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Successful E-Meetings

Successful E-Meetings. John Visser, P.Eng. Chairman, ITU-T SSG Tel: +1 613-763-7028 Fax: +1 613-765-6257 Mob: +1 613-276-6096 Email: jvisser@nortelnetworks.com. Outline: E-Meetings. Role of E-meetings when used E-meeting formats Discussion Boards

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Successful E-Meetings

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  1. SuccessfulE-Meetings John Visser, P.Eng. Chairman, ITU-T SSG Tel: +1 613-763-7028Fax: +1 613-765-6257Mob: +1 613-276-6096Email: jvisser@nortelnetworks.com GSC-8, OTTAWA 1

  2. Outline: E-Meetings • Role of E-meetings • when used • E-meeting formats • Discussion Boards • Limited duration response to posted contributions • Correspondence Groups • E-meeting guidelines • per proposed revisions to ITU-T Rec. A.9 GSC-8, OTTAWA

  3. Role of E-Meetings ITU-T meeting frequency and format Type Level Frequency Duration (months) (days) Face-to-face SG 8 1-2 Face-to-face WP 4-8 1-2 Face-to-face or electronic RG as req’d 2-5 (+/-) • WPs meet when SG meets • Rapporteur Groups meet when WPs meet • Rapporteur Groups may hold additional meetings as required • Electronic meetings may be effectively used to progress technical work but do not replace face-to-face meetings GSC-8, OTTAWA

  4. Discussion Boards • Format • minimal requirements: internet browser; TIES account • contributions posted on secure server (TIES) • timetable established for addressing each topic • initial conference call to set the stage • recognize global time zones: allow time for comments and questions to be reviewed and responded to • meeting report reviewed as last stage of e-meeting • Examples • Q.1/SSG (Service and network capability requirements and network architecture) • Q.6/SSG (Harmonisation of existing IMT-2000 Systems) GSC-8, OTTAWA

  5. Limited Duration Response to Posted Contributions • Format • a reflector-based exchange of views on posted documents • potential issues in accessing documents (confusion in how posted) • responses collected over several days • no specific timetable for “discussions” (inputs arrive randomly) • responses analyzed and meeting summary prepared after close of e-meeting (difficult to manage finalization) • marginally satisfactory • Example • ITU-D Q.18/2 e-meeting (2003 01 27 - 30) GSC-8, OTTAWA

  6. Correspondence Groups • Format • formal meeting assigns task, terms of reference • use email reflector set up for the purpose • requires subscription to email reflector • typically long duration (until next formal meeting) • often characterized by infrequent bursts of messages by a small number of active participants, long silences • summary report provided by moderator, may or may not be reviewed on reflector • overall limited success in achieving well-defined results, real progress • Example • Various ITU-T TSAG Correspondence Groups GSC-8, OTTAWA

  7. Keys to successfulE-meetings • SSG experience indicates: • Discussion Boards successful: most closely follows format of a face-to-face meeting • focus, focus, focus in the terms of reference • clearly defined timetable is essential to manage the work • participants must reserve time to participate • best approach: book a regular time slot each day on your calendar • TSB support essential: post documents, etc. GSC-8, OTTAWA

  8. Revised Rec. A.9:E-Meetings Guidelines I • Revised Rec. A.9 currently in TAP Determined Status, anticipate TSAG approval in Nov 2003 • Section 5 provides Procedures for E-Meetings • electronic meetings are encouraged • decision to use an electronic meeting or other form (face to face, conference call, etc.) made with due regard to the nature of the work • no specific mechanism prescribed; no special requirements should be imposed other than a TIES account, Internet access, and a browser or FTP client • terms of reference should be narrow and focused GSC-8, OTTAWA

  9. Revised Rec. A.9:E-Meetings Guidelines II • Section 5 provides Procedures for E-Meetings • no overlap with face-to-face meetings or other e-meetings within the SSG • schedule to allow participants adequate time to analyze the results of the previous meeting and to prepare and obtain approval of inputs for the next meeting • duration not normally >14 consecutive calendar days • if insufficient contributions, cancel the meeting • participants sign in to indicate their presence; convener produces a list of who signed in for the meeting report GSC-8, OTTAWA

  10. Revised Rec. A.9:E-Meetings Guidelines III • Section 5 provides Procedures for E-Meetings • start with a conference call (≤2 hours) to agree: • agenda and timetable (duration for each item) • allocation of documents • re-affirm objectives • review items of procedure (e.g., deadlines to complete specific activities during the meeting) • any other matters requiring real-time discussion • all documents made available on TIES, including those generated during the e-meeting • the substance of the e-meeting report agreed before the conclusion of the meeting GSC-8, OTTAWA

  11. Summary and Conclusions • Well organized e-meetings are an effective tool to progressing technical work; impose minimum demands on participants and on ITU-T infrastructure • E-meetings supplement but do not replace face-to-face discussions • Discussion boards with well-defined objectives and timetables work very well: most like a face-to-face meeting • SSG experience substantial and positive E-meetings are very effective when done well. GSC-8, OTTAWA

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