Ubuntu Wiki

Here is a simple guide on how to run a meeting for a team in the Ubuntu Community:

The first step was done by me which is to create a Doodle poll to figure out what time and day for the meeting to take place and send out the link to the poll via a mailing-list e-mail (as in one to the list). Make sure the timezone is UTC unless it's a local event/meeting in your LoCo. Make sure you at at least give a three to four week notice of the date of the first suggested day and make sure you close the poll a week before the meeting date that is the most popular even when it's the first suggested day (and time).

Create an agenda as a sub-page of your team's wiki pages. Or a sub-page of the meetings sub-page. Also you need to add it to the Fringe Calendar.

When you have the date and time set, send out an e-mail to the mailing-list about when the meeting will be.

About a week down to two days before the meeting, send out a reminder of the meeting to list.

On the day of the meeting, come about ten (10) minutes before the meeting to an hour (if you can) to the team's IRC channel and the meeting grounds channel. For example, for our team it would be #ubuntu-scientsits and #ubuntu-meeting-2. In the team's channel, you should announce that the meeting is starting in whatever time is left before the meeting and where.

When it's time for the meeting to start, in #ubuntu-meeting-2 (or #ubuntu-meeting, depends on where the meeting is), you type in #startmeeting <What team it's for>. Example, #startmeeting Ubuntu Scientists June 2014 Meeting. The topic should change in #ubuntu-meeting and #ubuntu-meeting-2, if the bot is there. If not, you can still run the meeting with the same commands as the bot's. This command will allow the bot to log the meeting. Also, the bot will PM you the commands and give you a wiki page to look at if you need help in the channel.

After that, you should ask, "who is all for the <team's name> meeting". Many people (in many channels) are either lurking (as in they are at their keyboard doing something else) or away from he keyboard. Doing is will allow you know who is here for the meetings.

If you have any other chairs, add them via this command #chair <nick>. For example, the other chair could the co-host of the meeting. Chairs are allowed to command the bot.

Most meetings will follow the agenda. #topic <item> tell the meeting members what the topic is and the bot will log it. When you are done with a topic, ask if you can move on to the next one.

If there is a item that needs to be done after the meeting, use the #action <nick> <item>.

Most meetings will end the "Any Other Business (AOB)" item, and after you ask if there is other things to be brought up. If not, you can #endmeeting to end the meeting. If the bot is in the channel, it will tell you where the logs are. Do me a favor and e-mail me that link after the meeting.