i’ve been doing a bunch of training on how to run working groups so that the folks i work with at various companies can also use this as a tool when i’m not around. also check out my post on how to facilitate a working group meeting, with plenty of tips on what to do once you’re in the room together! the outcome of a working group, how quickly you get to it, and how inclusive it is all depends on your ground rules and your attendees. that’s why being a subject matter expert is just one of five bullets; take a look around at who is modeling the behavior that you want everyone in your organization to emulate. your working group might meet forever and ever, but i recommend first developing a statement about the deliverable or goal of your working group, and use that as a soft dissolution point. in other words, how will you know when this working group should end?
what will you do during each meeting, and what will you need participants to do between each meeting? here’s an example agenda arc from the architecture principles working group i ran at meetup: and yes, we really did ship the list of architecture principles in just five weeks. it’s better to have an extra week of conference room booked than to go without it and suddenly need to scramble for a room. you’re probably working on delivering something that will affect a large group of people, and they won’t want to be surprised by it. each week you have the working group meeting, send another update on what happened, what the next steps are, and actionable things that are relevant to them. once the whole working group has shipped something big, communicate that in multiple mediums: all hands meeting, an email, etc.
in particular, it gives little guidance with respect to either form or submission deadlines for the artifacts of the session, namely, working group minutes and presentation slides. to unambiguously identify the agenda the header should at least contain the name of the working group and its acronym and the ietf meeting to which this meeting relates. all subtopics have a title, and in the most common case, somebody to speak for them. submitting meeting materials for ietf working group and bof sessions is the authoritative source for the submission procedure and the deadlines. ), they provide only vague guidelines, and note that the format and content of the minutes is to be “is defined by the chair and minute-taker”.
the main body of the minutes section must be a prose description of the issues discussed at the meeting and any apparent conclusions reached in the room. we try to present an example for a style that captures the gist of the meeting and a formatting that represents the structure of the meeting. the ietf secretariat webpages on the submission of meeting materials (“submitting meeting materials for ietf working group and bof sessions,” jan 2006.) as a presentation tool, magicpoint format documents must be converted to one of the above formats for submission to the secretariat. in general, the rule can be stated as follows: the working group chair can make changes to submitted minutes or presentation materials for six weeks from the friday of meeting week; however, the chair must have submitted some form of the materials to the ietf secretariat by the forth friday following the meeting week.
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