(Last Revised on 6 July 2017)
The purpose of this guide is to document the process that has been working to run the coordination activities between IETF and IEEE 802.
End of January, May and September send out a Doodle poll to set the time for teleconferences in February, June, October, respectively.
One to two weeks before teleconference, co-chairs have a prep call for meeting.
Hold a telecon in February, June and October. Typical telecon agenda:
Post minutes to the mail list and ask for corrections. After corrections are made, post to the web page.
Plan for meeting at IETF. Usually this has been a breakfast meeting. Request room with support for audio conferencing. Request breakfast too as IETF has been generously providing that. This meeting is usually used to discuss any arising issues or topics that need discussion rather than a full list review. Usually we skip this meeting when we have a face-to-face (F2F) around the same time as the IETF meeting.
We've found it helpful to have F2F meetings from time to time so that we can discuss working together on longer-term strategic topics, have a more extended interaction on thorny issues and get to know each other. Establishing informal communications between the leadership of the two organizations is very helpful. Doing this about every 18 to 24 months works well as the leadership of both groups evolves over time.
Start planning for holding a F2F at least 8 months to a year ahead of time. Considerable planning is necessary.
When and where to hold the meetings:
This is the most difficult part of the logistics.
Discuss the meeting on teleconference and solicit agenda topics. Identify an initial agenda to ensure that there is sufficient material to discuss. In addition to a round of introductions and a pass through the shared items list, there should be around 6 to 8 agenda topics of interest to both groups. Identify owners for the agenda items.
Continue to refine the agenda over the months as new issues may emerge. Ideally, it should be firm a couple of months before the meeting. Even so, if a major or urgent issue surfaces, there should be flexibility to modify the agenda to add it and adjust the time for other items to compensate.
A wiki is used to publish the logistics and agenda and to collect a list of participants. It should be initiated a couple of months before the meeting.
This wiki content was moved on January 18, 2023