| name | session-documentation |
| description | Documentation practices for capturing workshop outputs. Use when creating session records, idea inventories, decision logs, and action item trackers. |
| allowed-tools | Read, Grep, Glob, Write |
Session Documentation Skill
Overview
Effective documentation transforms workshop sessions into lasting value. Good documentation captures not just what was said, but what it means and what to do next.
Documentation Principles
1. Capture in Real-Time
Document during the session, not after. Memory fades quickly.
2. Use Participant Language
Record ideas in words participants used. Don't reinterpret.
3. Make It Scannable
Use headers, bullets, tables. Busy people skim.
4. Focus on Actionability
Prioritize decisions and actions over discussion notes.
5. Include Context
Future readers need to understand why, not just what.
Types of Documentation
1. Session Artifacts (Primary Output)
The comprehensive record of a workshop session.
When to Create: After every workshop
Audience: Participants, stakeholders, future reference
Structure:
# Workshop Session Artifacts
## [Title] - [Date]
### Session Overview
[Table with topic, date, duration, participants, facilitator]
### Objectives
[What we aimed to achieve]
### Ideas Generated
[All ideas, organized by theme, with votes if applicable]
### Decisions Made
[Clear decision statements with context]
### Action Items
[What, Who, When]
### Key Insights
[Patterns, surprises, implications]
### Next Steps
[What happens after this session]
2. Quick Reference Card
One-page summary for easy follow-up.
When to Create: After action-oriented workshops
Audience: Action owners, quick reference
Structure:
# Quick Reference: [Workshop Title]
Date: [Date]
## Top Ideas
1. [Idea]
2. [Idea]
3. [Idea]
## Key Decisions
- [Decision]
- [Decision]
## Action Items
- [ ] [Action] - @[Owner] by [Date]
- [ ] [Action] - @[Owner] by [Date]
3. Idea Inventory
Comprehensive catalog of all ideas generated.
When to Create: After brainstorming or ideation sessions
Audience: Product teams, future planning
Structure:
# Idea Inventory: [Topic]
## Summary
- Total Ideas: [N]
- Themes: [N]
- Selected: [N]
## Complete List
### IDEA-001: [Title]
- Description: [Full description]
- Theme: [Category]
- Source: [Who proposed]
- Votes: [N]
- Status: [Selected/Parked/Archived]
- Notes: [Context]
4. Decision Log
Formal record of decisions made.
When to Create: When significant decisions are made
Audience: Governance, future reference
Structure:
# Decision Log
## D-001: [Decision Title]
**Date**: [Date]
**Decision**: [Clear statement]
**Context**: [Why needed]
**Options Considered**:
1. [Option A]
2. [Option B]
**Rationale**: [Why this choice]
**Made By**: [Consensus/Authority]
5. Action Tracker
Living document for follow-up.
When to Create: After every workshop with actions
Audience: Action owners, managers
Structure:
# Action Tracker: [Workshop]
Last Updated: [Date]
## Summary
- Total: [N] | Completed: [N] | In Progress: [N]
## Actions
| ID | Action | Owner | Due | Status |
|----|--------|-------|-----|--------|
| A-001 | [Description] | [Name] | [Date] | [Status] |
Capturing During Sessions
Real-Time Capture Techniques
For Ideas:
- Number each idea (IDEA-001, IDEA-002...)
- Capture exact words when possible
- Note who contributed (optional)
- Mark energy level (lots of discussion? building?)
For Discussions:
- Key points only, not transcription
- Capture "aha moments"
- Note disagreements
- Record questions raised
For Decisions:
- State decision clearly
- Note who agreed
- Capture any concerns
- Record conditions/caveats
What to Capture vs. Skip
Always Capture:
- Ideas generated
- Decisions made
- Action items (who, what, when)
- Voting results
- Key insights
- Unresolved questions
Usually Skip:
- Side conversations
- Process discussions
- Repeated points
- Personal anecdotes (unless insightful)
- Off-topic tangents
Capture Tools
Physical:
- Sticky notes on walls
- Flip charts
- Whiteboard photos
- Paper forms
Digital:
- Shared documents
- Digital whiteboards (Miro, Mural)
- Collaboration tools
- Recording (with permission)
Post-Session Processing
Clean-Up Checklist
- Organize: Group by theme, remove duplicates
- Clarify: Fix unclear items while memory fresh
- Complete: Fill in gaps, add context
- Verify: Check accuracy of key items
- Format: Apply consistent structure
- Review: Quick read-through for quality
Processing Tips
- Do within 24 hours while memory fresh
- Add context that wasn't captured
- Remove redundancy
- Check for completeness
- Verify action items have owners
Documentation Templates
Session Artifacts Template
# Workshop Session Artifacts
## [Workshop Title] - [Date]
---
## Session Overview
| Attribute | Value |
|-----------|-------|
| **Topic** | |
| **Date** | |
| **Duration** | |
| **Participants** | |
| **Facilitator** | |
## Objectives
- [ ] [Objective 1]
- [ ] [Objective 2]
- [ ] [Objective 3]
---
## Ideas Generated
### Theme 1: [Name]
| # | Idea | Votes | Status |
|---|------|-------|--------|
| 1 | | | |
| 2 | | | |
### Theme 2: [Name]
| # | Idea | Votes | Status |
|---|------|-------|--------|
| 1 | | | |
---
## Voting Results
| Rank | Idea | Votes |
|------|------|-------|
| 1 | | |
| 2 | | |
| 3 | | |
---
## Decisions Made
| ID | Decision | Rationale |
|----|----------|-----------|
| D-001 | | |
---
## Action Items
| ID | Action | Owner | Due | Priority |
|----|--------|-------|-----|----------|
| A-001 | | | | |
---
## Key Insights
### Insight 1: [Title]
**Observation**:
**Significance**:
**Recommendation**:
---
## Parking Lot
| Item | Follow-up |
|------|-----------|
| | |
---
## Next Steps
1.
2.
3.
---
## Appendix
### Raw Notes
[If applicable]
### Glossary
| Term | Definition |
|------|------------|
| | |
Quality Checklist
Before finalizing documentation:
See templates.md for additional templates.
