LCOO Meeting Facilitator Guidelines

Meetings are scheduled and conducted using Webex which several of the coordinators have corporate license to. It provides a hosted solution for Extranet meetings and is among the top industry solutions for organizations. If a meeting facilitator does not have access to a Webex account they should seek assistance from another member who does to schedule the call. You can still create agenda and meeting invites and even facilitate - though wouldn't have access to Webex meeting privileges.
Meeting agenda and minutes during the meeting is done in an Atlassian page.
1. As a template open: Meeting Planner/Notes Template. You can copy it using that command from the ... menu
2. The guideline is to include the Webex invite logistics (URL and dial in #s) and a section to capture the attendee/contributors linked to their account for people exploring the notes later to reach out to them.
3. Update the LCOO Confluence Meeting page Meeting notes with the agenda link when you send invite to better notify those not invited but potentially interested about upcoming meetings.
4. Add entry to the LCOO calendar here: https://openstack-lcoo.atlassian.net/wiki/calendar/mycalendar.action
During the meeting collaboration is done by all participants by clicking Edit in the Agenda page. Putting their name into the page serves as record of attendance. Action Items are called out with @task to facilitate post meeting activities. Note that all participants are simultaneously saving and editing the same copy.
Post Meeting:
1. Update the LCOO Confluence Meeting page Meeting notes removing the Etherpad link from upcoming meetings and adding the link to the new blog page in the recent meeting's section.

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LCOO Meeting Facilitator Guidelines

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