Scribing a teleconference
Before the call
Scribes, please do this several minutes before the start of the meeting. I think you can do this up to 1 hour before the scheduled meeting time.
Enter the following commands in the #mw4d IRC channel:
- /invite rrsagent #mw4d
- /invite zakim #mw4d
- zakim, this will be mw4d
- rrsagent, make logs public
- Scribe: YourName
- ScribeNick: your_irc_nickname
- Meeting: MW4D
- Chair: Name_of_the_chair
During the call
Enter the following commands in the #mw4d IRC channel.
- To indicate who is at the meeting:
Present: Name, Name, Name
To add names:
Present+ Name - At the start of a new topic:
Topic: What the new topic is - To record what someone says, put their name or initials and a
colon:
Stephane: strongly support change - What to record:
- You don't need to record everything that it said, just the "jist" of the relevant comments
- Make sure to record final decisions carefully
- Feel free to ask for clarifications of who is speaking, for important things to be repeated, for someone to scribe their own thoughts (if they are in IRC), or for the meeting to pause momentarily so you can catch up with scribing
- to record an action type: ACTION: name to do foobar (it should be clear what is the action indepedently of the context)
- to record a resolution type: Resolution: the_resolution (again should be understandable without context)
At the end of the call
Do the following right after the meeting:
- Type: rrsagent, draft minutes
Being a Participant
Before calling-in, it is recommended that you join irc first. Then, when you join the teleconference, you will see on irc the teleconference bot announcing the new participant through an entry like: +a_number or +a_name (like +stephane) or something like +??P1. This is how you are recognized by the teleconference. in order to facilitate identification, type: zakim, what_is_after+ is me
e.g.: zakim, ??p1 is me
During the teleconference, there are 2 actions you can do:
- put or remove yourself from the speaking queue:
- To put you on the queue, type: q+
- To remove you from the queue: q-
- mute or unmute your phone line:
- To mute yourself: zakim, mute me
- To unmute: zakim, unmute me
You might also want to make remarks, jokes, comments off record. for that type: /me my off_record_comments
If there is noise on the teleconference, anybody can check who is making noise through the command: zakim, who is making noise ?
and the teleconference bot will list the line with their percentage of volume. Usually, one line (which is not the speaker line) has a value above 20%, and is the one noisy.
In that case, the participant should mute himself, and unmute when only he needs to speak.
For a complete list of commands affecting zakim teleconference bot, type: /msg zakim help
For a complete list of commands affecting rrsagent minute taking bot, type: /msg rrsagent help
Being a Chair
There are few more commands for the chair:
- To know who is connected to the teleconference: zakim, who is here ?
- To know who is on the speaking queue: q?
- To ack someone (removing him from the queue): ack name
- To drop someone from the teleconference (in case of unidentified participant, or a noisy line): zakim, drop name
Scribe List
The selection mechanism is simple: the one who have the oldest date in his list is the next scribe.
This list contains people who participated at least once to a teleconference.
- Adesina
- Bill
- Evan
- Jacob
- JD
- Jeff: July 7
- Ken
- Lauri
- Marianne
- Raphael
- Renjish
- Stephane: August 18, August 4, July 28
- Tadao