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diff --git a/archive/2021-11-23-meet-structure-notes b/archive/2021-11-23-meet-structure-notes new file mode 100644 index 0000000..98ad940 --- /dev/null +++ b/archive/2021-11-23-meet-structure-notes @@ -0,0 +1,108 @@ +Some notes about sigsum's weekly jitsi meets (with proposed changes) + +TL;DR +--- + * Background + * The status round part is often enough for micro discussions + * Longer discussions tend to bloat the meeting for all participants + * Sometimes we don't get around to all decisions because we run out of time + * Idea + * s/Discuss/Decisions + * Timebox meet to 50 minutes, hopefully less with the above + * If anyone wants to discuss something in more detail: + * Do it immeaditely after the meet if time + * Else schedule a separate meet, take notes, and make it a status item next week + * (Sometimes discussion is more appropriate on irc, i.e., jitsi not required) + * Decision is automatically deferred until next week, if a decision is needed. + * "We should have done the work before the meet to take a decision today" + * See below for proposed meet pad template and notes + * When we decided on a new meet structure, let's clean this up as e.g. "doc/meet.md" + +Proposed meet pad template +--- +Date: YYYY-MM-DD TTMM UTC +Meet: https://meet.sigsum.org/sigsum +Info: link to "how this meeting works" +Chair: <chair> + +Agenda + * Hello + * Status round + * Decisions + * Next steps + +Hello + * <insert nickname here> + +Status round + * <insert status report here> + +Decisions + * <insert proposed decision here> + +Next steps + * <insert next steps here> + +Other useful links + * <insert useful link from irc or meet here> + +Meet lifecycle +--- +0. House keeping + * Next meet pad is available at https://pad.sigsum.org/p/sigsum-YYYYMMDD + * Date refers to the date of the meeting, usually every Tuesday + * After the meet, the chair will: + * Clean-up meet pad if it is too cluttered + * Persist linked pads that are no longer believed to be active + * Persist the resulting meet pad and post link in irc + * Initialize next week's meet pad and post link in irc + * (Archive link: https://git.sigsum.org/sigsum/tree/archive) + +1. If you plan to attend, put your name into the "Hello" part of the agenda. Most of +us use irc/matrix nicknames. You can also add your nickname when you are showing up. + +2. If you have anything to report, please create a report item in the "Status round" +section in advance. These reports should be kept short and will most likely contain +either a link to learn more or a few talking points that make minutes more useful. + * Examples + * [alice] sketched on a new meeting structure as discussed last meet + * https://pad.sigsum.org/p/db06-fa52-dd67-fe98 + * [bob] "started looking into X", "deployed Y", "fixed Z", etc. + * Few talking points / key words that make the resulting minutes more useful + * (May be omitted, keep it on the level "what is useful and simple") + * (May be added as notes while the report is taking place) + +You are not expected to read status reports in advance. We can have a micro discussion +for each status report, but anything lengthy is deferred until after the meet is done. + +For example, you could say "I'm looking into X and would like to discuss Y after meet". + +3. If you would like to propose a decision, create a decision item in the "Decision" +section in advance. Add a question mark to emphasize that it is not decided yet. + * a) Ensure that there is enough information available to take a decision + * Usually in the form of having a status round item on the same topic + * Some decisions don't need much context though, so keep it as simple as possible + * b) Ping on irc before the meet starts that you are proposing a decision + * "I'm working on X." + * "Here's what you need to know" + * "I'm adding this into the meet pad as a proposed decision, please take a look" + * (Be reasonable about how much of a heads-up you give for people to look) + * (Worst case, decision is deferred until next week if not enough time to look) + * c) If you plan to attend the meet and be part of the decision: + * Read-up on proposed decisions in advance + * Think about what you want to decide and why + * (Async feedback is of course also welcomed...) + * d) Discuss and take decision together, e.g., "yes", "no", "needs more work", etc. + * Prefix what is decided with "Decision: ", so that it is easy to grep in archive + +4. Before the formal meet closes we self-assign next steps in the "Next steps" section. +Our next steps usually follow from status round and decisions, but is still explicit so +that it is easy to communicate to one another what we plan to (not) work on next. + * Examples + * [alice] sketch on a new meeting structure that would s/Discuss/Decision + * [bob] give alice access to all sigsum systems + +5. If useful links appeared on irc or during the meet, please put them in the "Other +useful links" section. Add a one-liner description if useful. For example: + * Brief intro to singing with ssh tooling + * https://www.agwa.name/blog/post/ssh_signatures |