Agenda and Meeting Minutes Format

What

A Standardized format for Team meeting agendas across the entire Hack for LA organization which creates a issue you can use for a whole year, and that has a template inside of it. You use the template text (that will live in your issue at the top) to create new comments for each new meeting. See screenshot below of an example from the Open Community Survey team

Why

• To make it easy for new pms to get started
• To provide a consistent experience to volunteers
• To make it easy for teams and org leadership to add items to each other's agendas

Alternatives or things to know?

• All template guides can be found here in our template repo
• Some repos use the issue templates direct from the default repo
• Some repos have their own templates, which can be seen by going to your repo and looking for a folder called ISSUE_TEMPLATE

How to do it

Check to see how your team uses template issues

Figure out if your project has their own template issues or uses the .github templates

• Go to your repos "Code" tab

  • If you do not see the .github/ISSUE_TEMPLATE, then you can follow the steps under My Project's repo uses the template repo issues
  • If you see a folder called .github/ISSUE_TEMPLATE then go to steps listed under My Project's repo has its own templates

• Some repos have their own templates, which can be seen by going to your repo and looking for a folder called ISSUE_TEMPLATE

My Project's repo uses the template repo issues

Create a new issue from the Agenda Template

My Project's repo has its own templates

• Make a new issue
• Add title
  • Initials or Nick Name of project followed Who attends (PMs, All Team, UX, etc.) followed by Agenda and Meeting Minutes
  • Example: OCS: PM's meeting Agenda and Notes (this is for the Open Community Survey project)
  • Copy the format below and customize by replacing the items and their brackets with your project's details

[Initials of Team]: [Who attends] Agenda and Meeting Minutes

• Copy the content after the dashed part at the top (from ### Overview onward) from the .github repo create agenda issue template file
• Paste the content in your new issue

Customize the content with your links

• Prework issues
  • Weekly Label Check
  • Recruitment Issues
• Recurring items
• Day your meeting happens. If you have two meetings with the same group, specify which recurring items are for which meeting
• Review assignments for each Team member
  • Add the link to the person's assigned issues. You can get a permanent link to that, by going to the issue tab, selecting Assignee and choosing their github. Copying that URL will make it easy to see what issues they are assigned at any given time.
    • Example:

- Example for Bonnie on the Guides Team [Bonnie](https://github.com/hackforla/guides/issues/assigned/ExperimentsInHonesty)

• epic label link can be created by going to Issues tab, selecting epic label (if you have one), and copying the URL

Projects that are doing it

Guide and examples from projects

Create a Guide/Template: Agendas and Meeting minutes for your project