Using the IRC channel to document teleconferences
Adapted from http://www.w3.org/2006/07/SWD/Scribing.html (Tom Baker) by Antoine Isaac.
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About these guidelines
In W3C teleconferences, the IRC channel is used not only
to record communication among the attendees, but also to
control two robots (see Further Reading below):
-- <RRSAgent>, a helpful bot for recording an IRC session;
-- <Zakim>, an IRC bot that interacts with W3C's Zakim audio
teleconference bridge.
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1. Before the teleconference, the Chair prepares Zakim and RRSAgent
1.1. Chair invokes Zakim and RRSAgent
<antoine> /invite Zakim #lld
<antoine> /invite rrsagent #lld
<antoine> rrsagent, bookmark
<RRSAgent> logging to http://www.w3.org/2010/06/24-lld-irc
<antoine> zakim, this will be lld
<Zakim> ok, antoine; I see INC_LLDXG()10:00AM scheduled to start in 5 minutes
1.2. Chair provides basic information for the record
<antoine> Meeting: LLD XG
Chair: Antoine
Agenda: http://lists.w3.org/Archives/Public/public-xg-lld/2010Jun/0108.html
Previous: 2010-06-17 http://www.w3.org/2005/Incubator/lld/minutes/2010/06/17-lld-minutes.html
Regrets: Ray, Tom, Andras, Ed, Karen, Ross, Herbert, Nicolas
Regrets+ [add here last moment regrets]
rrsagent, please make record public
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2. Everyone else joins
2.1. Attendees join an IRC channel in one of the following ways:
-- irc://irc.w3.org:6665/lld - by clicking on this in their browser
-- irc:irc.w3.org (port 6665), #lld - by using an IRC client
-- http://irc.w3.org/ - by using
W3C's Web-based IRC
2.2. Everyone dials in to the Zakim Teleconference Bridge
-- +1-617-761-6200
-- conference code 55394# ("LLDXG")
2.3. Caller IDs are associated with IRC nicks
<Zakim> +??P39
<TomB> zakim, ??p39 is Antoine
<Zakim> +Antoine; got it
<Zakim> + +33.1.53.79.aaaa
<emma> zakim, aaaa is me
<Zakim> +emma; got it
<antoine> zakim, nick TomB is Tom
<Zakim> ok, antoine, I now associate TomB with Tom
<jeff_> zakim, I am Jeff_Young
<stu> zakim, Jeff_Young is with stu
<Zakim> +Jeff_Young; got it
2.4. Zakim reports who is on the call
<TomB> zakim, who is here?
<Zakim> sees on the phone: TomB, Antoine, michaelp, +44.120.682.aaaa, emma
sees on irc: benadida, emma, michaelp, Antoine, RRSAgent, TomB, Zakim, RalphS
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3. The meeting starts
3.1. Scribe is designated
<antoine> Scribe: Michael
Scribenick: michaelp
3.2. First agenda topic is started
<michaelp> Topic: Administrative
3.3. Scribe records a presentation, indicating continuation with "..."
<michaelp> Elisa: see XMDR www.xmdr.org and look at latest UML and OWL versions
<michaelp> ... though a bit out of sync with the document text
<michaelp> ... they've recently sent me XMI stuff
3.4. Attendees chime in with links ("->")
<TomB> -> http://hpcrd.lbl.gov/SDM/XMDR/overview.html
<michaelp> -> http://www.xmdr.org/ eXtended MetaData Registry Project
3.5. Someone raises hand, is called on, speaks, and is scribed
<bernard> q+ to ask about equivalence between #lldxg and #lldata
<Zakim> sees bernard on the speaker queue
<antoine> ack bernard
<Zakim> bernard, you wanted to ask equivalence between #lldxg and #lldata
<michaelp> bernard: Is there a gray area between scruffy and neat?
3.6. Whenever the scribe presents, someone else steps in to scribe
<michaelp> Scribenick: antoine
<antoine> Michael: I think I prefer #lldata because...
3.7. Next agenda topic is started
<michaelp> Topic: Use cases and case studies
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4. Actions and decisions are recorded
4.1. Scribe records an action ("ACTION:")
<michaelp> ACTION: All to comment on the template http://www.w3.org/2005/Incubator/lld/wiki/UseCases#Use_Case_template
<RRSAgent> records action 2
4.2. Scribe (or Chair) pastes an action from the agenda into IRC
(and thus into the minutes), indicating its status on next line
<michaelp> ACTION: All group members should please post an introduction to http://lists.w3.org/Archives/Public/public-xg-lld [recorded in http://www.w3.org/2005/Incubator/lld/minutes/2010/06/10-lld-minutes.html#action01]
* RRSAgent records action 4
<michaelp> --continues
or
<michaelp> --dropped
or
<michaelp> --done
4.3. Scribe records a decision ("RESOLVED:")
<michaelp> RESOLVED: Next telecon will be 14 November, 1600 UTC
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5. Issues arising
5.1. Someone speaks off-the-record, using "/me" to hide from minutes
<TomB> /me dialing in...
5.2. Someone mutes their phone
<TomB> /me zakim, please mute me
<Zakim> Tom_Baker should now be muted
5.3. Scribe makes a mistake or omission - others correct
<michaelp> ???: charter for HTML WG has gone for review
<RalphS> s/???/Ralph/
<RalphS> s/has gone/has not yet gone/
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6. Meeting is closed
6.1. Meeting is adjourned and people hang up phones
<michaelp> [adjourned]
<Zakim> -Antoine
<Zakim> -Elisa
6.2. Scribe (or Chair) requests a list of attendees "for the record"
<michaelp> zakim, list attendees
<Zakim> As of this point the attendees have been TomB, Antoine,
SeanB, Elisa_Kendall, Ralph, Ben_Adida, Bernard, Daniel
6.3. RRSAgent is asked to draft the minutes
<michaelp> rrsagent, please draft minutes
<RRSAgent> I have made the request to generate http://www.w3.org/2010/06/24-lld-minutes.html michaelp
6.4. Chair closes Zakim and RRSAgent
<antoine> zakim, bye
<--| Zakim has left #lld
<antoine> rrsagent, bye
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7. Scribe edits and posts minutes
7.1. Scribe downloads and edits the HTML file
-- Saves http://www.w3.org/2010/06/24-lld-minutes.html locally.
-- Edits HTML to clarify who is talking when.
-- Deletes irrelevant IRC commands or chatter.
7.2. Scribe sends edited minutes to Antoine Isaac
for posting because WG participants do not normally have access
to the http://www.w3.org/2005/Incubator/lld tree.
7.3. Scribe posts link to edited minutes to public-xg-lld@w3.org
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Further reading
-- http://www.w3.org/1998/12/bridge/Zakim.html (one page)
Who is using Zakim now; a link to the Zakim calendar.
-- http://www.w3.org/2002/01/UsingZakim (one page)
How to join a conference, mute your audio, raise your hand, etc.
-- http://www.w3.org/2005/rules/wg/wiki/UsingZakim (one page)
How to log into IRC before calling, hide Zakim commands from
the agenda, manage the speaker queue.
-- http://www.w3.org/2005/rules/wg/wiki/TeleconEtiquette (one page)
When to mute your phone, when to use IRC instead of talking.
-- http://www.w3.org/2001/12/zakim-irc-bot.html (twenty pages)
Full documentation for Zakim.
-- http://www.w3.org/2002/03/RRSAgent (six pages)
Full documentation for RRSAgent.
-- http://dev.w3.org/cvsweb/~checkout~/2002/scribe/scribedoc.htm
How to generate meeting minutes from an IRC Log.