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This page is a work in progress.here are

Resources for Working Group Chairs and Flywheels

Time to spin up a new collaborative working group? 

Wondering how the email list, wiki, calendar, agendas and other details will work?

This page is designed to help!

Start Up Steps for a Working Group 

  • Publicize call for membership, which may involve using

  • emails to existing group lists

  • blog

  • Facebook/Twitter

  • Outreach to key stakeholder communities to get appropriate group membership  

  • Feel free to consult with emily@internet2.edu on these steps

 

  • Set up a Sympa mailing list (Email mw-service@internet2.edu to request help with this)

    • Decision: is this an open list that anyone can join, or do individuals need to be approved before being added?

  • Determine the meeting schedule

    • may use a Doodle Poll to determine members’ availability

  • Set up a calendar invite using Outlook (ask for an Internet2 staff person to help with this.)

Additional Infrastructure

  • notes / minutes if neede. Collaborative scribing using a Google doc is recommended.

  • 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

    • Feel free to Email mw-service@internet2.edu to request help with the above tools

Ongoing Support

  • Ensure good practice is followed for working group calls, including:

    • sending an agenda prior to calls

  • agenda should include:

  • roll call

  • 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. Feel free to consult with emily@internet2.edu on these steps, which 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.


 

 Tips for Working Group Chairs

 

 

 

  • Welcome group members

  • Define goals

  • Prior to calls, send out agendas, starting with the "top-of-agenda basics" (roll call, Intellection Property Reminder, agenda bash

  •  Follow agenda 

  • Leave time for questions 

  • Finish calls on time 

  • Draw out people who may be reticent or sh 

  • Serve as a bridge to Internet2 staff where needed (never by shy about asking for what the group needs) 

  • 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 

  • Acknowledge group membership contributions 

  • Create a friendly, positive experience


Closing a Group

When a group finishes its work or gets transitioned/combined for a new phase of work:

  • 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)



 




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