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2023-10-18 PC Meeting Hygeine and Efficency Agenda and Meeting Notes

2023-10-18 PC Meeting Hygeine and Efficency Agenda and Meeting Notes

Owned by Alexis Manheim
Last updated: Jan 09, 2024

Date

Attendees

TimeItemWhoNotes

Follow up on Time Zone inclusiveness discussion at 9-25-23 PC meeting
Paul Moeller 

From Terence Ingram (NLA): Paul thanks for asking. The short answer is that it would be great to have an opportunity to participate. But noting the challenges on timezone across the globe and the small size of the community in this region, I think scheduling regular but not every week (maybe monthly) meetings in a time that can work is probably a good place to start. In terms of practices, at this stage, some groups have reached out directly to me and either moved a series of meetings or focus for us to engage with. Others are planning to running additional meetings on a topic at a better time for us. In terms of timing we have found that 7am - 10am Australian Eastern Standard Time seems to work well with US ET as that means a 4pm-6pm meeting in the US. We have also done 7pm times when Europe is involved. But it always means that one timezone is a super inconvenient time.


Need to communicate topics and find out how NLA wants to be involved. Need more information from them. What are their goals? Which groups have they already met with? Can they share any documentation with us?

Follow up from 2023-10-04 Meeting Hygiene and Efficiency subgroup



How to use the Zoom Timer App Set a timer

The timer app can be started from within a Zoom meeting and from the Apps tab in the Zoom client. Users can manually set the timer or choose from convenient presets.

  1. Open the Timer app in the desktop client or during a meeting.
  2. Click the Timer tab.
  3. Enter the desired hours, minutes, and seconds using your keyboard or by using your mouse to click the up/down time toggles.
  4. (Optional) In the bottom left corner of the app, click the audio icon  to toggle the audio alarm when the timer runs out.
  5. (Optional)(In-meeting) In the bottom right corner of the app, click the Show timer to all toggle  to control if just you or all participants will see the timer.
  6. Click Start to begin the current timer.


Future topic cleanup and page for non-PC community member suggestions
  • Martina Schildt will share on slack and see if we get comments and need to discuss later at a meeting
  • questions:
    • align with SIG reports table (target group SIG conveners)
    • align with implementers topics tables (target group Community members) 
    • proposal: I will try to align with SIG report table by adding a "request" option to the table
  • Shared with PC and feedback that we should align with new SIG reporting format. Martina will add a request option to the community member suggestions.

    Martina Schildt Advertise new page around slack.

Strategic agenda planning


Elevate issues to the Tri-council to be discussed at those meetings when necessary
Structure reporting from PC have subgroups where there are no PC members on them
Ex: Browser support (has this group formed yet?)

How can we better keep track of things, doing what we've promised

Remind the community what the councils do
PC does not control resources and make all the/overarching decisions
Bring up at the tri-council meeting next week (we forgot to do this)

Reminding people what the councils do isn't really a hygiene issue except that talking about it derails meeting discussions. Perhaps for onboarding?


Expectations for PC members. How can we make members more prepared?

Something to review beforehand, easily accessible
background or new information, not too much
Set up more subroups/working groups to deal with certain tasks – asking less involved folks to join

Presentations and how to follow up – cap to 30 min and having a structured process/mechanism for follow up
follow up with asynchronous work, note time when topic starts in recording for those who could not be there



Set goals for the group
Annual goals like we set at WOLFCon – Yes continue with this!

Annual process for setting goals at WOLFCon
Martina will check Easyretro board to see if she can find out who added this item and what they meant – she did not find anything

Let's stick with annual goals!


Create tasks from meeting notes

Minute taker can add a task and tag the person


  • Alexis Manheim Ask minute takers to add tasks when something is assigned

After reviewing tasks, if any are unassigned, post on PC only channel and ask for volunteers


Action items

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