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how-to-chair-a-meeting.md 1.66 KiB

How to chair a meeting

Meetings are run using meetbot: quick reference, manual, logs.

Using meetbot requires no special permissions.

  1. At the end of Meeting N-1, its meeting summary and the date of Meeting N were posted, and the pad for Meeting N was created.

  2. Three days before the meeting, post a call for agenda items (to be added to the pad).

    Use the previous email as a template.

  3. One day before the meeting, post a date reminder.

    Use the previous email as a template.

  4. On meeting day, one hour before the meeting:

    • Post an IRC reminder.

    • Ensure meetbot is joined on the meeting channel.

    • Review the agenda and plan time.

  5. At meeting time:

    • Call the meeting to order on the hour (sharp), using #startmeeting Reproducible Builds Meeting #N.

    • Call the topics off the agenda.

    • Have discussions that take too long move to the mailing list.

    • Use #endmeeting to terminate the meeting.

  6. After the meeting:

    • Create the Meeting N+1 pad.

      Confirm the date of that meeting (default: two weeks after the meeting that just ended).

    • Post the meeting summary email to rb-general@.

      Use the previous email as a template.

    • Add any #help items from the meeting summary to tasks.git.

    • Update the /topic of #reproducible-builds with the date of Meeting N+1.

    • Have somebody volunteer to chair Meeting N+1.

      • Point them to this file.