Merge pull request #745 from sgibson91/meeting-facilitator-checklist

Create a checklist for collab cafe facilitators

.github/ISSUE_TEMPLATE/collab_cafe.md

@@ -12,7 +12,7 @@ Here are the details for our next Collaboration Cafe!
 - HackMD link: https://hackmd.io/@sgibson91/jupyterhub-collab-cafe
 - Video link: https://meet.jit.si/jupyterhub-collab-cafe
 - More info:
-  - Docs: https://jupyterhub-team-compass.readthedocs.io/en/latest/meetings/collab-cafe/index.html
+  - Docs, including a facilitator checklist: https://jupyterhub-team-compass.readthedocs.io/en/latest/meetings/collab-cafe/index.html
   - Blog: https://blog.jupyter.org/online-collaboration-caf%C3%A9-launch-jupyterhub-team-meetings-to-become-more-collaborative-spaces-b713edadf15
 
 A reminder that this is a large block of time, so arriving late or dropping early if required is normal and to be expected.

docs/meetings/collab-cafe/facilitator-checklist.md

@@ -0,0 +1,50 @@
+(collab-cafe:facilitator-checklist)=
+# Facilitator Checklist for Collaboration Cafes
+
+This document provides a list of actions for a facilitator to take, and when, when running a Collaboration Cafe.
+
+All links for running the cafe will be in a GitHub issue that should be created [after the previous meeting](collab-cafe:facilitator-checklist:after).
+
+## Before the Meeting
+
+**1 week before:**
+
+- Post a comment on the issue in the Team Compass repo reminding folk that the meeting is one week away
+- _TBA: Any updates to announcements posted in other spaces, e.g., Discourse, Gitter, Twitter/Mastodon, etc._
+
+**1 day before:**
+
+- Post a comment on the issue in the Team Compass repo reminding folk that the meeting is the next day
+- _TBA: Any updates to announcements posted in other spaces, e.g., Discourse, Gitter, Twitter/Mastodon, etc._
+
+## During the Meeting
+
+```{admonition} Jitsi tip
+:class: tip
+If you join the jitsi link a few minutes before the meeting starts, you'll see a "Waiting for the Moderator to start the meeting" message. You can claim moderator status by signing in (using GitHub will suffice). You can then manage breakout rooms and such.
+```
+
+- Welcome everyone and remind them that the meeting is being held under [Jupyter's Code of Conduct](https://jupyter.org/governance/conduct/code_of_conduct.html)
+- Encourage attendees to sign their name into the shared document and add any agenda items they'd like to discuss
+- Ask for a volunteer to act as the primary note taker, but emphasise that notes are collaborative and all attendees should add to them, especially when dealing with complex topics
+- Work your way through the shared document, starting with intros and celebrations before moving into the main agenda
+    - Try to ensure everybody who wishes to gets an opportunity to speak. Keep an eye on the Raised Hands in the meeting.
+    - Try to keep an eye on timing so that all the topics can be covered without overrunning. This may mean interrupting some discussions and suggesting they be continued asynchronously (Gitter, Discourse, or GitHub are good places to point folk to).
+    - Make sure to leave time for any questions before moving into the next agenda item.
+- To close out the meeting, thank everyone for attending and remind them of the timezone of the next meeting.
+
+(collab-cafe:facilitator-checklist:after)=
+## After the Meeting
+
+- Archive the shared document into the Team Compass repo
+    - https://github.com/jupyterhub/team-compass/tree/main/docs/meetings/collab-cafe
+        - 1 file per year
+        - The files have the meeting notes in reverse chronological order - so paste the new notes in the top of the file!
+        - Copy the attendee list, celebrations (if not empty) and the agenda
+        - Run the file through [md-format with GitHub Flavoured Markdown support](https://pypi.org/project/mdformat/) and tweak any remaining formatting so that the file will render nicely
+        - Open a PR that will close the issue related to the past meeting
+- Setup for the next month's meeting
+    - Clear the shared document of topics and notes
+    - Update the date, time and time converter link in the info box at the top of the shared document
+    - [Open a new meeting issue](https://github.com/jupyterhub/team-compass/issues/new?assignees=&labels=&projects=&template=collab_cafe.md&title=JupyterHub+and+Binder+Collab+Cafe+%7C+%5BMonth%2C+Year%5D) and populate with the information you just updated in the shared document
+    - _TBA: Advertise in other places, e.g., Dicourse, Gitter, Twitter/Mastodon, etc._

docs/meetings/collab-cafe/index.md

@@ -22,6 +22,12 @@ You can feel free to use this time as a way to get on with your own JupyterHub-r
 
 ### Default rooms
 
+```{admonition} Deprecated!
+:class: warning
+This section has been deprecated as a matter of consistent practice.
+However, the facilitator should feel empowered to revive it for particularly busy meetings.
+```
+
 There are some rooms that will always be available to those who require them or are not sure where to get started.
 
 - **Onboarding:** If you are new to the JupyterHub project, a member of our team can give you an introduction and answer your questions in this room
@@ -30,6 +36,16 @@ There are some rooms that will always be available to those who require them or
 
 ### Suggesting a breakout topic
 
+```{admonition} Deprecated!
+:class: warning
+This section has been deprecated as a matter of consistent practice.
+However, the facilitator should feel empowered to revive it for particularly busy meetings.
+
+Instead, topic proposers should add their topic to the "Agenda" section of the hackmd in the following format:
+
+- [name=Your Name] (estimated length of discussion): topic description
+```
+
 There is a template in the HackMD, and copied below, that topic proposers should follow.
 This template ensures that there is enough information about each topic for folk to decide which room they'd like to join without having to go talk through each of them in the main room.
 
@@ -48,9 +64,21 @@ This template ensures that there is enough information about each topic for folk
 ## Hosting a Collaboration Café
 
 Any member of the JupyterHub community should feel empowered to host a Collaboration Cafe if they so wish.
+As well as information in the following sections, you can find a checklist of action items within the [](collab-cafe:facilitator-checklist)
+
+```{toctree}
+:max-depth: 2
+facilitator-checklist.md
+```
 
 ### HackMD running notes and assigning breakout rooms
 
+```{admonition} Deprecated!
+:class: warning
+Assigning breakout rooms has been deprecated as a matter of consistent practice.
+However, the facilitator should feel empowered to revive it for particularly busy meetings.
+```
+
 - The running notes for the Collaboration Cafe are kept here: <https://hackmd.io/@sgibson91/jupyterhub-collab-cafe>
 
 Participants are invited to check-in and propose a topic, or sign up to participate in a topic someone else has suggested.
@@ -68,6 +96,12 @@ There is an explainer video that demonstrates how to create and manage breakout
 
 ### Time keeping
 
+```{admonition} Deprecated!
+:class: warning
+This section has been deprecated as a matter of consistent practice.
+However, the facilitator should feel empowered to revive it for particularly busy meetings.
+```
+
 - The shared timer is available here: <https://cuckoo.team/jupyterhub-collab-cafe>
 
 The Collaboration Cafe is structured in [pomodoro sprints](https://en.wikipedia.org/wiki/Pomodoro_Technique) and they are timed using the above shared timer.
@@ -85,7 +119,6 @@ Each file represents one year, and entries within a file are in reverse choronol
 
 ```{toctree}
 :maxdepth: 1
-
 2024 <2024.md>
 2023 <2023.md>
 ```