Re: [w3c/webcomponents] 2020 Spring Virtual F2F (#855)

I think it'd be worth doing more preparation than usual ahead of the upcoming meeting to compensate for the serious challenge of doing the meeting entirely remotely.

* We've often put together an agenda on the whiteboard at the beginning of the meeting and allocate time for various topics. We'll need something to replace that whiteboard.
* Additionally, I think we often spend quite a bit of time at the start of each topic trying to reconstruct who cares about the topic, why it's on the agenda, where the discussion stopped at the last meeting or how the discussion may have evolved online.
* It may be harder in an online forum to wrap up a topic and definitively move on to the next one.

Proposal:
1. Create a live agenda document that updates in real time so everyone can see where we're at.
2. Before the meeting, ensure that each proposed topic has an advocate. If that person's time allows, they'd be encouraged to prepopulate the agenda with a 1–3 sentence summary of where things stand on the topic and what people should be prepared to discuss.
3. At the start of the meeting, we'll agree on the numerical order in which we want to discuss the topics and how much time we want to allocate. That goes in the live agenda.
4. When we're ready to start a topic, the designated advocate will kick of the discussion with a concise summary of where things stand and what we need to talk about.
5. When we're ready to wrap up on a topic, an agenda secretary will record the *summary* of the discussion in the agenda. This secretary is not the scribe; they're just focused on the agenda. By being able to see the resolution or follow-up steps in writing, it should be easier for remote participants to agree on their understanding and prepare to move on to the next topic.
6. We update the agenda as we go.

If something along these lines sound useful, I volunteer to act as that agenda secretary.

I put together a sample [live agenda document](https://docs.google.com/document/d/1lpy6k_ZlI5iVo-Y0vJaDfFAQvYRjpZqUcSlnOex2A0Q/edit#heading=h.9ut5sja3keva) based on what's currently on the wiki. That document is open for anyone to edit. I prepopulated it with topics based on what was on the agenda in September 2019 and what's on the wiki page. People who want to keep adding to the wiki can obviously do so — I could move over the content before the meeting — but I think we'll want more detail before the meeting starts than just topic names and links.

A separate point we need to consider is producing meeting minutes. Historically we've had a rotating volunteer scribe record notes in IRC, then another volunteer publish those online. Doing the meeting online (Google Meet, I'm guessing?) opens up the possibility of automated transcription. It appears that Meet can generate captions, but turning those into a transcription requires a Chrome Extension. If there are other options, we could look at those. While automated transcription might not be ideal, it might suffice, and it would free up all participants to focus on the conversation.

We'll also need to make heavy use of a speaker queue. We've historically used Zakir in IRC, and could continue to do that. Alternatively, TC39 uses https://tcq.app and one of my colleagues has had a good experience with that. (TCQ has its own, much more rudimentary, representation of an agenda.)

-- 
You are receiving this because you are subscribed to this thread.
Reply to this email directly or view it on GitHub:
https://github.com/w3c/webcomponents/issues/855#issuecomment-598793839