My home district’s Trio has had a weekly meeting as far back as I can remember. As District Director, I continued that tradition and added a note taking approach that I use at my office for my team’s weekly project reviews.
Using this process, every project (conference, new club, club being coached, etc) is discussed every week. We dated each note and added it to the project. If there was no news, it was brought to our attention, too, and we planned to make progress on it in the coming week. Each week, we made a copy of last weeks notes and then added new notes.
Below is a template for the meeting notes along with a copy of a set of notes from one of our meetings (with the names changed.)