Facilitation guide, async contribution guide, and various updates

locals/mailing-list.md

@@ -4,11 +4,7 @@ sidebar_position: 2
 
 # Mailing List
 
-:::info Target audience: approved GraphQL Local organizers
-
-:::
-
-Please join the GraphQL Locals mailing list:
+Approved GraphQL Local organizers should join the GraphQL Locals mailing list:
 
 https://lists.foundation.graphql.org/g/locals
 

locals/resources.md

@@ -3,13 +3,6 @@ title: Resources & Templates
 sidebar_position: 3
 ---
 
-:::info Looking for funding?
-
-If your immediate need is event financial, head to
-[Sponsorship](./sponsorship.md).
-
-:::
-
 ## Template slide deck
 
 A template slide deck, suitable for the organizer or for use by speakers:
@@ -26,3 +19,7 @@ https://youtu.be/lKeEhbQqjNw?list=PLu_TLSnl46RqT7utOS2iqNn9beOX4bshO&t=789
 
 The GraphQL logo files can be downloaded from the brand guidelines page:
 https://graphql.org/brand/
+
+## Sponsorship
+
+See: [Sponsorship](./sponsorship.md).

tsc/members.md

@@ -3,7 +3,8 @@
 For an up to date list of members, see:
 https://github.com/graphql/graphql-wg/blob/main/GraphQL-TSC.md#tsc-members
 
-The current members of the GraphQL TSC are (in chair, name order):
+The members of the GraphQL TSC up until 31st Jan 2026 are (in chair, name
+order):
 
 | Name                                               | Affiliation           | Term begins | Term ends    |
 | -------------------------------------------------- | --------------------- | ----------- | ------------ |

wg/async-contributions.md

@@ -3,17 +3,6 @@ title: Asynchronous Contributions
 sidebar_position: 4
 ---
 
-TODO
-
-<!-- This was AI generated
-
-:::info Prefer specs work?
-
-If you are contributing to the GraphQL specification directly, check the
-[TSC workflow guidelines](../tsc/spec-proposals.md) for deeper process details.
-
-:::
-
 You do not need to attend every meeting to contribute in a useful way. Use
 asynchronous channels to stay involved between sessions.
 
@@ -29,26 +18,19 @@ asynchronous channels to stay involved between sessions.
 
 - Improve meeting notes by clarifying summaries, adding links, or correcting
   typos.
-- Publish recap posts in the relevant repository or community forums.
 - Translate notes or key decisions for non-English-speaking communities when
   possible.
 
 ## Community Channels
 
-- Join the GraphQL Foundation Discord and relevant channels (e.g.,
-  `#wg-general`, `#wg-graphql-js`).
+- Join the [GraphQL Foundation Discord](https://discord.graphql.org) and
+  relevant channels (e.g. `#wg`).
 - Keep discussions focused, reference agenda items, and capture decisions back
   in GitHub.
-- Utilize the working group mailing lists for formal announcements or consensus
-  calls.
 
 ## Staying Informed
 
-- Subscribe to repository notifications with custom filters for issues and
-  discussions.
-- Follow the monthly community update or newsletter for cross-program
-  highlights.
+- Subscribe to repository notifications - all changes are implemented through
+  pull requests.
 - Track open action items assigned to you and update status ahead of the next
   meeting.
-
--->

wg/facilitation-guide.md

@@ -3,61 +3,100 @@ title: Facilitation Guide
 sidebar_position: 3
 ---
 
-TODO
-
-<!-- This was AI generated
-
-:::tip Only need agenda templates?
-
-Jump down to [Templates](#templates) if you already have facilitation experience
-and just require docs.
-
-:::
+Hosting a GraphQL Working Group is fairly straightforward; we recommend that you
+attend a few working groups before hosting your own, and you can always see how
+others do it via our
+[YouTube recordings](https://youtube.com/@GraphQLFoundation).
 
 Effective facilitation keeps working group meetings inclusive, efficient, and
 outcome-driven.
 
+We often use the terms facilitator, chair and host interchangeably.
+
 ## Before the Meeting
 
-- Publish the agenda at least five business days in advance and pin it to the
-  relevant Discord/git channels.
-- Invite subject-matter experts whose input will be required for decisions.
-- Assign a note-taker and a timekeeper. Confirm backups in case someone is
-  absent.
-- Review outstanding action items and highlight any blockers in the agenda.
+- Agenda templates should be auto-generated ahead of time, if your WG is new
+  then check out [wg-template](https://github.com/graphql/wg-template) and
+  [wgutils](https://github.com/graphql/wgutils). A TSC member (currently Benjie)
+  takes care of generating the agendas.
+- Check over the agenda and ensure it is formatted correctly, and the item
+  durations seem reasonable. Often people vastly underestimate discussion time.
+- Consider reordering the agenda so shorter items come first, allowing space for
+  more champion.
+- If the same champion has many topics, consider interspercing other agenda
+  items to break up the agenda.
+- If appropriate, review notes from previous meeting to ensure you have context.
 
 ## During the Meeting
 
-- Begin with a code of conduct reminder and quick attendance roll call.
-- Set expectations for chat usage, raising hands, or speaking cues.
-- Timebox each agenda item. Offer to park topics that run over and move them to
-  async follow-up.
-- Encourage balanced participation by inviting quieter voices and summarizing
-  points before decisions.
-- Capture clear actions: owner, deliverable, and due date.
+The agenda guides you through the process of starting a meeting, but as a rough
+summary:
+
+1. Wait for all people listed in the attendees to show up, or until 5 minutes
+   past the start time, whichever occurs first.
+1. Start by welcoming and introducing the working group, to ensure people are
+   "in the right room" ;)
+1. Note that all participants must have agreed to the specification membership
+   agreement, participation guidelines, contribution guide and code of conduct,
+   and that meetings are recorded automatically, published to YouTube, and that
+   we use LLMs/AIs to generate summaries.
+1. Invite attendees to give a very brief introduction (typically name and
+   company); this is intended to ensure attendees know the preferred
+   pronunciation of each others' names.
+1. If anyone is in attendance who is not on the agenda, nudge them to add their
+   attendance. The CLAbot ensures that all attendees on the agenda have agreed
+   to the CLA, unlisted attendees who have not agreed to the CLA must not
+   participate until such time as they have signed the CLA.
+1. If someone appears late, invite them to introduce themself when the
+   opportunity arises, without breaking the flow of the meeting.
+1. Remind attendees that there is a "live notes" document that all can
+   contribute to, and ask for volunteers to keep it updated. Though the AI
+   summary tools make a summary of the meeting, often human attendees have more
+   context and their notes can be much higher value.
+1. Review the agenda for the attendees, and give them a chance to add any other
+   items.
+1. Invite the first topic's champion to introduce their topic.
+
+There are many different speaking cultures around the world, some are more
+forward and happy to interject, whilst others are more reserved and prefer to
+wait their turn. Keep an eye on the "raise hand" functionality in Zoom, and if
+someone raised their hand but didn't get a chance to speak, feel free to
+interrupt and invite them to do so. Do not put people on the spot asking for
+input when they haven't offered, but if someone has something to say (you might
+notice them writing in the text chat, for example), invite them to do so (e.g.
+ask them to expand upon or echo their chat comment).
+
+Should you have a packed agenda and an item is running significantly over time,
+especially if the conversation is becoming cyclic or progress is slowing, you
+should interrupt and invite the return of the topic at the next meeting, moving
+onto the next item. You can return to that topic at the end of the meeting if
+there is time.
+
+Where possible, explicitly call out action items, and **note them in the live
+notes**. Do not trust the AI to capture these accurately!
 
 ## After the Meeting
 
-- Publish notes and recordings within 48 hours.
+- Zoom recordings will be sync'd to YouTube roughly once a week (typically
+  Thursdays).
+- Meeting notes should be added to the repository following the pattern already
+  in use (see instructions in the repo). If the host doesn't take care of this,
+  typically the community gardener will do so after a week or two.
 - Update GitHub issues with decisions made or next steps assigned.
-- Thank guest presenters and confirm when their items will resurface.
-- Review the parking lot items and schedule async resolutions or future agenda
-  slots.
 
-## Templates
+## Agendas
 
-- **Agenda:** Title, date, Zoom link, code of conduct reminder, roll call,
-  agenda items with owners, parking lot, action item log.
-- **Run Sheet:** Timeline, facilitator cues, and technical checks (recording,
-  streaming, captioning).
-- **Decision Log:** Table capturing proposal, decision type (consensus, rough
-  consensus, deferred), and follow-up links.
+Agenda's are generated via the `wgutils agenda gen` command; most repos let you
+call it as `yarn gen-agenda YYYY MM` (replacing YYYY and MM with the year and
+month to generate agendas for). Running this command will overwrite existing
+agendas for the same date, so be careful not to lose attendance or agenda items!
 
-## Continuous Improvement
+Each item must have a duration and a champion. The champion introduces the
+subject and typically invites discussion around it.
 
-- Collect feedback quarterly from people who attend on pacing, clarity, and
-  inclusion.
-- Rotate facilitation or co-chairing to build capacity in the community.
-- Share learnings with other working groups via the WGs shared channel.
+## Feeding back to the main WG
 
--->
+If you're facillitating a subcommittee, when major advancements happen you
+should add notification to [the main WG](https://github.com/graphql/graphql-wg)
+to keep members informed and invite further input to the subcommittee. This is
+also useful for cross-polination of ideas between subcommittees.

wg/index.md

@@ -3,13 +3,6 @@ title: Working Groups Overview
 sidebar_position: 1
 ---
 
-:::tip Only need joining instructions?
-
-Jump to [Join a Meeting](./join-a-meeting.md) if you are ready to participate
-right away.
-
-:::
-
 GraphQL Working Groups (WGs) bring maintainers, implementers, and community
 experts together to shape the future of the GraphQL specification and ecosystem.
 Meetings are typically held monthly and are open to observers.
@@ -44,9 +37,11 @@ Meetings are typically held monthly and are open to observers.
 
 ## Participant Roles
 
-- **Chair:** Maintain agenda, facilitate discussions, and ensure follow-up items
-  are tracked.
-- **Editor:** Maintain the official specs and track normative changes.
-- **Implementer:** Share insights from runtimes, tooling, and large deployments.
-- **Observer:** Listen in, learn the process, and may comment through GitHub
-  issues or Discord chat.
+- **Host** (aka chair, facilitator): Maintain agenda, facilitate discussions,
+  and ensure follow-up items are tracked.
+- **Editor**: Maintain the official specs and track normative changes.
+- **Champion**: Introduce changes, seek feedback, push for advancement.
+- **Attendee**: Offer relevant feedback, spot issues, consider edge cases, share
+  insights from runtimes, tooling, and large deployments.
+- **Observer**: Watch via YouTube, learn the process, comment through GitHub
+  issues or Discord chat, become an Attendee!