Meeting Minutes Template

## [Date] - [Day] Check-in
 
**Date:** [Full date - e.g., November 13, 2024]  
**Time:** [Start time - End time] WAT  
**Attendance:** [X] participants / [Y] teams  
**Facilitator:** [Name]  
**Phase:** [Current hackathon phase]
 
### Key Discussion Points
 
[2-3 paragraphs summarizing main topics discussed]
 
- Main theme or focus of this check-in
- Important concepts or methodologies covered
- General progress updates across participants/teams
- Any announcements or policy clarifications
 
### Participant/Team Updates
 
**Phase 1-2 (Individual Reporting):**
 
[Summarize patterns across individuals, not individual reports unless noteworthy]
 
- Common problems being discovered: [list]
- Interview progress: [general statistics]
- Challenges many participants face: [list]
- Notable discoveries: [2-3 examples]
 
**Phase 3-8 (Team Reporting):**
 
[Summarize each team briefly or highlight notable teams]
 
**Team [Name]:**
- Status: [brief 1-sentence update]
- Blockers: [if any]
 
**Team [Name]:**
- Status: [brief 1-sentence update]
- Notable: [any standout progress or pivot]
 
[Continue for teams with significant updates]
 
### Mentor Guidance & Advice
 
[Capture key advice or guidance provided by mentors/facilitators]
 
**On [Topic]:**
- [Specific advice or recommendation]
 
**On [Topic]:**
- [Guidance provided]
 
**Common Pitfalls Discussed:**
- [Warning or mistake to avoid]
 
### Action Items
 
| Who | Action | Deadline |
|-----|--------|----------|
| All Participants/Teams | [Action required] | [Date] |
| [Specific team/person] | [Specific action] | [Date] |
| Next Trend Hub | [Organizer action] | [Date] |
 
### Resources Shared
 
- [Link or resource name]: [Brief description]
- [Link or resource name]: [Brief description]
 
### Questions & Answers
 
**Q:** [Question asked by participant]  
**A:** [Answer provided by mentor/facilitator]
 
**Q:** [Another question]  
**A:** [Answer]
 
[Include 3-5 most important or commonly asked questions]
 
### Next Meeting
 
**Date:** [Next check-in date]  
**Time:** [Time] WAT  
**Focus:** [What next meeting will cover]  
**Preparation:** [What participants should do before next call]
 
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## November 6, 2024 - Wednesday Check-in
 
**Date:** November 6, 2024  
**Time:** 6:00 PM - 7:15 PM WAT  
**Attendance:** 42 participants  
**Facilitator:** Abdulrahman  
**Phase:** Phase 2 (Community Discovery)
 
### Key Discussion Points
 
Week 1 of community discovery showed strong engagement. Participants are conducting interviews and beginning to identify recurring problems in areas like waste management, transportation, and market efficiency. Emphasis placed on importance of voice notes as mandatory evidence.
 
Several participants expressed initial hesitation about approaching strangers for interviews. Facilitator demonstrated effective introduction techniques and consent scripts. Discussion on balancing structure (using interview template) with flexibility (following interesting tangents).
 
### Participant Updates
 
- **Interview Progress:** Most participants have completed 3-5 interviews so far (target: 10-15 by Nov 21)
- **Voice Notes:** All participants have set up recording systems and cloud backup
- **Common Problems Emerging:** Waste accumulation (8 participants), transportation gaps (6 participants), financial access (5 participants)
- **Notable:** One participant discovered unexpected insight about market traders' willingness to pay for services if coordination is simplified
 
### Mentor Guidance & Advice
 
**On Approaching Interviewees:**
- Be clear about purpose upfront: "I'm learning about community challenges"
- Build rapport before asking about problems
- Market areas, bus stops, and community centers are good starting points
 
**On Recording Quality:**
- Find quieter corners even in busy areas
- Hold phone 6-12 inches from speaker
- State context at beginning of recording (date, location, role)
 
**Common Pitfalls Discussed:**
- Interviewing only friends/family (not diverse enough)
- Asking leading questions ("Don't you think...?")
- Jumping to solutions during research phase
 
### Action Items
 
| Who | Action | Deadline |
|-----|--------|----------|
| All Participants | Complete minimum 10 interviews | Nov 21 |
| All Participants | Upload voice notes to cloud storage | Ongoing |
| Next Trend Hub | Share interview template in WhatsApp | Nov 7 |
 
### Resources Shared
 
- [Interview Template](/processes/templates/interview-template): Structured guide for community interviews
- [Voice Notes Guidelines](/processes/action-learning/voice-notes-guidelines): Recording standards
 
### Questions & Answers
 
**Q:** What if someone doesn't want to be recorded?  
**A:** Respect their decision. Take detailed written notes and note in your documentation why no voice note exists for that interview.
 
**Q:** How long should each interview be?  
**A:** 10-15 minutes is ideal. Quality over quantity—one deep interview better than three superficial ones.
 
**Q:** Can we interview in Yoruba or Pidgin?  
**A:** Yes! Just provide English summary in your documentation.
 
### Next Meeting
 
**Date:** Saturday, November 9, 2024  
**Time:** 1:00 PM WAT  
**Focus:** Analyzing interview data, identifying patterns  
**Preparation:** Complete 2-3 more interviews, begin noting recurring themes
 
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