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

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

I am comfortable with no minutes. I think the MP-3 and transcription should 
suffice.  Thank you Liz for your prompt response.

J. Scott

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




________________________________
From: Liz Gasster <liz.gasster@xxxxxxxxx>
To: J. Scott Evans <jscottevans@xxxxxxxxx>; Working Group 
<gnso-ppsc-wg@xxxxxxxxx>
Sent: Friday, March 20, 2009 1:59:04 PM
Subject: RE: [gnso-ppsc-wg] Work style / best practices

 
All,
 
We can use Adobe Connect for future calls, staff will set this
up.  Staff can also send an email to this group following each call that
enumerates agreed action items.  I would prefer that staff not be asked to
prepare minutes for each Team call, as all Work Team calls are already recorded
and transcribed.  Meeting minutes are time consuming and the policy staff
are supporting more than a dozen work groups concurrently right now.  If
this group feels strongly that meeting minutes are a necessary addition I am
open to discussing it further.
 
Our action item summary and other deliverables from yesterday’s
call will be distributed shortly.
 
Thanks, Liz
 
From:owner-gnso-ppsc-wg@xxxxxxxxx [mailto:owner-gnso-ppsc-wg@xxxxxxxxx] On 
Behalf
Of J. Scott Evans
Sent: Friday, March 20, 2009 7:02 AM
To: Working Group
Subject: Re: [gnso-ppsc-wg] Work style / best practices
 
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>