This is documentation about best practices when running virtual meetings at Tor.
This is documentation about best practices when running virtual meetings at Tor.
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[[_TOC_]]
## Software for virtual meetings
## Software for virtual meetings
- IRC: we usually run public meetings via text only. Those are logged in [Meetbot](http://meetbot.debian.net/tor-meeting/).
- IRC: we usually run public meetings via text only. Those are logged in [Meetbot](http://meetbot.debian.net/tor-meeting/).
- Tor's Big Blue Button: we run voice/video meetings for public or private meetings. When those meetings are recorded we use [Youtube](https://www.youtube.com/c/TorProjectInc/playlists) to publish the recordings.
- Tor's Big Blue Button: we run voice/video meetings for public or private meetings. When those meetings are recorded we use [Youtube](https://www.youtube.com/c/TorProjectInc/playlists) to publish the recordings.
[Documentation on conferencing software](https://gitlab.torproject.org/tpo/tpa/team/-/wikis/howto/conference/) to run virtual meetings.
[Documentation on conferencing software](https://gitlab.torproject.org/tpo/tpa/team/-/wikis/howto/conference/) to run virtual meetings.
## Writing meeting's notes
## Writing meeting's notes
Notes are taken collaboratively in etherpads in https://pad.riseup.net. They are saved in https://nc.torproject.net at the end of the meeting.
Notes are taken collaboratively in etherpads in https://pad.riseup.net. They are saved in https://nc.torproject.net at the end of the meeting.
[Agreements](AllHandsAgreements) we have for the All Hands's meetings.
[Agreements](AllHandsAgreements) we have for the All Hands's meetings.
## Best Practices when preparing and running meetings
## Best Practices when preparing and running meetings
* Check list before the meeting
* Check list before the meeting
* Check your audio setup before joining the meeting, ideally with another participant on the same platform you will use.
* Check your audio setup before joining the meeting, ideally with another participant on the same platform you will use.
* Find a quiet place to meet if possible.
* Find a quiet place to meet if possible.
* Mute your microphone when you are not speaking.
* Mute your microphone when you are not speaking.
* How to create the agenda
* How to create the agenda
* It should include:
* It should include:
* goals: why this meeting should happen.
* goals: why this meeting should happen.
* desired outcome: what do you want to get from meeting.
* desired outcome: what do you want to get from meeting.
* process: how it will happen (is it a presentation, discussion, etc)
* process: how it will happen (is it a presentation, discussion, etc)
* time: how much time people need to reserve for it. Include the starting time in UTC.
* time: how much time people need to reserve for it. Include the starting time in UTC.
* room: room where you are going to meet.
* room: room where you are going to meet.
* Send the agenda before the meeting so everybody know what to expect.
* Send the agenda before the meeting so everybody know what to expect.
* Roles to consider having at the meeting
* Roles to consider having at the meeting
* Note taker: the role could be rotated through the meeting (if it is a long one).
* Note taker: the role could be rotated through the meeting (if it is a long one).
* Time checker: this role will check that we are on time. If the meeting will take more time then this role will check with people to see if it is ok to extend the meeting.
* Time checker: this role will check that we are on time. If the meeting will take more time then this role will check with people to see if it is ok to extend the meeting.
* Energy checker: check periodically on how people are doing (if they need longer breaks, energy levels).
* Energy checker: check periodically on how people are doing (if they need longer breaks, energy levels).
* Facilitator: this role will facilitate the process to go through the agenda. They will
* Facilitator: this role will facilitate the process to go through the agenda. They will
* hold space and pace of the conversation
* hold space and pace of the conversation
* use the agenda as a roadmap to guide the group toward desired outcomes
* use the agenda as a roadmap to guide the group toward desired outcomes
* clarify the process as the meeting progress
* clarify the process as the meeting progress
* Time
* Time
* Take a break every 40 minutes
* Take a break every 40 minutes
* Get consensus from the group if the meeting needs to be extended.
* Get consensus from the group if the meeting needs to be extended.
* Have a list of norms/agreements for engagement for the meeting. An example could be:
* Have a list of norms/agreements for engagement for the meeting. An example could be:
* Listen deeply, listen for understanding and intent.
* Listen deeply, listen for understanding and intent.
* Make "I" statements.
* Make "I" statements.
* Take space/Make space.
* Take space/Make space.
* Confidentiality of the current space.
* Confidentiality of the current space.
* Practice empathy and compassion.
* Practice empathy and compassion.
* Always take a moment before you react or speak.
* Always take a moment before you react or speak.
* Recognize & take responsibility for gaps between impact and intention.
* Recognize & take responsibility for gaps between impact and intention.
* What is the impact in what you’re about to say?
* What is the impact in what you’re about to say?
* Are you venting? Is this the right place to vent?
* Are you venting? Is this the right place to vent?
* Will your comments derail the original conversation?
* Will your comments derail the original conversation?
* Be present.
* Be present.
* We do not have to agree.
* We do not have to agree.
* All questions are valid.
* All questions are valid.
## Information about All Hands's meetings
## Information about All Hands's meetings
Core contributors are meeting every Wednesday at 1600 UTC in Tor's Big Blue Button instance.
Core contributors are meeting every Wednesday at 1600 UTC in Tor's Big Blue Button instance.
### Schedule
### Schedule
- Monthly topics:
- Monthly topics:
- Every 3 months: Second Wednesday of the Month: Finances Updates
- Every 3 months: Second Wednesday of the Month: Finances Updates
- Every 3 months: Last Wednesday of the Month: DEMO days (last day of the month) - we will organize it asking people to propose stuff to demo (example the awesome work from Gus, Anto and others with user feedback and front desk)
- Every 3 months: Last Wednesday of the Month: DEMO days (last day of the month) - we will organize it asking people to propose stuff to demo (example the awesome work from Gus, Anto and others with user feedback and front desk)
- Quarterly topics:
- Quarterly topics:
- Retrospective
- Retrospective
- All Teams Roadmap Review
- All Teams Roadmap Review
Past meeting notes with drawings: https://nc.torproject.net/f/38010
Past meeting notes with drawings: https://nc.torproject.net/f/38010
## Face to Face Annual Meeting Notes
## Face to Face Annual Meeting Notes
*Last Meeting* was in [Portugal in May, 2024](https://gitlab.torproject.org/tpo/team/-/wikis/Meetings/2024/Lisbon).
*Last Meeting* was in [Portugal in May, 2024](https://gitlab.torproject.org/tpo/team/-/wikis/Meetings/2024/Lisbon).
*Next meeting*in 2025, location to be decided.
*Next meeting*will be in May 2025, in Cuernavaca, Mexico.
[How To Organize a Tor In Person Meeting](how-to-organize-a-tor-in-person-meeting): this document gives guidelines on how to go about preparing a Tor meetup as well as what to consider when meeting in person. The goals of meetings in person are:
[How To Organize a Tor In Person Meeting](how-to-organize-a-tor-in-person-meeting): this document gives guidelines on how to go about preparing a Tor meetup as well as what to consider when meeting in person. The goals of meetings in person are:
. connect with fellow Tor contributors in the community
. connect with fellow Tor contributors in the community
. discuss important topics that could benefit of face to face interaction
. discuss important topics that could benefit of face to face interaction
