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Guidelines for Trust and Identity 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. See Tools for Publicizing Working Groups.

  • Email mw-service@internet2.edu to request
    • email list
    • phone bridge or BlueJeans (video conferencing) coordinates
    • wiki space

     

    Reminder to Internet2/InCommon staff: 

  • Determine the meeting schedule

    • may use a Doodle Poll to determine members’ availability

  • Optional: Establish a calendar invite using Outlook (Because group membership changes and can be hard to keep up with in a calendar tool, we rely primarily on emails to inform the community of working group calls, we do not always provide a calendar invite)

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. An example is here.
    •  Configure permissions 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 working group wiki, create a page for the minutes after each call, and transfer the notes into that page.

  • Other tools as needed, such as:

    • 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

  • Make sure that Action Items are noted during the call, and reviewed at the end of the call.

  • For software development groups, ensure that all contributors have signed the contrib agreement.

  • Wiki / website should be updated with relevant information

  • Schedule Birds of a Feather (BOF) sessions or working group meetings at Internet2 Conferences

  • Schedule and coordinate additional Face-to-Face 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 on-boarded accordingly.  Send letter of appreciation  to outgoing members of governance and advisory groups (Emily will help with this)

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  

  • Serving as a bridge/ambassador to other Internet2 efforts.

  • Stay in touch with the chair of the body that chartered your working group (e.g. Steering, TAC, AAC).
  • 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 working group 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. See Tools for Publicizing Working Groups.

  • 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:

InCommon Working Group Home

Working Group Agenda template

Tools for Publicizing Working Groups

Internet2 Support Levels to Trust and Identity Working Groups (Google Doc)



 




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