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

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

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== Introduction ==
The NENA-ADM-008 Agenda and Notes form is used for NENA meetings to prepare the proposed agenda and to document the essential results of the meeting.
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=== The form is 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''' group in the '''Home''' tab of Word. This avoids rogue fonts from being introduced into the document when content is copied and pasted from other documents, chat functions, etc. 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 some formatting changes may threaten the accessibility status of the document. To re-enable protection, click on '''Yes, Start Enforcing Protection''' under item 3 on the '''Restrict Editing''' panel and then '''OK''' on the pop-up (adding password protection is optional).
 
== Training Video ==
<youtube>D5E8lHIFA6A</youtube><br>
 
Many Working Group leaders have Agendas and Notes prepared for existing meetings, but in the older NENA-ADM-008 Agenda and Notes form. This [https://nena-org.zoom.us/rec/play/8rZkcTUT529IewvBh52VTgsmjz9c-R9da-yQn4S7oxf1E4ccgYP20-ohh7xAEp_jA-PzJ__R4HxyeEW8.WfjJwounhVnYf2-u?canPlayFromShare=true&from=my_recording&continueMode=true&componentName=rec-play&originRequestUrl=https%3A%2F%2Fnena-org.zoom.us%2Frec%2Fshare%2F-yZqq_EZ6UJDOa1cCC62a2Q7dRtRRP_BUXBpIHzvbl03XhRu_VWY3_Q8-SH5p4jv.gH39OvJnBwjyKReu '''Help for Preparing the Agenda and Notes'''] training video provides tips and tricks for quickly migrating existing Agendas and Notes into the updated template. It also provides information on where to find the most up-to-date Agenda and Notes form, where to find the instructions on the NENA Knowledge Base (NENAkb), what has changed in the updated form, how to add and delete sections within the form, and guidance for what to include in the Discussion Summary for an Agenda Item.
 
== Preparing the Agenda ==
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The header contains the Community 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.[[File:SelectHeader FRM008.png|none|alt=Screen print for selecting header|600x600px]]
[[File:ZoomReportsDateRangeSelectHeader_FRM008.png|alt=Screen print: Set date range for Zoomselecting reportsheader|none|600x600px]]▼
 
==== Group Name ====
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=== Populate the NENA Workspace (NWS) Links ===
{{Note|Note Text=These instructions and screen prints may not exactly match your version of Word or your browser. Also, some parts of the published form may be updated and may not be identical to screen prints here.}}The three links to the NWS pages only need to be populated one time. They do not need to be changed from week to week if you update previous forms to create agendas or notes.
The three links to the NWS pages only need to be populated one time. They do not need to be changed from week to week if you update previous forms to create agendas or notes.
 
[[File:NWS Links FRM008NWS_Links_FRM008.png|alt=Screen print: NWS Links to update in agenda header|550x550px]]
 
'''Zoom Meeting Information''' {{Step|Step=1}}
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* Navigate to the Community '''Events''' tab {{Step|Step=1a}} in NWS and copy the URL displayed in the address bar {{Step|Step=1b}}.
 
[[File:NWS Links ZoomInfo FRM008NWS_Links_ZoomInfo_FRM008.png|alt=Screen print: Where to get a URL for the Zoom information|550x550px]]
 
* Go back to the Agenda and highlight the '''Zoom Meeting Information''' text {{Step|Step=1c}} on the header, right click, and click on '''Link''' {{Step|Step=1d}} in the menu. Paste the copied URL into the '''Address''' box.
* Delete '''<add link to this text>''' {{Step|Step=1e}}.
 
[[File:NWS Links ZoomInfoLink FRM008NWS_Links_ZoomInfoLink_FRM008.png|alt=Screen print: Add Zoom Information link to Agenda|550x550px]]
 
Action Items {{Step|Step=2}}
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* Navigate to the Community '''Workspace''' tab {{Step|Step=2a}} in NWS, click on '''Action Items''' {{Step|Step=2b}} in the left hand menu, and copy the displayed URL in the address bar {{Step|Step=2c}}.
 
[[File:NWS Links ActionItemInfo FRM008NWS_Links_ActionItemInfo_FRM008.png|alt=Screen print: Where to get a URL for the Action Item information|550x550px]]
 
* Go back to the Agenda and highlight the '''Action Items''' text {{Step|Step=2d}} on the header, right click, and click on '''Link''' {{Step|Step=2e}} in the menu. Paste the copied URL into the '''Address''' box.
* Delete '''<add link to this text>''' {{Step|Step=2f}}.
 
[[File:NWS Links ActionItemInfoLink FRM008NWS_Links_ActionItemInfoLink_FRM008.png|alt=Screen print: Add Action Item Information link to Agenda|550x550px]]
 
'''Attendance Report''' {{Step|Step=3}}
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Add the hyperlink to your Community '''Workspace''' NWS page where the Meeting Attendance Report is listed:
 
* Navigate to the Community '''Workspace''' tab {{Step|Step=3a}} in NWS, click on '''Roster {{Step|Step=3b}}''' in the left hand menu, and click on '''Meeting Attendance''' {{Step|Step=3c}} next to '''REPORTS.'''
 
[[File:NWS Links AttendanceInfo FRM008NWS_Links_AttendanceInfo_FRM008.png|alt=Screen print: Where to get a URL for the Attendance Information|550x550px]]
 
* '''C'''opy the displayed URL in the address bar {{Step|Step=3d}}.
 
[[File:NWS Links AttendanceInfoReport FRM008NWS_Links_AttendanceInfoReport_FRM008.png|alt=Screen print: Where to get a URL for the Attendance Information - second page|550x550px]]
 
* Go back to the Agenda and highlight the '''Attendance Report''' text {{Step|Step=3e}} on the header, right click, and click on '''Link''' {{Step|Step=3f}} in the menu. Paste the copied URL into the '''Address''' box.
* Delete '''<add link to this text> {{Step|Step=3g}}'''.
 
[[File:NWS Links AttendanceInfoLink FRM008NWS_Links_AttendanceInfoLink_FRM008.png|alt=Screen print: Add Attendance Information link to Agenda|550x550px]]
 
Test the three links to confirm they go to the correct NWS pages. This is what the populated links should look like:
 
[[File:Completed NWS Links FRM008Completed_NWS_Links_FRM008.png|alt=Screen print: Agenda header with NWS Links populated|600x600px]]
 
=== Attendance ===
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1. Click on the date {{Step|Step=1}} and then the drop-down arrow to open the date selector. Select the meeting date.
 
[[File:PreviousNotes FRM008PreviousNotes_FRM008.png|alt=Screen print: NWS link to update in Previous Notes section|550x550px]]
 
2. To get the URL, navigate to the Community Workspace tab  in NWS {{Step|Step=2a}}, select Documents  {{Step|Step=2b}} in the left hand menu, click on the '''Folder Navigation''' icon {{Step|Step=2c}}, click on the '''Notes''' folder {{Step|Step=2d}}, and copy the displayed URL in the address bar {{Step|Step=2e}}.
 
[[File:PreviousNotes GetLink FRM008PreviousNotes_GetLink_FRM008.png|alt=Screen print: Where to get a URL for the Previous Notes|550x550px]]
 
3. Go back to the Agenda and highlight just the '''Notes''' text {{Step|Step=3a}} in the Previous Notes Review and Approval section, right click, and click on '''Link {{Step|Step=3b}}'''  in the menu. Paste the copied URL into the '''Address''' box.
 
[[File:PreviousNotes AddLink FRM008PreviousNotes_AddLink_FRM008.png|alt=Screen print: Add Previous Notes link to Agenda|550x550px]]
 
4. Delete '''<add link to Notes page>''' '''{{Step|Step=4}}.'''
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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.
 
'''Add Action Items Link'''
 
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<u>After the meeting is over</u>, the Zoom Usage Report attendance information must be added to the Notes. It may be entered manually or copied from the Zoom Usage Report and pasted into the form. The Zoom Usage Report is available at https://Zoom.us. It is not available through other Zoom URLs.
 
[Other variations for capturing the attendance information may be used, as long as the attendance is captured accurately.]{{Note|Note Text=The following method results in only the names being added to the notes. It is not appropriate to put members' phone numbers or other related information in the Notes.}}'''How To Download Zoom Usage Report'''
 
{{Note|Note Text=The following method results in only the names being added to the notes. It is not appropriate to put members' phone numbers or other related information in the Notes.}}
 
'''How To Download Zoom Usage Report'''
 
* Sign in to Zoom with the NENA Committee credentials, but uncheck the '''Stay signed in''' box to avoid having your identity always reflect the Committee name when you join other NENA Zoom calls.
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* If the desired meeting is not displayed, change the '''From''' and '''To''' dates {{Step|Step=3}} to the date of the meeting and click on '''Search''' {{Step|Step=4}}. Note that reports can be retrieved for the last 12 months, with a search range of up to one month at a time.
{{Pink Warning Box|Text=Do not click on Export as CSV File. The file will only list the meetings in the displayed date range and no meeting participants are identified.}}[[File:ZoomReportsDateRange.png|alt=Screen print: Set date range for Zoom reports|600x600px]]
 
▲[[File:ZoomReportsDateRange.png|alt=Screen print: Set date range for Zoom reports|600x600px]]
 
* Find the Zoom meeting you need the attendance from (confirm date and time since there may be multiple meetings on the same date) and click on the number in the Participants column.
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* Open the CSV file in Excel, sort the table alphabetically by name, remove duplicate names (if any), and copy '''just the names''' listed in the Name column.
* Highlight the '''<Paste Zoom Attendance here>''' text {{Step|Step=7}} in the Notes form, right click, and paste clicking on the '''Keep Text Only (T) {{Step|Step=8}}''' paste option in the menu.
 
[[File:ZoomReportsAddNames.png|alt=Screen print: Paste names from Zoom Attendance report into Notes|600x600px]]
 
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* Copy the Chat window content directly from the Zoom Chat window by selecting the '''More''' button (three dots) and then '''Save Chat'''.
 
[[File:ChatBoxSave FRM008ChatBoxSave_FRM008.png|alt=Screen print: Copy chat box from Zoom|300x300px]]
 
* If the Zoom host did not replace the Committee Name with their name when they logged into Zoom, use Word's Replace function to replace "'''From <Committee Name> to Everyone'''" with "'''From <Zoom host's name> to Everyone.'''"
{{Pink Warning Box|Text=Delete private messages you may have sent or private messages others sent to you, which could contain sensitive information.}}'''Alternate Method of Capturing the Chat Box'''
 
'''Alternate Method of Capturing the Chat Box'''
 
Use the .txt file that is automatically saved to the computer of the host who started the Zoom meeting. Saving occurs during the meeting, near real-time, with chat content continuously added to the .txt file during the meeting. The default location for that .txt file is a new subfolder under the computer's '''/Documents/Zoom''' folder, named with the meeting name, current date, and time.
 
* After the meeting, the host who started the meeting should navigate to their '''/Documents/Zoom/<folder with meeting name, date and time>''' and open the .txt file. '''Copy''' the contents of the file.
* Highlight the '''<Paste relevant Chat Box notes here.>''' text {{Step|Step=1}} in the Notes form, right click, and paste clicking on the '''Keep Text Only (T) {{Step|Step=2}}''' paste option in the menu.
 
[[File:ChatBoxAddText FRM008ChatBoxAddText_FRM008.png|alt=Screen print: Paste in text from the Chat Box into the Notes|600x600px]]
 
If the host who started the meeting leaves before the meeting ends, the updating of the chat text log ends when they leave. Even if there is another meeting host, Zoom will not begin creating a chat log on the other host’s computer. If you encounter this situation, someone (note-taker, another host) would need to copy the chat from the Zoom chat window from at least the point where the host who started the meeting exited, or all of the text beyond that point will be lost.
 
=== Check Accessibility (for Notes preparation) ===
Run the accessibility test. Click on the '''Review''' tab, then '''Check Accessibility''' in the '''Accessibility''' group. Among the kinds of edits that can cause accessibility warnings are the use of some text colors (like red), the insertion of a graphic without entering '''Alternative Text''' information or inserting tables with specific styles. Resolve any flagged accessibility issues.
 
=== Saving the Notes ===
Retrieved from "https://kb.nena.org/wiki/Special:MobileDiff/7566"