Teleconferences

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Meeting times

The meeting times used by the SSN XG have changed in function of the daylight saving times of the Southern hemisphere and of the Northern hemisphere:

  • April-October meeting times: to alternate as follows, beginning with "Week a" on Wed 7th April (Thursday in Australia):
  • November-March meeting times

Instructions for Participants

bots-med.png

Participation Requirements

Only SSN XG Participants are allowed to participate in teleconferences, but the Group is open. Read more on participation.

How-to join - Phone

SSN-XG teleconferences information
Day: Tuesday or Wednesdays (UTC and Boston-time, one day later for Australia)
Time: 20:00-21:00 UTC = 3:00pm-4:00pm Boston local (lookup other timezones)
Phone number: +1.617.761.6200 (Boston) or +33.4.26.46.79.03 (France) or +44.203.318.0479 (UK/London?)
Conference code: 7769 ("SSNX")

Please, remember to dial "#" right after the conference code. If everything goes well, you should hear a beep meaning you've just joined the conference, and could hear other participants.

The teleconference system at W3C is called Zakim. There are more detailed instructions on how to use it. Zakim has an accompanying and useful IRC bot. Please read next section to learn more about it.

How-to join - IRC

In short, IRC is an online chat. IRC is used at W3C in conjunction with phone at meetings.

If you have not used IRC before, there is introductory information, useful tips and tools at: http://www.irchelp.org/ where there's also a FAQ. You can install an IRC client (some at the URLs above) or use a Web interface, such as the one at W3C or Mibbit (read Mibbit's privacy terms). The data needed to configure IRC is below.

SSN XG Teleconference IRC information
Server: irc.w3.org
Port: 6665 (try port 21 if you have trouble)
Channel: #ssn

There will be usually some suspects among the channel users that are not actual conference participants. Those are called IRC bots and are kind of software that can run some automated scripts. The three most commonly found are zakim, RRSAgent and trackbot. They react to some commands they identify written on the text. You can learn more about the bots at:

You are also welcome to join the IRC channel at any time. You'll find there from time to time the chairs, group participants and people interested in this work.

Tracking Issues, Actions and Resolutions

The group uses a tool called Tracker to track actions, an issue, action and resolution tracking tool for W3C Groups, with Web, IRC and email interfaces; e.g. trackbot is the IRC bot. The Group's tracker Web interface is at:

Please, read more about tracker and its interfaces at: http://www.w3.org/2005/06/tracker/

Regrets (July/August 2010_

The group used a questionnaire to record teleconf regrets

Scribe duties vs. Chair duties in the SSN XG

(credits: eGov Scribe List method; note (Laurent): this is how this is done in the eGov working group.)

Our scribe basically only has to do the "During the meeting" part.

Meetings are minuted and minutes are public. Scribe duties rotate among XG participants, so all should be familiar with these instructions.

Scribe duty:

  • Taking minutes during the meeting.

Chair duty:

  • Cleaning up the minutes after the meeting.
  • Circulating the minutes to the staff contact within 24h after the meeting concludes (staff contact will circulate them to public-xg-ssn@w3.org).
  • Adding a link to the Agenda and Minutes from the Meetings page.
  • Updating the Scribe List.

Instructions for scribes

Scribing - Capturing the minutes of meetings

Meetings are minuted and minutes are public. Scribe duties rotate among SSN-XG participants, so all should be familiar with these instructions.

This is just a quick intro into generating minutes from the IRC logs. For full reference, please see " The Zakim IRC Teleconference Agent", "The RRSAgent IRC Bot" and "Generate Meeting Minutes from an IRC Log".

Make yourself familiar with the scribing instructions and conventions at:

Instructions for chairs

Meeting setup (done by the chair)

Cheat sheet for chairs (Tom Baker)

Getting started

This bit is now done by the trackbot, just tell him to:

trackbot, start telcon

Set up the agenda

agenda+ Item one
agenda+ Item two
agenda+ Item three

Initializing the minutes

In an ideal world, the above has been done prior to the start of the meeting (by the meeting chair). The meeting title is inserted by the trackbot (see above)
After the minute taker ('scribe') has been selected, type

Chair: ZYX
ScribeNick: XYZ


Once, it has been decided who's taking the minutes, this part is her/his responsibility:

See Instructions for scribes (above)

During the meeting

Topic: Debate on Feature X
Mike: Feature X is great
... and easy to implement. //Mike's statement continues.
ACTION: Frank to order lunch

For advanced scribing: have a look at the scribing instructions and conventions at:

Again, this part should be done by the meeting chair...

End of the meeting

zakim, bye
rrsagent, make log public
rrsagent, draft minutes
rrsagent, bye

Rotate the minutes and edit the respective section on the main page.

Finally, update the Scribe List: After a scribe (generally from the top of the list) has completed his/her turn, he/she should be reinserted in the list at a new position determined by starting at the bottom and moving up until the number of minutes scribed by him/her (and linked from the right column) is lower than the ones listed below him/her. Thus, participants who remain at the top of the queue for weeks don't win an advantage (delaying their next scribe responsibility) by skipping meetings.