This page is in progress. Not complete as of July 2015
Overall Support Needs for a Group
Processes for establishing and supporting a working group are listed below. The startup steps generally require Internet2 staff support. The ongoing support functions are sometimes done by an Internet2 staff flywheel, and sometimes by the working group chair.
Start Up
Develop charge/scope document
For reference, examples:
Identify a chair and co-chair
Publicize call for membership, may involve using
emails to existing group lists
blog
Facebook/Twitter
Outreach to key stakeholder communities to get appropriate group membership
mailing list (Sympa)
Decision: is this an open list that anyone can join, or do individuals need to be approved before being added?
Edial phone bridge
wiki (Confluence)
meeting schedule
may use a Doodle Poll to determine members’ availability
calendar invite
Additional Infrastructure
notes / minutes if needed
other tools as needed, such as:
voting tool
community forum tool
Box.com for document storage
Adobe Connect or other tool for slide sharing during calls
Video Conferencing
Ongoing Support
Ensure good practice is followed for working group calls, including:
sending an agenda prior to calls
agenda should include:
roll call
Intellectual Property Framework Reminder
agenda bash
Action Items are tracked and followed up on
For software development groups ensure that all contributors have signed the contrib agreement.
Wiki / website is updated with relevant information
Add new names to the email list as needed
Update the community on status / milestones /accomplishments. May include:
press release
blog
Internet2 or InCommon Facebook
Internet2 or InCommon Twitter
webinars
Blurb in
Internet2 Community Update or
InCommon Monthly Newsletter
presentations at Internet2 meetings
presentations at other organizations' meetings
Schedule BOFs at Internet2 meetings
Schedule and coordinate additional F2F meetings as needed
For groups where the charter dictates membership terms (i.e. governance and advisory groups) ensure that the terms are adhered to, and new members are recruited and onboarded accordingly. Send letter of appreciation to outgoing members of governance and advisory groups.
Closing a Group
Sometimes groups finish their work or get transitioned/combined for a new phase of work. Closing a group may involve:
Summarize the group’s work
Express appreciation to group members for their contribution
Email to the appropriate list(s) of the group’s closing
Indicate on the wiki and / or website the group's completed status
Remove calendar item from people's calendars
Close Sympa email list after a period of time (optional, there may a reason to keep the list around in case follow-up is needed)
Suggested Strategies to Better Support Groups
Use a collaboration management platform (CMP)
Increases efficiency in setting up and maintaining the group, as one list of names (sometimes compiled via an email invitation process) can be fed into multiple tools (Sympa and Confluence, and hopefully in the future a scheduling tool).
The LARPP project has used the COmanage CMP
Standardize procedures for setting up a wiki space for a new WG. (Done, new working groups are at top level in spaces wiki. Must be listed on the WG Home page here.)
Collaborative Scribing
Leads to more accurate and timely notes, as they are compiled and reviewed by the group in real time
the collaborative scribing approach (with Google docs) is being used successfully by the Grouper Working Group and the Technology Exchange 2015 Trust & Identity Meeting Planning Group. Has also been successful at the ACAMP Unconference
Establish/Maintain a spreadsheet of community members (and their interest/expertise) willing to serve on working groups.
Benefits include:
Provide a clearer pathway to involvement
Lead to a more broadly engaged community
Help avoid a small group of people getting tapped repeatedly
A tool for new leadership development
Archive Strategy - need to work on procedures
Maintain metadata
Be sure all is easily findable both during and after the working group
Suggested Tool Strategy - need to work on procedures
Standard Tools (Sympa, Confluence, Edial)
Supplementary Tools, Box vs Google Docs , etc (highlight Pros and Cons)
Provide "how to" document on chairing a working group
Could include
Boiler Plate Charge document (Emily working on this)
Welcoming group members
Defining goals
Sending out agendas, starting with the "top-of-agenda basics" (roll call, Intellection Property Reminder, agenda bash)
Following agenda
Leaving time for questions
Finish calls on time
Drawing out people who may be reticent or shy
Provide resources needed for group members to be successful
Serving as a bridge to Internet2 staff where needed
Serving as a bridge/ambassador to other Internet2 efforts
Gently but firmly moving efforts forward/toward conclusion - skillsets for wrapping up very long discussions/discussion threads on calls/email
Acknowledging group membership contributions
Creating a friendly, positive experience