1. Kick off meeting Room: 61/1-007 - Room B WHAT WORKED? - A face-to-face meeting in 2018 (Kate) WHAT COULD BE IMPROVED? - Schedule earlier than December (Kate) - Include explanation of using CERNbox, Mattermost, file-naming convention (Kate)

2. Content planning Room: 61/1-007 - Room B FLATPLAN AND WORD COUNTS - Flatplan and word counts from the beginning helped (Kate) - Giving more pages to Chapter 9 was a good choice (Kate) CONTRIBUTORS - Splitting chapter 9 into pieces with EN and FR authors was very confusing for me, I would prefer one author in future for this (Kate) - Splitting chapter 9 into pieces with EN and FR also lightened the workload of the French team. But I admit it generated some confusion (Odile) SCOPE - Useful to agree this before writing began (Kate) - Lost time creating templates and guidance for everyone and then not circulating them?! e.g https://cernbox.cern.ch/index.php/s/JtK9DsRF2ZL6KTb (Kate) INPUTS - How useful was the APR? (Kate) - How useful was the DG presentaton? (Kate) - What were the challenges in gathering inputs and getting approvals from colleagues? (Kate)

3. Tools Room: 61/1-007 - Room B MATTERMOST - https://mattermost.web.cern.ch/ir-eco/channels/annual-report - A short "idiot's guide" would be useful (Lisa) - Feedback on hashtags? (Kate) - Difficile de trouver les informations qui étaient pertinentes pour nous (ATIT) - Devoir utiliser trois systèmes différents (e-mail, Mattermost, CernBox) en plus des outils TM rajoute de la complexité (ATIT) CERNBOX - https://cernbox.cern.ch/index.php/apps/files?dir=/__myshares/Annual%20Report%202018%20(id%3A157952) - Not always user-friendly (Kate) - Sometimes hard to find the right (latest) version, but very useful to see the different versions with comments, questions and answers. Maybe improving the naming convention would be helpful (Odile). EMAIL - Some people preferred only email, so it was hard to mix Mattermost, CERNbox and emails. I'd prefer to avoid emailing large files (Kate)

4. Workflow Room: 61/1-007 - Room B FILE-NAMING AND VERSION CONTROL - Version control was the wrong choice, not clear. Should have a clearer way of naming files and include initals of who has worked on the file (Kate) TIMEFRAME AND DEADLINES - Deadlines slipped, impact on those taking annual leave and on external translators. How to help Chapter 5 and 9 in future? (Kate) - Would regular status updates on mattermost have been useful? (Kate) - Trop de retard par rapport au calendrier initial, qui nous a mis en difficulté avec nos autres clients (ATIT) - Le Chapitre 9 (le plus difficile) est arrivé très tardivement, et nous avons commencé à travaillé sur une version anglaise non révisée par Lisa, ce qui a augmenté la difficulté (ATIT) EXCEL PLANNING CHART - Excel planning chart brought me joy! https://cernbox.cern.ch/index.php/s/f0HVxtb1ihRZ0Yn (Kate) - Excel Gantt chart was timeconsuming to create and in the end not needed https://cernbox.cern.ch/index.php/s/Eaf6Es3Lyf1AKMp (Kate) WORD STAGE - it helped to have translation and proofing before layout (Kate) - It was good to only read through the texts once (Lisa) - Les années précédentes, les documents contenaient de nombreux hyperliens vers les articles utilisés pour le rapport annuel. C'était très utile, et cela permettait de gagner beaucoup de temps. Il y avaient également les noms des personnes à contacter pour les questions (plus simple et plus rapide pour nous d'avoir ces informations dans les fichiers word) (ATIT) LAYOUT STAGE - based on last year's layout so went smoothly (Kate) - Feedback on infographics? (Kate) TRANSLATION STAGE - slipping deadlines posed problems, particularly for ATIT (Kate) - slipping deadlines also posed problems to the French revisers. I had to reorganize very often the work in my section (Odile) PROOFING STAGE - it helped to define two pairs of eyes only per language (Kate) - it was very useful for me to know in advance when the French cromalins would be ready for proofreading. I managed to organize my work accordingly. Good coordination with Corinne (Odile)

5. Any other comments Room: 61/1-007 - Room B