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

["Tim Ruiz" <tim@xxxxxxxxxxx>]

How does the recording sound for the rest of you? It really sucks when I
try to play it. The speed seems messed up throughout the recording.
Also, I noticed that the PDP-WT's transcript was posted same day. 

But if it is going take a few days to get the transcript, then an action
item recap needs to be posted relatively quickly, at least within a
couple hours of the call.

Tim  
 
  -------- Original Message --------
Subject: RE: [gnso-ppsc-wg] Work style / best practices
From: Liz Gasster <liz.gasster@xxxxxxxxx>
Date: Fri, March 20, 2009 4:32 pm
To: "J. Scott Evans" <jscottevans@xxxxxxxxx>, Working Group
<gnso-ppsc-wg@xxxxxxxxx>

  All, here is a link to the page where MP3 recordings and transcripts
can be found:
  
 http://gnso.icann.org/calendar/
  
 You can scroll down to find recordings of all of our meetings.  There
is a several day delay before transcripts are available.
  
 Best, Liz
  
   From: J. Scott Evans [mailto:jscottevans@xxxxxxxxx] 
Sent: Friday, March 20, 2009 2:07 PM
To: Liz Gasster; Working Group
Subject: Re: [gnso-ppsc-wg] Work style / best practices



  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>