Che Dev Meetings hygiene

Managing the Che community meetings

The week before the meeting

1. The week before the meeting, on Thursday, send out a reminder email to che-dev soliciting agenda items for agenda (include link to agenda doc)
2. Contact PMs and tech leads to see if there are any topics they would like to propose
3. Look at GitHub latest release notes for major features that have landed, or are in design & review phase, and contact the reporter to ask if they would like to discuss the topic on the meeting
4. Review list of Che community users and plan at least one Community Spotlight session per month - it's best to try to schedule out ~3 months, and mix OEMs, users, and active community developers for the Community Spotlight.
5. Ensure that details for joining the meeting in the Che Dev Meetings wiki page are correct

The day of the meeting

1. Fill in the "Releases" and "Previous and upcoming events" sections in the agenda doc.
2. Ensure that there is at least one person helping take notes from the meeting (ask @benoitf) - the minutes are very valuable for those who did not attend
3. Join promptly on time!
4. Start recording before introducing the meeting
5. At the start of the meeting, say "welcome to the Che Community Meeting for $DATE"
6. Share the screen with the agenda doc and share the link to the agenda in the BlueJeans chat.
7. After the agenda items, ask for any other items or questions, and solicit agenda items for future meetings, before closing the meeting
8. At the end of the call - don’t forget to stop the recording.

Hints

• Make sure your internet connection will be stable during the meeting. For example, it doesn’t depend on an electricity cut-off or prepare a backup with a mobile phone connection.
• Make sure you’re logged in to BlueJeans to be able to start the recording.
• If possible use two BlueJeans windows on different monitors in order to see the participants while sharing the screen.
• Turn off your microphone when another speaker is speaking.
• Keep track of time. A call should last no longer than 1 hour.

After the Che Dev Meeting

Archive the meeting doc

Note: for making a copy of a meeting doc, make sure that you are using your personal Google account, and not a corporate one (e.g. Red Hat). This is important for making the published doc accessible for everyone and not for the corporate domain members only.

1. Open the archived Google doc folder and add it to your Starred Google docs folders. If you don’t have access to that folder ping @sunix on mattermost.
2. Make a copy of the Google doc: Menu > File > Make a copy (remove Copy of prefix) and save it to the archived folder that you just added to your Starred Google docs.
3. Publish the archived doc: Menu > File > Share > Publish to web. Copy its URL to use in the steps described below. (:warning: publishing is currently allowed if logged-in with a Red Hat google account only).
4. Paste the archived doc URL to the original doc, in the Archived community call notes and minutes section. Pay attention to name the link with the right date.

Prepare the original doc for the next meeting

1. Update the doc title and the first line with the date of the next call.
2. Reset the content from Topic to Chat room snapshot using this template

Update the Che Dev Meetings wiki page

1. Create a section for the most recent meeting
2. Include the plain text agenda items from the Google Doc in the Agenda section
3. Link to agenda and minutes with the archived Google Docs of the previous meeting

Managing meeting video

1. In the Bluejeans account used to run the meeting - access the recordings page
2. Make the recording globally viewable, and enable downloading
3. Download the video, and upload it to YouTube under the Che account
4. Add the meeting to the Che meetings playlist, change the title to Che Community Meeting $DATE, and include the agenda in the description
5. In Advanced settings set the license to Creative Commons

Post meeting minutes to the mailing list

Write an email to che-dev including the agenda, a link to the agenda and notes, and a link to the video