Reader situation
A Circle or community group reaches an agreement: a new posting guideline, a change to an event format, a decision about a shared project. Weeks later, members who weren’t there ask what was decided, and those who were remember it differently. Without a record, decisions blur.
Central idea
A concise decision record helps participants understand what was agreed and why. Capture the relevant context, remaining concerns and review point, without treating the record as a transcript of every contribution.
Practical steps
- State the decision. Write what was decided in one or two clear sentences. 2. Summarize reasons. Explain briefly why the group decided this. 3. Record material concerns. Note any significant concerns that were raised. 4. Confirm responsibilities. Record who will do what as a result. 5. Set a review point. Agree when the decision will be revisited.
Worked example
Fictional example
The people and details are invented to illustrate an approach. It reports no outcomes.
After a discussion, the hosts of a Circle for product designers agree to require that portfolio review requests include a specific question. The host, Isla, writes a short decision note. She states the decision, summarizes the reason (requests without questions were getting few useful replies) and records one concern: newer members might find the requirement intimidating. She notes that the co-host will update the Circle guidelines and that they’ll review the change in three months. She posts the note and invites factual corrections. One member points out the date was wrong, and Isla fixes it.
Companion tool: Community decision note
Decision note
Date: ________
Group: ________
Who took part: ________
Decision: ________
Reasons: ________
Concerns raised: ________
How they were addressed, if at all: ________
Responsibilities
| Action | Owner | By when |
|---|---|---|
Review point: ________
Before sharing
Boundaries
- A decision note records what was agreed. It isn’t the place to reopen the discussion.
- Record concerns accurately, even if you disagree with them.
- Store decision notes where members can find them, and follow any community policies about records.
Member action
Write a short decision record after your next group agreement and invite factual corrections. Post it within a day, while everyone still remembers the discussion.
Discussion prompt
How does your community keep track of what has been decided?
