Re: [gnso-ppsc-wg] Work style / best practices

["J. Scott Evans" <jscottevans@xxxxxxxxx>]

Dear All:

I am in support of Thomas' suggestions here.  However, most of these are all 
support issues that must be handled by ICANN staff.  That said, I am in control 
of circulating the agenda and I wlll make every effort NOT to repeat my 
oversight in circulating only 30 minutes before our call.  I think Thomas' 
suggestion on agenda circulation is reasonable and I will do my best to meet 
this request.   As for the other more technical issues, I would ask our staff 
liaisons to respond directly to these issues.

Thanks Thomas for your support and positive suggestions.

J. Scott

 j. scott evans | senior legal director, global brand & trademark | Yahoo! Inc. 
| evansj@xxxxxxxxxxxxx | 408.349.1385




________________________________
From: Cheryl Langdon-Orr <cheryl@xxxxxxxxxxxxx>
Cc: Working Group <gnso-ppsc-wg@xxxxxxxxx>
Sent: Thursday, March 19, 2009 12:10:56 PM
Subject: Re: [gnso-ppsc-wg] Work style / best practices

 Just reinforcing what is said below  and heartily endorsing the
proposed use of the Adobe Connect space as an IRC backchannel +++  
this is one tool we (and me specifically as a Chair of often
tri-lingual meetings) found most successful to use within the diverse
needs of  ALAC and At-Large... What I suggest  we do need to ensure
however is that all WT members are listed as presenters  (it's a set
once and forget system)  which means whilst the room itself can become
a public archive  the WT members can edit and use the full capabilities
of this tool for their work during and indeed between session /
calls...  

CLO

Thomas Roessler wrote: 
Listening to the call today, it appeared to me that there
might be some best practices that are outside the immediate scope of
this work, but that might be worthwhile noting down and handing to GNSO
chairs (of all kinds).  Much of this is really simple technique. 

Some points:


1. Circulate minutes right after the call (within 48h, for
example)

2. Make sure there is an Instant Messaging backchannel (Adobe
connect or Jabber or IRC -- just pick something and stick to it)

3. Make sure time slots are kept consistent.

4. Make a point out of noting (in the backchannel) and minuting
action items.  Action items are commitments by a specific person to do
a specific task by a specific time.  (If any of these elements are
missing, things typically don't work out so well.)

5. Circulate an agenda about 24-48h before the meeting for a
phone call, a week or two before for face-to-face meetings.

Include:
- chair
- dial-in information
- IM backchannel
- links to any documents or archived e-mail messages that the
chair expects to refer to
- desired decisions
- list of open action items

Include the group, the date, and the word "agenda" in the
subject.

Doing this in a somewhat schematic way really helps participants
when they have to jump from one phone conference to the next.  I've
also found that it leads to some useful discipline on the chairs
themselves (including myself when in that role).

Additionally, I'll suggest this article as required background
reading for everybody here, to be kept in mind while we talk about the
WG model:
  http://www.fastcompany.com/magazine/02/meetings.html

Regards,
--
Thomas Roessler, W3C  <tlr@xxxxxx>