Difference between revisions of "Documentation:At-Event"

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=== Documentation Checklist: At the Event ===
 
=== Documentation Checklist: At the Event ===
  
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'''Who is involved:'''
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* At start of event: explain notes/documentation model
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* Facilitator
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** Set expectations regarding shared responsibility for note-taking
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* Documentation lead
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** Remind facilitators to ensure notes are captured in their sessions
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* Note takers (co-organizers; or participants, taking turns, not more than once during the event)
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** Explain how and when notes will be used and/or made available after event
  
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'''Checklist:'''
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* At start of session blocks during agenda
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** Documentation lead should verify who is taking notes in all sessions per time slot
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** Note takers should follow [[Documentation:Process for Session Types|notes capture processes based on the type of session]]
  
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1. Facilitator to explain notes capture model in opening circle
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* After sessions: Documentation lead gathers session notes
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** Engage each note take to confirm submission of notes
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** Provide multiple options for submitting notes
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*** Email
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*** Upload
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*** Etc
  
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2. Documentation lead to follow at-event [[Documentation:Process for Session Types|notes capture processes per session type]]
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* Managing notes
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** Documentation lead should post notes to main notes capture location on a rolling base, in collaboration with note takers.
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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.
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** When naming notes documents, it is advisable to follow file naming conventions, e.g.
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*** AspirationEventNameSessionNameNotes.txt
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The Aspiration file-naming convention can have multiple parts:
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** Save notes in inter-operable, hopefully-open formats:
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* Aspiration, if Aspiration is the organization creating the documentation. Use the full name consistently to avoid sorting errors
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*** Text as .txt or .pdf
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* Organizing entity or project. Write it capitalized or as acronym if longer than 10-15 characters
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*** Images as .png or .jpg files
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* Name of the meeting. Write it capitalized
 
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* Name of the session. Write it lower case
 
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* Content type. Write it capitalized, e.g. "Notes"
 
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* 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
 
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Example: AspirationABCDigitalRightsSummitspeedgeeking01
 
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Please note:
 
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* Never use punctuation or spaces when creating file names
 
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* Always save pictures as .jpg files and texts as .pdf files
 

Latest revision as of 04:12, 28 July 2017

Documentation Checklist: At the Event

  • At start of event: explain notes/documentation model
    • Set expectations regarding shared responsibility for note-taking
    • Remind facilitators to ensure notes are captured in their sessions
    • Explain how and when notes will be used and/or made available after event
  • After sessions: Documentation lead gathers session notes
    • Engage each note take to confirm submission of notes
    • Provide multiple options for submitting notes
      • Email
      • Upload
      • Etc
  • Managing notes
    • Documentation lead should post notes to main notes capture location on a rolling base, in collaboration with note takers.
    • When naming notes documents, it is advisable to follow file naming conventions, e.g.
      • AspirationEventNameSessionNameNotes.txt
    • Save notes in inter-operable, hopefully-open formats:
      • Text as .txt or .pdf
      • Images as .png or .jpg files
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