1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
64
65
66
67
68
69
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
97
98
99
100
101
102
103
104
105
106
107
108
109
110
111
112
113
114
115
116
117
118
119
120
121
122
123
124
125
126
127
128
129
130
131
132
133
134
135
136
137
138
139
140
141
142
143
144
145
146
147
148
149
150
151
152
153
154
155
156
157
158
159
160
161
162
163
164
165
166
167
168
169
170
171
172
173
174
175
176
177
178
179
180
181
182
183
184
185
186
187
188
189
190
191
192
193
194
195
196
197
198
199
200
201
202
203
204
205
206
207
208
209
210
211
212
213
214
|
---
title: "Zoom Guidelines"
description: |
Policies, procedures and best practices for managing Zoom.
---
Zoom is the main video communication platform for Kubernetes. It is used for
running the [community meeting], [SIG/WG meetings],
and many other Kubernetes online events. Since the Zoom
meetings are open to the general public, a Zoom host or co-host has to moderate
a meeting in all senses of the word, from starting and stopping the meeting to
acting on [Kubernetes code of conduct] issues.
These guidelines are meant as a tool to help Kubernetes members manage their
Zoom resources.
Check the main [moderation] page for more information on other tools
and general moderation guidelines.
## Code of conduct
The Kubernetes project adheres to the [Kubernetes Code of Conduct]
throughout all platforms and includes all communication mediums.
## Zoom license management
Zoom licenses are managed by the [CNCF Service Desk] through the
[Zoom Admins] listed in the [centralized list of administrators].
### Obtaining a Zoom license
Ensure that all SIG/WG leads, chairs, and any other necessary trusted owners
have access to the `k-sig-<foo>-leads@googlegroups.com` account as described in
the [sig creation procedure]. Once done, contact one of the [Zoom Admins] to
obtain a Zoom license.
## Setting up your meeting and moderation
Do **not** share your Zoom link on social media. This will help curtail trolls
and others who would intentionally attempt to disrupt your Zoom call.
To create a meeting with **moderation** enabled, ensure the following:
- Have the [latest version] of the Zoom client installed.
- Be logged in as the leads account associated with the meeting **OR** use the
[host key] to "claim host".
- Configure a meeting setup through the "Meeting" menu in the leads Zoom
account. **NOTE:** Do **NOT** use the "Personal Meeting ID". This will
create an "ad-hoc" meeting that is time-bounded and without moderation
capability.
- Set the password to the meeting to "77777"
After the meeting has started:
- Assign a co-host to help with moderation. It should never be your note taker
unless it's a very small group.
- Turn **off** screen sharing for everyone and indicate "only host". If you
have others that need to share their screen, the host can enable that on
the fly. (via the `^` menu next to **Share Screen**)
### Moderation
If you're dealing with a troll or bad actor:
- Put the troll or bad actor on **hold**. The participant will be put into a
[waiting room] and will not be able to participate in the call until the
host removes the hold.
- **NOTE:** Depending on your client version this will be called "**Put in
Waiting Room**" instead of on **hold**.
- Remove the participant. Please be cautious when testing or using this
feature, as it is **permanent**. They will never be able to come back into
that meeting ID on that particular device. Do **not** joke around with
this feature; it's better to put the attendee on "hold" first and then
remove.
- After an action has been taken, use the **lock meeting** feature so that no
one else can come into the meeting. If that fails, end the call
immediately, and contact the [Zoom Admins] to report the issue.
**NOTE:** You can find these actions when clicking on the **more** or **"..."**
options after scrolling over the participants name/information.
Hosts **must** be comfortable with how to use these moderation tools and the
Zoom settings in general. Make sure whoever is running your meeting is equipped
with the right knowledge and skills. If you have any questions or concerns,
reach out to the [Zoom Admins] and they will be able to provide further
guidance and training.
#### Related moderation documentation
- Zoom has [documentation on how to use their moderation tools].
- Members of the _leads@_ group have access to an extensive
[best practices doc] with screenshots going over the community Zoom best
practices.
### Escalating and Reporting a Problem
Issues that cannot be handled via normal moderation, or with the assistance of
the [Zoom Admins] should be escalated to the Kubernetes
[Code of Conduct Committee] at conduct@kubernetes.io.
To contact the admin group in Slack, ping `@zoom-admins` in the `#sig-contribex`
Slack channel.
## Meeting recordings
Chairs and TLs are responsible for posting all update meetings to their playlist
on YouTube. [Please follow this guideline for more details].
If a violation has been addressed by a host and it has been recorded by Zoom,
the video should be edited before being posted on the [Kubernetes channel].
Contact [SIG Contributor Experience] if you need help to edit a video
before posting it to the public.
## Screen sharing guidelines and recommendations
Zoom has [documentation on how to use their screen sharing feature].
Recommendations:
- Turn off notification to prevent any interference.
- Close all sensitive documents and unrelated programs before sharing the
screen. Email notifications are distracting!
- Test your presentation beforehand to make sure everything goes smoothly.
- Keep your computer background desktop clean. Make sure there are no offensive
or distracting visuals.
## Audio/Video quality recommendations
While video conferencing has been a real boon to productivity there are still
[lots of things that can go wrong] during a conference video call.
There are some things that are just plain out of your control, but there are
some things that you can control. Here are some tips if you're just getting into
remote meetings. Keep in mind that sometimes things just break. These are not
hard rules, more of a set of loose guidelines on how to tip the odds in your
favor.
### Recommended hardware to have
- **A dedicated microphone** - This is the number one upgrade you can do.
Sound is one of those things that can immediately change the quality of
your call. If you plan on being here for the long haul, something like a
[Blue Yeti] will work great due to the simplicity of using USB
audio and having a hardware mute button. Consider a [pop filter]
as well if necessary.
- **A Video Camera** - A bad image can be worked around if the audio is good.
Certain models have noise canceling dual-microphones, which are a great
backup for a dedicated microphone or if you are traveling.
- **A decent set of headphones** - These cut down on the audio feedback when
in larger meetings.
What about an integrated headset and microphone? This totally depends on the
type. We recommend testing it with a friend or asking around for recommendations
for which models work best.
### Hardware we don't recommend
- **Earbuds** - These are not ideal, and while they might sound fine to you,
when 50 people are on a call the ambient noise adds up. Some people join
with earbuds and it sounds excellent, others join and it sounds
terrible. Practicing with someone ahead of time can help you determine how
well your earbuds work.
### Pro-tips
- [Join on muted audio and video] in order to prevent noise to those
already in a call.
- If you don't have anything to say at that moment, **MUTE**. This is a common
problem. You can help out a teammate by mentioning it on Zoom chat or
asking them to mute on the call itself. The meeting co-host can help with
muting noisy attendees before it becomes too disruptive. Don't feel bad if
this happens to you, it's a common occurrence.
- Try to find a quiet meeting place to join from; some coworking spaces and
coffee shops have a ton of ambient noise that won't be obvious to you but
will be to other people in the meeting. When presenting to large groups
consider delegating to another person who is in a quieter environment.
- Using your computer's built-in microphone and speakers might work in a
pinch, but in general won't work as well as a dedicated
headset/microphone.
- Consider using visual signals to agree to points so that you don't have to
mute/unmute often during a call. This can be an especially useful
technique when people are asking for lazy consensus. A simple thumbs up
can go a long way!
- It is common for people to step on each other when there's an audio delay,
and both parties are trying to communicate something. Don't worry, just
remember to try and pause before speaking, or consider raising your hand
(if your video is on) to help the host determine who should speak first.
Thanks for making Kubernetes meetings work great!
[community meeting]: /events/community-meeting
[SIG/WG meetings]: /sig-list.md
[Kubernetes code of conduct]: /code-of-conduct.md
[moderation]: ./moderation.md
[CNCF Service Desk]: https://github.com/cncf/servicedesk
[Zoom Admins]: ./moderators.md#zoom
[centralized list of administrators]: ./moderators.md
[sig creation procedure]: /sig-wg-lifecycle.md#communicate
[latest version]: https://zoom.us/download
[host key]: https://support.zoom.us/hc/en-us/articles/205172555-Host-Key
[waiting room]: https://support.zoom.us/hc/en-us/articles/115000332726-Waiting-Room
[documentation on how to use their moderation tools]: https://support.zoom.us/hc/en-us/articles/201362603-Host-Controls-in-a-Meeting
[best practices doc]: https://docs.google.com/document/d/1fudC_diqhN2TdclGKnQ4Omu4mwom83kYbZ5uzVRI07w/edit?usp=sharing
[Code of Conduct Committee]: /committee-code-of-conduct/README.md
[Please follow this guideline for more details]: ./youtube/youtube-guidelines.md
[Kubernetes channel]: https://www.youtube.com/c/kubernetescommunity
[SIG Contributor Experience]: /sig-contributor-experience
[documentation on how to use their screen sharing feature]: https://support.zoom.us/hc/en-us/articles/201362153-How-Do-I-Share-My-Screen
[lots of things that can go wrong]: https://www.youtube.com/watch?v=JMOOG7rWTPg
[Blue Yeti]: https://www.bluedesigns.com/products/yeti/
[pop filter]: https://en.wikipedia.org/wiki/Pop_filter
[Join on muted audio and video]: https://support.zoom.us/hc/en-us/articles/203024649-Video-Or-Microphone-Off-By-Attendee
|
