QA:SOP Matrix meeting process

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

Pre-meeting

A minimum of 24 hours before the meeting is scheduled to take place (ideally, on the Friday before a Monday meeting)...

1. Using the following template, send an announcement email to the test-announce@lists.fedoraproject.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 "2024-04-19 @ 15:00 UTC - Fedora Quality Meeting".

   # Fedora Quality Meeting
   # Date: 2024-04-19
   # Time: 15:00 UTC (https://fedoraproject.org/wiki/Infrastructure/UTCHowto)
   # Location: #meeting:fedoraproject.org <https://chat.fedoraproject.org/#/room/#meeting:fedoraproject.org> <https://matrix.to/#/#meeting:fedoraproject.org>
   
   Greetings testers!
   
   This is a reminder of the upcoming Quality 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

1. Double check for any replies to the meeting proposal email and ensure any additional topics are included in 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 cancelled, please follow-up to the proposed agenda email noting that the meeting has been cancelled. Please notify participants as early as possible, preferably a day in advance, if a meeting will be cancelled. After cancelling a meeting, update the meeting calendar with a link to the exact cancellation email.
2. Send out a reminder message ~20 minutes before the meeting to the following Matrix rooms: #quality:fedoraproject.org^{(other clients|?)}, #test-day:fedoraproject.org^{(other clients|?)}, and #devel:fedoraproject.org^{(other clients|?)}

Meeting time

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

1. Join #meeting:fedoraproject.org^{(other clients|?)}
2. Start the meeting...

   !startmeeting Quality
   

3. Ask participants to say hello by taking a roll call...

   !topic Roll Call

4. For each of the proposed agenda topics, set the topic using the !topic command. For each topic, make liberal use of meetbot commands to record information. Refer to Zodbot#Meeting_Functions for a list of commands.
5. 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 lead the next meeting...

   !topic Next meeting
   !info Thursday, April 25 2024
   !info FOO has agreed to lead the next meeting 
   

6. After discussing all proposed topics, open up the meeting for additional discussion...

   !topic Open Discussion - <your topic here>

7. Thank participants for their time, and close out the meeting...

   !endmeeting

Post meeting

1. When the meetbot !endmeeting command completes, it displays links for the logs.

   Text Log: https://meetbot.fedoraproject.org/meeting_matrix_fedoraproject-org/$DATE/quality.$DATE-$TIME.log.txt
   HTML Log: https://meetbot.fedoraproject.org/meeting_matrix_fedoraproject-org/$DATE/quality.$DATE-$TIME.log.html
   Text Minutes: https://meetbot.fedoraproject.org/meeting_matrix_fedoraproject-org/$DATE/quality.$DATE-$TIME.txt
   HTML Minutes: https://meetbot.fedoraproject.org/meeting_matrix_fedoraproject-org/$DATE/quality.$DATE-$TIME.html
   

2. Immediately following the meeting, email the Meetbot-generated text minutes to the test@lists.fedoraproject.org and meetingminutes@lists.fedoraproject.org mailing lists, with the subject YYYY-MM-DD - Fedora Quality Meeting - minutes. Add a link to the HTML full meeting log.