Stop the same person always taking the notes, and remind whoever is up.
Updates as you type. Nothing is saved until you create the rotation.
After that it keeps going in the same order for a year.
Type one name per line, in the order you want them to take turns. Emails are optional.
Take notes at the team meeting, every week, starting October 5. Change any of it before you create the rotation.
You get a year of turns and a link anyone can open. Sign in to claim it and turn on reminders.
Note-taking rarely gets assigned. It gets volunteered for, in the first minute of the meeting, by whoever is least comfortable letting the silence continue. In practice that is often the most junior person in the room, or the only woman in it, and once it has happened twice it is a role. Nobody decided that, which is exactly why it keeps happening.
A rotation fixes it by moving the decision out of the room. If there is a schedule with names and dates on it, the job is assigned before anyone sits down, and the person who would otherwise take the notes out of habit is off the hook for most weeks. Put everyone who attends in the list, including the people who run the meeting, because a rotation that quietly skips the senior attendees is the same problem with more steps.
It helps to agree what the notes are for. Most teams need three things written down: the decisions that were made, who owns each action, and by when. Everything else is optional. That is a much easier job to hand around than "capture the meeting", and it means the notes are usable by someone who missed it.
Decide where they go, too: the same doc, the same channel, every time, ideally within a day while the meeting is still fresh. And make sure whoever is up knows before the meeting starts. A reminder the day before turns the rotation from a schedule nobody checked into notes that actually exist.
Rotating the job only works if the person who is up knows before the meeting starts.
Claim the rotation with a Google sign-in and RotaHog emails whoever is up before their turn, for free. Everything below is on Team Toolkit, $19 a year for the whole team:
The reminder posts in your channel with Mark as done and Find a substitute buttons, so the person on duty can answer without leaving Slack.
Turns get marked done, missed or overdue, so the schedule shows what actually happened and not just what was planned. You can set how early and how late a turn may be completed.
Hand a single turn to someone else, name a backup ahead of time, or cancel a turn entirely when there is a holiday or an offsite. The rest of the order stays as it was.
When somebody joins or leaves, redeal every future turn around the new list in one click instead of rebuilding the schedule by hand.
Also included: replying to the reminder email to mark your turn done, the REST API, and the MCP server for asking an AI assistant whose turn it is. Calendar sync, analytics and team branding are not built yet, and neither is skipping public holidays automatically.
See what's in each planMake it a named rotation with dates instead of something decided in the first minute of the meeting. Once there is a schedule at a link, the job is assigned before anyone is in the room, and the person who would otherwise volunteer out of habit is off the hook for most weeks.
Yes. Email reminders are free once you sign in and claim the rotation, and a weekly rotation reminds the day before by default. Team Toolkit at $19 a year lets you choose the day and time, and can post the reminder in Slack instead.
Yes. Cancel that turn and it is skipped without shifting anyone else along, so the person who was down for that week is next in line when the meeting comes back. Cancelling a turn is a Team Toolkit feature at $19 a year.
Yes to start. Creating the rotation and sharing the link needs no account, and a free account covers two rotations of up to five people with email reminders. Slack, skipping turns and substitutes are on Team Toolkit at $19 a year.