Sanja Djurdjevic

How to process calls Process owner Sanja Djurdjevic, Marko M. Process no. #2 Last update 25/08/2021. Processing calls: Downloading and renaming the recording file: 1. Navigate to the client folder (MzeroA, e.g.) which contains the call recordings 2. Find the most recent call a. The recent call (that has not yet been processed) would not have a name - you would only see “zoom_0”, or similar titles. 3. Download the call recording to your computer Make sure to go over Relevant vs. Irrelevant information. Relevant vs. Irrelevant information: During the call, the speakers may go over various topics, and there might be some comments, small talks, or some information that is not going to be useful for future work, and thus should not be included in your notes. Make sure you follow the rules listed below. Things you MUST write down: ● Problems that were mentioned/discovered during the call ● Things to be done (both what we need to do, and what the other person needs to do) ■ NOTE: Sometimes, Nem says "what could be done is…". Make sure to write that down as well. ● Plans for the future ● Pieces of Advice ● Questions that should be referred to another person (that is not on that call) ● etc. Things you SHOULD NOT write down: ● Random comments that are not about the work in progress, or are about the things that were already mentioned before ● Jokes ● Sentences that are only used as an introduction to a discussion (e.g. “We are going to go over product development now ….”) ○ Instead, use that as a Topic reference (if possible), and put it as a heading in your notes (e.g. Heading: Product development: ● Item 1 ● Item 2 … NOTE: If you are not sure whether you should keep some of the notes/information, put the whole sentence in the brackets and add question marks and a timestamp. Taking notes from the call: Since this process has not (yet) been standardized, and taking notes requires an individual approach, the steps listed below are more like tips and suggestions, rather than actual steps you need to follow. 1. You can first take the notes in OneNote, and you do not need to format or restructure them at this point. a. Simply write down what you hear the way that suits you the best. See Other resources. 2. Open: a. Video (call) b. OneNote c. ShareX 3. Listen to the discussion in the video and try to write down everything you hear that is related to business. (See: Relevant vs. Irrelevant information) 4. Pause the video to write down the notes in OneNote. Adding timestamps: Add timestamps every 2-3 minutes of the video, especially when: a. There is an important point made in the discussion. b. When Nem makes “a note to himself”. c. When you could not hear/understand some part of the discussion : ■ add a timestamp along with a comment on why you encountered a problem. Examples of the possible problems: ● Bad audio, ○ You are not sure what was said, ○ you did not recognize the software/tool mentioned ○ You did not understand the context, etc. !! NOTE: Make sure to add timestamps 2-3 seconds before you paused the video so that the context is understandable for the person who reviews the notes. Taking screenshots: In case the call includes screen sharing, make sure to take screenshots: d. Open ShareX, minimize it e. Pause the video at the moment where you need to take the screenshot f. Use the Capture region shortcut (see: Setting up ShareX) to take the screenshot ■ In case you need to take a screenshot of the whole screen, simply click anywhere on the screen once ShareX is running ■ In case you need to take a screenshot of a specific segment, drag the cursor and select the required area Uploading notes to Google Drive After you finish reviewing the call and taking notes (in OneNote): g. Go to the Google Drive → Client’s folder (e.g. MzeroA) → Zoom calls folder. h. Create a new document in the Zoom calls folder. i. Copy your notes from OneNote j. Paste the notes to the Google document k. Restructure the notes - Refer to the HOW TO SORT NOTES document Adding screenshots: l. Add screenshots from ShareX: ■ Open ShareX ■ Drag and drop the images where they are required: ● Find the text/sentence that mentions the part/topic you had taken the screenshot for. Review the document: Make sure you did not forget to copy-paste a part of the text from OneNote. Renaming the document and the video file: 1. Scroll to the top of your document and add the title: a. Follow this format: DATE THE CALL WAS UPLOADED + TOPICS COVERED + (Person in the meeting) b. Set the title to Heading 2 2. Click on the “Untitled document” box in the top left corner and the title would automatically be set 3. Copy the title of the document 4. Go back to the Zoom calls folder 5. Find the recording that you have just reviewed: ● This is the recording that you have downloaded and renamed in the beginning. 6. Right-click the file and Rename the recording file again: ■ Paste the copied title Example of the file name format: Other resources: 1. Example of unstructured notes: https://docs.google.com/document/d/1Q5JFXw4-f_SoTsEE8SXVv-g-_3d6shP3 lr2mGNwuAJQ/edit?usp=sharing 2. Example of structured notes (including sections, bolded text, etc.): https://docs.google.com/document/d/1Ag32lJpNIazJn3pvbUZ12Y1UrgjnS8Ti7Bh yY5l2xgo/edit?usp=sharing