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 (optionally) 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
Reminder to Internet2/InCommon staff:
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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)
notes / minutes if needed. Collaborative scribing using a Google doc is recommended.
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)
Ensure good practice is followed for working group calls, including:
sending an agenda prior to calls
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 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 onboarded accordingly. Send letter of appreciation to outgoing members of governance and advisory groups.
Logistics:
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
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
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: