How DTL meeting minutes are handled

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Many operational meetings in DTL are run in the same, a bit unconventional way: we make as much of the meeting minutes as possible before the meeting starts. This document details how this is accomplished.

Where to find/store supplementary information on DTL meetings

DTL Coordination team

Past minutes are stored on our DTL Google Drive: /DTL CT/DTL werkoverleg/verslag werkoverleg DTL yyyy-mm-dd

Meeting subjects, absentees and roles are on DTL Werkoverleg

All participants are on the dtl-ct mailing list

Minutes are not sent out to others.

Health-RI data team

Past minutes are stored on our DTL Google drive /Health-RI Data Group/Minutes Sector Team/yyyy/Health-RI-Data-Minutes-yyyy-mm-dd.{gdoc|pdf} (and in "odt" form for the time before we switched to Google Docs for editing).

Meeting subjects, absentees and roles are maintained on a google doc.

All participants are on the health-care-data-team mailing list.

Weekly minutes are sent to the health-care-data-interest mailing list.

ELIXIR-NL operational team

Past minutes are stored on our DTL Google drive /DTL ELIXIR-NL/Team Meetings/yyyy/Minutes-ELIXIR-NL-Team-yyyy-mm-dd

Meeting subjects, absentees and roles are on Biweekly meeting of the ELIXIR-NL operational team.

All participants are on the ELIXIR-nl-team mailing list.

Biweekly minutes are sent to the ELIXIR-nl-minutes mailing list.

Before the meeting starts

As person responsible for the minutes you can send a request for input on the minutes to the mailing list with the meeting participants; include a link to the actual google document for the meeting.

Run the meeting

Share the document view

  • Open the minutes on your own machine.
  • To make it easy for the other participants, share the document "share" link on the group chat for the remote participants

edit minutes

Mind the following:

  • Use the "standard" google styles "Normal Text" and "Heading 1" where possible.
  • Highlighting text from the "A menu at the top, select the "Highlight" tab in that menu, and then the color. Our "favorite" background colors are in the "custom" section of the color selector.
  • Use proper indent levels.
  • Use ticket type highlighting, e.g. "to be finished" => green, "strategic" => red where needed.

After the meeting

  • Use "File -> Print" or "File -> Download as -> PDF Document (.pdf)" to make a topic-yyyy-mm-dd.pdf.
  • Send the PDF to the appropriate mailing list, they are mentioned above for different DTL meetings.

prepare the new minutes

Directly after sending out the minutes, you should do the following:

  1. If your meeting is not using "google tasks", copy and rename the minutes you just sent to prepare the minutes for next time. If you are using tasks, upload the PDF instead and continue with the google doc without making a copy.
  2. Change the date in/under the title, and check the attendees/absentees for the next meeting (fill in those you already know).
  3. Remove all "yellow" highlighting using one of these two approaches:
    • Select all text that is "yellow", click the "Text color" control, click Highlight, and click None. Make sure highlights for strategic, waiting, and really old text are preserved.
    • Click in a section that contains yellow background text, and no other markup, and from the style menu select "normal text" to change it to white background. Keep the action items in boldface.

If applicable, do the following to schedule non-recurring agenda items

  1. For any agenda items that are not recurring, remove all the old text, keep only the action items and move them to the beginning of the "Parking Lot" at the end of the meeting, most recent first.
  2. Remove all issues from the parking lot that have been solved, and make sure all new agenda issues mentioned there are scheduled on the wiki page for the meeting.
  3. Select relevant non-recurring agenda points from the wiki page for the meeting.