OPERATIONS STEERING COMMITTEEOPERATIONS STEERING COMMITTEECommunications TeamCommunications Team

Kick-Off MeetingKick-Off Meeting

1 March 20091 March 2009Interim Chair: Mason ColeInterim Chair: Mason Cole

Communications Team: Who We AreCommunications Team: Who We Are

Interim ChairInterim Chair: Mason Cole - Registrar Constituency: Mason Cole - Registrar Constituency Sedar Acir - Registrar contact for Turkish RegistrySedar Acir - Registrar contact for Turkish Registry Chris Chaplow - Commercial and Business Users ConstituencyChris Chaplow - Commercial and Business Users Constituency Steve Holsten - Registries ConstituencySteve Holsten - Registries Constituency Zbynek Loebl - Intellectual Property ConstituencyZbynek Loebl - Intellectual Property Constituency Catherine Sigmar - Registries ConstituencyCatherine Sigmar - Registries Constituency Nick Wood - Intellectual Property ConstituencyNick Wood - Intellectual Property Constituency

Communications TeamCommunications TeamKick-Off Meeting Draft AgendaKick-Off Meeting Draft Agenda1.1. Call to order and introductionsCall to order and introductions2.2. Review agendaReview agenda3.3. Background discussion: Context for our work (these slides)Background discussion: Context for our work (these slides)4.4. Review and discussion of Communications Work Team charterReview and discussion of Communications Work Team charter

i.i. current problemscurrent problemsii.ii. desired outcomesdesired outcomesiii.iii. deliverablesdeliverablesiv.iv. timelinestimelines

5.5. Discussion of / agreement to procedure for finalizing Communications Work Discussion of / agreement to procedure for finalizing Communications Work Team charter, including proposed timelineTeam charter, including proposed timeline

6.6. Timeline for interim Communications Work Team chair and Timeline for interim Communications Work Team chair and procedure for selecting permanent chair; vice-chairprocedure for selecting permanent chair; vice-chair

7.7. Agree to regular teleconference meeting timesAgree to regular teleconference meeting times8.8. All other businessAll other business

Why We’re HereWhy We’re HereContext for Our Work: Problems Identified (LSE Report)Context for Our Work: Problems Identified (LSE Report)

September 2006 review of GNSO by London School of September 2006 review of GNSO by London School of Economics (LSE) said to the ICANN Board that, in part, Economics (LSE) said to the ICANN Board that, in part, communications problems hinder the work of the GNSOcommunications problems hinder the work of the GNSO

LSE found specific problems:LSE found specific problems: Inconsistency among Constituency websites confuses both new and Inconsistency among Constituency websites confuses both new and

existing members.existing members.

The ICANN website doesn’t showcase the GNSO properly. Too few The ICANN website doesn’t showcase the GNSO properly. Too few people with a stake in GNSO work know what the GNSO is or how to people with a stake in GNSO work know what the GNSO is or how to contribute to the work. contribute to the work.

Documents are poorly and inconsistently organized, making progress and Documents are poorly and inconsistently organized, making progress and decisions difficult to track.decisions difficult to track.

Why We’re HereWhy We’re HereOther Reasons It’s Hard to Communicate with the GNSOOther Reasons It’s Hard to Communicate with the GNSO

Unique language of ICANNUnique language of ICANN

Gap in understanding between “policy” and “market” Gap in understanding between “policy” and “market” sidessides

Lack of context in communications: ICANN’s work Lack of context in communications: ICANN’s work will eventually achieve precisely what objective?will eventually achieve precisely what objective?

Time lag in development of policy and contribution Time lag in development of policy and contribution of affected partiesof affected parties

What We’re Supposed To DoWhat We’re Supposed To DoWork Team Draft Charter GoalsWork Team Draft Charter Goals The Board endorsed the LSE recommendations(*), and The Board endorsed the LSE recommendations(*), and

based on these the CCT is to develop proposals for based on these the CCT is to develop proposals for Council consideration.Council consideration.

These should include, These should include, but aren’t limited tobut aren’t limited to::- Revised / new GNSO website and online collaboration tools- Revised / new GNSO website and online collaboration tools

- Better document management capabilities- Better document management capabilities

- Revised / new ability to solicit public comments on its work- Revised / new ability to solicit public comments on its work

- How to better coordinate with other ICANN structures- How to better coordinate with other ICANN structures

- How to better communicate with Support Orgs and Advisory - How to better communicate with Support Orgs and Advisory CmtesCmtes

- How to improve Board awareness of GNSO issues- How to improve Board awareness of GNSO issues(*)As encapsulated in the Board Governance Committee Working Group's February 2008 Final Report on GNSO Improvements

More Specifics on Board RecommendationsMore Specifics on Board Recommendations

Develop new GNSO website requirementsDevelop new GNSO website requirements Collaboration tools: Collaboration tools: scheduling, discussions, templates, knowledge base, scheduling, discussions, templates, knowledge base,

blogs / blogs / wikis, information sharingwikis, information sharing

Portal services: Portal services: create social networks, find teams / people, communication create social networks, find teams / people, communication alerts / remindersalerts / reminders

Search capability:Search capability: indexing, keywords, relevance, data types, enterprise indexing, keywords, relevance, data types, enterprise extensionsextensions

Content mgmt:Content mgmt: authoring, versioning, workflows, check in / out, document authoring, versioning, workflows, check in / out, document security, multi-language supportsecurity, multi-language support

Business processes:Business processes: web forms, online surveys, dashboardsweb forms, online surveys, dashboards

Shared services:Shared services: common themes / interface, editing, navigationcommon themes / interface, editing, navigation

More Specifics on Board RecommendationsMore Specifics on Board Recommendations

Improve GNSO’s ability to solicit meaningful Improve GNSO’s ability to solicit meaningful feedbackfeedback Prepare a revised process for gathering and addressing public Prepare a revised process for gathering and addressing public

comment on policy issuescomment on policy issues

Take into account developments in technology that facilitate Take into account developments in technology that facilitate community interactioncommunity interaction

Prepare a translation plan for documents associated with policy Prepare a translation plan for documents associated with policy developmentdevelopment

Recommend ways to monitor and improve effectivenessRecommend ways to monitor and improve effectiveness

More Specifics on Board RecommendationsMore Specifics on Board Recommendations Improve GNSO’s coordination with other ICANN Improve GNSO’s coordination with other ICANN

structuresstructures Recommend ways to enhance contact between:Recommend ways to enhance contact between:

o GNSO Council and constituenciesGNSO Council and constituencies

o Members of Board elected from GNSOMembers of Board elected from GNSO

o Chairs of the GNSOChairs of the GNSO

o Other SOs and ACsOther SOs and ACs

Recommend ways to increase communications within the GNSO among Recommend ways to increase communications within the GNSO among individuals participating in constituencies, working groups and other individuals participating in constituencies, working groups and other processesprocesses

Consider a “GNSO Discussion List” where participants from Consider a “GNSO Discussion List” where participants from constituencies, working groups and other GNSO processes have posting constituencies, working groups and other GNSO processes have posting rights and contents can be publicly accessedrights and contents can be publicly accessed

What the CCT Should Do FirstWhat the CCT Should Do First

Hold kick-off meeting in Mexico CityHold kick-off meeting in Mexico City

Inventory team skills, interest and expertiseInventory team skills, interest and expertise

Review, discuss and finalize work team charterReview, discuss and finalize work team charter

Discuss scope, goals and begin formulating tasksDiscuss scope, goals and begin formulating tasks

Identify positions and select team leadersIdentify positions and select team leaders

Establish time and meeting frequencyEstablish time and meeting frequency

Communications Team WikiCommunications Team Wikihttps://st.icann.org/icann-osc/index.cgi?osc_communications_team

GSNO Communications TeamGSNO Communications TeamSample Project ChecklistSample Project Checklist

OSC COMMUNICATIONS WORK TEAM SAMPLE PROJECTS CHECKLIST

Lead Key: WT = Work Team S = ICANN Staff Suggested Projects and Subtasks Lead Status Start Date Date Due Actions Develop New GNSO Website requirements WT Pending Collaboration Tools: scheduling, discussions, templates, knowledge base, blogs/wikis, and information sharing

WT Pending

Portal Services: create social networks, find teams/people, communication alerts/reminders

WT Pending

Search Capabilities: indexing, keywords, relevance, data types, enterprise extensions

WT Pending

Content Management: authoring, versioning, workflows, check in/out, doc security, multi-language support

WT Pending

Business Processes: web forms, online surveys, dashboards, ad hoc reporting,

WT Pending

Improve the GNSO’s ability to solicit meaningful public comments on its work

WT Pending

Prepare a revised process for gathering and addressing public comment on policy issues

WT Pending

Take into account developments in technology that facilitate community interaction

WT Pending

Prepare a translation plan for documents associated with policy development

WT Pending

Recommend ways to monitor and improve effectiveness WT Improve GNSO’s coordination with other ICANN structures WT Pending Recommend ways to enhance contact between the GNSO Council and constituencies, the members of the Board elected from the GNSO, and among the Chairs of the GNSO, other Supporting Organizations and Advisory Committees.

WT Pending

Recommend ways to increase communications within the GNSO, among individuals participating in its constituencies, working groups and other processes.

WT Pending

Consider a “GNSO Discussion List” where participants from constituencies, working groups and other GNSO processes have posting rights and contents can be publicly accessed.

WT Pending

GSNO Constituency SurveyGSNO Constituency Surveyhttp://gnso.icann.org/en/improvements/gnso-constituency-survey-report-28jan09-en.pdf

REFERENCES:REFERENCES:For Information about OSC Work Teams:For Information about OSC Work Teams:

Operations Steering Committee: https://st.icann.org/icann-osc/index.cgi

OSC Constituency Operations Team: https://st.icann.org/icann-osc/index.cgi?constituency_operations_team

OSC GNSO Operations Team: https://st.icann.org/icann-osc/index.cgi?gnso_operations_team

OSC Communications Team: https://st.icann.org/icann-osc/index.cgi?osc_communications_team

For Information About GNSO Improvements: For Information About GNSO Improvements: GNSO Improvements: http://gnso.icann.org/en/improvements/ Background: http://gnso.icann.org/en/improvements/background-en.htm Overview: http://gnso.icann.org/en/improvements/overview-en.htm Reviews: http://gnso.icann.org/en/improvements/reviews-en.htm Council Organization: http://gnso.icann.org/en/improvements/structure-en.htm New Constituencies: http://gnso.icann.org/en/improvements/newco-process-en.htm Stakeholder Groups: http://gnso.icann.org/en/improvements/stakeholder-process-en.htm News & Events: htp://gnso.icann.org/en/improvements/current-events-en.htm

Thank You!Thank You!Policy Staff ResourcesPolicy Staff Resources

Policy-staff@icann.org

Operations Steering Committee: Rob Hoggarth, Sr. Policy DirectorOperations Steering Committee: Rob Hoggarth, Sr. Policy DirectorGNSO Operations Team: Julie Hedlund, Policy ConsultantConstituency Operations Team: Julie HedlundCommunications Team: Ken Bour (Consultant)

Policy Process Steering Committee: Liz Gasster, Sr. Policy CounselorPolicy Process Steering Committee: Liz Gasster, Sr. Policy CounselorNew PDP Team: Margie Milam, Sr. Policy CounselorWorking Group Team: Ken Bour (Consultant)