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(New page: {{subst::Meeting_Minutes_template}})
 
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<noinclude>[[Category:StyleGuides]]</noinclude>
  
  
 +
==Using the Meeting Minutes Template==
 +
To use the [[Meeting Minutes template]]: <br/>
 +
===Using the template to create an agenda for a meeting===
 +
*Open a new wiki page using a proper date for establishing NEW minutes, according to the naming standards noted by the Work Group’s Decision Making Practices (DMP).  The recommendation from the DMP template (at http://www.hl7.org/permalink/?DMP) is the naming convention: <br/>
 +
<CCYY-MM-DD>_<Work Group Acronym>_Call_Minutes, or <br/>
 +
<CCYY-MM-DD>_<Work Group Acronym>_WGM_Minutes <br/>
  
 +
*Click on the RED link to the (previously) undefined page in order to edit it.
 +
*Type '''<nowiki>{{subst::Meeting_Minutes_template}} </nowiki> '''as the only content for the new page. Be sure to use two curly braces and two colons.
 +
*Preview to verify the reference was typed correctly
 +
*"Save" the page. After saving, the contents of the template (with the exception of these instructions) will replace the substitution link.
 +
*Once the meeting minutes template is saved for your work group’s meeting, replace text in <brackets> with your meeting detail, like work group name, date and time of the meeting, and fill in the anticipated meeting attendees. 
 +
**For a recurring Work Group conference call, you may fill in the attendees only once, and save a copy to create another template to re-use the attendee information.
 +
**You may also wish to make note of the quorum requirements for your Work Group.
 +
**Remove instructional text (items surrounded by html tags beginning with <nowiki>“<font”</nowiki> and ending with <nowiki>“</font>”.</nowiki>  Enter information in the appropriate sections following comment lines beginning with <nowiki><!-- ********. </nowiki>
 +
**If your Work Group wishes to use categories to organize wiki minutes, add <nowiki>[[Category:CCYY <Work Group> Minutes|Agenda Template]] </nowiki>.  If you maintain another page with links to the Work Group minutes, you may wish to add a link to that page at the top of the minutes, e.g. 'Back to' <nowiki>[[<Work Group> Meeting Minutes]]</nowiki>.
 +
**Agenda items under Agenda (including the link to the prior minutes for Approval)
 +
**If your Work Group has a separate wiki page with call coordinates or other logistics references you can 'include' it in the template page using <nowiki> {{:<pagename>}} </nowiki>
 +
**You may also include other wiki pages into your template using <nowiki> {{:<pagename>}} </nowiki> which brings in the content of other wiki pages, for other references like action items lists maintained separately.
 +
*Save again
  
−
<!-- LOOK FOR THE APPROPRIATE SECTION ****** TO ENTER INFORMATION-->
+
===Using the template to add minutes to an agenda page for a meeting===
−
==Minutes Template==
+
Later, when editing the page from Agenda to minutes:
−
===Meeting Information===
+
*Delete the string "|Agenda Template" from <nowiki>[[Category:2010 <Work Group> Minutes|Agenda Template]] </nowiki> if your Work Group uses categories to organize minutes.
−
{|border="1" cellpadding="2" cellspacing="0"
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*Delete the Logistics template reference <nowiki>{{:<Work Group> Meetings}} </nowiki>  
−
<!---=======================================================================
 
−
|                                                                          |
 
−
|  MM    MM  TTTTTT  GGGGG        IIIIII  NN    NN  FFFFFF  OOOOO      |
 
−
|  MMM  MMM    TT    GG              II    NNN  NN  FF      OO  OO    |
 
−
|  MM MMM MM    TT    GG  GGG        II    NN NN NN  FFFF    OO  OO    |
 
−
|  MM  M  MM    TT    GG  GG        II    NN  NNN  FF      OO  OO    |
 
−
|  MM    MM    TT    GGGGG        IIIIII  NN    NN  FF      OOOOO      |
 
−
|                                                                          |
 
−
========================================================================--->
 
−
<!-- ********  CHANGE WG Name or Project ON NEXT LINE *******************-->
 
−
| width="50%" colspan="2" align="left" style="background:#f0f0f0;"|'''HL7 <WG Name> <Project> Meeting Minutes''' <br/>
 
−
<!-- ********  CHANGE conf call details or meeting room ON NEXT LINE*****-->
 
−
'''Location: <conf call details | meeting room>'''
 
−
<!-- ********  CHANGE Date and Time  ON NEXT LINE  **********************-->
 
−
| width="50%" colspan="2" align="left" style="background:#f0f0f0;"|'''Date: <CCYY-MM-DD>'''<br/> '''Time: <quarter | hh:mm-hh:mm am/pm Timezone>'''
 
−
|-
 
−
<!-- ********  CHANGE chair and scribe ON NEXT LINES  *******************-->
 
−
| width="10%" colspan="1" align="right"|'''Facilitator'''
 
−
| width="35%" colspan="1" align="left"|<Chair of Meeting>
 
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| width="25%" colspan="1" align="right"|'''Note taker(s)'''
 
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| width="30%" colspan="1" align="left"|<Scribe of Meeting>
 
−
|-
 
−
| border="4" cellpadding="1" colspan="4" style="background:#f0f0f0;"|
 
−
|-
 
−
| border="1" cellpadding="2" colspan="1" align="left"|'''Attendee'''
 
−
| '''Name'''
 
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|colspan="2"|'''Affiliation'''
 
  
−
<!---==============================================================================
 
−
|                                                                                |
 
−
|    AAAA  TTTTTT  TTTTTT  EEEEEE  NN    NN  DDDDD    EEEEEE  EEEEEE  SSSSS    |
 
−
|  AA  AA    TT      TT    EE      NNN  NN  DD  DD  EE      EE      SS        |
 
−
|  AAAAAA    TT      TT    EEEE    NN NN NN  DD  DD  EEEE    EEEE    SSSS      |
 
−
|  AA  AA    TT      TT    EE      NN  NNN  DD  DD  EE      EE          SS    |
 
−
|  AA  AA    TT      TT    EEEEEE  NN    NN  DDDDD    EEEEEE  EEEEEE  SSSSS      |
 
−
|                                                                                |
 
−
===============================================================================--->
 
−
<!-- *** Delete below instructions (5 lines) and add attendee information on following lines **-->
 
−
|-style="font-style:italic; color:green;"
 
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|[mark x if on the conference call, or regrets]
 
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| [In this section, list those on the conference call]
 
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| colspan="2"|[In this section, record attendee affiliation to identify preponderance of influence; indicate those guests that are not members of the WG.]
 
−
|-
 
−
<!-- ********add attendee information here *********-->
 
−
| .|| .
 
−
|colspan="2"| .
 
−
|-
 
−
| .|| .
 
−
|colspan="2"|.
 
−
|-
 
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|colspan="4" style="background:#f0f0f0;"|
 
−
|-
 
−
<!-- *****  Delete instructions  and change quorum requirements ON NEXT LINE *****-->
 
−
|colspan="4" |'''Quorum Requirements Met: '''(yes/No)
 
−
|-
 
−
|colspan="4" style="font-style:italic; color:green;" |''quorum achieved as defined in the Work Group Decision Making Practices?''
 
−
|}
 
−
<!---=======================================================
 
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|                                                          |
 
−
|    AAAA    GGGGG  EEEEEE  NN    NN  DDDDD    AAAA      |
 
−
|  AA  AA  GG      EE      NNN  NN  DD  DD  AA  AA    |
 
−
|  AAAAAA  GG  GGG  EEEE    NN NN NN  DD  DD  AAAAAA    |
 
−
|  AA  AA  GG  GG  EE      NN  NNN  DD  DD  AA  AA    |
 
−
|  AA  AA  GGGGG  EEEEEE  NN    NN  DDDDD    AA  AA    |
 
−
|                                                          |
 
−
========================================================--->
 
−
===Agenda===
 
−
'''Agenda Topics''' <br/>
 
−
<!-- ***** Delete instructions and fill in agenda items ON NEXT LINES  ****-->
 
−
#Agenda review and approval ''<font color="green"> (Suggestions or additions to and acceptance of agenda) </font>''
 
−
#Approve previous meeting minutes
 
−
# ''<font color="green"> (Other topics; e.g. ''if voting on ballot reconciliation item - see minutes)''</font>
 
−
#''<font color="green"> (If projects or other actions proposed for approval are on the agenda, they can be marked in bold and represented as) </font>
 
−
#*'''Motion:'''
 
  
 +
===Using a Wiki page for meeting minutes===
  
−
'''Supporting Documents'''<br/>
+
To give some permanence to Work Group meeting minutes after they have been approved, you may choose to 'protect' the wiki page, or to upload the minutes to the HL7.org web page as the Work Group's formal repository.
−
<!-- *****  Delete instructions and add document names/links ON NEXT LINES *****-->
 
−
#''<font color="green"> List any/all documents to be provided at the meeting, including their URL if applicable. For a WGM, indicate if hardcopies will be supplied or attendees should print off copies themselves''</font>
 
  
 +
====Keeping minutes on the Wiki====
 +
After the minutes have been approved, the page may be ‘protected’ to prevent any unintentional revisions to the approved minutes.  Simply click on the ‘protect’ tab at the top of the Wiki page.  There will be a selection box for choosing the protection level for editing – select ‘Block unregistered users’. An expiration date is not necessary. An audit log of protection and unprotection actions will be created; you can protect and unprotect as needed.
  
−
===Minutes===
+
====Using a Wiki pag to capture minutes, keeping minutes on the Work Group Web page====
−
<!---================================================================
+
In order to upload the contents of wiki pages to the Work Group’s web page, it must be exported. The wiki software creates a printable version from the toolbox menu on the left navigation bar. Once the page has been rendered as a printable version, several options are available for export. Your browser should allow saving as .txt which will lose most of the formatting. PDF is the best choice as it is readable on multiple types of operating systems and readers are available on many browsers. Free software is available for exporting web pages to PDF; you may choose the one that is best suited for your computer, operating system, and environment. Recommendations include PDFCreator, PrimoPDF, Win2PDF, or PDFArea. If you have a licensed copy of Adobe Acrobat you can also generate PDFs from Adobe.
−
|                                                                  |
 
−
|  MM    MM IIIIII NN    NN  UU  UU  TTTTTT  EEEEEE  SSSSS    |
 
−
|  MMM  MMM    II    NNN  NN  UU  UU    TT    EE      SS        |
 
−
|  MM MMM MM    II    NN NN NN  UU  UU    TT    EEEE    SSSS      |
 
−
|  MM  M  MM    II    NN  NNN  UU  UU    TT    EE          SS    |
 
−
|  MM    MM  IIIIII  NN    NN  UUUU    TT    EEEEEE  SSSSS      |
 
−
|                                                                  |
 
−
=================================================================--->
 
−
<!-- **** Delete instructions and fill in minutes ON NEXT LINES ******-->
 
  
−
'''Minutes/Conclusions Reached:'''<br/>
+
Upon completing the export of the wiki page, a co-chair of the Work Group may upload the file to be posted to the Work Group’s web page, in the Meeting Minutes section. This can be done from the Meeting Minutes section of each Work Group’s web page e.g. http://www.hl7.org/Special/committees/es/index.cfm, or from the cochairs utility at http://www.hl7.org/permalink/?UploadMinutes.  You must be a Work Group co-chair to have the privileges to upload documents for the Work Group’s web site.
−
 
 
−
#''<font color="green">(Suggestions or additions to and acceptance of agenda)''</font>
 
−
#''<font color="green">(One efficient method used for meeting minutes is approval by general consent, of non-controversial topics like minutes when there are no corrections:  “You have received the minutes.  Are there any corrections to the minutes?  Hearing none, if there is no objection the minutes are approved as posted.”)''</font>
 
−
#<font color="green">(Discussion on agenda topic 3; ''If voting on ballot reconciliation item:''</font><br/> Agenda business is ballot reconciliation? Yes / No  <br/> Ballot reconciliation posted to ballot desktop? Yes / No <br/> If no, where is ballot reconciliation posted? ________________)<br/> '' if voting on ballot reconciliation, please indicate the votes are documented elsewhere, and note the item numbers from the spreadsheet, but you may document the actual vote tallies in the ballot reconciliation spreadsheet.''
 
−
#''<font color="green">Discussion on agenda topic 4;'' </font>'''Motion (if amended) can be retyped in bold.'''  Discussion on motion back to regular type. '''Vote on Motion in bold''' <font color="green"> Identify the vote distribution across affirmative, negative, or abstention; numbers in format “for/against/abstain”, or ‘unanimous’.</font>
 
−
#<font color="green">''Discussion on agenda topic 5; if no conclusion reached and issue tabled to next meeting, add to ‘next meeting’ items below. If action items are identified, add to ‘Actions’ below.''</font>
 
−
#Adjourned <hh:mm am/pm> <timezone>.
 
−
 
 
−
 
 
−
===Meeting Outcomes===
 
−
{|border="1" cellpadding="2" cellspacing="0"
 
−
|-
 
−
<!---==============================================================
 
−
|                                                                |
 
−
|    AAAA    CCCCC  TTTTTT  IIIIII  OOOOO  NN    NN  SSSSS    |
 
−
|  AA  AA  CC        TT      II    OO  OO  NNN  NN  SS        |
 
−
|  AAAAAA  CC        TT      II    OO  OO  NN NN NN  SSSS      |
 
−
|  AA  AA  CC        TT      II    OO  OO  NN  NNN      SS    |
 
−
|  AA  AA  CCCCC    TT    IIIIII  OOOOO  NN    NN  SSSSS      |
 
−
|                                                                |
 
−
===============================================================--->
 
−
 
 
−
| width="100%" align="left" style="background:#f0f0f0;"|'''Actions''' ''<font color="green">(Include Owner, Action Item, and due date)''</font>
 
−
* .
 
−
|-
 
−
<!---=======================================================================
 
−
|                                                                          |
 
−
|  NN    NN EEEEEE  XX  XX  TTTTTT      MM    MM  TTTTTT  GGGGG      |
 
−
|  NNN  NN  EE      XX XX    TT        MMM  MMM    TT    GG          |
 
−
|  NN NN NN  EEEE      XXX      TT        MM MMM MM    TT    GG  GGG    |
 
−
|  NN  NNN  EE      XX XX    TT        MM  M  MM    TT    GG  GG    |
 
−
|  NN    NN  EEEEEE  XX  XX    TT        MM    MM    TT    GGGGG      |
 
−
|                                                                          |
 
−
========================================================================--->
 
−
 
 
−
|width="100%" |'''Next Meeting/Preliminary Agenda Items'''<br/>
 
−
*.
 
−
|}
 

Revision as of 14:22, 16 June 2010


Using the Meeting Minutes Template

To use the Meeting Minutes template:

Using the template to create an agenda for a meeting

  • Open a new wiki page using a proper date for establishing NEW minutes, according to the naming standards noted by the Work Group’s Decision Making Practices (DMP). The recommendation from the DMP template (at http://www.hl7.org/permalink/?DMP) is the naming convention:

<CCYY-MM-DD>_<Work Group Acronym>_Call_Minutes, or
<CCYY-MM-DD>_<Work Group Acronym>_WGM_Minutes

  • Click on the RED link to the (previously) undefined page in order to edit it.
  • Type {{subst::Meeting_Minutes_template}} as the only content for the new page. Be sure to use two curly braces and two colons.
  • Preview to verify the reference was typed correctly
  • "Save" the page. After saving, the contents of the template (with the exception of these instructions) will replace the substitution link.
  • Once the meeting minutes template is saved for your work group’s meeting, replace text in <brackets> with your meeting detail, like work group name, date and time of the meeting, and fill in the anticipated meeting attendees.
    • For a recurring Work Group conference call, you may fill in the attendees only once, and save a copy to create another template to re-use the attendee information.
    • You may also wish to make note of the quorum requirements for your Work Group.
    • Remove instructional text (items surrounded by html tags beginning with “<font” and ending with “</font>”. Enter information in the appropriate sections following comment lines beginning with <!-- ********.
    • If your Work Group wishes to use categories to organize wiki minutes, add [[Category:CCYY <Work Group> Minutes|Agenda Template]] . If you maintain another page with links to the Work Group minutes, you may wish to add a link to that page at the top of the minutes, e.g. 'Back to' [[<Work Group> Meeting Minutes]].
    • Agenda items under Agenda (including the link to the prior minutes for Approval)
    • If your Work Group has a separate wiki page with call coordinates or other logistics references you can 'include' it in the template page using {{:<pagename>}}
    • You may also include other wiki pages into your template using {{:<pagename>}} which brings in the content of other wiki pages, for other references like action items lists maintained separately.
  • Save again

Using the template to add minutes to an agenda page for a meeting

Later, when editing the page from Agenda to minutes:

  • Delete the string "|Agenda Template" from [[Category:2010 <Work Group> Minutes|Agenda Template]] if your Work Group uses categories to organize minutes.
  • Delete the Logistics template reference {{:<Work Group> Meetings}}


Using a Wiki page for meeting minutes

To give some permanence to Work Group meeting minutes after they have been approved, you may choose to 'protect' the wiki page, or to upload the minutes to the HL7.org web page as the Work Group's formal repository.

Keeping minutes on the Wiki

After the minutes have been approved, the page may be ‘protected’ to prevent any unintentional revisions to the approved minutes. Simply click on the ‘protect’ tab at the top of the Wiki page. There will be a selection box for choosing the protection level for editing – select ‘Block unregistered users’. An expiration date is not necessary. An audit log of protection and unprotection actions will be created; you can protect and unprotect as needed.

Using a Wiki pag to capture minutes, keeping minutes on the Work Group Web page

In order to upload the contents of wiki pages to the Work Group’s web page, it must be exported. The wiki software creates a printable version from the toolbox menu on the left navigation bar. Once the page has been rendered as a printable version, several options are available for export. Your browser should allow saving as .txt which will lose most of the formatting. PDF is the best choice as it is readable on multiple types of operating systems and readers are available on many browsers. Free software is available for exporting web pages to PDF; you may choose the one that is best suited for your computer, operating system, and environment. Recommendations include PDFCreator, PrimoPDF, Win2PDF, or PDFArea. If you have a licensed copy of Adobe Acrobat you can also generate PDFs from Adobe.

Upon completing the export of the wiki page, a co-chair of the Work Group may upload the file to be posted to the Work Group’s web page, in the Meeting Minutes section. This can be done from the Meeting Minutes section of each Work Group’s web page e.g. http://www.hl7.org/Special/committees/es/index.cfm, or from the cochairs utility at http://www.hl7.org/permalink/?UploadMinutes. You must be a Work Group co-chair to have the privileges to upload documents for the Work Group’s web site.

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