---
tags: handbook, todo, governance, protocol
---

# Meeting and facilitation processes

[TOC]

\(to be expanded\)

* rounds in meetings
* beginning and ending with check-ins

## Before-meeting administrative process

- Approximately 2 days prior, send a reminder to the team with a link to the agenda and any prompts to provide input before the call.

## In-meeting process

- Ensure attendees are recorded at the top of each notetaking document
- Meeting recording is the responsibility of the meeting host and at the discretion of the circle. The meeting host should-
1. Record the meeting locally
2. Upload it to our shared MEGA.nz folder
3. Check for any recordings older than 2 weeks, and delete them.
- Everybody is responsible for reminding the meeting host to record the call after check-in.
- **Recordings are deleted from MEGA's servers after 2 weeks.**

## After-meeting administrative process

### Publish the meeting minutes

> Responsibility of the facilitator of today's meeting.
> *(Generally done within 4 days, or as deemed appropriate.)*

Getting everything finalised after a call might take some time, and the goal is to allow for that whilst also ensuring that information keeps flowing. If the group wishes to allow more time to finalise notes, it's advisable to explicitly agree on the turnaround time in the meeting.

To begin, we presume you have the HackMD notetaking page for today's meeting open in front of you.

1. Finalise any notetaking, check for correctness, solicit any missed links or input, clean up any formatting.
- *At minimum, provide a few bullet points for the topics discussed.*
- For particularly juicy discussions, you may want to take down specific details or ask others to add their notes before posting.
5. Create a new post in the [Meetings and Record-Keeping](https://www.loomio.org/economikit-meetings-internal-recordkeep/) Loomio subgroup with the same title format as the others.
6. Copy the text from the HackMD notetaking document (**in "view" mode**, *not in edit mode*) and paste it into the new Loomio thread.
9. When Loomio asks you, select *'Members of meetings & internal recordkeeping'* as the group of people to invite to the thread.
- **Please ensure to invite the group, as it is the only way others are notified of new minutes.**
11. Delete the original notetaking document from HackMD.

### Prepare the next agenda

> Responsibility of the facilitator of the next meeting.
> *(Done ASAP after call.)*
>
> If the next facilitator is unable to prepare the agenda within a day or two, they should delegate somebody else to do this for them :slightly_smiling_face:
>
> Please also notify today's facilitator once you have finished with the agenda, as they will want to wait for your edits before publishing.

In order to keep things flowing and to allow the most space for others to add discussion items before the next meeting, we aim to ensure that there is always an active agenda document and scheduled meeting in play.

**Prepare agenda document for next call:**

1. Create a new "team note" under the Economikit organisation on HackMD. ([click to create](https://hackmd.io/team/economikit-alliance/new))
2. Copy the [meeting agenda template](https://hackmd.io/MCMEDTJWRhOdATPW5PPVMw) document contents into the newly created one.
3. Change the heading from *"Meeting agenda template"* to the planned date of the next call. Use YYYY-MM-DD format to ensure sensible ordering.
4. Copy any unaddressed agenda items from today's minutes into the new agenda.
6. Add any other items already planned for the next meeting's agenda into the new document.
5. In today's minutes, cross out the items which did not get discussed by using double tildes (`~~`) around the text.