Open Stack

Good discussion - really appreciate hearing how others are approaching facilitating WG deliverables.

I have a couple of things to add:
- Establish Goals for each cycle: This can be done at a summit working session or ahead of it. It's important to have group buy-in and ownership. 
- Define deliverables: For each Goal define 1-3 deliverables. A deliverable must have an owner or it doesn't count. This provides a framework for the teams work over the cycle.
- Recruiting new members is challenging, but necessary! I'd be interest In hearing who is being successful in this today and what they are doing.
- Consider having midcycles: This can be with your team or with multiple teams. It keeps people together and making progress. Try to use the midcycle to make progress on deliverables.
- I think it's good to have 2 co-chairs for a WG. This helps to keep the team moving forward on a regular cadence when your day-job or life gets in the way of attending a meeting.
- I would like to have the opportunity to meet with the other co-chairs at the Summits and share methodology, plans for the development cycle and get help in addressing challenges. Can we do this in Barcelona?

Carol

-----Original Message-----
From: Edgar Magana [mailto:edgar.magana at workday.com] 
Sent: Monday, August 29, 2016 7:33 PM
To: David F Flanders <flanders at openstack.org>; user-committee <user-committee at lists.openstack.org>
Cc: Shamail Tahir <itzshamail at gmail.com>; Montenegro, Patricia <patricia.montenegro at intel.com>; Barrett, Carol L <carol.l.barrett at intel.com>; Michael Jenkins <md.jenkins at icloud.com>; Gonzalo De La Torre <gonzalo_delatorre at live.com>; Michael Krotscheck <krotscheck at gmail.com>; Stephen Telfer <stig at telfer.org>; Blair Bethwaite <blair.bethwaite at monash.edu>
Subject: Re: Efficiency of WGs?

Flanders,

I really appreciate you have putting this together. It looks good to me but I would like to include that chair and co-chairs should have an active communication with the User Committee (UC) via IRC or email.
I noticed you have mentioned already posting to the user-committee mailing list but I want to very clear that UC is around to help the WGs to became successful, exactly the same way the TC supports the PTLs.

Edgar

On 8/29/16, 5:36 PM, "David F Flanders" <flanders at openstack.org> wrote:

    Dear Working Group Co-Chairs and User Committee Chairs,
    
    The logistical tasks of running a WG meeting is by no means trivial,
    here a quick list of things which a co-chairs of a WG do on a weekly
    basis to run a global meeting:
    
    a.) mint calendar invitation to all members (subscribe/unsubscribe members)
    b.) call for agenda items via etherpad
    c.) update wiki with upcoming meeting and link to etherpad agenda
    d.) email user-committee mailing list on when next meeting is
    occurring along with agenda links
    e.) assure meeting channel is confirmed (irc/phone/etc)
    f.) run meeting according to good practices (irc etiquette or well
    taken notes if via voice)
    g.) post meeting follow up: circulating actions, posting meeting
    notes, taking any outstanding queries to the mailing list for
    consideration, etc.
    h.) follow up actions.
    i.) recruit new members
    j.) plan for summit meetings
    k.) etc etc.
    
    All of the above are sometimes done twice-over at different times to
    help maintain the conversation in different timezones.
    
    In addition, the groups are still not well attended by as diverse an
    audience as OpenStack represents.  AsiaPac, Latin America, India and
    other massive OpenStack user groups have not yet engaged despite some
    of their massive communities.
    
    One of the recent suggestions has been to converge some of the WGs to
    help ease the burden of these logistical tasks.
    
    Other options include:
    
      * having a more systematic approach to when WG occur, i.e. agreeing
    a set pattern such s a day per fortnight which each WG happens (one
    after another).
    
      * having a shared IRC channel for all WG activity to help create
    more water-cooler conversation between chairs?
    
     * sharing of logistical duties between WG chairs, etc
    
    Options abound, though discussion much needed!
    
    Q: Is there any good practice we can draw from? I've been digging
    around my old W3C and IETF notes to see what good practice there may
    be?
    
    Discussion/replies greatly appreciated to see if there is any consensus?
    
    Kind Regards,
    
    Flanders