Re: Telcon Schedule.... logistics

This sounds like a good idea, Elgar (especially since we already have a Google Calendar that is poorly advertised and not updated when meetings are cancelled). It also seems like you can change the description of each event separately (even though they are recurring), so the agenda could probably also be kept in these event descriptions.

I think an automated reminder 1 day prior  the event could be sufficient (and would keep the number of reminders per week at a bearable level). Looking at the Google calendar, on average there seem to be one teleconference per working day at the moment! 

 - Matthias


From: Elgar Pichler 
Sent: Thursday, April 19, 2012 8:51 PM
To: Michel Dumontier 
Cc: Joanne Luciano ; Helena Deus ; public-semweb-lifesci hcls ; M. Scott Marshall 
Subject: Re: Telcon Schedule.... logistics


I personally am a fan of Google Calendar, and all the problems described in this thread could be solved with it. Why not 
  a.. Task and HCLS chairs should set up the proper recurring events on Google Calendar. 
  b.. Explicitly set the time zone for those events. 
  c.. Then explicitly invite "public-semweb-lifesci hcls" <public-semweb-lifesci@w3.org> to each recurring event. 
  d.. Add reminders for 1d and 1h prior to event (or set those 2 reminders as default for the HCLS calendar overall). 
  e.. Change the agenda for the single events as needed, or cancel a single event if the meeting is off. 
Doing that will insure that
  a.. the event/agenda is up to date 
  b.. time zone differences will be handled automatically 
  c.. event updates and cancellations will be sent to the <public-semweb-lifesci@w3.org> list 
  d.. reminders will be sent automatically to the <public-semweb-lifesci@w3.org> list 
  e.. (Google) users who poll the HCLS calendar will always get the correct and most up to date events on their calendar, at the correct time slot.
That doesn't take care of the wiki yet, but maybe we could do a Google Calendar display or list of events feed on our wiki pages. (http://support.google.com/calendar/bin/answer.py?hl=en&answer=1186917#site)


Cheers,
Elgar




On Thu, Apr 19, 2012 at 13:24, Michel Dumontier <michel.dumontier@gmail.com> wrote:

  Hi!
    Each call has a reserved time slot, but the reminders are the official declaration that a meeting will happen. Task and HCLS chairs should prepare and send out the agenda no later than the day prior (and preferably a week before). 
    I have to apologize, as I have been traveling extensively in April to far flung places in Canada with poor Internet.  I'll be resuming my regular calls as of May 1.
     Cheers,
  m.


  On 2012-04-19, at 12:05 PM, Joanne Luciano <jluciano@gmail.com> wrote:


    Hi Helena, 


    I'm very appreciative of the reminders +1


    I'd like the wiki to be reliable too. (I think may have I've over-compensated and missed too many meetings in the past - now I'm showing up when it scheduled and there's no call (although Matthias also dialed in.)


    Joanne




    On Apr 19, 2012, at 11:59 AM, Helena Deus wrote:


      I agree with Joanne, the calendar can't entirely be trusted so the most distracted among us will need a reminder from the chairs as to when these hcls telcos happen :)


      On Thu, Apr 19, 2012 at 4:53 PM, Joanne Luciano <jluciano@gmail.com> wrote:

        Hi Michele, Scott,


        I dialed into the the telcon today, 2nd time this happened recently and it was only Matthias and me that were there. No reminder was sent, but we do have a regularly scheduled telcon, so I made sure to catch an early train so I could be back at my desk in time.   So, are we having regularly scheduled telcons or are we having telcons only when reminders are sent?  (Just so I can plan accordingly)


        I'm needing to schedule a meeting and need to know if there's going to be a call this coming Tuesday (April 24th).  The Wiki isn't clear re: Linked Life Data -- Is "Tuesday at 12pm EST"  every Tuesday (in which it would be goo to have the plural (or to be explicit) or is it once a month?
        Is Maximizing the utility.... -- the un-indentation and bullets are confusing -- I'd fix, but I don't know what's correct.


        Thanks!!!


        Joanne


        I'm also confused as to whether there is a meeting this coming tuesday.  I can't tell from the Wiki -- 
        Life Sciences 
        Maximizing the utility of linked life science data, ontologies and services. 
        2nd Tuesday at 11am EST. Next call May 8, 2012.
          a.. Linked Life Data: Best practices in creating, publishing, linking, querying and visualizing linked life data. Tuesday at 12pm EST. 








      -- 
      Helena F. Deus 
      Post-Doctoral Researcher at DERI/NUIG
      http://lenadeus.info/