[admin] roles and group working mode - wiki notes

I have updated the Annotation WG wiki with a draft summary of roles and working mode, also included below.

https://www.w3.org/annotation/wiki/Main_Page

My intent is to record the material for the agenda topic on today’s call, as well as to make it easier on the scribe.

We can update this as appropriate, it is a draft I quickly put together.

regards, Frederick

Frederick Hirsch, Nokia
@fjhirsch


Roles and Work Mode
The purpose of the roles and work mode is to enable the working group to contructively achieve the goals outlined in the charter.
Roles
Chair(s)
the role of the chairs is to lead the group so that it can make progress, without necessarily driving the technical approaches.
The chairs leadership includes setting agendas, steering the group, working with human aspects of teams, running meetings, coordinating with others, working with the team, ensuring the process is followed, etc.
Scribe(s)
The role of scribes is to record all decisions, actions and issues noted by the group during meetings, as well as recording significant discussion so that topics need not be revisited.
Everyone in a meeting should consider it their responsibility to help the scribe.
If speaking and making a complicated point - offer to type the summary into the chat yourself
if there is an error in the log, correct it during the meeting (see Scribe Instructions)
if the scribe needs to speak, offer to fill in

Editor(s)
The role of the editors is to prepare drafts that accurately incorporate decisions of the working group, as well as preparing drafts for publication as decided by the working group. When preparing for publication the editors update the title page, status section accordingly, as well as performing validation, link, spelling and publication rules checks. The Editors must not use the editor role to preempt WG decisions.
Team
The team works with the Chairs to help lead the group, works to establish membership in the group, ensures the process is followed and works with the Director to advance the work appropriately, helps with technical issues and all round is very much part of the work. They may also contribute significantly to the work.
Work Mode
Decisions
The working group will make many decisions including decisions on how to resolve technical issues, to publish working drafts, whether to advance documents in the process among others. These decisions are made by consensus (which does not necessarily mean unanimous consent although that is prefered).
Decisions should be made such that everyone active in the Working Group is able to particpate in the decision. Decisions can be made at a meeting, teleconference or F2F, if the bulk of the membership is present. In the case where the chairs believe this would not include much of the WG, a Call for Consensus (CfC) may be made. This is an email outlining the proposed resolution for a decision and calling for response within a short period, typically 1-2 weeks. No response means agreement. At the end of the period the responses are evaluated. Typically CfC's end in support (since they are typically made with knowledge of rough agreement).
Participation
There are many ways to participate, but participating in the mail list is important as it provides visibility to all members (as well as the public), and a record of the discussion for later review. Participation in meetings, especially F2F meetings, is extremely valuable as it allows discussion where text can be misunderstood. Building a social well-functioning team also has value.
The Working Group especially needs participation in creating implementation, providing implementation feedback and test cases and testing. This is often not apparent at the outset, but is essential to progress the work. Doing this early can help the group avoid re-work.
Mail List
Please be respectful when using the mail list and only use it for WG related material. It is helpful to provide useful subject lines, including [topic] at the start to refer to various deliverables (e.g. [anchoring], [data model], [serialization] etc). Be respectful on the list of others.
Referencing Work Group Materials
Referencing the editors draft is probably wisest to have the latest changes. When sharing a review draft for comment it probably makes sense to reference a published TR draft. Obviously drafts can change, so be warned.
Revision Management
The group will determine how to manage document revisions and change control.
Issue Management
The group will determine how to manage and record issues.
Action Management
The group will determine how to manage and record actions.
Meeting Time
Meetings will typically start on time, out of respect to those who are in attendance.