QA/Automation/Meetings/How To Handle A Meeting

Prepare the Meeting Page

The meeting page should be created as soon as possible but at least a day before the meeting will happen. It's necessary so that everyone has a chance to update their own status.

The following steps have to be performed:

• In the meeting page create a link to the next meeting. Please make sure that if it goes into a new month you add that too.
• Copy the Meeting Template into the new page.
• Copy the action items from the previous meeting into the top of the next meeting.
• Add your name behind chair of the meeting.
• Update the links to the previous and next meetings at the top of the page.
• Update the links under Personal status and Meeting notes to be more relevant

Send out Email Announcements

A day before the meeting will happen, copy the email template below and send it to the following mailing lists:

• dev-quality: dev-quality@lists.mozilla.org
• dev-automation: dev-automation@lists.mozilla.org
• mozmill-dev: mozmill-dev@googlegroups.com

Email template

  Subject: QA Automation Services Meeting, %Month% %DAY%, 2011 at 1:30pm PTD   

  Hi,
  
  Tomorrow we will have our next QA Automation Services team meeting.
  Everyone who is interested is welcome to join.
  
  See the agenda for details:
    <INSERT LINK TO MEETING HERE>
  
  If you are involved into a project, please don't forget to update your
  personal status.
  
  Vidyo:  https://v.mozilla.com/flex.html?roomdirect.html&key=PGtLpx3XQGJz
  Phone:  650-903-0800 or 650-215-1282 x92 Conf# 315 (US/INTL)
          1-800-707-2533 (pin 369) Conf# 315 (US)
  IRC:    irc://irc.mozilla.org:6697/#automation

Review Meeting and send Notes

As a note taker during a meeting you are responsible to also send out a follow-up email with a link to the meeting notes and the action items, which should also be added to the wiki. Just reply to the email from above.