Notetaking for Virtual Organizing

Documentation While Building Power Notetaking for Virtual Organizing and Activism

Table of Contents

1.

For Meeting Hosts a.

During Meeting i.

b.

After Meeting i.

2.

posting the recording, transcription

Coordination a.

3.

slidedeck, record, chats, transcription/captions

sharing materials, clarify timeline, communication

For Notetakers a.

Key Concerns i.

b.

Other Concerns i.

c.

Goals, Logistics, Accessibility

Citations, interactivity, accreditation

Creating a Visual Language/Identity

Sources Used â—? â—?

Cover drawing by Sylvia Freeman Google Slides Template

DURING MEETING

REQUEST SLIDE DECKS IN ADVANCE ●

Why? Provides notetaker with context, so they don't need to re-type any key points on the slides themselves, so they can take notes on a per-slide basis

RECORD IT ●

●

Transparency and Permission ○ Notify participants and ask any key speakers/participants Most virtual conference calls have recording options built-in ○

○

●

Webex by Cisco, Join.Me by LogMeIn, Skype

by Microsoft, GoToMeeting by LogMeIn, Zoom, Hangouts by Google Use screen recording (+ audio) applications/software

Audio-only: phone call recorder applications ○

E.g. Rev Phone Call Recorder (iPhone)

sAVE CHATS ●

Save in-meeting chats ○

●

in Zoom

Why? Often times, during calls, important links, questions, and resources are shared

LIVE TRANSCRIPTIONS ● ● ● ● ●

Usually a paid service Free Rev Life Captions for Zoom for K-12 teachers until June 30, 2020 Scribl for Google Meet Native transcription/captions through Zoom Otter.ai

AFTER MEETING

POST THE RECORDING ●

Platform ○

○

Youtube by Google/Alphabet ■ free, with ads ■ privacy settings Vimeo ■ no ads, free until 5GB ■ privacy settings

TRANSCRIBE? ● ●

Usually paid service Share an audio recording for transcription

● ●

Rev.com (automatic or manual) Automatic transcription (reasonably accurate) through Just Press Record iPhone mobile app

COORDINATION

SHARING MATERIALS ● ●

Share slide deck, chat log/history, materials, etc. with notetaker via cloud sharing or temporarily file sharing (e.g. Firefox Send or WeTransfer) Note to notetaker: If slide deck isn't/can't be shared, take screenshots during the call or from the recording video, then use a tool like TextGrabber by ABBYY (free mobile app) to extract text

clarify timeline ● ●

●

When will recording be shared/posted?

Any deadline for notes? ○ When's ideal? ○ What's the latest possible deadline?

Posting ○ by notetaker? ○ by org.?

■ reviewed prior to posting?

communication ● ●

Contact only when notes are done?

Status updates? ○ ○

● ●

Helps prevent misunderstandings/miscommunication Helps encourage notetaker accountability

Who to contact with questions concerning meeting materials Means of communication (email, text, etc.)

KEY CONCERNS

GOALS ● Who/what are the notes for? ○ Mtg attendees to refresh themselves and/or look for reference materials/resources mentioned ● High-level ←------→ details, specifics ● Live/living document or static?

Collaborative? ○

informs amount of visual content, software, and formatting

LOGISTICS ● Time ○

●

higher quality (more visual/graphic) takes more time What form are the notes published as? ○ pdf, .jpg, .png, Google Drive, etc...

ACCESSIBILITY ● Text-reader friendly? ○

● ● ●

Would require typed version of notes?

Minimum font/text size?

Legibility of fonts/handwriting Color blindness

●

Language, translation

●

Others?

OTHER CONCERNS

●

Citing sources/images/art ○ ○

●

●

Interactivity ○

Hyperlinks?

○

■ PDF format preferrable How to communicate something has/is hyperlinked? Esp. if visual, not text

Accreditation ○ ○

○

●

What if slide decks don't have sources?

Search by Image/Google Reverse Image Search via Google Images

How does the notetaker want to be accredited?

Does the org. want to post it as their own and/or give credit?

■ respect, ethics ■ removes responsibility to accuracy/content of notes, perhaps Can notetaker share notes?

■ E.g. on social media

Security and Privacy ○ ○

End-to-End Encrypted Communication Channels (e.g. Signal or WhatsApp) Remove metadata from files

CREATING A VISUAL LANGUAGE

FONTS ●

Proprietary ($)? ○

●

Share via packaging files in Adobe Illustrator or InDesign

Free Fonts? ○

E.g. Google Fonts Library

COLORS ●

Use Hex(adecimal) Color Codes

OTHER FACTORS FOR CONSISTENCY ● ● ● ● ● ●

Page size and orientation Headers and footers FIle names Date formatting conventions Abbreviations/shorthand Symbols and iconography ○ search "Bullet Journal symbols" for examples ■ ○ Build a visual vocabulary