Meeting asynchronously with mailing lists
draft-shmoo-async-00

Document Type Active Internet-Draft (individual)
Authors Mallory Knodel  , Karel Novotný 
Last updated 2020-11-02
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shmoo                                                          M. Knodel
Internet-Draft                                                       CDT
Intended status: Informational                                K. Novotny
Expires: May 6, 2021          Association for Progressive Communications
                                                       November 02, 2020

               Meeting asynchronously with mailing lists
                          draft-shmoo-async-00

Abstract

   For when we can't meet in person, when there's interim work to be
   done, or just because the task calls for it, an asynchronous text-
   based meeting can sometimes be perfectly productive and useful.
   Given how much the IETF uses email already [RFC3934] this document
   aims to create additional guidance for co-chairs and meeting
   facilitators who might want to host a meeting asynchronously with
   mailing lists.  Drawing from decades of facilitation experience in
   global networks, the document also treats unique considerations for
   facilitators that are introduced by this meeting methodology.

Status of This Memo

   This Internet-Draft is submitted in full conformance with the
   provisions of BCP 78 and BCP 79.

   Internet-Drafts are working documents of the Internet Engineering
   Task Force (IETF).  Note that other groups may also distribute
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   Drafts is at https://datatracker.ietf.org/drafts/current/.

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   This Internet-Draft will expire on May 6, 2021.

Copyright Notice

   Copyright (c) 2020 IETF Trust and the persons identified as the
   document authors.  All rights reserved.

   This document is subject to BCP 78 and the IETF Trust's Legal
   Provisions Relating to IETF Documents
   (https://trustee.ietf.org/license-info) in effect on the date of
   publication of this document.  Please review these documents

Knodel & Novotny           Expires May 6, 2021                  [Page 1]
Internet-Draft                    maml                     November 2020

   carefully, as they describe your rights and restrictions with respect
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Table of Contents

   1.  Introduction: Why?  . . . . . . . . . . . . . . . . . . . . .   2
   2.  How . . . . . . . . . . . . . . . . . . . . . . . . . . . . .   3
     2.1.  Before: Meeting preparation . . . . . . . . . . . . . . .   3
     2.2.  During: Facilitating and participating  . . . . . . . . .   4
       2.2.1.  Welcome . . . . . . . . . . . . . . . . . . . . . . .   4
       2.2.2.  Mixed methods . . . . . . . . . . . . . . . . . . . .   5
       2.2.3.  Polling and reaching consensus  . . . . . . . . . . .   5
       2.2.4.  Threading and subject lines . . . . . . . . . . . . .   5
       2.2.5.  Social/AOB  . . . . . . . . . . . . . . . . . . . . .   6
     2.3.  After: The destination  . . . . . . . . . . . . . . . . .   6
       2.3.1.  Closing threads . . . . . . . . . . . . . . . . . . .   6
       2.3.2.  Meeting reports . . . . . . . . . . . . . . . . . . .   6
       2.3.3.  Meeting feedback  . . . . . . . . . . . . . . . . . .   7
   3.  Considerations  . . . . . . . . . . . . . . . . . . . . . . .   7
     3.1.  Defining participation  . . . . . . . . . . . . . . . . .   7
     3.2.  Translation and accessibility . . . . . . . . . . . . . .   7
     3.3.  Netiquette and participant instructions . . . . . . . . .   7
     3.4.  Compliance  . . . . . . . . . . . . . . . . . . . . . . .   7
   4.  Annexes and examples  . . . . . . . . . . . . . . . . . . . .   8
     4.1.  Guidance from "Closer Than Ever"  . . . . . . . . . . . .   8
     4.2.  Sample welcome message and agenda . . . . . . . . . . . .   9
   5.  Security Considerations . . . . . . . . . . . . . . . . . . .  10
   6.  IANA Considerations . . . . . . . . . . . . . . . . . . . . .  10
   7.  Informative References  . . . . . . . . . . . . . . . . . . .  10
   Authors' Addresses  . . . . . . . . . . . . . . . . . . . . . . .  10

1.  Introduction: Why?

   Meeting online introduces new and novel challenges to in-person
   meetings.  Getting people online in a synchronous meeting is
   generally difficult and demanding on everyone.  High costs include
   logistics and The difficulty grows exponentially with the number and
   diversity of desired participants.  If the meeting participants cut
   accross different timezones, participation to such a meeting requires
   a real committment and sacrifice from many participants.  Although
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