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.
A minimum of 24 hours before the meeting is scheduled to take place (ideally, on the Friday before a Monday meeting)...
- Using the following template, send an announcement email to the firstname.lastname@example.org mailing list. Note that the time of the meeting should be 15:00 UTC when daylight savings time is in effect, and 16:00 when it is not: change the meeting time when the DST change occurs in most of the world. The Subject line of the mail should be of the format "2023-11-30 @ 15:00 UTC - Fedora QA Meeting".
# Fedora Quality Assurance Meeting # Date: 2023-11-30 # Time: 15:00 UTC (https://fedoraproject.org/wiki/Infrastructure/UTCHowto) # Location: #fedora-meeting on irc.libera.chat Greetings testers! This is a reminder of the upcoming QA meeting. Please reply to this mail with any suggestions for additions to the agenda. The current proposed agenda is include below. If no topics beyond the standard "Previous meeting follow-up" and "Open Discussion" topics are present or proposed, the meeting will be cancelled. == Proposed Agenda Topics == 1. Previous meeting follow-up * adamw to frobnosticate the automellifluinaceousator ... <any active meeting topics> ... 2. Open Discussion - <your topic here>
Day of meeting
- Double check for any replies to the meeting proposal email and ensure any additional topics are included in the meeting.
- Send out a reminder IRC message ~20 minutes before the meeting to the following IRC channels:
Okay it's time to get down to business. The following steps guide you through hosting the meeting.
- Join #fedora-meetingon irc.libera.chat...
- Start the meeting...
#startmeeting Fedora QA meeting #meetingname 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
#topiccommand. For each topic, make liberal use of meetbot commands to record information. Refer to Zodbot#Meeting_Functions for a list of commands.
- 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
#chairthe next meeting...
#topic Next meeting #info Wednesday, December 06 2023 #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...
- When the meetbot
#endmeetingcommand completes, it displays links for the logs.
Minutes: http://meetbot.fedoraproject.org/fedora-meeting/2023-11-29/fedora-qa.2023-11-29-18.53.html Minutes (text): http://meetbot.fedoraproject.org/fedora-meeting/2023-11-29/fedora-qa.2023-11-29-18.53.txt Log: http://meetbot.fedoraproject.org/fedora-meeting/2023-11-29/fedora-qa.2023-11-29-18.53.log.html
- Immediately following the meeting, email the Meetbot-generated text minutes to the email@example.com and firstname.lastname@example.org mailing lists, with the subject YYYY-MM-DD - Fedora QA Meeting - minutes.
- Update the QA/Meetings wiki page and make the date of the meeting into a link to the meetbot HTML format summary of the meeting.