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Developer Area/Developer Meetings/Chair Duties: Difference between revisions

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(→‎After the meeting: clarifying where minutes are actually added.)
 
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Since we have stopped using the IRC meetings, we now need the chair role to lead the meeting and a minute taker to keep track of the discussion and take minutes.


===Before the meeting===
===Before the meeting===


'''Chair'''
* Hint: "watch" the agenda wiki page to receive email notifications when someone adds something to it
* Hint: "watch" the agenda wiki page to receive email notifications when someone adds something to it
* 1 week before the meeting, send a reminder to the developer forum.
* '''1 week before''' the meeting, send a reminder to the developer forum.
* 1 day before the meeting, send a reminder to the developer forum.
* '''1 day before''' the meeting, send a reminder to the developer forum.
* The day of the meeting, pick the proposed date and time for the next meeting (to be discussed at the end of the meeting).
* '''The day of the meeting''': Pick the proposed date and time for the next meeting (to be discussed at the end of the meeting).
* Read the most important commands for meetbot in the [http://meetbot.debian.net/Manual.html manual]. Know at least how to use #topic, #idea, #info, #agreed, #action, #link, #undo.
 
* In order to save typing time, have the text for the agenda topics as well as "Items from last meeting" prepared so that you just need to copy and paste them.


===During the meeting===
===During the meeting===


* Start by asking participants to state their name at the beginning of the meeting, preceeding it with #info. Those participants who say something in the meeting are listed at the bottom of the minutes, but others may not say anything, but are still present.
'''Chair'''
* If a participant writes something that should appear in the minutes, repeat / rephrase it either with #idea or #info depending on the context if he hasn't done so himself.
* Open the meeting
* If there are long silences, try to ask questions to elicit comments or state that you are moving on to the next topic.
* Start by asking participants to state their name at the beginning of the meeting.
* Lead the meeting and give people the floor for what they want to discuss, keep track of time, and move onto the next topics.
* Close the meeting when it's done.


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'''Minute taker'''
* If a participant says something that should appear in the minutes, capture that in the minutes. Where possible link to bug reports, documentation, code review items etc. if mentioned to find them easily.
* Take notes about topics, ideas, general information, agreed items, and actions to be taken.


===After the meeting===
===After the meeting===


* Add links to the Minutes and IRC Log on the [[Developer Area/Developer Meetings|Developer Meetings]] page.
'''Minute taker'''
* Create an entry for the next meeting on the same page along with an empty Agenda page.
* Edit the agenda page with the current minutes on the [[Developer Area/Developer Meetings|Developer Meetings]] page.
* Announce the date (on the developer forum) for the next meeting (linking to the empty Agenda page, you may put a link to [http://www.timeanddate.com/worldclock/fixedform.html worldclock]) and link to the minutes of the meeting that just ended.
* Create an entry for the next meeting on the same page along with an empty agenda page.
 
* In the forum thread for the meeting that just passed, make a new post and let people know where to find the minutes from the meeting and announce the next meeting, linking to the empty agenda page. You may also put a link to the specific [http://www.timeanddate.com/worldclock/fixedform.html worldclock] page with the meeting times shown in different time zones.
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===Additional suggestions===
===Additional suggestions===
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* Have a future meeting agenda items page on the wiki (final row in the table) for items not going into the schedules meeting
* Have a future meeting agenda items page on the wiki (final row in the table) for items not going into the schedules meeting


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===Useful links===


===Useful links===
[https://mahara.org/interaction/forum/topic.php?id=3802 Developer Meeting Guidelines] discussion on the forum.
* [https://mahara.org/interaction/forum/topic.php?id=3802 Developer Meeting Guidelines] discussion on the forum.

Latest revision as of 11:14, 14 April 2022

Since we have stopped using the IRC meetings, we now need the chair role to lead the meeting and a minute taker to keep track of the discussion and take minutes.


Before the meeting

Chair

  • Hint: "watch" the agenda wiki page to receive email notifications when someone adds something to it
  • 1 week before the meeting, send a reminder to the developer forum.
  • 1 day before the meeting, send a reminder to the developer forum.
  • The day of the meeting: Pick the proposed date and time for the next meeting (to be discussed at the end of the meeting).


During the meeting

Chair

  • Open the meeting
  • Start by asking participants to state their name at the beginning of the meeting.
  • Lead the meeting and give people the floor for what they want to discuss, keep track of time, and move onto the next topics.
  • Close the meeting when it's done.

Minute taker

  • If a participant says something that should appear in the minutes, capture that in the minutes. Where possible link to bug reports, documentation, code review items etc. if mentioned to find them easily.
  • Take notes about topics, ideas, general information, agreed items, and actions to be taken.

After the meeting

Minute taker

  • Edit the agenda page with the current minutes on the Developer Meetings page.
  • Create an entry for the next meeting on the same page along with an empty agenda page.
  • In the forum thread for the meeting that just passed, make a new post and let people know where to find the minutes from the meeting and announce the next meeting, linking to the empty agenda page. You may also put a link to the specific worldclock page with the meeting times shown in different time zones.

Additional suggestions

  • Deadline for agenda items. Anything not added gets pushed to the next meeting
  • Have a future meeting agenda items page on the wiki (final row in the table) for items not going into the schedules meeting

Useful links

Developer Meeting Guidelines discussion on the forum.

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