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Help for NENA-ADM-008 Agenda and Notes Form: Difference between revisions

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Help for NENA-ADM-008 Agenda and Notes Form (view source)

Revision as of 14:52, 8 June 2020

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→‎Link to NWS Meeting Information: Updated more areas of the form.
VisualWikitext
(→‎The header: Updating instructions.)
(→‎Link to NWS Meeting Information: Updated more areas of the form.)
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* Attendance Table. The Attendance Table has been removed. Since the official attendance records are maintained in NENA Workspace, and the official group roster is maintained there, managing the attendance table in the Agenda and Notes was considered to be an unnecessary duplication of work. As a back-up to the attendance in NENA Workspace, the form includes the capture of TurboBridge attendance reports.
* Opening Questions & Statements. The '''Opening Questions & Statements''' now include guidance about attendance processes, required changes to the IPR statement, and suggestions about meeting etiquette.
*Tasks tables removed from Agenda Items. The "Action Items" feature of NENA Workspace will be used instead of tasks.
* First Actions. The First Actions agenda item section was added to include time-sensitive topics that may otherwise have been placed in unfinished or new business but need to addressed before other agenda items that might take up the rest of the meeting.
* Chat Box notes. Sometimes, the join.me Chat Box is used to gather important information including references, contributions, and polls. Those important meeting details can now be captured in the form.
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The header contains the Group Name, Agenda/Notes identifier, and Meeting Date. It appears at the top of all pages in the form.
 
To edit the header, double-click in the header area. Once the header area is selected, the three sections may be edited. When editing is complete, double-click in the body of the form to select it.
 
[[File:ADM-008 Boxed Header.png|alt=Screen print of header area.]]
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==== Group Name ====
Click on "Group Name" to select the field. When you type in the name of the group, the text will change to the '''Header''' style.
 
==== Link to NWS Meeting Information ====
This text becomes the link to meeting information on NWS (NENA Workspace). To get the link, follow these steps:
 
# Log on to NWS from your browser.
# Click on '''Communities/My Communities/'''
# Select your group (community) from the '''Community Navigator''' box. [<u>Tech tip</u>: Bookmark this page for future quick access to your WG page.]
# Click the '''Events''' tab.
# Click on the entry for this agenda's meeting.
# Copy the URL (all of the characters in your browser's address bar).
# Select the orange text '''Link to NWS Meeting Information''' in the header.
# Click on the '''Insert''' tab, then '''Link''' in the '''Links''' group, and paste the URL into the '''Address''' box at the bottom of the pop-up box.
#Click '''OK'''.
 
==== Meeting Date ====▼
Click on the orange '''Meeting Date''' text and then the drop-down arrow to open the date selector. Select the meeting date.▼
 
==== Agenda ====
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When the meeting starts, the note-taker will un-select the '''Agenda''' box and click on the '''Notes''' check box.
 
==== AttendanceMeeting Date ====
▲Click on the orange '''Meeting Date''' text and then the drop-down arrow to open the date selector. Select the meeting date.
The initial ADM-008 file has one line for Group Member attendees and one line for Authorized Observer attendees. The first step with a new Agenda is to add enough lines in each category to support the number of attendees. To add lines, use the automatic copy/paste function built into the table.
 
When editing the header is complete, double-click in the body of the form to select it.
[[File:Attendance.png|alt=|frameless|752x752px]]<br />
 
=== NENA Workspace (NWS) Links ===
# Click somewhere in the row that you want to copy/paste (1).
The three links to the NWS pages only need to populated once time and do not need to be changed from week to week. Populate each of the three links with the a link for your group (NWS "Community") from the [[NWS Community Links page]].
# Click the '''+''' sign (2).
# The row is automatically copied and pasted directly below it, expanding the table.
# Do this as many times as necessary to expand the table to the correct number of attendees.
# Enter the names of the members and check the appropriate boxes for their roles or excused status. If names are being copied from another document, highlight the same number of rows (or more) in the new table before pasting. Meeting organizers are encouraged to identify the Meeting Chair, Note-Taker, and Document Editor before every meeting. The voting status should be set based on the voting status for the member as configured in NENA Workspace.
 
[[File:NWS Links.png|alt=Links to NENA Workspace Pages]]
If new members join later, they can be inserted at any row in the table by selecting a row to copy, then clicking on the '''+''' sign to copy and insert a new row. The contents of the row will be copied and would need to be replaced with the new member's information.
 
Use the same process to add rows to the Authorized Observer table.
 
=== Opening Questions & Statements ===
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To get the link(1) to the previous meeting notes, follow these steps:
 
#Type a label for a link in the "Link to previous notes on NENA Workspace" in the form '''dd/mm/yyyy Notes'''.
#Log on to NWS from your browser.
# Click on '''Communities/My Communities/'''
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# In the '''Notes''' folder, click on the name of the notes file for the last meeting.
# Copy the URL (all of the characters in your browser's address bar).
# PlaceSelect the cursortext inyou themade fieldin belowStep the text1. ('''Linkdd/mm/yyyy to previous notes on NENA WorkspaceNotes''' (1) and pasteand inpaste the URL.
 
==== Previous Notes Review and Approval Disposition ====
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* Some items will take only a short time and the remaining items may consume the rest of the meeting.
* Some items are time-sensitive and need to be addressed before the next scheduled meeting.
 
▲===== MeetingAction DateItems =====
The first designated Item in '''First Actions''' is '''Review Action Items'''. The link to the group's Action Items is on the top of Page 1 and no further action for the Agenda preparation is required but the Agenda preparer may choose to add comments to the item.
 
==== Unfinished Business ====
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Agenda items not previously discussed are included in the category.
 
=== Agenda Items and Tasks ===
The general form for agenda items include the peach-colored agenda section and the blue meeting section:
[[File:Agenda Item.png|alt=Agenda Item Table|800x800px]]▼
 
▲[[File:Agenda Item Example.png|alt=Screen print of Agenda Item Table|800x800pxExample]]
Individual Agenda Items consist of two tables: the Agenda Item table and one or more Task tables associated with the Agenda Item.
 
The ADM-008 template file contains one Agenda Item tables for each of the three categories: "First Actions," "Unfinished Business," and "New Business." Duplicating Agenda Items and Tasks is easy. The instructions for using the duplication feature are below.
 
==== How to set up Agenda Items and Tasks ====
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# Replace '''Agenda Item''' with a title for the topic to be discussed.
# On the line below the title, enter the background information about the topic. The background should include links to any documents or sites that are expected to be opened during the meeting. This not only saves time during the meeting but also gives attendees the opportunity to preview the material before the meeting.
# When applicable, include a brief summary from the last time this topic was discussed. '''Note: Accumulating all previous meeting notes is <u>not</u> recommended.'''
 
Do not enter information in the Discussion Summary section prior to the meeting. That section is reserved for notes taken during (or after) the meeting. The notes in this section are intended for one meeting only. When preparing an agenda for the next meeting, the preparer may copy the notes from the Discussion Summary into the peach-colored Agenda Item section for the next meeting's agenda.
 
==== How to set up Tasks ====
For Agenda Items that have tasks left over from previous meetings, the Task table from the last meeting's notes may be copied into the Task table for that Agenda Item in the '''First Actions''' or '''Unfinished Business''' sections.
 
==== How to duplicate Agenda Items ====
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# Click the green '''+''' sign (2) to duplicate the Agenda Item and Task Table.
 
[[File:Agenda Duplicate 2.png|alt=Screen print of agenda item with step numbers.]]
 
Repeat the process until you have enough Agenda Items.
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If you need to add more items after you've entered information in them, you can duplicate a filled-in table and edit the contents as needed.
 
==== HowTurboBridge toAttendance duplicateReport Tasks ====
The TurboBridge Attendance Report is where the attendance details from TurboBridge is copied after the meeting. No preparation of this section is needed prior to the meeting except deleting text from a prior meeting.
If you know how many Task tables you need for an Agenda Item, copy the blank Task tables using this process:
 
# Click somewhere in the Task table (1) to select the table.
# Click the blue '''+''' sign (2) to duplicate the Task.
 
[[File:Task Duplicate.png|alt=How to duplicate tasks]]
 
Repeat the process until you have enough Tasks.
 
If you need to add more Tasks after you've entered information in them, you can duplicate a filled-in Task and edit the contents as needed.
 
=== Chat Box ===
The Chat Box section is where the Chat Box contents are copied at the end of the meeting. No preparation of this section is needed prior to the meeting except deleting text from a prior meeting.
 
=== IPR / Antitrust Advisory ===
ClickThere onare "<Enterthree Groupsections Name>"marked nearwith thebold endtext ofin the firstIPR paragraph/ toAntitrust selectAdvisory thethat fieldshould andbe typechanged into the name ofshow the group's name.
 
=== Check Accessibility ===
Retrieved from "https://kb.nena.org/wiki/Special:MobileDiff/4268"