How To

From Dataset Exchange Working Group

How to create meeting pages/agenda

Before the meeting

On the wiki open a recent meeting page/agenda

  • Hit edit at the page level and copy the entire content of the box
  • Cancel out of edit
  • Modify the url in the browser to be the new url for the agenda (generally a new date). This gives you a “create page” wiki page
  • Paste the copied agenda
  • Modify the copied agenda to the new agenda - in particular, change into "TBD" the info about what is yet to be decided (e.g., scribe)
  • Add/modify agenda items
  • (!) Change all dates in the agenda to the new date, except the date of the previous minutes to the correct date of the previous meeting
  • Save this agenda then return to the meetings page. Under "More" (to the left of the search box) select "Refresh" to see the new meeting in the page

Pay special attention to the items under "annotations" because those are used to fill in the meetings page.

After the meeting

Don't forget to update the meeting page by specifying the missing information (e.g., scribe).

How to start a meeting on IRC, generating minutes, etc.

NB: Detailed instructions are provided in the Scribe 101 page, explaining also how to specify meeting title, link to agenda, chair, scribe, regrets.

  W3C Telecon Resources:
  Zakim instructions in English
  Basic instructions in Portuguese

To start the meeting, check that trackbot is in the IRC channel (it usually is). If not, type:

/invite trackbot

(Subgroup meetings may need to specify the irc e.g. /invite trackbot #dxwgdcat)

Then you can type:

trackbot, start meeting

That should invite zakim and RRSAgent and generally get things ready to go. As a reminder: the Zakim IRC bot handles things like the speaker queue, RRSAgent handles the minute-taking, present and regrets list etc.

Please note that you will see a message that Zakim does not see any meetings scheduled at this time. This is a reference to the old conference bridge (also called Zakim) that is no longer in use. Scheduling is now done under the WebEx system. If you're feeling nostalgic for the old Zakim greeting, it's archived (of course).

Once you have started the meeting, you should see all three bots running:

If any are not in the room, type /invite and then the name of the bot followed by the relevent channel e.g.

/invite Zakim #dxwgdcat

/invite rrsagent #dxwgdcat

During the meeting you may need to set the access permissions on the chat log with this command:

RRSAgent, make logs public

Then to create the minutes, type

RRSAgent, draft minutes