[PTL][SIG] Virtual PTG Layout & Signup

Sylvain Bauza sbauza at redhat.com
Fri Apr 17 16:24:05 UTC 2020

On Thu, Apr 16, 2020 at 10:09 PM Kendall Nelson <kennelson11 at gmail.com>

> Hey Sylvain :)
> I don't think there is any reason why we *have* to restrict it to a week.
> That said, in the community brainstorming meetings there were requests for
> 'more than a day' and 'not more than a few days'. The natural balance then
> is a week?
> Are you assuming that you will *have* to attend all 8ish hours that fit
> your timezone? Depending on the teams that you participate in, I wouldn't
> think that you will have all 8 of those hours packed?
> There was also a concern during one of the meetings about getting 'buy-in'
> from management for more than a few days (or a week) being difficult.
I do understand we somehow need to find a balance in between productivity,
management and rest time. For this reason, I thought it was reasonable to
have a 2-week PTG with free days between them so it was giving enough time
for all contributors around the world to re-energize. See it as a 'dotted'
PTG for people who prefer visual explanations.

On the contrary, packing it all on a whole week will generate a lot of
fatigue since people would potentially have to reproduce the same
out-of-office-hours cadence every day. And this is very different from a
jet lag fatigue.

Either way, the ship has sailed, this e-mail is just me thinking I should
have attended the brainstorming sessions more than once (but they were on
out-of-office hours so i didn't, even if I wanted to. Just hoping people
won't do the same for the PTG).


-Kendall (diablo_rojo)
> On Thu, Apr 16, 2020 at 12:46 PM Sylvain Bauza <sbauza at redhat.com> wrote:
>> I'm honestly a bit sad we still plan the virtual PTG event for a single
>> week. This will be a very busy week with weird timeslots for most of us so
>> our energy will mostly disappear after 2 days.
>> Having slots around 2 weeks was helping the contributors to have enough
>> time to rest between windows (compared to only a couple of hours which is
>> meaningless in terms of real and factual rest) and this was basically
>> discussed without strong objections during the first of the three open
>> discussions we had.
>> Is there any reasoning in terms of logistics or whatever else in sticking
>> with such constrained and busy time window ? For large teams, could we
>> maybe consider to run over those slots by organizing other meetings at
>> other points in time (say, the week after) and if so, could the Foundation
>> leave the infrastructure open for this ?
>> Thanks,
>> -Sylvain
>> On Thu, Apr 16, 2020 at 7:05 PM Kendall Nelson <kennelson11 at gmail.com>
>> wrote:
>>> Hey Mark :)
>>> Part of it is breaks like Jeremy mentioned, but mostly its to give
>>> people a break to deal with any distractions (work, family, sleep, etc) and
>>> get other people tz wise involved. Each of the windows of times falls on a
>>> 'good' crossover time for two thirds of the world. Much further one
>>> direction or another and it gets really late or really early for one of
>>> those groups of people.
>>> On all three of the community brainstorming meetings there were ongoing
>>> concerns about anyone's ability to meet and stay engaged in a virtual
>>> meeting for more than 4 hours at a time as well. By capping the windows and
>>> forcing time in between them we are hoping to keep engagement high and
>>> reduce burnout and distraction.
>>> -Kendall (diablo_rojo)
>>> On Thu, Apr 16, 2020 at 8:29 AM Mark Goddard <mark at stackhpc.com> wrote:
>>>> On Tue, 14 Apr 2020 at 18:03, Kendall Nelson <kennelson11 at gmail.com>
>>>> wrote:
>>>> >
>>>> > Greetings!
>>>> >
>>>> > I am sure you have all been anxiously awaiting more details on how we
>>>> are going to virtualize the PTG :) After the community meetings we had last
>>>> week/the week before to understand the key challenges and ideate on
>>>> solutions, we have a plan!
>>>> >
>>>> > The virtual event will be held from Monday June 1 to Friday June 5.
>>>> We set up available times in 3 different time windows where each window is
>>>> a cross over time between at least 2 regions (Window A - Americas/Europe,
>>>> Window B - Europe/APAC, and Window C - APAC/Americas).
>>>> Hi, just wondering what is the reasoning for having these windows,
>>>> with gaps between them? The last time we doodled for kolla slots we
>>>> ended up with 14:00 - 18:00 UTC, so I had proposed this to the team as
>>>> a starting point but Pierre pointed out that it falls outside of the
>>>> window.
>>>> >
>>>> > Here is an ethercalc[1]. We ask that the PTL/SIG Chair/Team lead sign
>>>> up for time to have their discussions in with 4 rules/guidelines.
>>>> >
>>>> > 1. Cross project discussions (i.e. SIGs and horizonal teams), try to
>>>> schedule yourselves towards the start of the week so that any discussions
>>>> that might shape those of vertical teams might happen first.
>>>> > 2. Vertical teams (ex. Nova, Cyborg, Manila) should wait till April
>>>> 6th at 7:00 UTC to start signing up for slots to help prioritize the
>>>> scheduling of cross project conversations.
>>>> > 3. No team (SIG, horizonal project, vertical project, etc) can sign
>>>> up for more than 4 hours per UTC day to help keep participants actively
>>>> engaged.
>>>> > 4. No team (SIG, horizonal project, vertical project, etc) can sign
>>>> up for more than 16 hours across all time slots to avoid burning out our
>>>> contributors and to enable participation in multiple teams discussions.
>>>> >
>>>> > Once every team has had a chance to sign up (lets say two weeks from
>>>> today April 28th at 7:00 UTC) if signing up for more time makes sense, it
>>>> will be possible.
>>>> >
>>>> > We want to encourage ANY team to sign up, even those that had
>>>> originally said no to the initial outreach when the PTG was supposed to be
>>>> in person. The more the merrier!
>>>> >
>>>> > Once you have signed up for time slots, please also fill out this
>>>> survey[2] with your team information. We need this additional information
>>>> to help shape other decisions down the road and coordinate other details
>>>> closer to the event.
>>>> >
>>>> > If you have any issues with signing up your team, due to conflict or
>>>> otherwise, please let me know! While we are trying to empower you to make
>>>> your own decisions as to when you meet and for how long (after all, you
>>>> know your needs and teams timezones better than we do), we are here to help!
>>>> >
>>>> > Continue to check back for updates at openstack.org/ptg.
>>>> >
>>>> > -the Kendalls (diablo_rojo & wendallkaters)
>>>> >
>>>> > [1] https://ethercalc.openstack.org/126u8ek25noy
>>>> > [2]
>>>> https://openstackfoundation.formstack.com/forms/june2020_virtual_ptg_survey
>>>> >
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