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Define the minimum scope and workflow for minutes of Zoom sessions #3646
Description
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.
Activity
rfluethi commentedon Sep 27, 2026
From the session on September 26 (#3641): for the Tuesday meeting, there is already a prepared template in the draft ticket where only the marked parts need to be replaced; with it, the recap takes about an hour. Suggestion: link this template from the meeting script and change the deadline from "before the next meeting" to "by Friday", so news and workshops from the weekend are not out of date. The effort for an Office Hours write-up is still around six hours and remains the open part of this issue.