Wikimedia Technical Committee/Processes

T125218

Overview
ArchCom has a number of web pages and a number of routines that the group performs on a weekly basis. These include: Members of ArchCom should budget roughly 20% of their time fulfilling architectural leadership goals. Furthermore, the team often relies on facilitation help from non-ArchCom members.
 * Private video call
 * Public IRC meeting

This page is expected to become documentation of the ongoing responsibilities (e.g. routines  and habits) expected from ArchCom and the supporting members.

Meeting Prep

 * The meeting organizer creates meeting minutes/agenda in a google doc and adds a link to the next meeting instance.
 * Through the week RFCs accumulate in the "Inbox" column of the Acrhcom-RFC board.
 * Committee members may add items to the agenda for the next meeting.

First Meeting
The meeting has an organizer and a detailed note-taker.

Goal:

Process the latest RFCs and review anything that has been overlooked. It should also give a space of other business and conversations between the Committee members.

Agenda:
 * Organizer reviews last action items and quickly summarizes agenda.
 * The Committee checks anything that has been put into the meeting agenda. These are usually from committee members
 * Discuss and sort anything in the “Inbox”
 * If a task needs a shepherd, move it to “needs shepherd” and it will be dealt with in the second hour
 * If it needs more discussion, add an action item for a committee member or sub-set of members and add it to the backlog column.
 * If an RFC was triaged in the committee meeting, add a note to its Phabricator task (as needed)
 * If the inbox runs out early, check if there is anything worth bringing up for the agenda in the current meeting or set up for the next meeting.
 * Some useful questions before heading to other business:
 * Any RFC ripe for a conversation?
 * Is there anything that is time sensitive?
 * Other business
 * This is a flexible section as time allows
 * There are topics which are listed in this section of the agenda. They may sit there for a long time. They can be discussed if people want to nominate them and if time allows.
 * Review proposed agenda for next week's RFC meeting on the google doc.

Architecture Committee Office Hours
Time: Every Wednesday from 2pm -3pm Pacific

Goal:

Publicly discuss, sort an assign tasks in the "Ready for RFC Meeting" and "Needs Shepherd" columns.

Agenda:
 * All attendees join the "#wikimedia-office" chat in IRC.
 * The organizer pulls tasks from the "Ready for RFC Meeting" and "Needs Shepherd" columns.
 * Post them in the chat
 * Attendees discuss details.
 * The task should be handled so that it is either: Set to "Stalled", assigned, moved to the correct column (or any combination of these)

Note: The meeting is time boxed. Interaction and discussion are more valuable than task processing.

Wrap-up and activities until the next meeting

 * Organizer copies committee meeting minutes from Google Docs to mediawiki.org
 * Copy RFC meeting minutes from Meetbot to mediawiki.org
 * Closer to the date, announce the RFC meeting agenda on wikitech-l (retain?)

Followup shepherd duties

 * Contact authors of RFCs to triage and ask them if they want a meeting
 * propose working groups?
 * contact people on older RFCs to see if they can move forward?