Scheduling

Time Zone Sensitivity

Schedule meetings at times that are as convenient as possible for participants in different time zones. You can use resources like Time and Date, World Time Buddy, and many others to properly identify the best time for meeting. 

Public Calendar

All RISC-V Technical Meetings are public available and listed in your timezone at tech.riscv.org/calendar.

Inviting

To ensure that your meeting is included in the public calendar, please remember to include tech.meetings@riscv.org in your meeting invitation list during the scheduling process.

Meeting Time Slots

In 2024, RISC-V International undertook a review of its Technical Meetings to enhance their effectiveness and efficiency. This initiative led to the introduction of designated time blocks allocated specifically to various groups. When you are scheduling a new meeting, you must align it with the appropriate time block assigned to your respective group, be it the Governing Horizontal Committee, ISA Committee, Governance, or the Technical Steering Committee.

Preparing

Agenda

Send a detailed agenda in advance, including the meeting’s purpose, topics to be discussed, and expected outcomes. Ideally, share the agenda at least 48 hours in advance. Given RISC-V International global context where different time zones can affect the working hours of attendees. If that's not feasible, ensure it's sent no later than 24 hours before the meeting.

Inclusive Language and Communication

Use clear, simple language and avoid idioms or regional phrases that might not be understood globally. Encourage the use of visual aids or slides to support verbal communication.

Cultural Awareness

Be aware of and respectful towards the cultural norms and practices of all participants. This can include understanding different communication styles, attitudes towards hierarchy, and meeting etiquette.

Meeting

Disclaimers

Taking Notes

Recording

Sharing Minutes

Follow-Up and Documentation: Provide clear and concise meeting minutes or summaries post-meeting, including action items and responsibilities. Ensure these documents are accessible and understandable to all participants.