Supporting podlings through challenges with clarity, empathy, and ASF values

1. Why Tough Conversations Matter

Mentors sometimes need to raise complex issues with podlings. Handling these conversations well helps the podling grow while reinforcing ASF culture. The goal is not to “win an argument” but to guide, clarify, and support community health.

2. Principles to Anchor On

• ASF Values: Transparency, meritocracy, community over code.
• Assume Good Faith: Begin with the assumption that contributors are trying to do the right thing.
• Focus on Behaviors, Not People: Address actions (e.g., lack of release votes) rather than individuals.
• Encourage Self-Governance: Guide the PPMC to solve problems, don’t than solving them for them.
• Stay Public When Possible: Use mailing lists for transparency, reserving private information for sensitive matters only.
• Respect Diversity: Podlings are often international and multi-cultural; adjust tone and expectations accordingly.

3. Common Tough Situations & How to Approach Them

a. Low Activity / Stalled Podling

• What to say:
  “I’ve noticed there hasn’t been a release or much traffic on dev@ for a while. Is there something blocking progress? How can we help unblock?”
• Pitfalls to avoid: Don’t accuse of laziness; avoid implying failure.
• Why It Matters at ASF: Sustainability is key to graduation readiness.

b. ASF Release Policy Issues

• What to say:
  “The release needs to follow ASF licensing and process. Let’s walk through what’s missing and how to fix it together.”
• Pitfalls to avoid: Don’t block progress indefinitely; strike a balance between education and expectations.
• Why It Matters at ASF: At least one ASF-compliant release is required for graduation.

c. Vendor Dominance

• What to say:
  “It looks like most commits are from a single company. Have we thought about how to involve more independent contributors?”
• Pitfalls to avoid: Don’t frame as “bad company behaviour,” focus on community diversity.
• Why It Matters at ASF: Independence and community diversity are graduation criteria.

d. Mentor Disengagement

• What to say (to the podling):
  “You may have noticed less activity from mentors. That’s on us, not on you. the IPMC can arrange additional support if needed.”
• What to do (as a mentor/IPMC member):
  • Acknowledge your own limitations if you’re disengaged.
  • Flag disengagement to the Incubator PMC (general@incubator.apache.org) and request more mentors.
  • Encourage other mentors to step in, but don’t leave it to the podling.
• Pitfalls to avoid: Asking the podling to find mentors; going silent.
• Why It Matters at ASF: Mentor accountability is part of the IPMC’s oversight role.

e. Culture Clashes / Non-ASF Norms

• What to say:
  “At Apache, we prefer decisions on the mailing list rather than private chat. Could we bring that discussion here so the whole community can weigh in?”
• Pitfalls to avoid: Imposing rules without explaining “why.”
• Additional note: Be aware that contributors may have different communication norms (e.g., hierarchy, directness, pace). Aim for clarity without assuming ill intent.
• Why It Matters at ASF: Transparency and openness are fundamental.

f. Conflict Between Podling Members

• What to say:
  “Let’s slow down and ensure decisions are based on consensus. Can we bring this discussion back to dev@ and focus on the technical/community concerns?”
• Pitfalls to avoid: Taking sides, moving discussion off-list prematurely.
• Why It Matters at ASF: Consensus-based decision making is core to the Apache Way.

g. Handling Silence / Non-Response

• What to say:
  “I wanted to follow up - have you had a chance to consider this?”
• What to do:
  • Send a gentle reminder after a reasonable amount of time has passed.
  • If silence continues, raise the issue on general@incubator.apache.org.
  • Don’t let important requirements (such as reporting or releases) slip silently.
• Why It Matters at ASF: Podling accountability requires visible engagement.

h. Retirement Discussions

• What to say:
  “It looks like activity has been very low for some time. One valid ASF outcome is retiring the podling, which preserves the work done so far. How do you all feel about that path?”
• Pitfalls to avoid: Treating retirement as a failure or punishment; it can be the right choice.
• Why It Matters at ASF: Retired projects remain part of ASF history and can be revived if interest returns.

4. Techniques for Effective Conversations

• Use Questions First: Invite reflection (“What’s holding us back from releasing?”).
• Name the ASF Principle: Tie feedback to ASF norms, not personal opinion.
• Give Examples: Point to other podlings/projects that resolved similar issues.
• Balance Support & Standards: Be empathetic but firm about ASF requirements.
• Positive Reinforcement: Highlight recent wins (new contributors, first release) to balance critique.
• Know When to Escalate: If an issue remains unresolvable, flag it to the IPMC or Incubator Chair.
• Avoid Overreach: Mentors guide and advise, they don’t make binding decisions for the podling. Encourage the PPMC to take ownership.
• Tie to Graduation Criteria: Frame tough feedback in terms of graduation readiness (diverse community, governance, releases, ASF process). This keeps conversations goal-oriented.
• Closure Matters: Always summarize outcomes and next steps on the mailing list so everyone understands the resolution and it’s part of the project record.

5. How to Escalate

• Start with the Podling: Raise issues openly on the podling’s dev@ list.
• Move to the Incubator PMC: If unresolved, bring it to general@incubator.apache.org.
• Private Channels: Use private@incubator or direct contact only if the issue involves sensitive personal or CoC matters.
• Further Escalation: In rare cases, escalate to the IPMC, Incubator Chair, or ASF Board.
• Tip: Clearly document the context so others can help without rehashing.

6. Checklist Before Raising a Tough Topic

• Have I gathered enough facts (commits, list activity, release attempts)?
• Am I framing this as a growth opportunity?
• Have I considered ASF principles (transparency, merit, consensus)?
• Am I ready to listen as much as I speak?
• Is this best raised on dev@, or does it require private escalation first?
• Have I closed the loop by documenting outcomes and next steps?

7. Resources

• Incubator Mentor Quick Start Guide
• Common Red Flags
• Best Practices for Mentors
• ASF Code of Conduct