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Difference between revisions of "Developer Area/Developer Meetings/Chair Duties"

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< Developer Area‎ | Developer Meetings
(Before the meeting)
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* 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'''
* Read the most important commands for meetbot in the [http://meetbot.debian.net/Manual.html manual]. Know at least how to use  
+
** Make sure [[Developer Area/Developer Meetings/MeetBot|MeetBot]] is running. You should see a user named "mahara-meetbot" in the #mahara-dev channel.
** #startmeeting: Use this at the beginning to start the bot recording and declare yourself the chair
+
*** If it's not there, ask a developer to make sure it's running.
** #topic : Introduce a new topic
+
*** If no one can start it up, have someone save their IRC logs, and they can be processed by MeetBot in offline mode later.
** #idea : Used if someone introduces a new Mahara idea
+
** 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.
** #info : Generic info you want to show up in the minutes
+
** Pick the proposed date and time for the next meeting (to be discussed at the end of the meeting).
** #agreed : Use this to indicate when an agreement is reached
+
** Read the most important commands for meetbot in the [http://meetbot.debian.net/Manual.html manual]. Know at least how to use  
** #action : Use this when someone is assigned an action item
+
*** #startmeeting: Use this at the beginning to start the bot recording and declare yourself the chair
** #link : Use this to highlight a URL
+
*** #topic : Introduce a new topic
** #undo : Undoes the last minute item, but only the chair can do this.
+
*** #idea : Used if someone introduces a new Mahara idea
** #endmeeting
+
*** #info : Generic info you want to show up in the minutes
* 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.
+
*** #agreed : Use this to indicate when an agreement is reached
* The day of the meeting, make sure [[Developer Area/Developer Meetings/MeetBot|MeetBot]] is running
+
*** #action : Use this when someone is assigned an action item
** Either run it yourself, or ask a developer to do it.
+
*** #link : Use this to highlight a URL
 +
*** #undo : Undoes the last minute item, but only the chair can do this.
 +
*** #endmeeting
  
 
===During the meeting===
 
===During the meeting===
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* 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.
 
* 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.
 
* If there are long silences, try to ask questions to elicit comments or state that you are moving on to the next topic.
 
* If there are long silences, try to ask questions to elicit comments or state that you are moving on to the next topic.
 
</div><div id="section_3">
 
  
 
===After the meeting===
 
===After the meeting===
  
* Upload the logs into the [https://git.mahara.org/info/mahara-minutes git repo] and [http://meetbot.mahara.org meetbot.mahara.org]
+
* If #mahara-meetbot was running, it should automatically upload the logs into [https://git.mahara.org/info/mahara-minutes git repo] and [http://meetbot.mahara.org meetbot.mahara.org]
 +
** If not, then send the logs to a developer to run MeetBot in offline mode and upload them.
 
* Add links to the Minutes and IRC Log on the [[Developer Area/Developer Meetings|Developer Meetings]] page.
 
* Add links to the Minutes and IRC Log on the [[Developer Area/Developer Meetings|Developer Meetings]] page.
 
* Create an entry for the next meeting on the same page along with an empty Agenda page.
 
* Create an entry for the next meeting on the same page along with an empty Agenda 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.
 
* 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.
 
</div><div id="section_4">
 
  
 
===Additional suggestions===
 
===Additional suggestions===
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* Deadline for agenda items. Anything not added gets pushed to the next meeting
 
* 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
 
* Have a future meeting agenda items page on the wiki (final row in the table) for items not going into the schedules meeting
 
</div>
 
  
 
===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.
 +
* https://wiki.mahara.org/wiki/Developer_Area/Developer_Meetings/MeetBot for info about running the bot

Revision as of 16:22, 23 May 2016

Before the meeting

  • 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
    • Make sure MeetBot is running. You should see a user named "mahara-meetbot" in the #mahara-dev channel.
      • If it's not there, ask a developer to make sure it's running.
      • If no one can start it up, have someone save their IRC logs, and they can be processed by MeetBot in offline mode later.
    • 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.
    • 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 manual. Know at least how to use
      • #startmeeting: Use this at the beginning to start the bot recording and declare yourself the chair
      • #topic : Introduce a new topic
      • #idea : Used if someone introduces a new Mahara idea
      • #info : Generic info you want to show up in the minutes
      • #agreed : Use this to indicate when an agreement is reached
      • #action : Use this when someone is assigned an action item
      • #link : Use this to highlight a URL
      • #undo : Undoes the last minute item, but only the chair can do this.
      • #endmeeting

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.
  • 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.
  • If there are long silences, try to ask questions to elicit comments or state that you are moving on to the next topic.

After the meeting

  • If #mahara-meetbot was running, it should automatically upload the logs into git repo and meetbot.mahara.org
    • If not, then send the logs to a developer to run MeetBot in offline mode and upload them.
  • Add links to the Minutes and IRC Log on the Developer Meetings page.
  • Create an entry for the next meeting on the same page along with an empty Agenda page.
  • Announce the date (on the developer forum) for the next meeting (linking to the empty Agenda page, you may put a link to worldclock) and link to the minutes of the meeting that just ended.

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