Stream: project-error-handling

Topic: Meeting Scheduling


view this post on Zulip Jane Lusby (Sep 19 2020 at 20:42):

We're planning on scheduling our first meeting for the week of the 28th. With any luck whatever time we settle on for the first meeting will become our regular meeting time, initially scheduled once every two weeks. If you're interested in attending the meetings please add your availability to this doodle doc

view this post on Zulip Jane Lusby (Sep 19 2020 at 20:42):

https://doodle.com/poll/fkmvqvpq6eu68igi

view this post on Zulip Jane Lusby (Sep 19 2020 at 20:42):

if you have any issues with adding your availability let me know in this thread

view this post on Zulip DPC (Sep 19 2020 at 22:52):

we haven't discussed if we are going to do voice meetings (over zoom or something) or textual ones (on zulip). I would prefer the latter and it's easier for others to follow as well, but i'm open to both

view this post on Zulip oliver (Sep 19 2020 at 23:24):

A transcript of recordings would be nice.

view this post on Zulip Jane Lusby (Sep 20 2020 at 01:32):

I'd prefer text

view this post on Zulip Joshua Nelson (Sep 20 2020 at 02:18):

text is nice because I can follow along as someone not in the working group :)

view this post on Zulip Joshua Nelson (Sep 20 2020 at 02:18):

(#t-compiler is probably tired of me interrupting their discussions by now :laughing:)

view this post on Zulip Jane Lusby (Sep 21 2020 at 16:57):

So far its looking like the most popular time is monday at 11 am

view this post on Zulip Jane Lusby (Sep 21 2020 at 16:58):

tho this doesn't work for my other co-shepherd

view this post on Zulip Jane Lusby (Sep 21 2020 at 16:58):

also it looks like @Charles Ellis O'Riley Jr. voted twice

view this post on Zulip Jane Lusby (Sep 21 2020 at 17:00):

I'd like to setup some sort of agenda and minutes for the meeting

view this post on Zulip Jane Lusby (Sep 21 2020 at 17:00):

if anyone has recommendations of other wgs that have this figured out that I can refer to that would be appreciated

view this post on Zulip Jake Goulding (Sep 21 2020 at 17:14):

This may sound like I'm joking, but I encourage running the meetings with an iron fist.

view this post on Zulip Jake Goulding (Sep 21 2020 at 17:14):

No agenda == no meeting.

view this post on Zulip Jake Goulding (Sep 21 2020 at 17:16):

Infra uses a paper doc for the agenda.

view this post on Zulip Jane Lusby (Sep 21 2020 at 17:17):

s/with an iron fist/with well defined structure/

view this post on Zulip Jane Lusby (Sep 21 2020 at 17:17):

lol

view this post on Zulip Jake Goulding (Sep 21 2020 at 17:18):

structure that is actually enforced though. Without the follow-through it's meaningless.

view this post on Zulip Jake Goulding (Sep 21 2020 at 17:19):

And I know you know this, but to state this clearly for any other readers: it's your group and you decide what you want from it. But you asked for recommendations :-)

view this post on Zulip Jake Goulding (Sep 21 2020 at 17:20):

You can see our last meeting

view this post on Zulip Jake Goulding (Sep 21 2020 at 17:22):

You can have mandatory open time as well. :wink:

view this post on Zulip Jake Goulding (Sep 21 2020 at 17:22):

e.g. infra usually has a set duration meeting and if there's time at the end Pietro opens it up.

view this post on Zulip Jane Lusby (Sep 21 2020 at 17:29):

how long does infra have their meetings scheduled for?

view this post on Zulip Jake Goulding (Sep 21 2020 at 17:29):

Looks like 1hr

view this post on Zulip Jane Lusby (Sep 21 2020 at 17:29):

k cool, that's what I wanted to start with for this pg

view this post on Zulip Jane Lusby (Sep 21 2020 at 17:32):

I think I'm gonna default to hackmd.io because thats what the libs team uses

view this post on Zulip Jane Lusby (Sep 21 2020 at 17:32):

and they already gave me access to the libs team hackmd

view this post on Zulip DPC (Sep 21 2020 at 19:18):

well i've been on both sides of the fence

view this post on Zulip DPC (Sep 21 2020 at 19:18):

(deleted)

view this post on Zulip DPC (Sep 21 2020 at 19:19):

side 1: have a meeting regularly with or without agenda
side 2: have a meeting only when there's something to discuss

view this post on Zulip Jake Goulding (Sep 21 2020 at 19:20):

If you wanna get fancy you can do both. Alternate every other week, for example. All about what you want.

view this post on Zulip DPC (Sep 21 2020 at 19:20):

it becomes difficult to track things and to know if people are still in the group over time

view this post on Zulip Jubilee (Sep 21 2020 at 19:23):

reduced frequency might make sense if there's expected to be nothing to talk about, e.g. if the project gets blocked on something, but it should probably still happen now and then even if purely as a keepalive ping.

view this post on Zulip Jake Goulding (Sep 21 2020 at 19:23):

or 30-min fixed, 30-min free. The free effectively ends up being office hours

view this post on Zulip DPC (Sep 21 2020 at 19:23):

time-wise i think 30 mins should be sufficient

view this post on Zulip Jubilee (Sep 21 2020 at 19:26):

like if I was on a hypothetical wg-specialization and everyone went "sooo we're basically waiting on Chalk, right?" "yeah." "cool, let's have a seasonal meeting then."

view this post on Zulip Jake Goulding (Sep 21 2020 at 19:27):

Everything is blocked on chalk/polonius

view this post on Zulip Jubilee (Sep 21 2020 at 19:27):

"once every 12 weeks let's make sure no one got hit by a bus."

view this post on Zulip Jubilee (Sep 21 2020 at 19:27):

I know it's... a Thing.

view this post on Zulip Jubilee (Sep 21 2020 at 19:28):

Actually are those like, related essentially? Or is it just "they happen to share some implementation details"?

view this post on Zulip Jane Lusby (Sep 21 2020 at 19:30):

so my thinking was have the meeting regardless of if there's an agenda, and always prioritize the agenda

view this post on Zulip Jane Lusby (Sep 21 2020 at 19:30):

so if going over the agenda takes the full hour then thats it, if it ends early then we can discuss whatever or adjourn early

view this post on Zulip Jane Lusby (Sep 21 2020 at 19:31):

but meetings always end at the hour

view this post on Zulip DPC (Sep 21 2020 at 19:32):

i think 30 mins should be sufficient

view this post on Zulip Jane Lusby (Sep 21 2020 at 19:32):

I'd be okay with 30 if it was once a week, but the current plan is once every two weeks, so I'd prefer 1 hour

view this post on Zulip Jane Lusby (Sep 21 2020 at 19:32):

we can see how it goes though

view this post on Zulip Jane Lusby (Sep 21 2020 at 19:32):

I definitely think we should be flexible based on how the first couple meetings go

view this post on Zulip Jubilee (Sep 21 2020 at 19:32):

there is also likely to be more to talk about the first few times, probably, since... kickoff.
If you happen to need less time than an hour in the future then you can just scale down.

view this post on Zulip Jane Lusby (Sep 21 2020 at 19:33):

exactly

view this post on Zulip Charles Ellis O'Riley Jr. (Sep 21 2020 at 19:36):

Jane, are you able to determine if someone was successful in signing up for the meeting?

view this post on Zulip Jane Lusby (Sep 21 2020 at 19:36):

I can see the list of ppl who've marked down their availability

view this post on Zulip Jane Lusby (Sep 21 2020 at 19:36):

not sure if you saw but I mentioned earlier that you seem to have entered your times twice @Charles Ellis O'Riley Jr.

view this post on Zulip DPC (Sep 21 2020 at 19:37):

just saying from past experience groups which reserved 1h at start and ended up at 30 :stuck_out_tongue: (we can always consider it 30 +30 emergency) but let's see how it goes

view this post on Zulip Jane Lusby (Sep 21 2020 at 19:38):

sounds good, ill definitely keep an eye on shortening the meeting

view this post on Zulip Jake Goulding (Sep 21 2020 at 19:44):

During the first meeting, you have everyone introduce themselves, tell two truths and a lie, and then what their favorite animal is. That can help eat up some time :wink:

view this post on Zulip DPC (Sep 21 2020 at 19:54):

or just pick the most controversial thread from this stream :stuck_out_tongue:

view this post on Zulip Jake Goulding (Sep 21 2020 at 19:57):

Remove Result / errors and replace them with {error codes, panics, closures}

view this post on Zulip DPC (Sep 21 2020 at 23:45):

@Jane Lusby looking at the doodle sheet so far, seems to be the best time where all the 3 shepherds are available and most of the sheep :sheep: members

view this post on Zulip Jane Lusby (Sep 21 2020 at 23:46):

let me double check the doodle rq

view this post on Zulip Jane Lusby (Sep 21 2020 at 23:46):

also, 3 shepherds?

view this post on Zulip Jane Lusby (Sep 21 2020 at 23:46):

afaik right now there's 2 shepherds + an advisor + a liason

view this post on Zulip DPC (Sep 21 2020 at 23:47):

let me recheck the initial github issue

view this post on Zulip Jane Lusby (Sep 21 2020 at 23:47):

also @DPC i've already talked to @Sean Chen about the 11 am timeslot that he marked maybe for, and he said that it should be fine, particularly given that we're doing the meeting in text rather than voice/video

view this post on Zulip Jane Lusby (Sep 21 2020 at 23:48):

so as far as I can tell 11 am is still the prime time slot

view this post on Zulip DPC (Sep 21 2020 at 23:48):

that's good then

view this post on Zulip Jane Lusby (Sep 21 2020 at 23:48):

sick

view this post on Zulip Jane Lusby (Sep 21 2020 at 23:48):

ty for helping with this btw

view this post on Zulip DPC (Sep 21 2020 at 23:48):

no worries :smile: happy to help

view this post on Zulip DPC (Sep 21 2020 at 23:51):

just to clarify and for benefit of others, it's the 18.00 UTC slot right? ()

view this post on Zulip Jane Lusby (Sep 21 2020 at 23:51):

correct

view this post on Zulip DPC (Sep 21 2020 at 23:52):

@**Ashley Mannix* isn't available at that time though so i hope that's fine

view this post on Zulip Jane Lusby (Sep 21 2020 at 23:52):

for one hour, I'll setup an agenda hackmd tomorrow I think and create a thread for it so people can start suggesting topics for the meeting

view this post on Zulip Jane Lusby (Sep 21 2020 at 23:52):

oh shit good point

view this post on Zulip Jane Lusby (Sep 21 2020 at 23:54):

okay in retrospect I think you're right

view this post on Zulip Jane Lusby (Sep 21 2020 at 23:54):

Its pretty important that our lib teams liason is able to make the meetings

view this post on Zulip Jane Lusby (Sep 21 2020 at 23:55):

so lets tenatively do 3pm PST / 22.00 UTC

view this post on Zulip Ashley Mannix (Sep 21 2020 at 23:59):

Tuesday September 29? Lemme check my calendar and see why I'm not available... :upside_down:

view this post on Zulip Jane Lusby (Sep 22 2020 at 00:00):

@Ashley Mannix monday i think, let me double check

edit: yea, monday the 28th

view this post on Zulip must-compute (Sep 22 2020 at 00:01):

To reduce confusion, I think it helps to use Zulip's time tag. It auto-converts to the local timezone of each participant:

view this post on Zulip Jane Lusby (Sep 22 2020 at 00:01):

thats sick

view this post on Zulip Jane Lusby (Sep 22 2020 at 00:01):

how do you use that?

view this post on Zulip must-compute (Sep 22 2020 at 00:01):

type <time and it will show a pop-up calendar time selector, and complete the tag for you

view this post on Zulip Jane Lusby (Sep 22 2020 at 00:02):

:thumbs_up:

view this post on Zulip must-compute (Sep 22 2020 at 00:03):

I just learned it by viewing the source of @DPC 's comment here: https://rust-lang.zulipchat.com/#narrow/stream/257204-project-error-handling/topic/Meeting.20Scheduling/near/210814453

view this post on Zulip Jane Lusby (Sep 22 2020 at 00:03):

okay so @Ashley Mannix the one you're unavailable for is and the one you are available for but which has 2 fewer people able to attend is

view this post on Zulip Ashley Mannix (Sep 22 2020 at 00:03):

Looks like you can type in ISO8601 directly too: <time:2020-09-29T08:00:00+10:00>

view this post on Zulip Ashley Mannix (Sep 22 2020 at 00:04):

@Jane Lusby Ah, that first one I'm not available for is just because it's 4am local time for me, but that's ok :smile: I can make that time :+1:

view this post on Zulip Jane Lusby (Sep 22 2020 at 00:04):

:grimacing: you sure???

view this post on Zulip DPC (Sep 22 2020 at 00:04):

ah ye someone noticed it and posted it in #zulip so i normally use that and it's pretty neat :stuck_out_tongue:

view this post on Zulip Ashley Mannix (Sep 22 2020 at 00:05):

Yep :smile: Chances are I'll be up anyways :laughter_tears:

view this post on Zulip Jane Lusby (Sep 22 2020 at 00:05):

alright, lol, it is

view this post on Zulip Ashley Mannix (Sep 22 2020 at 00:05):

I'll put it on the Libs calendar! Is that repeating every 2 weeks?

view this post on Zulip Jane Lusby (Sep 22 2020 at 00:05):

yes

view this post on Zulip DPC (Sep 22 2020 at 00:06):

does that send the calendar invite?

view this post on Zulip Ashley Mannix (Sep 22 2020 at 00:06):

@DPC Oh I actually don't think I've posted a ICS for the Libs calendar yet. I'll add one to the readme and drop a link in here too for anybody that wants to subscribe to it

view this post on Zulip Ashley Mannix (Sep 22 2020 at 00:14):

Done! Here's an ICS for the calendar: https://calendar.google.com/calendar/ical/9kuu8evq4eh6uacm262k0phri8%40group.calendar.google.com/public/basic.ics

view this post on Zulip Ashley Mannix (Sep 22 2020 at 00:15):

It's also posted on the rust-lang/libs-team repo

view this post on Zulip Ashley Mannix (Sep 22 2020 at 00:16):

Oops.. Might've picked the wrong day :|

view this post on Zulip Ashley Mannix (Sep 22 2020 at 00:17):

Fixed :sweat_smile:

view this post on Zulip Jane Lusby (Sep 22 2020 at 00:20):

hypee

view this post on Zulip DPC (Sep 22 2020 at 01:19):

closing the doodle then :smile:

view this post on Zulip Jane Lusby (Sep 22 2020 at 01:20):

tyvm!

view this post on Zulip Seán Kelleher (Sep 22 2020 at 07:53):

Is there a Google Calendar link for this?

view this post on Zulip Jane Lusby (Sep 22 2020 at 12:19):

yes, it's like 10 msgs back in the history

view this post on Zulip DPC (Sep 22 2020 at 13:26):

that's .ics though which doesn't work on non-apple devices (or does with some pain :grinning: )

view this post on Zulip Jason Smith (Sep 22 2020 at 15:20):

I imported the Google Calendar invite into Google Calendar and I am not seeing a meeting place. Is that still TBD, or am I just missing it?

view this post on Zulip Jane Lusby (Sep 22 2020 at 15:22):

let me check the event

view this post on Zulip Jane Lusby (Sep 22 2020 at 15:23):

yea it didn't mark it down, the meeting place is zulip chat

view this post on Zulip Jane Lusby (Sep 22 2020 at 15:23):

we'll make sure to update it to note that

view this post on Zulip Jason Smith (Sep 22 2020 at 15:24):

That makes it easy. Thanks!

view this post on Zulip oliver (Sep 22 2020 at 16:00):

There is a Libs team calendar, link on the GH

view this post on Zulip oliver (Sep 22 2020 at 16:02):

https://github.com/rust-lang/libs-team

view this post on Zulip DPC (Sep 22 2020 at 16:21):

(you can copy the invite to your calendar from there, just have to set the recurring part)

view this post on Zulip oliver (Sep 22 2020 at 16:36):

You can always put in a PR to have the README.md updated

view this post on Zulip Ashley Mannix (Sep 23 2020 at 03:59):

I’ll update the invite 🙇‍♂️

view this post on Zulip Charles Ellis O'Riley Jr. (Sep 24 2020 at 15:48):

ok. I'm getting use to this Zulip app. I voted twice because I wasn't sure I did it corredtly the first time. In any event I'll be at the meeting on the 28th. I just need to know the time.

view this post on Zulip Charles Ellis O'Riley Jr. (Sep 24 2020 at 16:02):

Jane Lusby said:

also it looks like Charles Ellis O'Riley Jr. voted twice

Sorry about voting twice. Just set up a time and I'll be there

view this post on Zulip Jane Lusby (Sep 24 2020 at 16:29):

the time is on the calendar, I'm sorry I haven't got back to u with it yet, I'm still on my phone and can't use the auto timezone localizing tag on this client

view this post on Zulip Jane Lusby (Sep 24 2020 at 16:29):

it's 11 am PST

view this post on Zulip Jane Lusby (Sep 24 2020 at 18:58):

Meeting Time:

view this post on Zulip Charles Ellis O'Riley Jr. (Sep 25 2020 at 00:55):

Start time: 11 am PST is 1pm CST. Thanks

view this post on Zulip DPC (Sep 25 2020 at 01:00):

for clarity, because timezones can be really messy: (this will display the time in your timezone, so you don't have to worry about converting it)
The meeting is at

view this post on Zulip teor (Sep 25 2020 at 07:00):

Unfortunately, I'm not seeing a time zone conversion in the Zulip iOS app.

Instead, I see:

The meeting is at 2020-09-28T20:00:00+02:00

To check the conversion, look at the time zone (the "+02:00" part), and make sure it matches your local time zone.
Or convert from the UTC time, which is 2020-09-28 18:00:00 UTC.

view this post on Zulip DPC (Sep 25 2020 at 10:56):

ah didn't know about that. Reported it in #zulip

view this post on Zulip Nelson J Morais (Sep 25 2020 at 14:12):

hey now I'm confused with what I seen on my zulip. (android app)

so if I see:

2020-09-28T20:00:00+02:00

means

a) meeting will be at 20h of the 28th in my local time.

b) I need to add X amount of time to the hours being X what follows after the plus sign

?

view this post on Zulip Jane Lusby (Sep 25 2020 at 14:13):

(deleted)

view this post on Zulip Jane Lusby (Sep 25 2020 at 14:14):

I'm not actually sure @Nelson J Morais , what timezone are you in?

view this post on Zulip Nelson J Morais (Sep 25 2020 at 14:15):

right if was UTC I wasn't especting the +2 hours, and I would be confident in making the conversion.. that plus sign is making me nervous :sweat_smile:

view this post on Zulip Nelson J Morais (Sep 25 2020 at 14:16):

I'm in Europe/Lisbon

view this post on Zulip Nelson J Morais (Sep 25 2020 at 14:16):

same time as UK London

view this post on Zulip must-compute (Sep 25 2020 at 14:22):

https://time.is/1800_28_Sept_2020_in_UTC
This URL will show you the meeting date/time in your local timezone (it should convert it from UTC)

view this post on Zulip Nelson J Morais (Sep 25 2020 at 14:23):

I've logged in desktop and in fact the date is on my local time, i just need to figure it out what token/format DPC used for that :smile:
image.png

view this post on Zulip Nelson J Morais (Sep 25 2020 at 14:23):

thanks @must-compute !

view this post on Zulip Jane Lusby (Sep 25 2020 at 14:32):

it's <time: @Nelson J Morais

view this post on Zulip Jane Lusby (Sep 25 2020 at 14:33):

on the desktop app typing that gives you a date popup box

view this post on Zulip Nelson J Morais (Sep 25 2020 at 14:34):

ok, thanks Jane!
Yeah. on desktop it does the convertion, on Android Zulip app it doesn't.

view this post on Zulip Nelson J Morais (Sep 25 2020 at 14:38):

Now that i know the exact time i'll try to show up to the meeting, lemme just find out that calendar/agenda url :smile:

view this post on Zulip DPC (Sep 25 2020 at 16:00):

you can also subscribe to the calendar event, and depending on the way your google calendar is set up you can get a reminder 30 mins in advance :smile:


Last updated: Jan 29 2022 at 10:01 UTC