UsingZakim
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<span class="anchor" id="line-1"></span><p class="line862">based on [<a class="http" href="http://lists.w3.org/Archives/Public/public-rif-wg/2005Dec/0178.html">http://lists.w3.org/Archives/Public/public-rif-wg/2005Dec/0178.html</a>] <span class="anchor" id="line-2"></span><span class="anchor" id="line-3"></span><p class="line867">
<h2 id="head-cf815b72628d0d37649c90a223d1837fcbe96bee">RIF Telecons and Zakim (IMPORTANT: Please Read before telecon)</h2>
<span class="anchor" id="line-4"></span><span class="anchor" id="line-5"></span><p class="line874">In order to reduce the amount of time spent in administrivia in this <span class="anchor" id="line-6"></span>enormous working group, we are strongly encouraging members to more <span class="anchor" id="line-7"></span>actively take on simple administrative tasks on telecons. This requires <span class="anchor" id="line-8"></span>being in the IRC session for each telecon and understanding at least the <span class="anchor" id="line-9"></span>basics of how to use Zakim. READ ON. <span class="anchor" id="line-10"></span><span class="anchor" id="line-11"></span><p class="line874">In past WGs it was acceptable for most people to be fairly ignorant of <span class="anchor" id="line-12"></span>Zakim, but this group is so large we lost track of who was joining in the <span class="anchor" id="line-13"></span>initial deluge of incoming calls during the first telecon. Nearly a third <span class="anchor" id="line-14"></span>of the ports were not identified correctly because we coulnd't keep up. <span class="anchor" id="line-15"></span><span class="anchor" id="line-16"></span><p class="line874">Zakim is an "agent" that sits on the IRC session and also monitors the <span class="anchor" id="line-17"></span>teleconferencing system. It reports people joining and leaving the <span class="anchor" id="line-18"></span>telecon, and can associate IRC nicknames with telecon ports. When there <span class="anchor" id="line-19"></span>is noise on the line, Zakim can help us identify the source, and if your <span class="anchor" id="line-20"></span>phone doesn't have a mute button (or even if it does), Zakim can handle <span class="anchor" id="line-21"></span>muting, and helps us to manage the speaking queue. But in order for this <span class="anchor" id="line-22"></span>to work properly, we have to know who is on each incoming phone line <span class="anchor" id="line-23"></span>(port). <span class="anchor" id="line-24"></span><span class="anchor" id="line-25"></span><p class="line867">
<h2 id="head-61b24f6287acf7b01a2be50f447a7a2e0d1e84d0">Telecon Procedure</h2>
<span class="anchor" id="line-26"></span><span class="anchor" id="line-27"></span><p class="line874">Here is a simple strategy to help us keep this information (who is on each <span class="anchor" id="line-28"></span>port) accurate, as well as maintain a record of who is on the call: <span class="anchor" id="line-29"></span><span class="anchor" id="line-30"></span><ol type="1"><li><p class="line891"><strong>BEFORE YOU DIAL IN</strong>, login to the IRC session for the telecon. Give yourself a meaningful nickname that obviously reflects your name, keeping in mind the distribution of names in the WG (initials are usually not enough). <span class="anchor" id="line-31"></span></li><li>Dial in. Moments after you hear the "beep" that you have joined, you will see in the IRC channel that Zakim will report a new port has joined the telecon. Most likely that is you, so type the following into the IRC: "Zakim, ??P53 is me". If Zakim reports the port with a long string like "+44.456.334.aaff" you only need the last four characters, e.g. "Zakim, aaff is me" in these cases, you shoudl recognize the starting digits of your own telephone number). There are a few other variations, mostly intended to be informative, but if you can't figure it out, most likely someone on the chat will do it for you - WATCH AND LEARN and try to do it yourself the next time. <span class="anchor" id="line-32"></span><p class="line862">Once the relationship between your IRC "nickname" and your dialin port is established, you can use commands like "Zakim, mute me". As mentioned in <a href="TeleconEtiquette.html">TeleconEtiquette</a>, using zakim to mute you is in some cases more desirable than using a mute buttom on your phone, as the latter does not always eliminate echo. <span class="anchor" id="line-33"></span><span class="anchor" id="line-34"></span></li></ol><p class="line874">If you haven't followed the simple procedure above, so that Zakim doesn' t <span class="anchor" id="line-35"></span>know what line you are on, then "Zakim, mute me" will not work. <span class="anchor" id="line-36"></span>Furthermore, if we find noise coming from a line we may mute it, and we <span class="anchor" id="line-37"></span>may not know who is being muted, thus you will try to talk and not be able <span class="anchor" id="line-38"></span>to. <span class="anchor" id="line-39"></span><span class="anchor" id="line-40"></span><p class="line874">Finally, if you call from the same number, Zakim will learn who you are. <span class="anchor" id="line-41"></span>For this reason, it's possible at the next telecon when you dial in (and <span class="anchor" id="line-42"></span>try to follow the procedure above) Zakim will think you are someone else <span class="anchor" id="line-43"></span>(since we got some wrong this time)! If that happens, just correct it <span class="anchor" id="line-44"></span>with the "Zakim, x is [really|temporarily] me" (where x is whoever zakim <span class="anchor" id="line-45"></span>thinks you are - the optional "really" tells zakim to change its record <span class="anchor" id="line-46"></span>permanently, the optional "temporarily" tells zakim its just for this <span class="anchor" id="line-47"></span>call, e.g. "Zakim, BorisP is really me"). <span class="anchor" id="line-48"></span><span class="anchor" id="line-49"></span><p class="line867">
<h2 id="head-73c573b9a1a350178dc455f63434260adc6a253d">Hiding Zakim Commands from the Agenda</h2>
<span class="anchor" id="line-50"></span><span class="anchor" id="line-51"></span><p class="line862">suggested by Jeremy [<a class="http" href="http://lists.w3.org/Archives/Public/public-rif-wg/2006Jan/0007.html">http://lists.w3.org/Archives/Public/public-rif-wg/2006Jan/0007.html</a>] <span class="anchor" id="line-52"></span><span class="anchor" id="line-53"></span><p class="line874">At the end of the meeting, the scribe must take the notes produced in the IRC session and generate the meeting minutes. All the commands to Zakim typed by the participants must, in general, be deleted as noise. You can help the scribe by using the <span class="anchor" id="line-54"></span>"/me <em>note</em>" command (which used to be known as "emote"). This command was intended to allow people in IRC sessions to describe what they are doing (as opposed to saying something), and has the feature for our purposes of <em>being ignored in the log</em>. For example, if your name is ChrisW and you type "/me yawns and stretches" into your IRC client, everyone will see "* ChrisW yawns and stretches" in the IRC session. <span class="anchor" id="line-55"></span><span class="anchor" id="line-56"></span><p class="line874">So if you have a thought (or joke) that you don't necessarily want to be recorded in the minutes you can use this command. For our purposes, you can use the "/me" command to prefix your Zakim commands. Zakim will still process them but they won't be recorded in the minutes. E.g. "/me Zakim, mute me" or "/me zakim, q+ to tell Chris what a great chair he is" (see below). <span class="anchor" id="line-57"></span><span class="anchor" id="line-58"></span><p class="line867">
<h2 id="head-9243272a358b2b7696dbf5adef96b516a36669ba">Managing the speaking queue</h2>
<span class="anchor" id="line-59"></span><span class="anchor" id="line-60"></span><p class="line862">If you want a turn to speak during the phone call, use the "q+ [to <em>note</em>]" <span class="anchor" id="line-61"></span>command. This adds you to the end of the speaking queue (which we <span class="anchor" id="line-62"></span>actively monitor). The optional "to <em>note</em>" is a string that can be used to <span class="anchor" id="line-63"></span>remind yourself what you wanted to talk about (very useful especially when <span class="anchor" id="line-64"></span>the queue is long, as people can forget what they wanted to say!), e.g. <span class="anchor" id="line-65"></span>"q+ to tell Chris what a great WG chair he is". <span class="anchor" id="line-66"></span><span class="anchor" id="line-67"></span><p class="line874">If someone else says what you wanted to say before your turn comes up, <span class="anchor" id="line-68"></span>please just take yourself off the queue with the "q-" command. When it is <span class="anchor" id="line-69"></span>time to speak, the "ack" command (e.g. "ack me") will unmute your port (if <span class="anchor" id="line-70"></span>it was muted by Zakim) and take your off the queue. <span class="anchor" id="line-71"></span><span class="anchor" id="line-72"></span><p class="line874">For the full documentation on Zakim (you are strongly encouraged to read <span class="anchor" id="line-73"></span>this), see [<a class="http" href="http://www.w3.org/2001/12/zakim-irc-bot.html">http://www.w3.org/2001/12/zakim-irc-bot.html</a>] <span class="anchor" id="line-74"></span><span class="anchor" id="bottom"></span></div><div id="pagebottom"></div>
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