Coq Meetings Organization

Coq Meetings Organization

This document describes the rules of participation and rôles involved in Coq meetings (calls, working groups and other meetings organized by Coq team members). These were approved on 28th March 2023.

Motivation

• Improve our organization and guidelines for team-work and meetings in particular
• Set fixed rules and rôles for meetings

We identify 4 different rôles of participants in a meeting

Speakers

• Announce your topic at least well in advance (e.g. at least 1 day before for a Coq Call)
• Propose a timing for your talk that the chairman will use to set up a schedule and will strictly enforce
• Prepare your intervention in advance, this is time well spent! It is time gained for your audience.
• Do not go off topic (off topics can be programmed for a later meeting)

Attendees

• Raise your hand to ask questions and let the chairman give you the floor.
• Do not lead the discussion off-topic

Chairman

• Decide a definitive schedule for the meeting in advance (e.g. before noon on a Coq Call day) staying within bounds and being fair to all speakers.
• The chairman must not have a slot during that meeting.
• Keep time during the meeting.
• Stop the discussion if it goes out of topic. You can propose to schedule a new discussion at another time.
• Is the only one who can interrupt a speaker

The chairman rôle is taken in turn by meeting attendees.

Secretary

• Distinct rôle from the chairman.
• Writes down notes and conclusions, to be published on the wiki page / PRs or issues.

The secretary rôle is taken in turn by meeting attendees.

Coq Call Specific Organization

• The chairman, if not already designated, can be chosen at the beginning of the call along with a different person to act as secretary
• Topics should be set by Tuesday 9am to let the chair announce the call by noon on Zulip. People that will participate should use an emoji reaction to the announce to indicate their presence.
• if no topic is set by 9am the call is cancelled and topics move to the following week
• One can simply call for a roundtable session to get an update on everyones current work / roadmaps