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Meeting-Scheduling.md

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Secretary's Notes on Meeting Scheduling

The OASIS Community Platform is the system of record for OASIS TC operations (as of March 2024). The OpenC2 TC uses Lucid Meetings to conduct TC and SC meetings. The following notes capture some useful details regarding the meeting scheduling process. The Lucid Meetings Fundamentals: Start Here page provides an introduction to how things are organized in Lucid. The keys to efficient scheduling in Lucid are to update the meeting agenda template and room membership prior to scheduling a meeting series.

General Notes

  • This arrangement requires TC and working meetings to be scheduled in both OASIS & Lucid
    • The TC has been scheduling recurring meeting series in 6-month blocks
    • Scheduling meeting series generates a flurry of calendar invitation emails. Consider sending a "warning order" email to the TC mail list so that members aren't surprised.

      • NOTE: as of September 2024, we have resumed sending invitations from both platforms due to the OASIS Community Platform requiring a prior RSVP before a member can record their attendance for a meeting.

    • Consider creating a matrix (example at the end of this note) so you can check off each meeting series as it's scheduled.
    • Working meetings (which occur three times per month) require scheduling a series for each session (i.e., 1st Wednesday, 2nd Wednesday, 4th Wednesday are scheduled as three separate series)
    • The monthly TC meeting's first and second sessions likewise require scheduling a series for each session
      • NOTE: Lucid added a feature in early 2022 to copy a meeting agenda from a previous meeting. This means it's now easier to schedule the second session TC meeting with a trivial agenda template, and then copy the agenda from the first session into the second session once the first session has adjoured.
  • The person who schedules a meeting in Lucid is automatically a facilitator, others need to have their role changed to facilitator.
    • TC co-chairs and the Secretary are facilitators for monthly TC meetings.
    • TC co-chairs, and the Secretary are facilitators for all working meetings. Work product editors will be specified as presenters for their work items in the working meeting agendas
  • Use the Monthly / Same Day of Week repeat schedule for meetings (to get, e.g., second Wednesday of month) in both systems
  • Uncheck the box in Lucid to receive emails for RSVPs if you don't want to get flooded.
  • Only Facilitators and Participants can raise hands in Lucid, so set people's roles accordingly. Our convention has been:
    • TC meetings: TC co-chairs and Secretary are facilitators
    • Working meetings: TC co-chairs and Secretary are facilitators; work product editors are made presenters for their portions of the agenda so they can edit them.
      • NOTE: Lucid only allows one presenter per agenda portion, so if there are multiple editors for a work product one should be identified as the presenter for any particular meeting.
    • Lucid Meetings roles are explained here
  • Need to use "Edit series attendees" in Lucid to change attendee information for an entire meeting series if you later want to add people or adjust roles
    • Click on the meeting in your Dashboard / Calendar
    • Click on the Attendees tab
    • Select "(Edit series attendees)" in the space above the table of attendees
  • The entire TC membership is invited to all TC and working meetings

For efficient scheduling in Lucid:

  1. Go into the OpenC2 "room"
  2. Pick the agenda template for the meeting being scheduled;

    NOTE: it's worthwhile reviewing and updating the agenda template before scheduling a block of meetings to make sure the content is current as of scheduling time, and to ensure all TC members in the "room" are added to the template as attendees.

  3. Schedule the meeting (set date, time, repeats, end criteria for repeats; repeats should use the monthly / day of week setting)
  4. Add people (sort the room members by role, add all Members / Observers; guests are only invited on a one-off basis)
  5. Adjust roles for facilitators
  6. Send invite email

We're a big "room" by Lucid standards, some actions take a little time for processing. Some processing happens in the background (e.g., invitation email generation and sending), but not all (e.g., adding people to a meeting series). Occasionally you may get a "504 Gateway Time-out" error on the latter; if that happens backtrack to the meeting page (meet.lucidmeetings.com/meeting/xxxxxx) to continue. Confirm that the people have been added (they usually have). If you run into issues, the Secretary has an account with the Lucid Meetings support system, and has been very pleased with the quality of their support.

Example Meeting Scheduling Matrix

Example Scheduling Grid