Help for NENA-ADM-008 Agenda and Notes Form

Note: This is draft page to accompany a draft version of the NENA-ADM-008 Agenda and Notes form. All is subject to change.

Introduction

The NENA-ADM-008 Draft Agenda and Notes form is used for NENA meetings to prepare the proposed agenda and to document the essential results of the meeting.

The person preparing the agenda completes the fields shown in salmon/tan/orange and the meeting's note taker completes the sections in light blue. The note taker should distribute the form as soon as possible after the meeting to serve as DRAFT notes/minutes.

It's restricted. Locked. Protected. But you can stop the protection.

The form is distributed with formatting restricted to a limited number of formats as shown in its styles. As distributed, it conforms to Word's accessibility standards. If it is necessary to stop the editing protection, you can click on Restrict Editing in the Protect group in the Review tab of Word, then click Stop Protection at the bottom of the Restrict Editing panel. Be aware, however, that the some formatting changes may threaten the accessibility status of the document.

Preparing the Agenda

These steps assume that you have already set up the meeting in NWS (NENA Workspace) and that the notes for the previous meeting have been uploaded to the group's notes folder.

The header

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:

1. Log on to NWS from your browser.
2. Click on Communities/My Communities/
3. Select your group (community) from the Community Navigator box.
4. Click the Events tab.
5. Click on the entry for this agenda's meeting.
6. Copy the URL (all of the characters in your browser's address bar).
7. Select the text Link to NWS Meeting Information in the header.
8. Click on Insert, then Link, and paste the URL into the Address box.

Meeting Date

Click on the drop-down arrow of the Meeting Date field to open the date selector.

Agenda

Since you're preparing the Agenda, click on the Agenda check box.

Notes

When the meeting starts, the note-taker will un-select the Agenda box and click on the Notes check box.

Attendance

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.

1. Click somewhere in the row you want to copy/paste (1).
2. Click the + sign (2).
3. The row is automatically copied and pasted directly below, expanding the table.
4. Do this as many times as necessary to expand the table to the correct number of attendees.
5. Enter the names of the members and check the appropriate boxes for their roles or excused status. Meeting organizers are encouraged to identify the Meeting Chair, Note-taker, Document Editor before every meeting. The voting status should be set based on the voting status for the member as configured in NENA Workspace.

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

No preparation is required for the Opening Questions & Statements section.

Previous Notes Review and Approval

Enter link to previous notes on NENA Workspace

Previous Notes and Approval Table

This text becomes the link to the notes document for the previous meeting on NWS (NENA Workspace). To get the link, follow these steps:

1. To get the link (1) to the previous
2. Log on to NWS from your browser.
3. Click on Communities/My Communities/
4. Select your group (community) from the Community Navigator box.
5. Click the Workspace tab.
6. Select Documents.
7. In the Documents folder selector box, select the Notes folder.
8. In the Notes folder, click on the name of the notes file for the last meeting.
9. Copy the URL (all of the characters in your browser's address bar).
10. Place the cursor in the field below the text Link to previous notes on NENA Workspace (1).
11. Paste the URL into the Address box.

Previous Notes Review and Approval Disposition

If your group requires that acceptance of previous notes be formally approved with a motion, second, and vote, those steps with labels for Motion: and Second: can be entered prior to the meeting. Many groups simply consider the previous notes to be approved if no one objects. For them, no additional preparation is required.

Agenda Review and Approval

If your group requires that agendas be formally approved with a motion, second, and vote, those steps with labels for Motion: and Second: can be entered prior to the meeting. Many groups simply consider the agenda approved if no one objects. For them, no additional preparation is required.

Announcements

The meeting organizer may choose to prepare the Announcements section for anticipated announcements prior to the meeting.

To add rows to the announcement table, follow these steps.

1. Click somewhere in the row you want to copy/paste (1).
2. Click the + sign (2).
3. The row is automatically copied and pasted directly below, expanding the table.
4. Do this as many times as necessary to expand the table to the correct number of anticipated announcement sources.
5. Enter the names or roles of those expected to make an announcement. If announcements have been provided to the meeting organizer, they could be entered prior to the meeting.

Agenda Items and Tasks

Agenda Items consist of two tables; the Agenda Item table, itself, and one or more Task tables associated with the Agenda Item.

The initial ADM-008 file contains one Agenda Item for each of three categories. "First Actions," "Unfinished Business," and "New Business." Duplicating Agenda Items and Tasks are easy. The instructions for using the duplication feature are below.

How to set up Agenda Items and Tasks

The peach-colored section contains the Agenda Item title (bold) and the background or summary of last meeting notes below the title. The blue "Discussion Summary" section should be blank prior to the meeting.

Here are the suggested steps to set up an Agenda Item:

Replace Agenda Item with a title of the item.

On the line below the title, enter the background information about the item. 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. This section may also include a brief summary of the last time this item was discussed.

Note: Accumulating all previous meeting notes is not recommended.

Do not enter information in the Discussion Summary section prior to the meeting. That section is reserved for notes made during the meeting. The notes in this section are intended for one meeting only. When preparing for the next meeting, the preparer may copy the notes from the Discussion Summary into the peach 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 Agenda Item in the First Actions or Unfinished Business sections.

How to duplicate Agenda Items

Only one Agenda Item and Task is included in the basic form. An automatic duplication feature can be used to duplicate the Agenda Item & Task table. The duplication feature copies the selected table and its contents and pastes the copy directly below it. If you know how many Agenda Items you need for your meeting preparation, copy the blank tables using this process:

1. Click somewhere in the peach-colored field (1) to select the table.
2. Click the + sign (2) to duplicate the Agenda Item.

Repeat the process until you have enough Agenda Items.

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.

How to duplicate Tasks

If you know how many Notes tables you need for an Agenda Item, copy the blank Task tables using this process:

1. Click somewhere in the Task table (1) to select the table.
2. Click the + sign (2) to duplicate the Task.

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.

Agenda Categories

Agenda Items and Tasks are divided into three categories that usually appear in the order that they are expected to be discussed in the meeting.

First Actions

"First Actions" are agenda items that should be addressed before any other items. This can happen for one of several reasons:

• Some attendees may have limited time to participate.
• 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.

Using the Agenda and Converting the Agenda to Notes in a Meeting.

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Taking Notes

Opening Questions & Statements

IPR Policy and Patent IPR

If there is a response, note all disclosures here, including name of individual making the disclosure, employer, brief description of the disclosure (the official disclosure will be the responsibility of the individual making it, or their employer, and will be on the applicable official form), and Patent Number(s) (if provided).

Conflicts & Duplication of Work

If there is a response, enter the details of the conflict and the identity of the group performing the duplicative work.

Acceptance of Agenda

Agenda changes should be made with a note with a brief summary of the changes made in the "Disposition" field.

Old Business and New Business

• Add each agenda topic on a new row. If additional rows are needed, place the cursor outside (on the right) of the last row and press "enter". A new row will be added.
  
• When taking notes, document the essential actions and results, especially noting when consensus on a topic was or was not reached.
  
• When a task is assigned and accepted, enter the person's name and a description of the task in the Action Item column.