QA:SOP Matrix meeting process: Difference between revisions

Revision as of 20:40, 11 July 2011

This guide explains how to manage and run a Fedora QA IRC meeting. Many of the steps here could well apply to other groups that hold regular IRC meetings as well. In fact, this page was initially borrowed from FESCo_meeting_process.

Pre-meeting

One or more days before the meeting is scheduled ...

Create a wiki page to allow for collaborative edits of the proposed meeting agenda. This page must be linked from QA/Meetings. The page name typically follows the format QA/Meetings/20240513. Use the content format ...

# Fedora Quality Assurance Meeting
# Date: 2024-05-13
# Time: 15:00 UTC (https://fedoraproject.org/wiki/Infrastructure/UTCHowto)
# Location: #fedora-meeting on irc.freenode.net

Greetings testers!

This is a reminder of the upcoming QA meeting.  Please add any topic suggestions to
meeting wiki page at
https://fedoraproject.org/wiki/QA/Meetings/20240513.

The current proposed agenda is include below.  If no additional topics are suggested, 
the meeting will be canceled.

== Proposed Agenda Topics ==
 1. Previous meeting follow-up

... <any active meeting topics> ...

 2. Open Discussion - <your topic here>

Using the above template, send an email to the test@lists.fedoraproject.org

Day of meeting

Double check the meeting agenda drafted earlier. Ideally, additional topics have been posted, some wiki formatting may be required prior to the meeting.

No topics, no meeting
If no meeting topics were suggested prior to the meeting, and there is no important business to discuss, it is acceptable to cancel the meeting. If the meeting is canceled, please follow-up to the proposed agenda email noting that the meeting has been canceled.
Send out a reminder IRC message ~20 minutes before the meeting to the following IRC channels: #fedora-qa, #fedora-test-day, #fedora-bugzappers and #fedora-devel

Meeting time

Okay it's time to get down to business. The following steps guide you through hosting the meeting.

Join #fedora-meetingon irc.freenode.net...
```
/join #fedora-meeting
```
Start the meeting...
```
#startmeeting Fedora QA
```
Ask participants to say hello by taking a roll call...
```
#topic Roll Call
```
For each of the proposed agenda topics, set the topic using the #topic command
Remind participants about the next scheduled meeting time (typically the same time the following week, refer to QA/Meetings). Also, use this as an opportunity to ask who would like to #chair the next meeting...
```
#topic Next meeting
#info Monday, May 13 2024
#info FOO has agreed to #chair the next meeting 
```
After discussing all proposed topics, open up the meeting for additional discussion...
```
#topic Open Discussion - <your topic here>
```
Thank participants for their time, and close out the meeting...
```
#endmeeting
```

Post meeting

When the meetbot #endmeeting command completes, it displays links for the logs. Include the .txt file in the email created above.

Meeting ended Mon Jul 11 16:08:20 2011 UTC.  Information about MeetBot at http://wiki.debian.org/MeetBot .
Minutes:        http://meetbot.fedoraproject.org/fedora-meeting/2024-05-13/fedora-qa.2024-05-13-13.00.html
Minutes (text): http://meetbot.fedoraproject.org/fedora-meeting/2024-05-13/fedora-qa.2024-05-13-13.00.txt
Log:            http://meetbot.fedoraproject.org/fedora-meeting/2024-05-13/fedora-qa.2024-05-13-13.00.log.html

Send the meeting minutes email immediately following the meeting. The longer one waits to send the minutes, the easier it is to forget. A sample meeting recap is available for reference.
Update the QA Meeting calendar to include a link to the meeting minutes. This is very helpful for maintaining a search-able history of meeting minutes.

@@ Line 7: / Line 7: @@
 <ol>
-  <li> Create a wiki page to allow for collaborative edits of the proposed meeting agenda.  This page '''must''' be linked from [[QA/Meetings]].  The page name typically follows the format [[QA/Meetings/{{CURRENTYEAR}}{{CURRENTMONTH}}{{CURRENTDAY2}}]].  Use the following format ...
+  <li> Create a wiki page to allow for collaborative edits of the proposed meeting agenda.  This page '''must''' be linked from [[QA/Meetings]].  The page name typically follows the format [[QA/Meetings/{{CURRENTYEAR}}{{CURRENTMONTH}}{{CURRENTDAY2}}]].  Use the content format ...
 {{#tag:pre|
 # Fedora Quality Assurance Meeting
@@ Line 36: / Line 36: @@
 <ol>
+ <li> Double check the meeting agenda drafted earlier.  Ideally, additional topics have been posted, some wiki formatting may be required prior to the meeting.
+{{admon/note|No topics, no meeting|If no meeting topics were suggested prior to the meeting, and there is no important business to discuss, it is acceptable to cancel the meeting.  If the meeting is canceled, please follow-up to the proposed agenda email noting that the meeting has been canceled.}}
   <li> Send out a reminder IRC message ~20 minutes before the meeting to the following IRC channels: <code>#fedora-qa</code>, <code>#fedora-test-day</code>, <code>#fedora-bugzappers</code> and <code>#fedora-devel</code>
-<pre>== Fedora QA meeting starts in ~20 minutes -- /join #fedora-meeting ==</pre>
- <li> Generate a text file from the template below. You can copy and paste lines from this file into IRC as the meeting progresses.
-<pre>
-#startmeeting Fedora QA
-#meetingname fedora-qa
-#topic Roll Call
-#topic Previous meeting follow-up
-...
-#topic Next week's chair
-#topic Open Discussion - <your topic here>
-#endmeeting
-</pre>
 </ol>
 == Meeting time ==
+Okay it's time to get down to business.  The following steps guide you through hosting the meeting.
 <ol>
-  <li> Join <code>#fedora-meeting</code>
+  <li> Join [irc://irc.freenode.net/#fedora-meeting #fedora-meeting]on [http://freenode.net irc.freenode.net]... <pre>/join #fedora-meeting</pre>
-  <li> To start the meeting, copy and paste the lines from the above template (stopping after <code>Roll Call</code>) directly into the IRC channel
+  <li> Start the meeting... <pre>#startmeeting Fedora QA</pre>
-  <li> Wait a few for people to show up. Confirm there are at least (5) voting members present for Quorum. If not, cancel meeting.
+ <li> Ask participants to say hello by taking a roll call... <pre>#topic Roll Call</pre>
-  <li> Go through each topic. Watch time on each and if 15minutes are reached, ask if people want to keep discussing that topic or move on.
+ <li> For each of the proposed agenda topics, set the topic using the {{command|#topic}} command
+ <li> Remind participants about the next scheduled meeting time (typically the same time the following week, refer to [[QA/Meetings]]). Also, use this as an opportunity to ask who would like to <code>#chair</code> the next meeting...
+{{#tag:pre|
+#topic Next meeting
+#info {{CURRENTDAYNAME}}, {{CURRENTMONTHNAME}} {{CURRENTDAY2}} {{CURRENTYEAR}}
+#info FOO has agreed to #chair the next meeting
+}}
+  <li> After discussing all proposed topics, open up the meeting for additional discussion... <pre>#topic Open Discussion - <your topic here></pre>
+  <li> Thank participants for their time, and close out the meeting... <pre>#endmeeting</pre>
 </ol>
@@ Line 70: / Line 69: @@
 Log:            http://meetbot.fedoraproject.org/fedora-meeting/{{CURRENTYEAR}}-{{CURRENTMONTH}}-{{CURRENTDAY2}}/fedora-qa.{{CURRENTYEAR}}-{{CURRENTMONTH}}-{{CURRENTDAY2}}-{{CURRENTHOUR}}.00.log.html
 }}
-  <li> Send the meeting minutes email immediately following the meeting.  If you wait, it's very easy to forget.
+  <li> Send the meeting minutes email immediately following the meeting.  The longer one waits to send the minutes, the easier it is to forget.  A [http://lists.fedoraproject.org/pipermail/logistics/2011-February/001081.html sample meeting recap] is available for reference.
   <li> Update the [[QA/Meetings|QA Meeting calendar]] to include a link to the meeting minutes.  This is very helpful for maintaining a search-able history of meeting minutes.
 </ol>
 [[Category:QA SOPs]]

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