have extra time? Hooray! Here are some things you might try out:
Topical discussion
Having a topic of discussion which seems to be coming up a lot in various communities can give everyone a chance to synthesize their understandings and potentially start on a project together. Suggested reading and external parties who might answer questions or lead discussion are beneficial to such topical discussions.
Breakout Working Groups
If there are projects that need work, ask the project lead to hold space for co-working on that project. It might be a smaller group (3-5 people) discussing the topic, or reviewing a document. These should be 10-30 minutes long, and are difficult to return to the larger group from. Follow up with the breakout lead for notes, which should be folded back into the main notes.
Concrete challenges and asks
Participants take up to 2 minutes each to describe an issue they're facing. Give everyone 2 minutes to think about what they want to bring up, before starting to run down the list (this helps everyone be concise and not "put on the spot"). Then all participants can respond in the note taking space (not verbally!) with thoughts, offers of assistance, etc.