Telecom Chairing Checklist - cplusplus/LEWG GitHub Wiki

Pre-Meeting Checklist

0. Make an agenda.
1. Assign each agenda item a time budget.
2. Ensure each agenda item has a champion.
3. Distribute a draft agenda at least two weeks ahead of time.
4. Send a reminder about the meeting 24 to 48 hours before the meeting.

Start-of-Meeting Checklist

0. Start a chair notes document (see templates below).
1. Find a minute taker.
2. Record attendance.
3. Record the agenda, date, time, and minute taker identity.
4. Ensure you have sufficient quorum (# of attendees + relevant stakeholders).
5. Remind everyone about the patent and IP policies.
6. Remind everyone about the recording policies.
7. Remind everyone about the Code of Conduct.
8. Remind everyone about ongoing mailing list reviews; mention the specific topics under consideration.
9. Remind everyone about ongoing electronic polls; mention the specific topics under consideration.

Polling Checklist

0. Draft wording for a statement (not a question) that you wish to poll on.
1. Describe the intent of your poll.
2. Ensure the minute taker is recording the poll.
3. Ask the room for input or clarifying questions on the poll.
4. Decide whether you wish to make any changes to the poll wording based on input.
5. Inform the room that you are now taking the poll, and discussion must cease until the poll is over.
6. If applicable, ask if there is any objection to unanimous consent/dissent.
7. Take the poll.
8. Record the number of attendees present, number of authors present, author position, date, and time.
9. Ask if anyone wishes to explain how they voted or if anyone wants to request an explanation for a certain vote (attendees may always decline such a request).
10. State and record what the outcome of the poll was, which will be one of the following:
    • No objection to unanimous consensus in favor.
    • No objection to unanimous consensus against.
    • Unanimous consensus in favor (no neutral or against votes).
    • Unanimous consensus against (no neutral or for votes).
    • Strong consensus in favor (no against votes).
    • Strong consensus against (no for votes).
    • Consensus in favor.
    • Consensus against.
    • Weak consensus in favor.
    • Weak consensus against.
    • No consensus.

Post-Meeting Checklist

0. Acquire the minutes from the minute taker.
1. Finalize chair notes.
2. Create a wiki page for the discussion (see templates below).
3. Post the attendance, minutes, and chair notes to the wiki.
4. Update the relevant GitHub issues. The issues must be either closed or marked with the "needs-revision" tag unless the outcome of the discussion was inconclusive and the same topic needs to be discussed again without any new information.