Overview

The committee set up for a project is designed to streamline communication and task delegation. This guide covers various aspects of committee management, including:

• Manage Mailing List: Essential for effective communication among committee members.

• Manage Meetings: Organize and track committee meetings for optimal collaboration.

• Adding Members: Process for incorporating new members into the committee.

• Deleting a Member from a Committee: Guidelines for removing members when necessary.

• Deleting a Committee: Steps to disband a committee when its objectives have been met or in case of restructuring.

• Committee Overview: General information and the committee's purpose within the project.

Committee Overview

The Committee overview section provides overview information on:

• Total number of committee meetings

• Total number of meeting attendees

• Committee List table

Collaboration services allow you to set up the IT infrastructure for your project. Various collaboration services that are provided by the Linux Foundation and that can be used to set up a project are listed as follows:

• Committees

• Mailing Lists

• Issue Tracking

• Wiki

• Meetings

• Surveys

The collaboration services dashboard indicates the progress on your IT services setup for your project.

The following graphic provides a brief information on various collaboration services and its uses:

After adding the committee, you can assign members who will handle their respective responsibilities. To add a member, follow these steps:

1. You will see a list of all committees on the Committee Overview page.

2. Use the search function or scroll to find the specific committee you want to add members to.

3. Click the committee from the list.

4. On the next page, click + Add Member.

5. Search for the member by providing their name or email on the Add Committee Member dialog box.

6. On the next page, fill out all the required details and click Add Member to Committee button.

After adding a first member to a committee, if you want to add another member, you need to click the Committee and then click Add Member to add additional members to the committee.

Creating a committee allows you to connect community members with shared interests. You can add and update committee information related to the project, such as name, mailing list, committee website, permissions, and description.

To add a committee for a project, follow these:

1. Select the project from the drop-down and click the Collaboration > Committees tab.

1. Click the Add Committee button from the top right corner of the COMMITTEES page.

1. Enter the following details on the Create Committee page, and click Save to create a committee.

1. Add Members

   • Search for Members: Use the search bar to find and add members to your committee. You can search by name, job title, company, or email.

   • Mailing Lists: Alternatively, you can add members from existing mailing lists.

   • Manage Members: After adding members, they will appear in the list below with their name, job title, company, and email. You can manage their membership from here.

2. Once you have filled in all necessary details and added members, click the Save button at the top right corner of the page to create your committee.

Managing Committees

you can edit committees, add subcommittees, move, manage members, and delete the committees using Manage committees option.

Updating the Committee

You can update or modify the committee. To update the committee, perform the following steps:

1. Under Manage, click theand select Edit.

2. The Manage Committee dialog box appears.

3. Update the committee as needed and click Save.

Adding a sub-committee

You can also add a sub-committee under a committee. To add a sub committee, perform the following steps:

1. Under Manage, click theand select Add Subcommittee.

2. The Add Sub Committee page appears. Enter the details as required and click Next.

3. You can also add members to the sub-committee.

4. Click Save to save the sub-committee.

Moving a Committee into another Committee

You can move a committee under an existing committee. To move a committee, perform the following steps:

1. Under Manage, click theand select Move.

2. The Move Committee dialog box appears.

3. Select the committee under which you want to move the committee and click Move.

Deleting a Committee

You can delete a committee if you want to. Deleting a committee will also remove all the members added to the committee. To delete a committee, perform the following steps:

2. The Delete Committee confirmation dialog box appears.

3. Click Delete to delete the committee. You will see a confirmation message that the committee has been deleted.

Managing Meetings

Meetings related to committees are listed in the committee's list under the Upcoming Meetings tab. You can see the scheduled meetings as well as schedule a meeting.

Click Schedule, the page navigates to Meeting Management to schedule a meeting.

Managing Mailing List

You can configure a mailing list for your committees. On clicking Configure, it is available under Mailing List, and the page navigates to Mailing List.

Sending a message to a member

You can send a message using your default email client (Gmail, Outlook, or Apple Mail). To send a message to a member, follow these steps:

1. On the Committees page, you can view the list of committees created for the project.

2. Select the committee, and click on the committee name.

3. The Committee page displays the list of members.

4. Click the icon and select Send Message.

5. Compose the mail and send it to the member.

Mailing to Members

You can share mail with all the members of the committee at once. To share mail with all the members of the committee, perform the following steps:

1. On the Committees page, you can view the list of committees created for the project.

2. Select the committee, and click on the committee name.

3. On the committee page, click Email All button.

1. On the next pop-up, select the desired options and click Compose Email.

1. Send an email from your default mail client.

Deleting a Member from a Committee

You can delete a member from a committee as and when required. To delete a member, follow these steps:

1. On the Committees page, you can view the list of committees created for the project.

2. Select the committee, and click on the committee name.

3. The Committee page displays the list of members.

4. Select the member from the list who you want to delete.

5. Click the icon and select Delete Member.

6. On the confirmation pop-up, click Delete.

Attendance and Engagement

How does attendance contribute to engagement?

Attendance is counted towards the meeting engagement score for the attendee's organization, demonstrating commitment and interest.

Why is tracking attendance critical?

Tracking attendance helps identify early signs of potential member churn, as decreased attendance may indicate a loss of interest.

Limitations of Meeting Attendance Tracking

What are the limitations of meeting attendance tracking?

We can only track attendance for Board meetings but plan to extend this to other meetings in the future.

What are the challenges in tracking attendance?

We can only map about 80% of attendees to known users in our system due to limitations such as:

• Attendees who dial into meetings

• Attendees who use direct links instead of the LFX Meeting Join page

• Attendees of public meetings not on the invitation list

PCC: Your Go-To Meeting Management Tool

PCC streamlines your meeting processes, enabling you to organize and manage meetings efficiently. With PCC, you have the capabilities to:

• Schedule meetings tailored to your team's needs, whether they occur once or regularly.

• Access and review past meeting recordings, ensuring you never miss important discussions.

• Obtain transcripts of your meetings, making it easier to follow up on discussions and action items.

• Share recordings seamlessly with team members, enhancing collaboration and information sharing.

• Use the integrated wizard to gain insights with high-level details about your meetings, improving planning and outcomes.

Accessing the Meetings

To access the Meetings feature:

1. Log in to PCC.

2. Select your project using the search box (1).

3. Navigate to the Collaboration (2) tab on the left sidebar.

4. Click on Meetings (3).

5. Toggle the Calendar switch (8) on the top right to enable or disable the calendar view.

Meeting Management

• You can now add past meetings to record attendance by toggling the Past Meeting switch on the Add Meeting page.

• Use the View Zoom Accounts button to manage legacy project-dedicated Zoom accounts not listed in the meeting display.

Public Calendar & iCal

• Export your meetings to a public calendar or an iCal file using the buttons at the top right.

Meeting Settings

Following are a few pointers related to Meeting Settings:

• For a Public meeting with Restricted settings disabled, the user can log in by providing their name, while email is optional.

• When scheduling a Private meeting with Restricted settings enabled, participants must log in using the name and email ID provided during scheduling. Guest credentials are not allowed; participants must use their assigned email.

Past Meetings

To view past meetings, select the desired date or month. The list includes details such as meeting title, date, number of attendees, recording, and transcript.

You can use this feature to schedule a future meeting or add a past meeting to record attendance in the PCC meeting management tool.

1. Log in to PCC.

2. Search for the required project.

3. Navigate to the Collaboration > Meetings tab on the left sidebar.

4. On the Meetings page, click Add Meeting.

1. On the next page, you can either schedule a future meeting or click the Past Meeting toggle button to add a past meeting.

1. Update the following details on the Schedule Meeting page, and click Save to complete the meeting schedule.

You can clone a meeting and update the cloned meeting as per your requirements. Cloning a meeting allows you to retain the original details while making necessary changes.

To clone a meeting, follow these steps:

1. Select the scheduled public meeting that you want to clone, click icon, and select Clone Meeting.

1. The Clone Meeting page appears with the details of the meeting that has been selected to be cloned. You can make the changes as per your requirement and click Save to schedule the cloned meeting.

Cancel Meetings

You can delete the scheduled meetings. You can either delete a particular occurrence or all the occurrences of the recurring meeting.

To cancel a meeting, follow these steps:

1. Select the scheduled meeting you want to delete, click icon , and select Cancel Meeting.

1. The Manage Recurring Meeting dialog box appears.

2. Click Cancel after selecting the required option.

PCC has enhanced its functionality by allowing users to attach document links to previous meetings. This improvement facilitates better record maintenance and easier access to notes.

How to Add Documents to Past Meetings in PCC

1. Navigate to the PCC home page and locate the calendar.

2. Select the date of the Past meeting you want to manage.

3. Click the next to the past meeting.

4. From the options, click Manage Attachments.

1. In the pop-up window, select the type of document you want to attach from the drop-down menu.

2. Enter the URL of the document in the designated field.

3. Click Add to attach the document to the meeting.

4. The document will now be attached and visible in the meeting’s records.

Alternate Method to Add Documents to Past Meetings in PCC

1. From the PCC home page, click on Collaboration > Meetings from the left navigation menu.

2. On the calendar view, select the date of the past meeting you wish to manage.

3. Follow steps 3 onward from the above to attach the documents.

You can set up a knowledge base and documentation for your project using Confluence. The team can use this documentation repository to create articles and documentation knowledge bases related to the project.

PCC supports the following documentation tools:

• Confluence

Using this feature:

1. you can connect the existing confluence pages for your project.

2. Deploy new confluence pages for your project.

Confluence Setup for a Project

PCC allows you to set up a Confluence repository to create documentation related to your project.

To set up Confluence pages for your project, follow these steps:

1. On the Project Dashboard, click Collaboration > Wiki.

a) If you want to connect to the existing server, click Existing. Enter the URL (Mandatory) of the existing server, provide the API User and API Key (Not Mandatory) if they are available, and click Connect. The Confluence page will be set up on the existing server.

Manage Meetings

Manage Meeting feature allows you to update the scheduled meetings. It will enable you to update the meeting title, time, frequency, and another update for a scheduled meeting.

Manage Meeting also allows you to manage participants. You can resend the invite to the participants, add new participants, and remove a participant from the meeting.

To manage meetings, perform the following steps:

1. Select the scheduled meeting you want to update, click icon, and select Manage Meeting.

1. The Manage Recurring Meeting dialog box appears, prompting you to change your recurring meeting. Select the desired option and click Continue.

1. The Manage Meeting screen appears. Update the necessary changes and click Save to update the modified information.

2. On the Manage Meeting page, you can Resend the meeting invite to a participant, Add yourself as a participant, and you can remove a participant also from your meeting.

Share Meeting

You can share the public meeting link with the various participants who can get register for the shared meeting.

To share a public meeting, perform the following steps:

1. The Share Meeting message appears. Click Copy to copy the meeting link.

Follow these steps to verify the past meeting participant:

1. On the Home page, select the past date of the meetings. For example, on the selected date there are two meetings for which you need to verify meeting participants. Alternatively, click Collaboration >Meetings to select the past meetings

1. Select the meeting to verify meeting participants.

1. Verify the participant by selecting the name from the invitee drop-down.

1. You can add the attendee if you do not find the match in the invitee list.

The Project Control Center Application allows users to send emails to meeting attendees directly from the Home page or from Collaboration > Meetings section.

This feature is available for both upcoming and past meetings.

Sending emails to meeting attendees is a convenient feature that enables users to communicate with attendees directly from the PCC.

Sending emails to upcoming meeting attendees

1. On the Home page, you will see the meetings calendar. Alternatively, you can click Collaboration > Meetings.

2. Click on the date to see the scheduled meetings.

3. From the list of meetings, click on the meeting to send emails to meeting attendees.

4. On the pop-up window, click the email icon on the top. You will be redirected to an email service provider to send an email to all the attendees.

Sending emails to past meeting attendees

1. On the Home page, you will see the meetings calendar. Alternatively, you can click Collaboration > Meetings.

2. Click on the past date to see the past meetings.

3. From the list of the meetings, click the past meeting to send the emails to meeting attendees.

4. You may need to scroll down the see the meeting details, such as meeting attendance.

5. Click the Attendance tab. You will see the list of invitees and their details whether they have attended the meeting or not.

6. Click the checkbox to select the members who you want to send an email. Click the top checkbox to select all the members.

7. Click Send Email button to go to your email service provider.