185 lines
7.3 KiB
Markdown
185 lines
7.3 KiB
Markdown
---
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title: "Calendar and Meeting Guidelines"
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description: |
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Calendar and meeting guidelines, best practices, tips and troubleshooting
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guidance.
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---
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# Calendar Guidelines
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Project meetings are a life line of the Kubernetes project. Consistent
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calendaring is a challenge with many different clients, corporate policies,
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time zones and various iterations of Daylight Savings Time. This guide should
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help you navigate some of the common pitfalls and provide some tips & best
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practices.
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Please feel free to PR in your favorite tips and tricks that may help others.
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- [Calendar Guidelines](#calendar-guidelines)
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- [Establishing a New Meeting](#establishing-a-new-meeting)
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- [Testing Permissions](#testing-permissions)
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- [Transferring Ownership](#transferring-ownership)
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- [Tips](#tips)
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- [Viewing Kubernetes Project Calendars](#viewing-kubernetes-project-calendars)
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- [Adding Events to Your own Calendar](#adding-events-to-your-own-calendar)
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- [Calendar Event Template](#calendar-event-template)
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- [Title](#title)
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- [Description](#description)
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- [Example](#example)
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- [Troubleshooting](#troubleshooting)
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- [Permissions Impacted After Changing Positions or Role](#permissions-impacted-after-changing-positions-or-role)
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## Establishing a New Meeting
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_"I'm a chair for a SIG or WG and need to set up a meeting."_
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This procedure will create a calendar that allows for you and all your SIG/WG
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Chairs or Tech Leads to edit and manage the meetings.
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**NOTE:** As of March 2019, this is the current best practice. However with the
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addition of [gsuite], this practice may change soon.
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1. Use a poll service such as [doodle] that will help you get a good pulse on
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your community and when they can meet.
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2. Create a [new shared calendar] titled "[SIG|WG] Foo Shared Calendar" from
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a gmail/google account that will not have problems sharing or posting
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information publicly. This may mean using a personal gmail account if your
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corporate policies restrict sharing. See [Testing Permissions] to validate
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you can share your calendar.
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- Creating a shared calendar is essential. If you change jobs, email
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addresses, or take a break from the project it allows for a smooth transfer
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of ownership.
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3. [Configure access permissions and sharing:]
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- Make all event details publicly accessible.
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- Share it with full rights ("make changes and manage sharing”) to your SIG/WG
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lead mailing list and contributors@kubernetes.io.
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- Let your other chairs and leads know they can accidentally delete a calendar
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while trying to delete it from theirs.
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- Share with view permissions only (“see all event details”) to your SIG/WG
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mailing list.
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4. Once you have a time cadence settled from your members, create a calendar
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invite with the shared calendar as the owner. Configure it with the
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following settings:
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- Name it “[SIG|WG] Foo [Time Cadence ex: Biweekly] Meetings”.
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- Set sharing to public. **NOTE:** most gmail accounts will have a "default
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visibility" setting enabled. Default visibility is usually "private" and
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will need to be set to "public".
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- In the calendar invite body - include your meeting notes, zoom information,
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and any other pertinent information that you want your group to know.
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### Testing Permissions
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Make sure your work account doesn't have restrictions for public viewing of
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calendar invites you create. If you are unsure, test this with other
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contributors before sending it to mailing lists. This is applicable for both the
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calendar entry itself and the shared calendar if you are the chair creating it.
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## Transferring Ownership
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If a chair is offboarding, ensure that shared calendar permissions are
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configured. Once the calendar has been migrated, send out a new invite to ensure
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there are no possible ghost-entries in member's calendars.
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## Tips
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### Viewing Kubernetes Project Calendars
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_"I'm a contributor and want to see one of/all of the SIG calendar(s)."_
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Public Kubernetes Events can be seen on the [Public Community Calendar].
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All of the SIGs and WGs have meeting agendas with detailed information at the
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top. You can get this information from the [SIG/WG list]. Join their mailing
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list for the most up to date calendar invites. Chairs will always invite the
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entire mailing list to their events.
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### Adding Events to Your own Calendar
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Don't copy calendars if you can help it. Copying the calendar onto your calendar
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will prevent you from getting updates like a canceled meeting. Join the main
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[contributor mailing list] and any [SIG/WG list] that is of interest.
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Accept the invite from the sender and you'll have the updates.
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### Calendar Event Template
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In case you are creating a calendar event and wondering what to include in it, here is a recommended template.
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#### Title
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```
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[SIG-<name>] <meeting title>
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or
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[WG-<name>] <meeting title>
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```
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#### Description
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```
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<One line intro about the SIG/ WG. Can include github links>
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Time: <Weekly/ biweekly/... or is the meeting for a fixed time and till when?>
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Meeting notes & agenda: <Hyperlink to the meeting notes doc>
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Zoom link: <Zoom invite link. Preferably include app client link, web client link, and dial in information page link>
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Additional info: <Any extra info/ links can be provided here>
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Livestream link: <optional>
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YouTube playlist: <optional>
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Google group: <optional>
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```
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#### Example
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> SIG-Contribex: Weekly Contributor Comms Meeting
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>
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> https://github.com/kubernetes/community/tree/master/communication/contributor-comms
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>
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> **Time**: Weekly on Friday from 8-9am PT
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>
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> **Meeting Notes & Agenda**: https://docs.google.com/document/d/1IlHAJ131akGhI5ffF4OoVW0PrsVY4C0BB8l-UyQaQVo/edit
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>
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> **Zoom link**:
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>
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> App: https://zoom.us/j/XXXXXXXXX
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>
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> Web Client: https://zoom.us/wc/join/XXXXXXXXX
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>
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> Dial in numbers: https://zoom.us/u/bacaZSMhA
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## Troubleshooting
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### Permissions Impacted After Changing Positions or Role
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_"I'm a chair and the person that created the meeting is either no longer with
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the project or no longer at an employer that holds the invite"_
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If the calendar was created as a shared calendar with edit rights granted to
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other chairs and leads they should be able to edit the invite and migrate
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ownership without issue. If you do not have permissions, check first by sending
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an email to contributors@kubernetes.io. Permissions may have been granted that
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team and they will be able to facilitate the change in ownership.
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If there is no shared calendar and still one owner, ask the person to transfer
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it to a shared calendar or you'll need to create a new one. In these cases it
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often best to just create a new one to avoid any possible issues with the
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previous calendar. It doesn't hurt to recreate a meeting invite every few months
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to refresh invites sent to the group.
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[gsuite]: https://github.com/kubernetes/community/issues/3362
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[doodle]: https://doodle.com
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[testing permissions]: #testing-permissions
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[new shared calendar]: https://support.google.com/calendar/answer/37095?hl=en
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[configure access permissions and sharing:]: https://support.google.com/calendar/answer/37082?hl=en
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[SIG/WG list]: /sig-list.md
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[Public Community Calendar]: https://calendar.google.com/calendar/embed?src=calendar%40kubernetes.io&ctz=America%2FLos_Angeles
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[contributor mailing list]: https://groups.google.com/forum/#!forum/kubernetes-dev
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