Open Stack

Hi,

I agree with all the recommended practices mentioned thus far and I'd be up for a session in Barcelona as well.  We could continue discussing tips and also discuss common objectives between working groups with similar focus areas.  

On the topic of WG meetings, I actually prefer to keep them in the standard OpenStack meeting rooms if possible so that the broader community can jump in when the topic is appropriate (I've had a few times where someone chimed in because their IRC nick was mentioned while they were idling).  

Side note: I am one of the people who is guilty of just pasting links to the agenda rather than the agenda in meeting notices... I will change that behavior going forward.  :)

Thanks,
Shamail 

> On Aug 30, 2016, at 5:58 PM, Barrett, Carol L <carol.l.barrett at intel.com> wrote:
> 
> 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
> 
>