This page is a work in progress
Guidelines 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
Develop charge/scope document
For reference, here are some examples:
Identify a chair and co-chair for the 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)
Please specify in your request: is this an open list that anyone can join, or do individuals need to be approved before being added?
Set up an Edial phone bridge (Email mw-service@internet2.edu to request help with this)
Set up a wiki space (Confluence) (Email mw-service@internet2.edu to request help with this)
- Reminder to Internet2/InCommon staff:
- Working Group wikis are to be created at the top level of the spaces wiki.
- Naming convention should be ??? <<DEAN, let's discuss.....>>
- Be sure the working group is listed and the wiki linked to from the InCommon Working Group Home
- Working Group wikis are to be created at the top level of the spaces wiki.
- Reminder to Internet2/InCommon staff:
Determine the meeting schedule
may use a Doodle Poll to determine members’ availability
Set up a calendar invite using Outlook (ask an Internet2 staff person to help with this.)
- Be sure the working group is listed on Internet2 website and InCommon WG Homepage (Emily will help with these)
Additional Infrastructure
notes / minutes if needed. Collaborative scribing using a Google doc is recommended.
- Set up one Google Doc to be reused for collaborative scribing.
- Configure permissions it up so anyone with the link has edit access, unless you need to restrict it more tightly
- To archive the collaboratively scribed notes, either
- include a link to the collaborative scribing doc on the Working Group wiki , and/or
- On the WG wiki, create a page for the minutes after each call, and transfer the notes into that page. .
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 (BlueJeans is available from Internet2 as of summer 2015, it can be used instead of the Edial phone bridge)
- 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:
- Name/Day/Time of call
- Connection (Edial) details
- Link to Collaborative Scribing Google Doc
- Link to WG wiki
Intellectual Property Framework Reminder
agenda bash
- list of action items from previous calls
- Suggested agenda items
- Include links to resources to be discussed
Make sure that Action Items are reviewed at the end of the call, tracked and followed up on
For software development groups ensure that all contributors have signed the contrib agreement.
Wiki / website should be updated with relevant information
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
presentations at other organizations' meetings and at Internet2 meetings
Blurb in
Internet2 Community Update or
InCommon Monthly Newsletter
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
Logistics:
- Send logistical needs/requests/questions to mw-service@internet2.edu
- Both Emily Eisbruch and Dean Woodbeck will receive the requests you send to mw-service@internet2.edu
- If you do not receive a timely response, or have follow up questions, email mw-service@internet2.edu again.
During Calls:
Welcome group members
Define goals
Prior to calls, send out agenda, (see above in "Ongoing support" section)
Follow agenda; if completely new items come up, consider adding them to the agenda for a future call
Leave time for questions
- Review Action Items at end of call
Finish calls on time
Draw out people who may be reticent or shy
Other:
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 -
work to wrap up very long discussions/discussion threads on calls/email
Acknowledge group membership contributions
On WG calls, in emails, and in other forums, 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
Update the community on group's 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
presentations at other organizations' meetings and at Internet2 meetings
Blurb in
Internet2 Community Update or
InCommon Monthly Newsletter
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)
See Also: