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Merge pull request #271 from nikomatsakis/compiler-team-steering-meetings
Compiler team steering meetings
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‎src/SUMMARY.md

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- [Windows](./compiler/cross-compilation/windows.md)
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- [Diagnostic Codes](./compiler/diagnostic-codes.md)
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- [Profiling Queries](./compiler/profile-queries.md)
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- [Triage Meeting](./compiler/triage-meeting.md)
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- [Steering Meeting](./compiler/steering-meeting.md)
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- [Submitting a proposal](./compiler/steering-meeting/submit.md)
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- [How to run the planning meeting](./compiler/steering-meeting/how-to-run-planning.md)
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- [How to run a design meeting](./compiler/steering-meeting/how-to-run-design.md)
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- [Infrastructure](./infra/README.md)
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- [Other Installation Methods](./infra/other-installation-methods.md)
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- [Release Channel Layout](./infra/channel-layout.md)
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- [rust-lang/rust CI](./infra/docs/rustc-ci.md)
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- [Language](./lang/README.md)
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- [RFC Merge Procedure](./lang/rfc-merge-procedure.md)
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- [Triage Meeting Procedure](./lang/triage-meeting-procedure.md)
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- [Release](./release/README.md)
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- [Beta Backporting](./release/beta-backporting.md)
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- [Platform Support](./release/platform-support.md)

‎src/compiler/steering-meeting.md

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# Compiler-team Steering Meeting
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## What is it?
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The "steering meeting" is a weekly meeting dedicated to planning and
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high-level discussion. The meeting operates on a repeating schedule:
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- Week 1: Planning
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- Week 2: Technical or non-technical discussion
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- Week 3: Technical or non-technical discussion
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- Week 4: Non-technical discussion
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The first meeting of the 4-week cycle is used for **planning**. The
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primary purpose of this meeting is to **select the topics for the next
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three meetings**. The topics are selected from a set of topic
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proposals, which must be uploaded and available for perusal before the
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meeting starts. The planning meeting is also an opportunity to check
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on the "overall balance" of our priorities.
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The remaining meetings are used for design or general discussion.
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Weeks 2 and 3 can be used for **technical** or **non-technical**
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discussion; it is also possible to use both weeks to discuss the same
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topic, if that topic is complex. **Week 4 is reserved for
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non-technical topics**, so as to ensure that we are keeping an eye on
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the overall health and functioning of the team.
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## Announcing the schedule
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After each planning meeting, the topics for the next three weeks are
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added to the [compiler-team meeting calendar][c] and a blog post is
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posted to the [Inside Rust blog][ir].
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## When and where is it?
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See the [compiler team meeting calendar][c] for the canonical date and
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time. The meetings take place in the #t-compiler stream on the
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[rust-lang Zulip][z].
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[c]: https://rust-lang.github.io/compiler-team/#meeting-calendar
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[ir]: https://blog.rust-lang.org/inside-rust/
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[rust-lang/rust#54818]: https://github.com/rust-lang/rust/issues/54818
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[compiler-team website]: https://rust-lang.github.io/compiler-team/about/triage-meeting/

‎src/compiler/steering-meeting/how-to-run-design.md

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# How to run the design meeting
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## Week of the meeting
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* Announce the meeting in the triage meeting
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* Skim over the list of proposals and ping people who have open
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proposals to get their availability over the next few weeks
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* Make sure that a write-up is available and nag the meeting person otherwise
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## Day of the meeting
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* Create a `design meeting YYYY.MM.DD` topic
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* Ping `@t-compiler/meeting`, ideally 1h or so before the meeting actually starts,
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to remind people
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* Include a link to the design meeting write-up
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* At the time of the meeting, return to the topic
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* Ping `@t-compiler/meeting` to let people know the meeting is starting
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* Include a link to the design meeting write-up
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* We typically begin with a 5min announcement period
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To guide the meeting, create a shared hackmd document everyone can
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view (or adapt an existing one, if there is a write-up). Use this to
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help structure the meeting, document consensus, and take live
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notes. Try to ensure that the meeting ends with sort of consensus
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statement, even if that consensus is just "here are the problems, here
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is a space of solutions and their pros/cons, but we don't have
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consensus on which solution to take".
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## After the meeting
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* Post the final contents of the summary hackmd as minutes to [the
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`minutes/design-meeting` directory in the compiler-team
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repository][ct]
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* (Optional) create a Inside Rust blog post pointing people at the
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minutes and maybe giving a few notes
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[ct]: https://github.com/rust-lang/compiler-team/tree/master/content/minutes/design-meeting
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‎src/compiler/steering-meeting/how-to-run-planning.md

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# How to run the planning meeting
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## Week of the meeting
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* Announce the meeting in the triage meeting
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* Skim over the list of proposals and ping people who have open
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proposals to get their availability over the next few weeks
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## Day of the meeting
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* Create a `design meeting YYYY.MM.DD` topic
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* Ping `@t-compiler/meeting`, ideally 1h or so before the meeting actually starts,
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to remind people
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* At the time of the meeting, return to the topic
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* Ping `@t-compiler/meeting` to let people know the meeting is starting
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* We typically begin with a 5min announcement period
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* Visit the [compiler-team] repository to get a list of proposed meetings
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To actually make the final selection, we recommend
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* First, try to identify topics that are clear non-candidates
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* for example, sometimes more investigative work (e.g., data gathering) is needed
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* try to identify people to do those tasks
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* other issues may be out of date, or clear non-starters, and they can be closed
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* Next tackle technical design meetings, then non-technical
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* Typical ratio is 2 technical, 1 non-technical, but this is not set in stone
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* It's ok to have fewer than 3 meetings
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[compiler-team]: XXX
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## Announce the meetings
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For each scheduled meeting, create a calendar event:
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* invite key participants to the meeting
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* set the location to `#t-compiler, Zulip`
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* include a link to the design meeting issue in the event
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In the relevant issues, add the `meeting-scheduled` label and add a
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message like:
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```
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In today's [planning meeting], we decided to schedule this meeting for **DATE**.
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[Calendar event]
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[planning meeting]: XXX link to Zulip topic
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[Calendar event]: XXX link to calendar event
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```
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You can get the link to the calendar event by clicking on the event in
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google calendar and selecting "publish".
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## Publish a blog post
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Add a blog post to the Inside Rust blog using the [template found on
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the compiler-team repository][blog-template].
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[blog-template]: XXX

‎src/compiler/steering-meeting/submit.md

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# Submitting a proposal
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If you would like to submit a proposal to the steering meeting for
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group discusison, read on! This page has all the details.
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## TL;DR
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In short, all you have to do is
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* [open an issue on the compiler-team repository][ct issues]
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* use the template for meeting proposals
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* you only need a few sentences to start, but by the time the meeting
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takes place we typically expect a more detailed writeup, e.g.
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using [this template](
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You don't have to have a lot of details to start: just a few sentences
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is enough. But, especially for technical design discussions, we will
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typically expect that some form of more detailed overview be made
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available by the time the meeting takes place.
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## Examples of good candidates for discussing at the steering meeting
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Here are some examples of possible technical topics that would be
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suitable for the steering meeting:
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- A working group has an idea to refactor the HIR to make some part of their
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job easier. They have sketched out a proposal and would like feedback.
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- Someone has encountered a problem that is really hard to solve with
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the existing data structures. They would like feedback on a good
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solution to their problem.
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- Someone has done major refactoring work on a PR and they would like
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to be able to explain the work they did and request review.
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Steering meetings are also a good place to discuss other kinds of proposals:
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- A proposal to move some part of the compiler into an out-of-tree crate.
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- A proposal to start a new working group.
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Note that a steering meeting is **not** required to create a new
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working group or an out-of-tree crate, but it can be useful if the
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proposal is complex or controversial, and you would like a dedicated
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time to talk out the plans in more detail.
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## Criteria for selection
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When deciding the topics for upcoming meetings, we must balance a number of things:
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- We don't want to spend time on design work unless there are known
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people who will implement it and support it; this includes not only
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the "main coder" but also a suitable reviewer.
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- We don't want to take on "too many" tasks at once, even if there *are* people to
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implement them.
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- We also don't want to have active projects that will be "stepping on
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each others' toes", changing the same set of code in deep ways.
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## Meetings are not mandatory
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It is perfectly acceptable to choose *not* to schedule a particular
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slot. This could happen if (e.g.) there are no proposals available or
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if nothing seems important enough to discuss at this moment. Note
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that, to keep the "time expectations" under control, we should
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generally stick to the same 4-week cycle and simply opt to skip
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meetings, rather than (e.g.) planning things at the last minute.
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## Adding a proposal
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Proposals can be added by opening an issue on the [compiler-team
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repository][ct issues]. There is an issue template for meeting
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proposals that gives directions. The basic idea is that you open an
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issue with a few sentences describing what you would like to talk
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about.
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Some details that might be useful to include:
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* how complex of a topic you think this is
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* people in the compiler team that you think should be present for the meeting
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### Expectations for the meeting
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By the time the meeting takes place, we generally would prefer to have
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a more detailed write-up or proposal. You can find a [template] for
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such a proposal here. This should be created in the form of a hackmd
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document -- usually we will then update this document with the minutes
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and consensus from the meeting. The final notes are then stored in the
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[minutes] directory of the compiler-team repository.
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### Expectations for a non-technical proposal
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**The requirements for non-technical proposals are somewhat looser.** A
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few sentences or paragraphs may well suffice, if it is sufficient to
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understand the aims of the discussion.
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## Frequently asked questions
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**What happens if there are not enough proposals?** As noted above,
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meetings are not mandatory. If there aren't enough proposals in some
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particular iteration, then we can just opt to not discuss anything.
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[ct issues]: https://github.com/rust-lang/compiler-team/issues
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[template]: XXX
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‎src/compiler/triage-meeting.md

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# Compiler-team Triage Meeting
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## What is it?
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The triage meeting is a weekly meeting where we go over the open
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issues, look at regressions, consider beta backports, and other such
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business. In the tail end of the meeting, we also do brief check-ins
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with active working groups to get an idea what they've been working
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on.
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## When and where is it?
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See the [compiler team meeting calendar][c] for the canonical date and
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time. The meetings take place in the #t-compiler stream on the
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[rust-lang Zulip][z].
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[c]: https://rust-lang.github.io/compiler-team/#meeting-calendar
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[z]: https://rust-lang.github.io/compiler-team/about/chat-platform/
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## Where can I lean more?
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The meeting procedure is documented in [rust-lang/rust#54818].
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The working group check-in schedule is available on the [compiler-team website].
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[rust-lang/rust#54818]: https://github.com/rust-lang/rust/issues/54818
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[compiler-team website]: https://rust-lang.github.io/compiler-team/about/triage-meeting/

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