gsc-8160 source:itu-t title:successful e-meetings agenda item:ewg document for: decision discussionx...

28 Apr - 1 May 2003 GSC-8, OTTAWA

1

GSC-8 160

EWGAGENDA ITEM:

Successful E-MeetingsTITLE:

ITU-TSOURCE:

Information

XDiscussion

Decision

DOCUMENT FOR:

SuccessfulSuccessfulE-MeetingsE-MeetingsJohn Visser, P.Eng.Chairman, ITU-T SSGTel: +1 613-763-7028Fax: +1 613-765-6257Mob: +1 613-276-6096Email: [email protected]

28 Apr - 1 May 2003 GSC-8, OTTAWA2

Outline: E-MeetingsOutline: 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


Role of E-MeetingsRole of E-Meetings

ITU-T meeting frequency and formatType 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


Discussion BoardsDiscussion 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)


Limited Duration ResponseLimited Duration Response to Posted Contributions 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)


Correspondence GroupsCorrespondence 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


Keys to successfulKeys to successfulE-meetingsE-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.


Revised Rec. A.9:Revised Rec. A.9:E-Meetings Guidelines IE-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


Revised Rec. A.9:Revised Rec. A.9:E-Meetings Guidelines IIE-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


Revised Rec. A.9:Revised Rec. A.9:E-Meetings Guidelines IIIE-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


Summary and ConclusionsSummary 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.

E-meetings are very effective when done well.

gsc-8160 source:itu-t title:successful e-meetings agenda item:ewg document for: decision discussionx...

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