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openSUSE:Managing KDE meetings

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Managing the KDE community openSUSE IRC meetings

Introduction

There are three important tasks for the openSUSE KDE community IRC meetings:

  • announce the meeting
  • running the meeting
  • taking notes

The first task should be done in advance, the other two tasks should be assigned to (preferably two) volunteers when starting a meeting.

Announce the meeting

Check that the event is properly announced on http://news.opensuse.org/ in the left sidebar under the calendar. In case it needs updating ping wstephenson in #opensuse-kde or ask in #opensuse-news.

Three days and one day before the meeting a mail should be sent to opensuse-kde@opensuse.org and opensuse-project@opensuse.org announcing the meeting.


Example (for Thursday, 10th February):

Subject: openSUSE KDE Team Meeting - Thursday, 10th February, 15:00 UTC

Hello everybody!

The next openSUSE KDE Team meeting will be held on Thursday, 10th February at 15:00 UTC.

For discussion this week: 
    * COPYPASTA from http://en.opensuse.org/openSUSE:KDE_meeting
Generic all-time topics:
    * old action items
    * status report
    * Q&A, misc

Further items are appreciated; please add them and your IRC nick to http://en.opensuse.org/openSUSE:KDE_Meetings 

Please use 
http://www.timeanddate.com/worldclock/fixedtime.html?day=10&month=2&year=2011&hour=15&min=0&sec=0&p1=0
to get the time of the meeting in your time zone.

The meeting will happen in #opensuse-kde IRC channel on irc.freenode.net (feel free to add yourself to the list of people who should be notified before the meeting, at http://en.opensuse.org/openSUSE:KDE_meetings_ping_list).


Everyone is welcome to join in and participate!

Do not forget to change all the dates and times before sending the mail (several places, including the URL). The list of scheduled topics is from openSUSE:KDE_meeting.

Running the meeting

This person should lead the meeting and ensure it flows smoothly (for example, make sure discussion does not go into too many details or to unrelated issues, help to reach conclusion when discussing topics and so on). Additionally, the person should do these tasks:

  • ping everybody in the list that the meeting is about to start
  • obtain operator privileges on #opensuse-kde ('/msg chanserv op #opensuse-kde' or ask those that can give the privilege)
  • give operator privileges to bugbot (MeetBot), so that it can set the topic ('/op bugbot')
  • announce the meeting is starting
  • use '#startmeeting' command to start the meeting with MeetBot
  • set the topic using '#meetingtopic Welcome to the openSUSE KDE community IRC meeting! Please wait with other discussion until the meeting is over. This meeting is logged.'
  • list the agenda (from openSUSE:KDE_meeting)
  • process each item on the agenda:
    • 'old action items' should be first (openSUSE:KDE_meeting archive has them in the summary for the previous meeting, i.e. the first column, listed at the bottom of the page as 'action items')
    • 'status report' should be second
    • announce it using the #topic command (e.g. '#topic old action items')
    • if the item has sub-items, such as old action items, process each of them one after one, prepend '*' when announcing them (e.g. '* all review old bugreports')
    • if there is a person who suggested the item or is related to it in any other way, ask the person to discuss/propose/whatever the item (unless it is an old action item, where this is implicit)
    • watch the discussion (try to keep it on topic, etc.)
    • when the discussion should be finished, make sure there is a conclusion, add important items using the #info command to the MeetBot log (e.g. '#info discussion postponed to the next meeting')
    • if there is an action item resulting, announce it using the #action command and the person responsible (e.g. '#action joedeveloper fix bug #xyz' )
      • this includes old action items that haven't been done or their status is unknown since the responsible person is not attending
  • the last item on the agenda should be 'Q&A, misc' (questions, miscelaneous)
    • handle it like other items
    • watch for when all the discussion seems to be over, in order to conclude the meeting
  • announce the meeting is over
  • use #endmeeting command to stop make MeetBot finish recording the meeting and publish logs
  • make sure to update the date for the next meeting in the topic (usually two weeks later)
  • remove operator privileges from bugbot ('/deop bugbot')
  • drop your operator privileges on #opensuse-kde ('/deop yournickname')
  • update meetings page at openSUSE:KDE_meeting - update the date (including the date and time in timezone URL) and clear the list of topics for the next meeting

Taking notes

This person should record the meeting and provide results from it. It is possible to do most of these tasks during the meeting or afterwards using the log created by MeetBot

  • add a new line to the archive of meetings in openSUSE:KDE_meeting - copy&paste the previous line, change the dates and set the transcript link to point to the log created by MeetBot (which announces the URL when the meeting is finished)
  • create meeting minutes
    • add them to the archive in openSUSE:KDE_meeting (the first column)
    • you can copy&paste the format from the page for the previous meeting
    • the summary created by the MeetBot (the .txt file, not .log.txt) is good for starting with, although the format and information is rather poor and need improving
    • make sure every discussed item (marked by the #topic command during meeting) is listed as a group
      • provide conclusion or any other important detail listed, this information is provided from the #info command, adjust as necessary or add more information and summary from the log,
    • list new action items as the last group
      • action items are provided by the #action command
    • send the meeting minutes to opensuse-kde@opensuse.org, opensuse-project@opensuse.org and results@suse.de
      • subject e.g. 'openSUSE KDE meeting 20100218'
      • 'See http://en.opensuse.org/openSUSE:KDE_meeting for futher details.' as the first line
      • and paste the minutes in the wiki markup format used for editting (it is nicely readable as a plain text too)