Compact Meeting v1.0

Hello guys!

I use a PDA as my primary organizer but I wanted to still use paper when jotting notes during meetings. Why, you might ask. I was once embarrassed during a meeting when an executive officer thought that I was playing with my PDA the whole time when I was really jotting down notes. So, I decided to take notes the old-fashion way.

Being familiar with GTD, I thought of coming up with a 'meeting notes' form that I could use. Checked the web and found nothing that suits my requirements so I thought of making my own.

The original form that I'm using is in MS-Word format which I could fill-up, print and distribute during the meeting if I'm the one who called the meeting. I would also use the form to take notes when I attend meetings.

My old practice was to put each filled-up form in their respective folders. But it proved not only impractical, it's inefficient as well. Putting them all in one location, such as an organizer, would allow me to take all my project meeting notes whenever I report to my boss without having the need to take all project folders with me.

That's when stumbled upon this great site full of so many ideas and templates! I was then inspired to share this 'meeting template' that I've been using for almost a year now.

If we're going to analyze the components that comprise a meeting, they are as follows:
1. details of the meeting, i.e., title or objective, project, venue, date, start and finish times;
2. the attendees;
3. agendas, i.e., things to discuss about;
4. action items, i.e., tasks that are assigned to persons;
5. notes (for yourself); and
6. optional illustrations/diagrams.

In the design of the form, I'm tempted to divide the paper into sections for each component. However, since we normally write in a top-to-bottom fashion, I decided to combine notes, agendas and action items in the main area of the form. I believe that this is more natural than jumping from section to section.

To illustrate, write each item as they're brought up. Marking each item appropriately as follows:
a. put a checkmark in the checkbox in the 'Agenda' region and the item becomes an agenda
b. put a name of person in the Assign To column in the 'Action' region and the item becomes an action item
c. put no mark and the item becomes a note

A separate sheet is provided for illustrations and/or diagrams.

Would like to get your comments first before posting in the templates section.

_____________

Compact Meeting v1.0 (based on Classic v3.0)

Usage Instructions:

Scenario 1: You're the one who called the meeting
------------------------------------------------
BEFORE the meeting
- write the meeting details, i.e., title or objective, project, venue, date and start time
- write the attendees that you've invited to attend the meeting
- write the agenda you wish to discuss and the estimated duration of each; don't put a checkmark in the 'Discussed' checkbox yet
- write down potential action items and the priority; write also the name of the person to which you're assigning the task
- write also action items that were brought up during the previous meeting for follow-up
- prepare your visual aids, e.g., illustrations, diagrams, charts, etc.
- you may optionally distribute copies to the attendees not only to help them track the meeting but to provide a paper with which they could also write their notes on

BEGINNING and DURING the meeting
- note down the actual time the meeting started
- mark each agenda as they are discussed
- follow-up on the tasks discussed in the previous meetings noting the progress in the '%Complete' column; note the commitment date in the 'Due Date' column;
- write down additional tasks and agendas that might come up during the meeting
- draw illustrations in the 'Illustrations' page

AFTER the meeting
- note the time when the meeting ended
- write down names of attendees that were not originally written in the 'Attendees' section
- Optionally, you may do a recap of all the action items
- write down all the tasks assigned to you on your organizer/planner
- write the minutes as soon as possible

Scenario 2: You're to attend the meeting
---------------------------------------
BEFORE the meeting
- write the meeting details, i.e., title or objective, project, venue, date and start time

2.2. DURING the meeting
- write down notes leaving no mark on the 'Agenda' and 'Action' regions
- note each task that are assigned to you by writing the task; write a priority value in the 'Priority' column, write 'Me' or your name in the 'Assign To' column and the 'Due Date'

2.3. AFTER the meeting
- optionally you may take note of the time when the meeting ended
- write down all the tasks assigned to you on your organizer/planner

AttachmentSize
Compact Meeting - 2up front.pdf108.65 KB
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wow

That is very well done!

I wish I had a use for it... but my new place of employment is very casual and small. No meetings...

♥---♥---♥
my artwork

Thank You!

I begin my new job Tuesday and I anticipate that many meetings are in my future. I feel this template will prove invaluable in helping coordinate and process the information I will receive.

Thank You.
-Joanna
Anacora Imparo

Thanks for the welcome guys!

@sara
I think that's a good thing. No valuable time is spent on meetings and you could concentrate on your tasks. Should you need or find a use for the template, just remember there's one you could use that's posted here.

@joanna
Glad you find it useful. I hope you'll enjoy using the template and I wish you good luck on your new job! :)

Just please let me know on how we could still improve the template. Will post this in the template section should there be no more comments regarding its format.

Cornel notes

I plan to print a 2-up of the cornell notes on the back, but anybody with access to this site can do that : ).

Joanna

Anacora Imparo

Fantastic Job

This is FANTASTIC! I NEEDED something like this! I attend soooo many meetings and this will be perfect. My only drawback is that I work in a 8.5 x 11 world. So I will need to figure out how to resize this. If any one is able to please let me know as I am a total adobe newbie (I do have adobe professional...just not the know how)!
Thanks again!
Bettina

Letter-size version created

Converting to letter-size won't be hard for me since I'm originally using the form in this size.

I've created the template but seems I can't attach it to my replies so I decided to have it submitted in the templates directory. Just please wait until it's approved by the admin.

I hope you enjoy using the template as much as I've enjoyed using it! =)

Great !

Very nice and very useful template.
Welcome aboard !
-----------------------------------
"I think the surest sign that there is intelligent life out there in the universe is that none of it has tried to contact us." (Calvin and Hobbes/Bill Waterson)

Thanks!

Thanks, ygor!

A Good Companion Piece

Since switching to 3 x 5 notecards, I have used the "Agenda" notecards for meeting planning, but have lacked a good form for capturing decisions made, tasks delegated, due dates etc. This might just be the form! I plan on using it this week. Thanks!

Unfortunately, I find 3x5

Unfortunately, I find 3x5 too limiting for this format of the template due to the number of columns. The writing area would be too small if we put everything in one page/card.

I'm thinking of laying out the page in landscape instead of portrait since it would be able to accommodate the no. of columns this way. What do you think? Or the Hipster format requires that all forms should be laid out in portrait mode?

Hipster Landscape

Hi.

I've posted a few hipster-size forms in Landscape orientation.

Nobody's going to string you up for making landscape forms--but they might get less usage than portrait.

Bottom line: Make what you'd like to use. If you feel like being generous, then make what someone else wants. :)

shris

Thanks for clarifying

Thanks for clarifying, shris.

Though 3"x5" isn't my cup of tea I'm very interested in doing a conversion of the Compact Meeting form to this size especially now that I'm developing a Hipster-envy. =P It's just that I can't seem to come up with the best layout.

I'm thinking of doing it this way: Lay out each section in separate 3"x5" cards, in Landcape. That is, laying out the 'Details' and 'Attendees' section in one card, the 'Items' section in another and 'Illustrations' in a third card, all in Landscape. The user would then use a set, adding more and more 'Items' card as the need arises.

Or, combine all sections in one card just like the 'Items' section, putting a mark on each item.

Sorry to be putting a lot of thinking into this form. I just feel that if a form is not as functional or is complicated, it would be easier to not use the form instead.

Kiss method

Hi.

Why not make one 'guide' card that describes the sections and what they're good for (like your description of the template). Then make one form that has, say, a checkbox, a shaded column, and a wide unshaded area on each row. The title of the card might be "Meeting" with a blank next to it.

That way one card could serve multiple purposes, and if a user needs a prompt for what needs to be planned/recorded, the 'guide' card would serve that purpose as a reusable prompt that doesn't get written on at all.

Printing out a zillion different forms for special purposes is kind of a pain. I had a bunch of different forms for myself, including a spiffy voicemail card. But it got to be a pain. First, it starts to get expensive to print them all out to have a few on hand of each variety. Then you have to organize the little piles of cards so they're separated and grab-able. Then, grabbing the right form in a hurry takes a bit of coordination (I lack this, I have discovered). Finally, if you're in a hurry to write something down, I can almost guarantee you the info you want to write will be in the wrong order for your predetermined fields. :)

Unless you plan oodles of meetings all the time (I have four or five a week, generally), the level of detail you describe isn't going to be necessary for each meeting.

I made a meeting card for myself that follows the general outline I described above. It's called "Be There" and it's posted in the template directory with a handful of other items in the same file. It's got a spot for the date, time, and location of the meeting as well as the subject, then the rest is freeform.

After a while of using different forms for meetings than for notes than for to-dos and shopping, etc. I decided to combine them all into just one form. It's called the 'What Where When' card and it's posted in another file in the template directory. It has no title, really, just a spot for you to write in what it is, where it is, and when it is (if needed) and a freeform area below for lists, notes, or whatever. Every row has a checkbox and a shaded column. You can determine your own markings to use in the checkbox and your own keywords to use in the column to describe whatever needs describing.

Now, I use only the what/where/when card and my printed schedule/task list for pretty much everything except a contact list. Much simpler to make sure I have enough forms and I grab the right one in a hurry.

My forms aren't the prettiest, but they suit me. Not everyone would like this approach--some people use plain blank or ruled cards for everything. Some people prefer the specificity and prompt of named fields on a form. But I thought I'd mention the idea so you have it in the back of your head while you're porting complex forms around.

shris

2Up front and back

I have taken your awesome form and setup a classic size page that will print 2up front and back. I have also taken the Cornell Notes and made a pdf for printing 2 up with your form on the front(as Joanna suggested). I did this mostly because I really wanted it for myself, but others may find it useful. I would like to see them in the Templates Directory but didn't know if you planned on putting it up there or not. If you are not planning on that I would be glad to post my files there, giving full credit to you.

If you would like to see my pdf's please let me know an I can send them to you.

Thanks for a great and greatly useful form.

cruss hcity net

You're welcome

You are much welcome.

I've already posted the following in the templates section. Just waiting for the admins to approve the submission.

1. Compact Meeting v1.0 - Classic (5.5"x8.5")
2. Compact Meeting v1.0 - Letter (8.5"x11")
3. Pocket Page v1.0 - Classic (5.5"x8.0")

Nonetheless, you may post your modified template. No problem with me. Would love to see the modifications you did as well. =)

Compact Meeting in the directory

chiz has his form posted here:
http://www.diyplanner.com/node/1874

My 2up front and back is here:
http://www.diyplanner.com/node/1881

My 2up front with Cornell Notes on back is here:
http://www.diyplanner.com/node/1882

I posted just the modified Cornell Notes page here:
http://www.diyplanner.com/node/1883

Thanks again chiz for the great form and thanks Joanna for the notes idea.

cruss hcity net

Capturing outputs from meeting

I think these templates are great and would help me during team meetings. Is there a way to edit these, so that they could be updated with outputs and distributed after the meeting for reference?

Total noob question...

Thanks,

Eric

Editing Acrobat forms

The only way to do this easily would be to create a word template modeled after this form. To add editing to these forms you would need Acrobat Pro. I have found that editing forms on PDFs is very inflexible especially if you have ruled lines that you want to stay even with. Also if the form was converted to be editable, you still need acrobat Pro to save any changes, otherwise you can make edits in Adobe Reader and print them but not save them.

cruss hcity net