Dev Team Meeting Notes Protocol

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Before the meeting, it's a good idea to read previous notes and to do some research on your own on effective notes/minute taking: You want to be succinct but still include the important topics. OSE Developer meetings usually last 1 hour and always manage to fit all notes on a single slide; if someone wants more details they are encouraged to watch the video.

Meeting Protocol

  1. Join the jitsi meeting:
  2. Go to the Current Meeting page and click edit link below the presentation.
  3. Find the Notes slide (usually the second slide).
  4. Begin taking notes as soon as Marcin starts the meeting.
    1. Note that there are two columns, start with the first and when it's full go to the second column.
    2. If old notes got copied from previous meeting, clear them out.

Recording Meeting on Jitsi

  1. Use the three dot button in the lower right of the Jitsi screen to bring up the menu.
    If you don't see it, draw the cursor to the lower part of the screen to bring up the toolbar with the three dots.
  2. Click on Record on the popup menu. This will cause a box to appear in the middle of the screen.
  3. It will say Recording then on the next line Upload to DropBox. Do not be fooled.
  4. You will have to click on the x inside the oval next to the dot.
  5. It will say Recording then Upload to DropBox then Logged in as... with your email, the amount of space in your DropBox (OSE meetings fill up the DropBox fast), then Are you sure you would like to start recording?
  6. Click Confirm.
  7. A voice should say Recording is on and a red dot with REC in it should appear in the upper right of the screen.
  8. Be sure to log in a few minutes early to make sure everything is connected.
    1. The first time you record a meeting you will probably have to log into your DropBox. If you're like me that's a password process, so start early.
    2. DropBox doesn't hold many meetings. It might be too full to record the entire meeting, in which case you will need to create a new DropBox to use, with a different email, obviously, or purge the DropBox you have. I missed recording a meeting because my DropBox was too full.
  9. To stop recording run the cursor to the bottom of the screen to bring up the toolbar, click on the three dots, then click on Stop Recording.
  10. This will bring up a popup menu, which will say 'Recording' then "Are you sure you would like to stop recording?" then Confirm. Click Confirm.
  11. A voice will say Recording has stopped.

Congratulations. You just used Jitsi to record a meeting.

Downloading from DropBox

  1. Go to your DropBox.
  2. The meetings should be in the Apps folder. Click on the folder.
  3. Click on the Jitsi Meet folder.
  4. Click on the Recordings folder. The list of recordings from Jitsi should appear.
  5. Find the meeting you want to put on YouTube. All the way to the right of each video are three dots.
  6. Click on the corresponding three dots.
  7. A dropdown will appear. Click on Download.
    1. The download will begin immediately.
    2. I use the download box that that appears in the lower left, click the ^ and select Show in folder.
    3. This shows me the file in the folder to which is was downloaded.
    4. I rename the file at this point, and move it to an appropriate folder. These steps are optional.
  8. Once I have the file renamed and moved to where I know I can find it, I'm ready to upload to YouTube.

Uploading to Youtube/iPhone

  1. Go to your YouTube account. Be sure you're signed in.
  2. Click on the camera icon at the top of the screen.
  3. On the iPhone it goes to a screen with the option to RECORD,
    GO LIVE, and it also shows the videos
    on my phone in reverse chronological order.
  4. Click on the video to upload.
  5. This will put you on a screen where the video plays
    At the top will be a Trim button with an arrow back.
    I haven't used this button,
    and a blue NEXT button. Click the NEXT button.
  6. This will put you on a screen that says Add details with a left arrow.
    You can enter the title and a description and set the privacy here
    before you upload, or you can do that after.
  7. Be sure to set privacy to Public- Anyone can search and view.
  8. The options will be
    1. A link icon, which is Unlisted,
    2. A lock icon, which is Private,
    3. And a globe icon, which is Public. Select the globe.
  9. You are ready to click the blue UPLOAD button in the upper right hand corner of the screen.
  10. This will take you to a screen where you can see the video uploading and watch the progress.
  11. Once it's uploaded it can take a minute to appear in your list.

Archiving Protocol

Within about 24 hours of a meeting, Marcin makes the meeting recording available on youtube, at which point the Current Meeting should get moved to the Development Team Log page and the Current Meeting page needs to be updated with the next meeting.

Archive Current Meeting: Google Slides

  1. Open Development Team Log, click the Edit tab and scroll down to the last meeting archived.
  2. Make a copy of the last archived meeting and paste the copy right above it, change the date to the new meeting you are about to be archiving.
  3. Open Current Meeting in another tab, click the Edit link in the top right corner (not the edit link below the slide).
  4. Copy the embedded presentation (everything between and including the <iframe> tag) and paste it into the Development Team Log editor tab you still have open, overwriting the existing copied <iframe>. Be sure to use an editable link.
  5. Update the height and width properties of the <iframe> to match the other embedded presentations on the Development Team Log (should be width="480" height="299").
  6. Save the page.
    1. Check that there is a new section for the meeting you are archiving and that the google slide points to the correct document and is of the correct size (like the others). (The YouTube video will be incorrect, we'll do that next.)

Archive Current Meeting: Set Edit/Google Slides

  1. The sharing setting needs to say Anyone on the internet can find and edit. If it says Anyone with the link can edit that will not work.
  2. Click blue Share button in the upper right-hand corner of the page. The box that appears will say Share with others at the top.
  3. Click Advanced. It is in tiny letters in the bottom right-hand corner of the box. The top of the box that appears will say Sharing settings.
  4. Under Who has access click Change. A box that says Link sharing at the top will appear.
  5. Click On- Public sharing on the web.
  6. Next to Access: anyone (no sign-in required) click on the blue letters and set to Can edit.
  7. Click the blue button Save, then on the next screen click the blue button Done.

Archive Current Meeting: YouTube

  1. Go to the YouTube video (on for the meeting you are archiving.
  2. Click the SHARE button below the video.
  3. Click EMBED button in the sharing panel that pops up.
  4. Click on the generated <iframe> HTML source and copy it.
  5. Go back to the Development Team Log tab (click Edit in the top right of the page if you're not already there).
    1. Paste the <iframe> HTML from YouTube right below the Google Slide presentation you previously copied from Current Meeting. (You want to overwrite the old youtube <iframe> that got copied when you originally made a copy of a previous archived meeting.)
    2. The youtube <iframe> should already have the correct height and width.
  6. Save the page.
    1. Check that now the date in the meeting header, the google slide and the youtube video all have the same meeting date. You are done with archiving.

Setup Next Current Meeting: Google Slides

  1. Go back to the Current Meeting tab (if you need to, exit from the edit mode by clicking ```Read``` link in the top) and click edit link below the google slide to go to google docs.
  2. In Google Slides make a copy of the old meeting: File -> Make a copy...
  3. Give it the date of the next meeting (and remove the "Copy" text that google automatically prepends to the name). Pick a folder where you want to save it and make sure that "Share it with the same people." checkbox is checked but that "Copy comments." is not checked. Click OK.
  4. Prepare slides for next meeting:
    1. Replace the date with the new date.
    2. Leave the names of developer but clear out what they will talk about. (they will fill it in later right before or during next meeting)
    3. Clear out the minutes from the last meeting.
  5. Publish the slides: File -> Publish to the web...
    1. Click Start Publishing.
    2. Go to EMBED section of the publishing panel and copy the HTML.
    3. On the Current Meeting page, in the wiki editor, replace the <iframe> you copied from publishing panel with the already archived slides that are there.
  6. Go back to Google Slides, close the publishing panel, in the top right hand corner click SHARE, click to copy the link URL.
  7. On the Current Meeting page, in the wiki editor, replace the old edit link with the new edit link you just copied from the share panel.