How do you organize yourself with the minutes?

And you, what do you do with the acts?

A Coopdevs are developing free software to take minutes and draw up agendas collaboratively, manage acquired commitments, guarantee accessibility b> in minutes...

As part of the initial steps, we are collecting information about how you take minutes in various organizations. For this, we have prepared a survey of 20 quick questions to answer.

Can you give us a hand? You can complete the survey as many times as there are organizations you participate in, providing your opinion/experience in organizing meetings and recording proceedings.

Protection of personal data

The survey is completely anonymous. We will use the data entered to analyze the habits in the process of taking minutes to design a tool that allows these processes to be streamlined and improved. For more information about the treatment and your rights, see the privacy policy.

All answers will be useful for us to build a better tool!

Take Again

What is the organization you are doing the survey for?

What kind of organization are you? *

Association Common interest group Grassroots organization Trade Union / Workers' Council Cooperative Public administration Federation Company

Others, please specify

How many members does it have? *

1 a 10 members 11 a 20 members 21 a 50 members 51 a 200 members More than 200 members

Participation in assemblies

Does it have members with functional diversity?

Yes No

Do you take part in assemblies where you need to write down minutes? *

Yes No

Do you collaborate in defining the contents, writing the minutes and/or making decisions? *

Yes No

Who?

Do you have a rotating process for the roles in the meetings (minutes, dynamization, speakers...)? *

Yes No

Who takes the minutes in your organization? *

Normally, there are certain people who usually do it There is a calendar of who takes the minutes each day We choose the roles at the beginning of the meeting.

Others, please specify

Among the people who usually take minutes, which gender is the majority? *

Men Women Non-binary I do not perceive any gender bias in this task.

Among the people who usually manage the events, what is the age of majority? *

16 to 24 years 25 to 34 years 35 to 44 years 45 to 54 years 55 to 64 years 65 to 74 years More than 74 years

How many people do you divide the tasks related to taking minutes between? *

One person is responsible for taking the minutes, sending them and storing them There are several roles for each specific task (take, send, store...) Taking the minutes of an assembly is shared between more than one person

Others, please specify

How?

What kind of software do you use? *

We work with free software (no license fee) We work with paid software (not free) We work using non-free cloud services (Google, Microsoft).

What tool(s) do you use to prepare meetings and take minutes? *

A specific program for taking minutes Word processor Collaborative work application Email (threads) Paper and pen

Where do you usually connect to prepare meetings and take minutes? *

Mobile Phone Tablet Laptop Desktop computer

Others, please specify

How did you prepare the order of the day? *

Points can be added openly until a deadline It just closed at the beginning of the assembly

How do you search for points already covered? *

We pull from memory and search among the acts We look for the point in the agenda and that way we know in which minutes it will be included Podem trobar de manera àgil buscant en un ordinador qualsevol tema tractat.

Others, please specify

How can the documentation attached to the items on the agenda be consulted? *

Si hi ha punts que contenen informació addicional, hi ha alguna manera de poder consultar-la abans de l'assemblea?

It is sent to the people invited It is not available until the beginning of the assembly It is uploaded to a folder in the cloud They are available in a physical location

Others, please specify

How do you take the minutes? *

Everything is done digitally: we do the whole process by computer. Mixed: We write by hand during the meeting and then digitize it By hand: we take the minutes by hand and store them that way

Others, please specify

How do you structure the minutes? *

We have a template and we fill it We use the agenda as a guide We don't have a defined method: each one does it the best it knows how

What information do you collect in your minutes? *

Date Assistants Positions in the debate Agreements Blockages / Dissent Votes

Others, please specify

Can items be added to the agenda between meetings? *

Yes, I can add it directly Yes, I send it to the person who manages the minutes No, it is closed (it is decided in a previous assembly, it is always the same...)

How can you check the agenda for the next meeting? *

Everything is sent together with the meeting notice (and cannot be modified) An initial version and a final version are sent when it has been closed Unable to query the final version: it has just been created when the assembly starts

Others, please specify

Where can the minutes be consulted? *

We send them by email to the interested parties We save them in a folder in the cloud that can be accessed We make them available for physical consultation (on a board, cupboard...) We do not have a well-structured way of accessing the minutes

Others, please specify

What would you like?

On a scale of 1 to 4, where 4 is very important and 1 is not important, tell me how important each feature of a minutes management software is to you. *

	1 - Very minor	2 - Not essential	3 - Significant	4 - Very Important
Automatic creation of the agenda
Automatic sending of the notice of the meeting
Topic, point and task finder
Collaborative minute-taking (between several people, in real time)
Postponement of topics for the next meeting
Information on meeting time consumed (by point) and available (by schedule)
Presentation of documents
Audio-video conference
Registration of the participation of each assistant
List of commitments acquired, pending and postponed
Evaluation of the usefulness of each assembly, with a satisfaction scale (0 to 10, for example), by each of the attendees
Generator of activity reports per minutes (pdf): attendance, participation, agreements and assessment of the assembly
Annual report generator (pdf)
Integration with the organization's contacts and calendar tool
Transcript of the meeting and identification of participation (people and time) by artificial intelligence

What are the next steps?

Do you want to be part of the tool prototype evaluation team? *

Yes No

How do you organize yourself with the minutes?

And you, what do you do with the acts?

What is the organization you are doing the survey for?

What kind of organization are you? *

How many members does it have? *

Participation in assemblies

Does it have members with functional diversity?

Do you take part in assemblies where you need to write down minutes? *

Do you collaborate in defining the contents, writing the minutes and/or making decisions? *

Who?

Do you have a rotating process for the roles in the meetings (minutes, dynamization, speakers...)? *

Who takes the minutes in your organization? *

Among the people who usually take minutes, which gender is the majority? *

Among the people who usually manage the events, what is the age of majority? *

How many people do you divide the tasks related to taking minutes between? *

How?

What kind of software do you use? *

What tool(s) do you use to prepare meetings and take minutes? *

Where do you usually connect to prepare meetings and take minutes? *

How did you prepare the order of the day? *

How do you search for points already covered? *

How can the documentation attached to the items on the agenda be consulted? *

How do you take the minutes? *

How do you structure the minutes? *

What information do you collect in your minutes? *

Can items be added to the agenda between meetings? *

How can you check the agenda for the next meeting? *

Where can the minutes be consulted? *

What would you like?

On a scale of 1 to 4, where 4 is very important and 1 is not important, tell me how important each feature of a minutes management software is to you. *

What are the next steps?

Do you want to be part of the tool prototype evaluation team? *

What is the name of the organization where you participate in the preparation of minutes