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Teleconference cheat sheet

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This is a distillation of the procedures used to manage the various robots during teleconferences. More in-depth information for these bots is available:

  • Zakim is the teleconference bridge. The IRC bot helps with participant, agenda, and queue management,
  • RRSAgent records IRC discussion for later generation into minutes. It can trigger Scribe to generate minutes, and also does action tracking, though this has been superseded by Tracker.
  • Scribe generates formatted minutes from the raw log recorded by RRSAgent. It accepts many commands inline in the log. An online interface is available to generate minutes after the fact.
  • Tracker tracks issues and action items.


BEFORE THE MEETING COMMENCES:

Step 1: Invite trackbot, Zakim and RRSAgent

  • trackbot, start telcon

Normally the above is all that is needed to get the teleconference going. The trackbot sets up the other bots with standard meeting information. if the above command doesn't work, it is necessary to set up the bots manually.

  • /invite Zakim #pf
  • /invite rrsagent #pf

Step 2: Set Meeting Info

  • rrsagent, set logs world-visible (for groups with open proceedings)
    • rrsagent, set logs member-visible (for member-confidential minutes)
  • scribe: ZakimName
  • ScribeNick: IRC_screen-name
  • meeting: WAI PF Weekly Teleconference
  • chair: Real_Name
  • agenda: URI
  • Previous: URI (provides pointer to last minutes)
  • present: (names separated by commas)
  • regrets: (names separated by commas)
  • rrsagent, pointer? (gives location of IRC log)
  • zakim, Wrong_Name is Correct_Name

2.1 Manually Entering An Agenda

  • agenda: this
  • agenda+ First Agenda Item
  • agenda+ Second Agenda Item
  • agenda+ Third Agenda Item
  • repeat as necessary, then:
    • agenda+ be done
    • zakim, save agenda (after agenda entered)

DURING THE MEETING:

  • trackbot, status? (shows the users trackbot knows about; use this to find the TrackbotName for an individual on the call)
  • ACTION: TrackbotName to ActionText - DueDate
  • RESOLVED: (resolution text)
  • RESOLUTION: (resolution text)
  • zakim, Gregory_Rosmiata is Gregory_Rosmaita
  • zakim, mute me
  • zakim, unmute me
  • correction syntax: s/rosmiata/rosmaita/
    • note: correction syntax for the IRC tracker is a sub-set of sed
  • q+ (puts you in the speaker queue)
  • q- (remove yourself from the speaker queue)
  • q+ to ask ...
  • q+ to say ...
  • present+ Real_Name (to add late arrivals)
  • present- PhoneCode (to remove coded IDs)
  • regrets+ Real_Name for last minute regrets
  • rrsagent, pointer? (gives location of IRC log)
  • zakim, choose a victim (randomly assigns a task to a participant)
  • Switching Scribes:
    • ScribeNick+ IRC_nick
    • after-the-fact: i/Text_Where_Scribe_Changed/ScribeNick: IRC_name
  • rrsagent, drop action # (to drop a malformed action)
  • close ISSUE-# (how to close an issue from IRC)
  • close ACTION-# (how to close an action item from IRC)
  • trackbot, status? (shows the users trackbot knows about)

AFTER THE MEETING ADJOURNS:

  • Turn RRSAgent Logging Off
    • use the following command to turn RRSAgent's logging function off, so that any bot instructions or side chatter that follows the meeting's adjournment are not included in the meeting's log:
      • rrsagent, stop log
  • Creating Minutes:
    • rrsagent, create minutes
    • note: the following 5 commands are synonyms:
      • rrsagent, draft minutes
      • rrsagent, format minutes
      • rrsagent, generate minutes
      • rrsagent, make minutes
      • rrsagent, publish minutes

DISMISSING ZAKIM AND RRSAGENT

1) zakim, please part (this will result in the output of attendees)

NOTE: non-staff members who are acting as scribe MUST effect any changes or corrections BEFORE dismissing RRSAgent; staff can edit slash manipulate minutes by appending a comma and the word tools to the URI for the minutes - for example:

http://www.w3.org/YYYY/MM/DD-IRC_Channel-minutes.html,tools

NOTE: the naming syntax for the automatically generated documents is:

http://www.w3.org/YYYY/MM/DD-IRC_Channel-minutes.html
http://www.w3.org/YYYY/MM/DD-IRC_Channel-irc

2) after dismissing zakim, issue an "RRSAgent, draft minutes" command to ensure that the attendees list is correctly populated -- use the plus (+) and minus (-) syntax to add or delete attendees, regrets, etc. -- remember that you MUST issue an "RRSAgent, draft minutes" command in order for the bot to execute your instructions -- every time you do so, be sure to REFRESH the document in the browser instance in which you are reviewing the draft minutes

3) VERY LAST STEP: rrsagent, please part (logs actions and resolutions)

4) email HTML and IRC log pointers to w3c-wai-pf@w3.org. Including a text dump of the minutes is optional, although appreciated by many, and also needed for tracker to link issues referenced in the minutes.