Create a Meeting
To create a new meeting, you need a meeting time and a meeting venue. Meetings are conducted in IRC in our publicly accessible and logged meeting channels. Currently we have four meeting channels.
* #openstack-meeting * #openstack-meeting-alt * #openstack-meeting-3 * #openstack-meeting-4
To find and book a meeting time, visit our meetings log page. We do have the option of using an iCal feed to find meetings currently in existence. To evaluate the wikipage use Control-F and search for a specific UTC time (the majority of meetings start at the top of the hour and continue for 60 minutes).
If you find you have selected a time which has other occurrences on the wikipage, evaluate date and meeting channel to select a UTC time, date and channel that is available.
Add a Meeting
Go to our meetings repo and clone a copy for yourself following our development workflow. Follow the instructions in the meetings repo to create a new yaml file which will hold the details of your meeting. Submit the patch to gerrit (details in the development workflow link) and once it is merged it will appear here and in the ical feed.
Creating a wikipage for your meeting agenda is helpful. Here is an example.
Chair a Meeting
To chair a meeting, show up in the IRC channel a few minutes before the date and time selected. Look for the openstack bot, it will be responding to your meeting commands. If there is a meeting ahead of you, wait until they are finished by checking the channel's topic message: if there is a meeting in place the topic will look something like
- Using short lived feature branchs (Meeting topic: keystone)
And if there is no meeting in place, the topic will look like:
- OpenStack Meetings || https://wiki.openstack.org/wiki/Meetings
Try to begin and conclude your meetings on time, but be courteous to those ahead and following you, their meeting is important as well.
To start the meeting, issue the #startmeeting <meetingname command. The bot should start the meeting. If the bot doesn't respond to the "'#startmeeting"' command, ask for assistance in #openstack-infra.
The meeting bot will also tell you what commands it responds to as soon as you start the meeting.
End the meeting with the "'#endmeeting"' command. The '"#endmeeting"' command takes no arguments. The bot will only listen to the chair of that meeting for the "'#endmeeting"' command for the 60 minutes following the "'#startmeeting'" command, after the 60 minutes have expired it will listen to '"#endmeeting"' from anyone.
All our meetings are logged at eavesdrop.openstack.org. Looking over logs and minutes of past meetings should show you the results of the various meeting commands so that your meeting minutes are output in a format that is useful to you and your team. The logs are based on exact name so "'#startmeeting foo'", '"#startmeeting Foo"', and #startmeeting FOO"' would all be considered three separate meeting categories in the system. Be consistent in your meeting name to keep your meeting logs grouped together.
Take good notes
One of the advantages of holding meetings in IRC is that notes come easy. Whether you're chairing a meeting or just participating, use the meetbot capabilities to annotate the logs. the #link command is useful to add clickable URLs to the meeting notes. To assign work items to someone use the #action command. For example, #action reed to annotate the wiki pages will be rendered on the meeting minutes as a bullet point of things to do. A very important command is #info, very useful to explain things. Sometimes a discussion evolves rapidly during the meeting so people should add a summary of the topic being discussed; for example #info Jane summarized that the issues with the current setup are related to memory consumption. This will make the minutes very informative at first glance and those that want to have more details will be able to read the full logs.