This page is a work in progress |
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!
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)
Decision: 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)
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.)
notes / minutes if needed. 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
Ensure good practice is followed for working group calls, including:
sending an agenda prior to calls
agenda should include:
Intellectual Property Framework Reminder
agenda bash
Make sure that Action Items are 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
Add new names to the email list as needed (can ask Internet2 staff for help with this)
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.
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 shy
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
Create a friendly, positive experience
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)