Recordings of Meetings

Each Open Source Antibiotics project should have a monthly, one-hour high level strategy meeting where people can update on progress. These meetings are openly available to all, recorded and put in the public domain. Ideally a Student Champion drives the organisation of the meetings.

Before a Meeting

Prep time is important. A week or so before the meeting, set up a new Github Issue that will hold the key information (date, time, online location) and "label" the Issue as a meeting. Refer back to the previous meeting (mention the issue number) and port over all the relevant action items - those that are not yet done, and any key completed tasks that need discussion.

Look back over recent project activity and see whether there are new items needed for discussion. Include links to any new activity and the associated data. Try to summarise the activity briefly.

Examples of Issues related to successful online meetings may be seen here and here.

When the Issue is essentially complete, forward it to other people scheduled to attend so that they are alerted to the need to review materials before the meeting and deal with any action items.

Advertise the meeting on social media using the hashtags #antibiotics, #openscience and/or #AMR. Tag relevant Twitter accounts such as @1antruk. Try to include a picture, e.g. a screenshot of a molecule/graph/gel/person.

Running the Meeting

Before you start recording, remind everyone that the meeting will be recorded and placed in a public location.

Before the end of the meeting, arrange and/or remind everyone of the date and time of the next meeting.

If there is a Student Champion, that person is Chair, which means they are empowered to make decisions about when to move on to a new subject so as to keep to time. It is important to keep things moving along quickly.

These monthly meetings are intended to be high-level summaries and strategy. The detailed discussion (e.g., experiment conditions, outcomes of individual crystal soaking attempts) should either be summarised on a slide (but not run through) or discussed in other meetings.

After the Meeting

Annotate the meeting Issue with any key points that have arisen, and assign tasks to people accordingly. This forms the crucial monthly To Do list for many members of the team.

Download the video (e.g., off Zoom). The file will be too big for Github, but you could consider putting it somewhere that is backed up to the cloud, e.g. Dropbox. Then upload it to YouTube. The relevant place is the "Open Source Antibiotics" channel which is here, but to add videos to the channel, use this link. The video document cannot be uploaded directly to someone else's channel (e.g., Matt's account) as YouTube does not have that function. So you will have to upload it to your own account, then ask Matt to add your YouTube-related email as colleborators so that you have the permission to add videos to his playlist (e.g., OSA meeting playlist). Then, you will need to add this playlist to your own collection, and finally, you can add that video in.

Add the video using your own YouTube account using the following approx settings (once you've done one, it should allow you to copy over a bunch of settings):

Title (modify to suit) Open Source Antibiotics Series 1 Mur Ligase Update Nov 8th 2022

Description (modify the below to suit your video) Open project meeting for Open Source Antibiotics Series 1, the Mur Ligases. Full Project: https://github.com/opensourceantibiotics/murligase Relevant GitHub Issue: https://github.com/opensourceantibiotics/murligase/issues/91 On the call: Dr Edwin Tse, Yuhang Wang, Yiwei Wang (UCL), Prof Chris Dowson (chair), Dr Adrian Lloyd and Dr Laura Diaz Saez (University of Warwick), Dr Joe Eyermann, Dr Lori Ferrins (Northeastern University), Bart Staker (SSGCID), Jan Abendroth (UCB Pharma).

Thumbnail Use the one one provided or upload your own

Playlist Open Source Antibiotics

Audience Not 'Made for Kids'

Age Restriction No

Tags Open science, open source drug discovery, antibiotics, AMR,
Importantly, add in your series, e.g. mur ligase

Enter obvious language, date and location (e.g. UCL School of Pharmacy)

Licence Creative Commons - Attribution

Category Science and Technology

Hold potentially inappropriate comments for review

Once it's up, put the link to the video somewhere on Github, usually the page that describes the meeting. Then share (e.g., tweet) that the meeting happened, include the link and the hashtags #antibiotics #AMR and tag any accounts you feel are relevant and/or people who might have been there e.g. @mattoddchem. You can also tag @mtngs_io (a site that aggregates meetings automatically).

(Note that there may well be other, smaller project meetings needed as necessary, to decide key things. It's up to the discretion of the Student Champion whether these are also recorded.)

Videos of Open Source Antibiotics meeting may be found by searching on these hashtags in YouTube or at https://tinyurl.com/OSAmeets.