Using the IRC channel to document teleconferences

Adapted from (Tom Baker) by Antoine Isaac.

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.

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
     <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
                Previous:  2010-06-17
                Regrets:   Ray, Tom, Andras, Ed, Karen, Ross, Herbert, Nicolas
                Regrets+   [add here last moment regrets]
                rrsagent, please make record public

2. Everyone else joins

2.1. Attendees join an IRC channel in one of the following ways:
     -- irc:// - by clicking on this in their browser
     -- (port 6665), #lld  - by using an IRC client
     -- - 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>    + +
     <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

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 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>     ->
     <michaelp>   -> 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

4. Actions and decisions are recorded

4.1. Scribe records an action ("ACTION:")
     <michaelp> ACTION: All to comment on the 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 [recorded in]

     * RRSAgent records action 4
     <michaelp>   --continues
     <michaelp>   --dropped
     <michaelp>   --done

4.3. Scribe records a decision ("RESOLVED:")
     <michaelp> RESOLVED: Next telecon will be 14 November, 1600 UTC

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/

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 michaelp

6.4. Chair closes Zakim and RRSAgent
     <antoine>   zakim, bye
     <--| Zakim has left #lld
     <antoine>   rrsagent, bye

7. Scribe edits and posts minutes

7.1. Scribe downloads and edits the HTML file
     -- Saves 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 tree.

7.3. Scribe posts link to edited minutes to

Further reading

-- (one page)
   Who is using Zakim now; a link to the Zakim calendar.

-- (one page)
   How to join a conference, mute your audio, raise your hand, etc.

-- (one page)
   How to log into IRC before calling, hide Zakim commands from 
   the agenda, manage the speaker queue.

-- (one page)
   When to mute your phone, when to use IRC instead of talking.

-- (twenty pages)
   Full documentation for Zakim.

-- (six pages)
   Full documentation for RRSAgent.

   How to generate meeting minutes from an IRC Log.