QA:SOP Matrix meeting process

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.

Pre-meeting

One or more days before the meeting is scheduled (ideally, on the Friday before a Monday meeting)...

1. 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/20241108. Use the following template: add any additional agenda items you intend to include in the meeting.

   = Attendees =
   
   = Agenda =
   * Previous meeting follow-up
   * Open floor
   
   == Previous meeting follow-up ==
   
   == Open floor ==
   
   == IRC Log ==
   

2. 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 "2024-11-08 @ 15:00 UTC - Fedora QA Meeting".

   # Fedora Quality Assurance Meeting
   # Date: 2024-11-08
   # Time: 15:00 UTC (https://fedoraproject.org/wiki/Infrastructure/UTCHowto)
   # Location: #fedora-meeting on irc.freenode.net
   
   Greetings testers!
   
   This is a reminder of the upcoming QA meeting.  Please add any topic suggestions to
   meeting wiki page at
   https://fedoraproject.org/wiki/QA/Meetings/20241108.
   
   The current proposed agenda is include below.  If no topics beyond the standard "Previous
   meeting follow-up" and "AutoQA update" topics are present or proposed, the meeting will be
   cancelled.
   
   == Proposed Agenda Topics ==
    1. Previous meeting follow-up
   
   ... <any active meeting topics> ...
   
    2. Open Discussion - <your topic here>
   

Day of meeting

1. Double check the meeting agenda drafted earlier. Ideally, additional topics have been posted, some wiki formatting may be required prior to 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 IRC message ~20 minutes before the meeting to the following IRC channels: #fedora-qa, #fedora-test-day, #fedora-bugzappers and #fedora-devel

Meeting time

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

1. Join #fedora-meetingon irc.freenode.net...

   /join #fedora-meeting

2. Start the meeting...

   #startmeeting Fedora QA meeting
   #meetingname fedora-qa
   

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 #chair the next meeting...

   #topic Next meeting
   #info Thursday, November 14 2024
   #info FOO has agreed to #chair 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. Include the .txt file in the email created above.

   Minutes:        http://meetbot.fedoraproject.org/fedora-meeting/2024-11-07/fedora-qa.2024-11-07-22.31.html
   Minutes (text): http://meetbot.fedoraproject.org/fedora-meeting/2024-11-07/fedora-qa.2024-11-07-22.31.txt
   Log:            http://meetbot.fedoraproject.org/fedora-meeting/2024-11-07/fedora-qa.2024-11-07-22.31.log.html
   

2. Send the meeting minutes email immediately following the meeting. The longer one waits to send the minutes, the easier it is to forget. A sample meeting recap is available for reference: please follow the format and subject style. If you used #action, #info and #agreed liberally during the meeting, you should be able to simply copy and paste from the meetbot summary to fill out the minutes.
3. Update the meeting wiki page you created to include a link to the meetbot HTML format summary of the meeting, a full list of attendees and number of lines spoken, a summary of any important discussions on each topic (this will likely be identical to the same section of the minutes email), a list of action items, and a copy of the full meeting log rendered into mediawiki format. You can copy/paste the attendee list and action item list from meetbot's text format summary of the meeting, and generate the correctly-formatted log by downloading meetbot's text format log of the meeting and running the command irclog2html -s mediawiki filename.txt on it (the irclog2html tool is in the irclog2html package). You can use previous meeting pages as a template.