QA:SOP Matrix meeting process: Difference between revisions

Latest revision as of 15:57, 22 July 2024

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)...

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 "2024-12-27 @ 15:00 UTC - Fedora Quality Meeting".

# Fedora Quality Meeting
# Date: 2024-12-27
# 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

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.
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.

Join #meeting:fedoraproject.org^{(other clients|?)}
Start the meeting...
```
!startmeeting Quality
```
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 !topic command. 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 lead the next meeting...
```
!topic Next meeting
!info Thursday, January 02 2025
!info FOO has agreed to lead 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...
```
!endmeeting
```

Post meeting

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

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

@@ Line 1: / Line 1: @@
 {{header|qa}}
-This guide explains how to manage and run a [[QA|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]].
+This guide explains how to manage and run a [[QA|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 ==
-One or more days before the meeting is scheduled ...
+A minimum of 24 hours before the meeting is scheduled to take place (ideally, on the Friday before a Monday meeting)...
 <ol>
-  <li> Create a wiki page to allow for collaborative edits of the proposed meeting agenda.  This page '''must''' be linked from [[QA/Meetings]].  The page name typically follows the format [[QA/Meetings/{{CURRENTYEAR}}{{CURRENTMONTH}}{{CURRENTDAY2}}]].  Use the content format ...
+  <li> Using the following template, send an announcement email to the [mailto:test-announce@lists.fedoraproject.org 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 "{{#time: Y-m-d | now + 1 day}} @ 15:00 UTC - Fedora Quality Meeting".
 {{#tag:pre|
-# Fedora Quality Assurance Meeting
+# Fedora Quality Meeting
-# Date: {{CURRENTYEAR}}-{{CURRENTMONTH}}-{{CURRENTDAY2}}
+# Date: {{#time: Y-m-d | now + 1 day}}
 # Time: 15:00 UTC (https://fedoraproject.org/wiki/Infrastructure/UTCHowto)
-# Location: #fedora-meeting on irc.freenode.net
+# 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 QA meeting.  Please add any topic suggestions to
+This is a reminder of the upcoming Quality meeting.  Please reply to this mail
-meeting wiki page at
+with any suggestions for additions to the agenda.
-https://fedoraproject.org/wiki/QA/Meetings/{{CURRENTYEAR}}{{CURRENTMONTH}}{{CURRENTDAY2}}.
-The current proposed agenda is include below.  If no additional topics are suggested,
+The current proposed agenda is include below.  If no topics beyond the
-the meeting will be canceled.
+standard "Previous meeting follow-up" and "Open Discussion" topics are
+present or proposed, the meeting will be cancelled.
 == Proposed Agenda Topics ==
 . Previous meeting follow-up
+   * adamw to frobnosticate the automellifluinaceousator
 ... <any active meeting topics> ...
@@ Line 30: / Line 32: @@
 . Open Discussion - <your topic here>
 }}
- <li> Using the above template, send an email to the [mailto:test@lists.fedoraproject.org test@lists.fedoraproject.org]
 </ol>
@@ Line 36: / Line 37: @@
 <ol>
-  <li> Double check the meeting agenda drafted earlier.  Ideally, additional topics have been posted, some wiki formatting may be required prior to the meeting.
+  <li> Double check for any replies to the meeting proposal email and ensure any additional topics are included in the meeting.
-{{admon/note|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 canceled, please follow-up to the proposed agenda email noting that the meeting has been canceled.}}
+{{admon/note|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.
-  <li> Send out a reminder IRC message ~20 minutes before the meeting to the following IRC channels: <code>#fedora-qa</code>, <code>#fedora-test-day</code>, <code>#fedora-bugzappers</code> and <code>#fedora-devel</code>
+After cancelling a meeting, [[QA/Meetings|update the meeting calendar]] with a link to the [http://lists.fedoraproject.org/pipermail/test/{{CURRENTYEAR}}-{{CURRENTMONTHNAMEGEN}}/thread.html exact cancellation email].
+}}
+  <li> Send out a reminder message ~20 minutes before the meeting to the following Matrix rooms: {{matrix|#quality:fedoraproject.org}}, {{matrix|#test-day:fedoraproject.org}}, and {{matrix|#devel:fedoraproject.org}}
 </ol>
@@ Line 45: / Line 49: @@
 <ol>
-  <li> Join [irc://irc.freenode.net/#fedora-meeting #fedora-meeting]on [http://freenode.net irc.freenode.net]... <pre>/join #fedora-meeting</pre>
+  <li> Join {{matrix|#meeting:fedoraproject.org}}
   <li> Start the meeting...
-<pre>#startmeeting Fedora QA meeting
+<pre>!startmeeting Quality
-#meetingname fedora-qa
 </pre>
-  <li> Ask participants to say hello by taking a roll call... <pre>#topic Roll Call</pre>
+  <li> Ask participants to say hello by taking a roll call... <pre>!topic Roll Call</pre>
-  <li> For each of the proposed agenda topics, set the topic using the {{command|#topic}} command.  For each topic, make liberal use of meetbot commands to record information.  Refer to [[Zodbot#Meeting_Functions]] for a list of commands.
+  <li> For each of the proposed agenda topics, set the topic using the {{command|!topic}} command.  For each topic, make liberal use of meetbot commands to record information.  Refer to [[Zodbot#Meeting_Functions]] for a list of commands.
-  <li> 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 <code>#chair</code> the next meeting...
+  <li> 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...
 {{#tag:pre|
-#topic Next meeting
+!topic Next meeting
-#info {{CURRENTDAYNAME}}, {{CURRENTMONTHNAME}} {{CURRENTDAY2}} {{CURRENTYEAR}}
+!info {{#time: l, F d Y | now + 1 week}}
-#info FOO has agreed to #chair the next meeting
+!info FOO has agreed to lead the next meeting
 }}
-  <li> After discussing all proposed topics, open up the meeting for additional discussion... <pre>#topic Open Discussion - <your topic here></pre>
+  <li> After discussing all proposed topics, open up the meeting for additional discussion... <pre>!topic Open Discussion - <your topic here></pre>
-  <li> Thank participants for their time, and close out the meeting... <pre>#endmeeting</pre>
+  <li> Thank participants for their time, and close out the meeting... <pre>!endmeeting</pre>
 </ol>
@@ Line 65: / Line 68: @@
 <ol>
-  <li> When the meetbot <code>#endmeeting</code> command completes, it displays links for the logs.  Include the <code>.txt</code> file in the email created above.
+  <li> When the meetbot <code>!endmeeting</code> command completes, it displays links for the logs.
 {{#tag:pre|
-Minutes:        http://meetbot.fedoraproject.org/fedora-meeting/{{CURRENTYEAR}}-{{CURRENTMONTH}}-{{CURRENTDAY2}}/fedora-qa.{{CURRENTYEAR}}-{{CURRENTMONTH}}-{{CURRENTDAY2}}-{{CURRENTHOUR}}.00.html
+Text Log: https://meetbot.fedoraproject.org/meeting_matrix_fedoraproject-org/$DATE/quality.$DATE-$TIME.log.txt
-Minutes (text): http://meetbot.fedoraproject.org/fedora-meeting/{{CURRENTYEAR}}-{{CURRENTMONTH}}-{{CURRENTDAY2}}/fedora-qa.{{CURRENTYEAR}}-{{CURRENTMONTH}}-{{CURRENTDAY2}}-{{CURRENTHOUR}}.00.txt
+HTML Log: https://meetbot.fedoraproject.org/meeting_matrix_fedoraproject-org/$DATE/quality.$DATE-$TIME.log.html
-Log:            http://meetbot.fedoraproject.org/fedora-meeting/{{CURRENTYEAR}}-{{CURRENTMONTH}}-{{CURRENTDAY2}}/fedora-qa.{{CURRENTYEAR}}-{{CURRENTMONTH}}-{{CURRENTDAY2}}-{{CURRENTHOUR}}.00.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
 }}
-  <li> Send the meeting minutes email immediately following the meeting.  The longer one waits to send the minutes, the easier it is to forget.  A [http://lists.fedoraproject.org/pipermail/logistics/2011-February/001081.html sample meeting recap] is available for reference.
+  <li> Immediately following the meeting, email the Meetbot-generated text minutes to the [mailto:test@lists.fedoraproject.org test@lists.fedoraproject.org] mailing list, with the subject ''YYYY-MM-DD - Fedora Quality Meeting - minutes''. Add a link to the HTML full meeting log.
- <li> Update the [[QA/Meetings|QA Meeting calendar]] page to include a link to the meeting minutes.  This is very helpful for maintaining a search-able history of meeting minutes.
 </ol>
 [[Category:QA SOPs]]

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