Facilitation Wiki - User contributions [en]

Documentation:Index

2016-05-25T13:50:07Z

Beatrice: /* Documentation Process Overview */

=== Documentation Process Overview ===

[[Documentation:Pre-Event| Before the event]], the event co-organizers agree on how to collect session notes, who is responsible to collect them and where they will be stored.

[[Documentation:At-Event|At the event]], session notes are taken collaboratively, collected and stored as planned.

[[Documentation:Post-Event|After the event]], the documentation is organized in a shareable format, reviewed by the event co-organizers, and distributed to the participants.

Documentation:Index

2016-05-25T13:49:56Z

Beatrice:

=== Documentation Process Overview ===

[[Documentation:Pre-Event| Before the event]], the event co-organizers agree on how to collect session notes, who is responsible to collect them and where they will be stored.

[[Documentation:At-Event|At the event]], session notes are taken collaboratively, collected and stored as planned.

[[Documentation:After-Event|After the event]], the documentation is organized in a shareable format, reviewed by the event co-organizers, and distributed to the participants.

Documentation:Index

2016-05-25T13:49:23Z

Beatrice:

=== Documentation Process Overview ===

[[Documentation:Before the event| Before the event]], the event co-organizers agree on how to collect session notes, who is responsible to collect them and where they will be stored.

[[Documentation:At the event|At the event]], session notes are taken collaboratively, collected and stored as planned.

[[Documentation:After the event|After the event]], the documentation is organized in a shareable format, reviewed by the event co-organizers, and distributed to the participants.

Documentation:At-Event

2016-05-25T13:48:14Z

Beatrice:

Documentation:At-Event

2016-05-25T13:47:28Z

Beatrice: /* Documentation Checklist: At the Event */

Documentation:Process for Session Types

2016-05-24T21:25:16Z

Beatrice:

=== Documentation process of specific session types ===

* Agenda brainstorming
** Documentation lead and/or volunteering participants to transcribe post-it content in text document or spreadsheet (as preferred by the organizers), taking each thematic column as a separate list (a bullet-point list on a text document; a column in a spreadsheet)

* Spectrogram
** Documentation lead to collect separately in different lists to be transcribed:
*** Read statements. And for each of these, take note of the approximate positioning of participants along the Agree-Not Sure-Disagree line and most relevant movements. E.g. "50% Agree, 10% Not Sure, 40 % Disagree; by the end of the debate, 50% Agree and 50% Not Sure"
*** Top level statements
*** Other statements

* Working session
** Before the session starts:
*** Facilitator to invite each group to have a volunteering note taker, taking notes on personal device or on paper, following the model agreed with event organizers (online or offline documents, etc.)
*** Documentation lead to ask each group at the beginning of the session to communicate the name of the note taker (for future reference and contact)
** At the end of the session:
*** Facilitator to remember note takers to share notes with the documentation lead
*** Documentation lead to verify that all notes have been collected, and, if anything is missing, follow up with responsible note taker to agree on collection method and timeframe (recommended: collect all notes by the end of the day the session has been taken place on)

* Skill share
** Documentation lead to take note of the titles of the skill share conversations taking place

* Speed geeking
** Basic documentation: documentation lead to visit each speed geeking station and take notes
** More detailed documentation: designate one note taker for each station, to take notes of the all the conversations taking place during all rounds

Documentation:Process for Session Types

2016-05-24T21:24:31Z

Beatrice: Created page with "Documentation process of specific session types * Agenda brainstorming ** Documentation lead and/or volunteering participants to transcribe post-it content in text document o..."

Documentation process of specific session types

* Agenda brainstorming
** Documentation lead and/or volunteering participants to transcribe post-it content in text document or spreadsheet (as preferred by the organizers), taking each thematic column as a separate list (a bullet-point list on a text document; a column in a spreadsheet)

* Spectrogram
** Documentation lead to collect separately in different lists to be transcribed:
*** Read statements. And for each of these, take note of the approximate positioning of participants along the Agree-Not Sure-Disagree line and most relevant movements. E.g. "50% Agree, 10% Not Sure, 40 % Disagree; by the end of the debate, 50% Agree and 50% Not Sure"
*** Top level statements
*** Other statements

* Working session
** Before the session starts:
*** Facilitator to invite each group to have a volunteering note taker, taking notes on personal device or on paper, following the model agreed with event organizers (online or offline documents, etc.)
*** Documentation lead to ask each group at the beginning of the session to communicate the name of the note taker (for future reference and contact)
** At the end of the session:
*** Facilitator to remember note takers to share notes with the documentation lead
*** Documentation lead to verify that all notes have been collected, and, if anything is missing, follow up with responsible note taker to agree on collection method and timeframe (recommended: collect all notes by the end of the day the session has been taken place on)

* Skill share
** Documentation lead to take note of the titles of the skill share conversations taking place

* Speed geeking
** Basic documentation: documentation lead to visit each speed geeking station and take notes
** More detailed documentation: designate one note taker for each station, to take notes of the all the conversations taking place during all rounds

Documentation:At-Event

2016-05-24T21:24:23Z

Beatrice: /* Documentation Checklist: At the Event */

Documentation:At-Event

2016-05-24T21:23:51Z

Beatrice: /* Documentation Checklist: At the Event */

=== Documentation Checklist: At the Event ===

'''Who is involved:'''
* Facilitator
* Documentation lead
* Note takers (co-organizers; or participants, taking turns, not more than once during the event)

'''Checklist:'''

1. Facilitator to explain notes capture model in opening circle

2. Documentation lead to follow at-event [[Documentation:Process for Session Types|notes capture processes per session type]]

Documentation process of specific session types

* Agenda brainstorming
** Documentation lead and/or volunteering participants to transcribe post-it content in text document or spreadsheet (as preferred by the organizers), taking each thematic column as a separate list (a bullet-point list on a text document; a column in a spreadsheet)

* Spectrogram
** Documentation lead to collect separately in different lists to be transcribed:
*** Read statements. And for each of these, take note of the approximate positioning of participants along the Agree-Not Sure-Disagree line and most relevant movements. E.g. "50% Agree, 10% Not Sure, 40 % Disagree; by the end of the debate, 50% Agree and 50% Not Sure"
*** Top level statements
*** Other statements

* Working session
** Before the session starts:
*** Facilitator to invite each group to have a volunteering note taker, taking notes on personal device or on paper, following the model agreed with event organizers (online or offline documents, etc.)
*** Documentation lead to ask each group at the beginning of the session to communicate the name of the note taker (for future reference and contact)
** At the end of the session:
*** Facilitator to remember note takers to share notes with the documentation lead
*** Documentation lead to verify that all notes have been collected, and, if anything is missing, follow up with responsible note taker to agree on collection method and timeframe (recommended: collect all notes by the end of the day the session has been taken place on)

* Skill share
** Documentation lead to take note of the titles of the skill share conversations taking place

* Speed geeking
** Basic documentation: documentation lead to visit each speed geeking station and take notes
** More detailed documentation: designate one note taker for each station, to take notes of the all the conversations taking place during all rounds

3. Documentation lead to gather the session notes collected (either as text file, or picture of notes not yet typed up) accordingly to the Aspiration file-naming convention.

The Aspiration file-naming convention can have multiple parts:
* Aspiration, if Aspiration is the organization creating the documentation. Use the full name consistently to avoid sorting errors
* Organizing entity or project. Write it capitalized or as acronym if longer than 10-15 characters
* Name of the meeting. Write it capitalized
* Name of the session. Write it lower case
* Content type. Write it capitalized, e.g. "Notes"
* Number, if there is a series of files with same file name and file extension, e.g. multiple photos documenting the notes of the one single session. The first value is 01, then 02 and so on

Example: AspirationABCDigitalRightsSummitspeedgeeking01

Please note:
* Never use punctuation or spaces when creating file names
* Always save pictures as .jpg files and texts as .pdf files

Documentation:At-Event

2016-05-24T21:21:15Z

Beatrice: /* Documentation Checklist: At the Event */

=== Documentation Checklist: At the Event ===

'''Who is involved:'''
* Facilitator
* Documentation lead
* Note takers (co-organizers; or participants, taking turns, not more than once during the event)

'''Checklist:'''

1. Facilitator to explain notes capture model in opening circle

2. Documentation lead to follow at-event notes capture processes per session type

Documentation process of specific session types

* Agenda brainstorming
** Documentation lead and/or volunteering participants to transcribe post-it content in text document or spreadsheet (as preferred by the organizers), taking each thematic column as a separate list (a bullet-point list on a text document; a column in a spreadsheet)

* Spectrogram
** Documentation lead to collect separately in different lists to be transcribed:
*** Read statements. And for each of these, take note of the approximate positioning of participants along the Agree-Not Sure-Disagree line and most relevant movements. E.g. "50% Agree, 10% Not Sure, 40 % Disagree; by the end of the debate, 50% Agree and 50% Not Sure"
*** Top level statements
*** Other statements

* Working session
** Before the session starts:
*** Facilitator to invite each group to have a volunteering note taker, taking notes on personal device or on paper, following the model agreed with event organizers (online or offline documents, etc.)
*** Documentation lead to ask each group at the beginning of the session to communicate the name of the note taker (for future reference and contact)
** At the end of the session:
*** Facilitator to remember note takers to share notes with the documentation lead
*** Documentation lead to verify that all notes have been collected, and, if anything is missing, follow up with responsible note taker to agree on collection method and timeframe (recommended: collect all notes by the end of the day the session has been taken place on)

* Skill share
** Documentation lead to take note of the titles of the skill share conversations taking place

* Speed geeking
** Basic documentation: documentation lead to visit each speed geeking station and take notes
** More detailed documentation: designate one note taker for each station, to take notes of the all the conversations taking place during all rounds

3. Documentation lead to gather the session notes collected (either as text file, or picture of notes not yet typed up) accordingly to the Aspiration file-naming convention.

The Aspiration file-naming convention can have multiple parts:
* Aspiration, if Aspiration is the organization creating the documentation. Use the full name consistently to avoid sorting errors
* Organizing entity or project. Write it capitalized or as acronym if longer than 10-15 characters
* Name of the meeting. Write it capitalized
* Name of the session. Write it lower case
* Content type. Write it capitalized, e.g. "Notes"
* Number, if there is a series of files with same file name and file extension, e.g. multiple photos documenting the notes of the one single session. The first value is 01, then 02 and so on

Example: AspirationABCDigitalRightsSummitspeedgeeking01

Please note:
* Never use punctuation or spaces when creating file names
* Always save pictures as .jpg files and texts as .pdf files

Documentation:Index

2016-05-19T13:55:40Z

Beatrice:

Documentation:Index

2016-05-19T13:55:11Z

Beatrice:

=== Documentation Process Overview ===

[[Documentation:Pre-Event| Before the event]], the event co-organizers agree on how to collect session notes, who is responsible to collect them and where they will be stored.

[[Documentation:At-Event|At the event]] session notes are taken collaboratively, collected and stored as planned.

[[Documentation:Post-Event|After the event]] the documentation is organized in a shareable format, reviewed by the event co-organizers, and distributed to the participants.

Documentation:At-Event

2016-05-19T13:47:21Z

Beatrice: /* Documentation Checklist: At the Event */

=== Documentation Checklist: At the Event ===

'''Who is involved:'''
* Facilitator
* Documentation lead
* Note takers (co-organizers; or participants, taking turns, not more than once during the event)

'''Checklist:'''

1. Facilitator to explain notes capture model in opening circle

2. Documentation lead to follow at-event notes capture processes per session type

Documentation process of the most popular session types

* Agenda brainstorming
** Documentation lead and/or volunteering participants to transcribe post-it content in text document or spreadsheet (as preferred by the organizers), taking each thematic column as a separate list (a bullet-point list on a text document; a column in a spreadsheet)

* Spectrogram
** Documentation lead to collect separately in different lists to be transcribed:
*** Read statements. And for each of these, take note of the approximate positioning of participants along the Agree-Not Sure-Disagree line and most relevant movements. E.g. "50% Agree, 10% Not Sure, 40 % Disagree; by the end of the debate, 50% Agree and 50% Not Sure"
*** Top level statements
*** Other statements

* Working session
** Before the session starts:
*** Facilitator to invite each group to have a volunteering note taker, taking notes on personal device or on paper, following the model agreed with event organizers (online or offline documents, etc.)
*** Documentation lead to ask each group at the beginning of the session to communicate the name of the note taker (for future reference and contact)
** At the end of the session:
*** Facilitator to remember note takers to share notes with the documentation lead
*** Documentation lead to verify that all notes have been collected, and, if anything is missing, follow up with responsible note taker to agree on collection method and timeframe (recommended: collect all notes by the end of the day the session has been taken place on)

* Skill share
** Documentation lead to take note of the titles of the skill share conversations taking place

* Speed geeking
** Basic documentation: documentation lead to visit each speed geeking station and take notes
** More detailed documentation: designate one note taker for each station, to take notes of the all the conversations taking place during all rounds

3. Documentation lead to gather the session notes collected (either as text file, or picture of notes not yet typed up) accordingly to the Aspiration file-naming convention.

The Aspiration file-naming convention can have multiple parts:
* Aspiration, if Aspiration is the organization creating the documentation. Use the full name consistently to avoid sorting errors
* Organizing entity or project. Write it capitalized or as acronym if longer than 10-15 characters
* Name of the meeting. Write it capitalized
* Name of the session. Write it lower case
* Content type. Write it capitalized, e.g. "Notes"
* Number, if there is a series of files with same file name and file extension, e.g. multiple photos documenting the notes of the one single session. The first value is 01, then 02 and so on

Example: AspirationABCDigitalRightsSummitspeedgeeking01

Please note:
* Never use punctuation or spaces when creating file names
* Always save pictures as .jpg files and texts as .pdf files

Documentation:Post-Event

2016-05-19T13:46:09Z

Beatrice: /* Documentation Checklist: After the Event */

=== Documentation Checklist: After the Event ===

'''Generate the documentation'''

* Documentation lead to:
** Review the meeting notes collected
** Make sure no notes are missing (follow up with note takers if that is the case)
** Organize the notes

How to organize the session notes. Create:
* A folder for the event
* A folder for each day (if the meeting take places during more than one day)
* A folder for each session slot
* Within that, a folder for each actual session
Note: sometimes a session slot does not include multiple sessions, e.g. in the case of a lot dedicated to a collective exercise involving all participants at once, like a Spectrogram exercise.

* Once the notes are organized, they need to be stored.

Accordingly with the organizers' preferences, notes can be stored in a:
* Password protected webpage
* Text document
* Google Drive folder
* Other

Storing the documentation in a text document:
* This format requires all notes to be recorded as text. Therefore, all the notes collected as pictures need to be transcribed.
* Work on an .odt file, but always save the work as .pdf to share it externally
* Before sharing:
** Strip all editing metadata (track changes, comments, etc)
** Run spell check (English US)
** Advantage: this type of document does not need to be uploaded to the cloud, and if the recipients use encrpyted communications, it can also be shared securely.

Storing the documentation in a Google Drive folder:
* Advantage: practical for organizations regularly or necessarily using Google Drive for shared files
* Disadvantage: the meeting's data are in the cloud. Not very secure

'''Share the documentation'''

The documentation will be shared with:
* Co-organizers and partners first, for review and final approval
* Then, once approved, with participants

Documentation lead to:

* Draft and review "For you review" message to co-organizers/partners and selected reviewers
** Verify email addresses are complete and appropriate
** Verify any attached documents are "clean" (metadata, edit history, etc), and in editable format
** Verify all needed formats are provided/linked to

* Integrate feedback possibly received from co-organizers/partners and selected reviews

* Strip all editing metadata (track changes, comments, etc)
* Run spell check (English US)

* Draft and review "For you review" message to participants and interested parties
** Verify email addresses are complete and appropriate
** Verify any attached documents are "clean" (metadata, edit history, etc). Recommended format: .pdf
** Verify all needed formats are provided/linked to

* Circulate report for review by participants and interested parties

* Integrate feedback possibly received from participants and interested parties

* Strip all editing metadata (track changes, comments, etc)

* Run spell check (English US)

If the intention is to publish the event documentation:
* Agree where online the documentation should be posted (uploaded to a website in .pdf format; copied to a wiki page; etc.)
* Promote accordingly

Documentation:Post-Event

2016-05-19T13:44:47Z

Beatrice: Created page with "=== Documentation Checklist: After the Event === '''Generate the documentation''' * Documentation lead to: ** Review the meeting notes collected; ** Make sure no notes are m..."

=== Documentation Checklist: After the Event ===

'''Generate the documentation'''

* Documentation lead to:
** Review the meeting notes collected;
** Make sure no notes are missing (follow up with note takers if that is the case);
** Organize the notes.

How to organize the session notes. Create:
* A folder for the event
* A folder for each day (if the meeting take places during more than one day)
* A folder for each session slot
* Within that, a folder for each actual session
Note: sometimes a session slot does not include multiple sessions, e.g. in the case of a lot dedicated to a collective exercise involving all participants at once, like a Spectrogram exercise.

* Once the notes are organized, they need to be stored.

Accordingly with the organizers' preferences, notes can be stored in a:
* Password protected webpage
* Text document
* Google Drive folder
* Other

Storing the documentation in a text document:
* This format requires all notes to be recorded as text. Therefore, all the notes collected as pictures need to be transcribed.
* Work on an .odt file, but always save the work as .pdf to share it externally
* Before sharing:
** Strip all editing metadata (track changes, comments, etc)
** Run spell check (English US)
** Advantage: this type of document does not need to be uploaded to the cloud, and if the recipients use encrpyted communications, it can also be shared securely.

Storing the documentation in a Google Drive folder:
* Advantage: practical for organizations regularly or necessarily using Google Drive for shared files.
* Disadvantage: the meeting's data are in the cloud. Not very secure.

'''Share the documentation'''

The documentation will be shared with:
* Co-organizers and partners first, for review and final approval;
* Then, once approved, with participants.

Documentation lead to:

* Draft and review "For you review" message to co-organizers/partners and selected reviewers
** Verify email addresses are complete and appropriate
** Verify any attached documents are "clean" (metadata, edit history, etc), and in editable format
** Verify all needed formats are provided/linked to

* Integrate feedback possibly received from co-organizers/partners and selected reviews

* Strip all editing metadata (track changes, comments, etc)
* Run spell check (English US)

* Draft and review "For you review" message to participants and interested parties
** Verify email addresses are complete and appropriate
** Verify any attached documents are "clean" (metadata, edit history, etc). Recommended format: .pdf
** Verify all needed formats are provided/linked to

* Circulate report for review by participants and interested parties

* Integrate feedback possibly received from participants and interested parties

* Strip all editing metadata (track changes, comments, etc)

* Run spell check (English US)

If the intention is to publish the event documentation:
* Agree where online the documentation should be posted (uploaded to a website in .pdf format; copied to a wiki page; etc.);
* Promote accordingly.

Documentation:Index

2016-05-19T13:37:44Z

Beatrice:

=== Overview ===

=== Documentation ===

[[Documentation:Pre-Event| Before the event]], the event co-organizers agree on how to collect session notes, who is responsible to collect them and where they will be stored.

[[Documentation:At-Event|At the event]] session notes are taken collaboratively, collected and stored as planned.

[[Documentation:Post-Event|After the event]] the documentation is organized in a shareable format, reviewed by the event co-organizers, and distributed to the participants.

Documentation:At-Event

2016-05-19T13:37:21Z

Beatrice: /* Documentation Checklist: At the Event */

=== Documentation Checklist: At the Event ===

'''Who is involved:'''
* Facilitator
* Documentation lead
* Note takers (co-organizers; or participants, taking turns, not more than once during the event)

'''Checklist:'''

1. Facilitator to explain notes capture model in opening circle.

2. Documentation lead to follow at-event notes capture processes per session type.

Documentation process of the most popular session types

* Agenda brainstorming
** Documentation lead and/or volunteering participants to transcribe post-it content in text document or spreadsheet (as preferred by the organizers), taking each thematic column as a separate list (a bullet-point list on a text document; a column in a spreadsheet)

* Spectrogram
** Documentation lead to collect separately in different lists to be transcribed:
*** Read statements. And for each of these, take note of the approximate positioning of participants along the Agree-Not Sure-Disagree line and most relevant movements. E.g. "50% Agree, 10% Not Sure, 40 % Disagree; by the end of the debate, 50% Agree and 50% Not Sure".
*** Top level statements
*** Other statements

* Working session
** Before the session starts:
*** Facilitator to invite each group to have a volunteering note taker, taking notes on personal device or on paper, following the model agreed with event organizers (online or offline documents, etc.)
*** Documentation lead to ask each group at the beginning of the session to communicate the name of the note taker (for future reference and contact)
** At the end of the session:
*** Facilitator to remember note takers to share notes with the documentation lead
*** Documentation lead to verify that all notes have been collected, and, if anything is missing, follow up with responsible note taker to agree on collection method and timeframe (recommended: collect all notes by the end of the day the session has been taken place on)

* Skill share
** Documentation lead to take note of the titles of the skill share conversations taking place

* Speed geeking
** Basic documentation: documentation lead to visit each speed geeking station and take notes
** More detailed documentation: designate one note taker for each station, to take notes of the all the conversations taking place during all rounds

3. Documentation lead to gather the session notes collected (either as text file, or picture of notes not yet typed up) accordingly to the Aspiration file-naming convention.

The Aspiration file-naming convention can have multiple parts:
* Aspiration, if Aspiration is the organization creating the documentation. Use the full name consistently to avoid sorting errors.
* Organizing entity or project. Write it capitalized or as acronym if longer than 10-15 characters.
* Name of the meeting. Write it capitalized.
* Name of the session. Write it lower case.
* Content type. Write it capitalized, e.g. "Notes."
* Number, if there is a series of files with same file name and file extension, e.g. multiple photos documenting the notes of the one single session. The first value is 01, then 02 and so on.

Example: AspirationABCDigitalRightsSummitspeedgeeking01

Please note:
* Never use punctuation or spaces when creating file names
* Always save pictures as .jpg files and texts as .pdf files

Documentation:At-Event

2016-05-19T13:36:37Z

Beatrice: /* Documentation Checklist: At the Event */

=== Documentation Checklist: At the Event ===

'''Who is involved:'''
* Facilitator
* Documentation lead
* Note takers (co-organizers; or participants, taking turns, not more than once during the event)

'''Checklist:'''

1. Facilitator to explain notes capture model in opening circle.

2. Documentation lead to follow at-event notes capture processes per session type.

Documentation process of the most popular session types

* Agenda brainstorming
** Documentation lead and/or volunteering participants to transcribe post-it content in text document or spreadsheet (as preferred by the organizers), taking each thematic column as a separate list (a bullet-point list on a text document; a column in a spreadsheet)

* Spectrogram
** Documentation lead to collect separately in different lists to be transcribed:
*** Read statements. And for each of these, take note of the approximate positioning of participants along the Agree-Not Sure-Disagree line and most relevant movements. E.g. "50% Agree, 10% Not Sure, 40 % Disagree; by the end of the debate, 50% Agree and 50% Not Sure".
*** Top level statements
*** Other statements

* Working session
** Before the session starts:
*** Facilitator to invite each group to have a volunteering note taker, taking notes on personal device or on paper, following the model agreed with event organizers (online or offline documents, etc.)
*** Documentation lead to ask each group at the beginning of the session to communicate the name of the note taker (for future reference and contact)
** At the end of the session:
*** Facilitator to remember note takers to share notes with the documentation lead
*** Documentation lead to verify that all notes have been collected, and, if anything is missing, follow up with responsible note taker to agree on collection method and timeframe (recommended: collect all notes by the end of the day the session has been taken place on)

* Skill share
** Documentation lead to take note of the titles of the skill share conversations taking place

* Speed geeking
** Basic documentation: documentation lead to visit each speed geeking station and take notes
** More detailed documentation: designate one note taker for each station, to take notes of the all the conversations taking place during all rounds

3. Documentation lead to gather the session notes collected (either as text file, or picture of notes not yet typed up) accordingly to the Aspiration file-naming convention.

The Aspiration file-naming convention can have multiple parts:
* Aspiration, if Aspiration is the organization creating the documentation. Use the full name consistently to avoid sorting errors.
* Organizing entity or project. Write it capitalized or as acronym if longer than 10-15 characters.
* Name of the meeting. Write it capitalized.
* Name of the session. Write it lower case.
* Content type. Write it capitalized, e.g. "Notes."
* Number, if there is a series of files with same file name and file extension, e.g. multiple photos documenting the notes of the one single session. The first value is 01, then 02 and so on.

Example: AspirationABCDigitalRightsSummitspeedgeeking01

Please note:
Never use punctuation or spaces when creating file names
Always save pictures as .jpg files and texts as .pdf files

Documentation:At-Event

2016-05-19T13:34:31Z

Beatrice: /* Documentation Checklist: At the Event */

=== Documentation Checklist: At the Event ===

Who is involved:
* Facilitator
* Documentation lead
* Note takers (co-organizers; or participants, taking turns, not more than once during the event)

Checklist:

# Facilitator to explain notes capture model in opening circle.
# Documentation lead to follow at-event notes capture processes per session type.

Documentation process of the most popular session types

* Agenda brainstorming
** Documentation lead and/or volunteering participants to transcribe post-it content in text document or speadsheet (as preferred by the organizers), taking each thematic column as a separate list (a bullet-point list on a text document; a column in a spreadsheet)

* Spectrogram
** Documentation lead to collect separately in different lists to be transcribed:
*** Read statements. And for each of these, take note of the approximate positioning of participants along the Agree-Not Sure-Disagree line and most relevant movements. E.g. "50% Agree, 10% Not Sure, 40 % Disagree; by the end of the debate, 50% Agree and 50% Not Sure".
*** Top level statements
*** Other statements

* Working session
** Before the session starts:
*** Facilitator to invite each group to have a volunteering note taker, taking notes on personal device or on paper, following the model agreed with event organizers (online or offline documents, etc.)
*** Documentation lead to ask each group at the beginning of the session to communicate the name of the note taker (for future reference and contact)
** At the end of the session:
*** Facilitator to remember note takers to share notes with the documentation lead
*** Documentation lead to verify that all notes have been collected, and, if anything is missing, follow up with responsible note taker to agree on collection method and timeframe (recommended: collect all notes by the end of the day the session has been taken place on)

* Skill share
** Documentation lead to take note of the titles of the skill share conversations taking place

* Speed geeking
** Basic documentation: documentation lead to visit each speed geeking station and take notes
** More detailed documentation: designate one note taker for each station, to take notes of the all the conversations taking place during all rounds

# Documentation lead to gather the session notes collected (either as text file, or picture of notes not yet typed up) accordingly to the Aspiration file-naming convention.

The Aspiration file-naming convention can have multiple parts:
* Aspiration, if Aspiration is the organization creating the documentation. Use the full name consistently to avoid sorting errors.
* Organizing entity or project. Write it capitalized or as acronym if longer than 10-15 characters.
* Name of the meeting. Write it capitalized.
* Name of the session. Write it lower case.
* Content type. Write it capitalized, e.g. "Notes."
* Number, if there is a series of files with same file name and file extension, e.g. multiple photos documenting the notes of the one single session. The first value is 01, then 02 and so on.

Example: AspirationABCDigitalRightsSummitspeedgeeking01

Please note:
Never use punctuation or spaces when creating file names
Always save pictures as .jpg files and texts as .pdf files

Documentation:At-Event

2016-05-19T13:34:16Z

Beatrice: /* Documentation Checklist: At the Event */

=== Documentation Checklist: At the Event ===

Who is involved:
* Facilitator
* Documentation lead
* Note takers (co-organizers; or participants, taking turns, not more than once during the event)

Checklist:

# Facilitator to explain notes capture model in opening circle.

# Documentation lead to follow at-event notes capture processes per session type.

Documentation process of the most popular session types

* Agenda brainstorming
** Documentation lead and/or volunteering participants to transcribe post-it content in text document or speadsheet (as preferred by the organizers), taking each thematic column as a separate list (a bullet-point list on a text document; a column in a spreadsheet)

* Spectrogram
** Documentation lead to collect separately in different lists to be transcribed:
*** Read statements. And for each of these, take note of the approximate positioning of participants along the Agree-Not Sure-Disagree line and most relevant movements. E.g. "50% Agree, 10% Not Sure, 40 % Disagree; by the end of the debate, 50% Agree and 50% Not Sure".
*** Top level statements
*** Other statements

* Working session
** Before the session starts:
*** Facilitator to invite each group to have a volunteering note taker, taking notes on personal device or on paper, following the model agreed with event organizers (online or offline documents, etc.)
*** Documentation lead to ask each group at the beginning of the session to communicate the name of the note taker (for future reference and contact)
** At the end of the session:
*** Facilitator to remember note takers to share notes with the documentation lead
*** Documentation lead to verify that all notes have been collected, and, if anything is missing, follow up with responsible note taker to agree on collection method and timeframe (recommended: collect all notes by the end of the day the session has been taken place on)

* Skill share
** Documentation lead to take note of the titles of the skill share conversations taking place

* Speed geeking
** Basic documentation: documentation lead to visit each speed geeking station and take notes
** More detailed documentation: designate one note taker for each station, to take notes of the all the conversations taking place during all rounds

# Documentation lead to gather the session notes collected (either as text file, or picture of notes not yet typed up) accordingly to the Aspiration file-naming convention.

The Aspiration file-naming convention can have multiple parts:
* Aspiration, if Aspiration is the organization creating the documentation. Use the full name consistently to avoid sorting errors.
* Organizing entity or project. Write it capitalized or as acronym if longer than 10-15 characters.
* Name of the meeting. Write it capitalized.
* Name of the session. Write it lower case.
* Content type. Write it capitalized, e.g. "Notes."
* Number, if there is a series of files with same file name and file extension, e.g. multiple photos documenting the notes of the one single session. The first value is 01, then 02 and so on.

Example: AspirationABCDigitalRightsSummitspeedgeeking01

Please note:
Never use punctuation or spaces when creating file names
Always save pictures as .jpg files and texts as .pdf files

Documentation:At-Event

2016-05-19T13:33:33Z

Beatrice: Created page with "=== Documentation Checklist: At the Event === Who is involved: * Facilitator * Documentation lead * Note takers (co-organizers; or participants, taking turns, not more than o..."

=== Documentation Checklist: At the Event ===

Who is involved:
* Facilitator
* Documentation lead
* Note takers (co-organizers; or participants, taking turns, not more than once during the event)

Checklist:

# Facilitator to explain notes capture model in opening circle

# Documentation lead to follow at-event notes capture processes per session type

Documentation process of the most popular session types

* Agenda brainstorming
** Documentation lead and/or volunteering participants to transcribe post-it content in text document or speadsheet (as preferred by the organizers), taking each thematic column as a separate list (a bullet-point list on a text document; a column in a spreadsheet)

* Spectrogram
** Documentation lead to collect separately in different lists to be transcribed:
*** Read statements. And for each of these, take note of the approximate positioning of participants along the Agree-Not Sure-Disagree line and most relevant movements. E.g. "50% Agree, 10% Not Sure, 40 % Disagree; by the end of the debate, 50% Agree and 50% Not Sure".
*** Top level statements
*** Other statements

* Working session
** Before the session starts:
*** Facilitator to invite each group to have a volunteering note taker, taking notes on personal device or on paper, following the model agreed with event organizers (online or offline documents, etc.)
*** Documentation lead to ask each group at the beginning of the session to communicate the name of the note taker (for future reference and contact)
** At the end of the session:
*** Facilitator to remember note takers to share notes with the documentation lead
*** Documentation lead to verify that all notes have been collected, and, if anything is missing, follow up with responsible note taker to agree on collection method and timeframe (recommended: collect all notes by the end of the day the session has been taken place on)

* Skill share
** Documentation lead to take note of the titles of the skill share conversations taking place

* Speed geeking
** Basic documentation: documentation lead to visit each speed geeking station and take notes
** More detailed documentation: designate one note taker for each station, to take notes of the all the conversations taking place during all rounds

# Documentation lead to gather the session notes collected (either as text file, or picture of notes not yet typed up) accordingly to the Aspiration file-naming convention.

The Aspiration file-naming convention can have multiple parts:
* Aspiration, if Aspiration is the organization creating the documentation. Use the full name consistently to avoid sorting errors.
* Organizing entity or project. Write it capitalized or as acronym if longer than 10-15 characters.
* Name of the meeting. Write it capitalized.
* Name of the session. Write it lower case.
* Content type. Write it capitalized, e.g. "Notes."
* Number, if there is a series of files with same file name and file extension, e.g. multiple photos documenting the notes of the one single session. The first value is 01, then 02 and so on.

Example: AspirationABCDigitalRightsSummitspeedgeeking01

Please note:
Never use punctuation or spaces when creating file names
Always save pictures as .jpg files and texts as .pdf files

Documentation:Pre-Event

2016-05-19T13:26:47Z

Beatrice: /* Documentation Checklist: Pre-Event */

=== Documentation Checklist: Pre-Event ===

* Decide how to collect session notes. E.g. Set up:
** Etherpad (shared document, public)
** Google folder created by co-organizers (shared folder, not public, but not secure)
** Take notes on offline document on personal device and share them with documentation lead via encrypted email; or take notes on paper and share them with documentation lead to be transcribed on offline document
** If participants need to be in touch with the documentation lead to share notes, agree on email contact of reference (personal contact of documentation lead, email alias, etc.)

* Verify plan for capture of proceedings at event (including who is in charge)

* Draft structure for proceedings capture (on etherpad, or online or offline folder, as agreed)

* Pre-populate draft with event agenda scaffolding

Documentation:Pre-Event

2016-05-19T13:26:35Z

Beatrice: Created page with "=== Documentation Checklist: Pre-Event === * Decide how to collect session notes. E.g. Set up: ** Etherpad (shared document, public) ** Google folder created by co-organizers..."

=== Documentation Checklist: Pre-Event ===

* Decide how to collect session notes. E.g. Set up:
** Etherpad (shared document, public)
** Google folder created by co-organizers (shared folder, not public, but not secure)
** Take notes on offline document on personal device and share them with documentation lead via encrypted email; or take notes on paper and share them with documentation lead to be transcribed on offline document
** If participants need to be in touch with the documentation lead to share notes, agree on email contact of reference (personal contact of documentation lead, email alias, etc.)

* Verify plan for capture of proceedings at event (incuding who is in charge)

* Draft structure for proceedings capture (on etherpad, or online or offline folder, as agreed)

* Pre-populate draft with event agenda scaffolding

Documentation:Index

2016-05-19T13:21:23Z

Beatrice: /* Documentation */

=== Overview ===

=== Documentation ===

[[Documentation:Pre-Event| Before the event]], the event co-organizers agree on how to collect session notes, who is responsible to collect them and where they will be stored.

[[Documentation:At-Event|At the Event]] session notes are taken collaboratively, collected and stored as planned.

[[Documentation:Post-Event|After the event]] the documentation is organized in a shareable format, reviewed by the event co-organizers, and distributed to the participants.

Documentation:Index

2016-05-19T13:20:35Z

Beatrice: Created page with "=== Overview === === Documentation === Before the event, the event co-organizers agree on how to collect session notes, how is responsible to..."

=== Overview ===

=== Documentation ===

[[Documentation:Pre-Event| Before the event]], the event co-organizers agree on how to collect session notes, how is responsible to collect them and where they should be stored.

[[Documentation:At-Event|At the Event]] session notes are taken collaboratively, collected and stored as planned.

[[Documentation:Post-Event|After the event]] the documentation is organized in a shareable format, reviewed by the event co-organizers, and distributed to the participants.