WT B MINUTES:  17 NOVEMBER 2010

Participants:  Fouad Bajwa, Cheryl Langdon-Orr, Sébastien Bachollet, Dev Anand Teelucksingh, Darlene A. Thompson, Gordon Chillcott, Wolf Ludwig

Apologies: Gareth Shearman

Absent: Annalisa Roger, Yaovi Atohoun, Carlos Aguirre, Antonio Medina Gómez, Moataz Shaarawy, Michel Tchonang, Baudouin Schombe

Staff: Seth Greene, Matthias Langenegger

Note:  Because the two co-chairs were not able to do chair this meeting (Annalisa was absent; Fouad was not able to speak on the line due to technical problems), Dev chaired this meeting of WT B.

STANDING AGENDA ITEMS

1.  Roll call - 5 min

2.  Review of AIs from 3 Nov 2010 meeting -- Co-Chairs, 5 min

a)  Matthias to follow up with Fouad regarding criteria he had in mind for new page comparing membership/participation (rules) of RALOs.

  • Status:  Done.

Matthias:  The Google Docs page created and shown in the meeting of 3 Nov is the correct page that Fouad wanted.

Note:  The page to which Matthias is referring is the “Comparison of RALO participation/membership rules,” available from the WT B Workspace as both a Wiki Document and a Google Document.

Cheryl:  Since Google can not be accessed by everyone, such as those in China, could we look into using, instead, Confluence, with the document either as a PDF or embedded?  This is especially relevant to this WT, which is concerned with establishing standards for tools available to low-bandwidth countries, etc.  This is the very topic on which we need to be advising. 

Matthias:  Actually, the Google Document is already embedded on the Confluence page.

Dev:  Unfortunately, that doesn’t help the matter of which Cheryl is speaking because one would still need access to Google Documents.

Cheryl:  I see it now.  The Google Document embedded is also somewhat difficult to scroll.  It seems as though the Confluence page is taking snapshots of the Google Doc. 

Seth:  Also, there are problems -- well documented on the bulletin boards associated with Google Docs – in downloading documents from Google Docs.  For example, we have many problems with text missing from the Simplified At-Large Improvements Outline Excel document when we attempt to download it, which is one of these problems documented on the bulletin boards and for which Google Docs does not yet have a fix.  So I suggest that one be very careful downloading as a PDF a document from Google Docs.  At the very least, I suggest a very careful proofreading for missing text of any document downloaded as a PDF.  Regarding the Simplified Outline, I’d very much like to be able to solve these problems.

Dev:  Well, if help is needed in looking into these problems, perhaps I could offer some help.

b)  Matthias to confirm assignment of Wolf as EURALO liaison to WT B for purposes of collaboration on ALS outreach/”inreach.”

  • Status:  Done.

Matthias:  Wolf has said that EURALO as a group has not discussed it yet, but that we can assume he is the EURALO liaison to WT B.

c)  Matthias to list RALO liaisons to WT B for purposes of collaboration on ALS outreach/”inreach” on the WT B Workspace.

  • Status:  Done.

d)  Seth to record as a reminder WT B’s desire to recommend to RALOs that they formalize outreach/”inreach” role within their structures however each finds appropriate (e.g., by including the role in the RALO’s rules of procedure).  (Seth’s suggestion:  Make this recommendation by WT B a task under Rec. 4.)

  • Status:  Done.

Seth:  The item is now listed as a discrete task under Rec. 4.

e)  Seth to put onto draft agenda for 17 Nov (briefly) and Cartagena (at length) a discussion of (a) giving each ALS its own Confluence page and (b) WT B members talking to their RALOs about the idea.

  • Status:  Done.

f)  Seth to put on draft agenda for 17 Nov the preparation for WT B’s reporting (including “quick wins”) in Cartagena. 

g)  WT B members to review the tasks under Recs. 3, 4, 7, and 9 (focusing on Recs. 9 and 4) before next meeting (17 November) and to come to meeting with ideas of tasks to use as “quick wins, as well as those to edit, delete, and add. 

h)  Seth to e-mail WT B members the many AIs from the meeting today (3 Nov).

  • Status:  Done.

ITEMS FOR DISCUSSION/DECISION

3.  Review of WT B tasks under Recs. 3, 4, 7, and 9 (focusing on Recs. 9 and 4).  Subtasks to be edited, deleted and added, as well as “quick wins” to be identified – Co-Chairs, 15 min. 

Dev:  I have one suggestion regarding “quick wins.”  It’d be very easy for us to introduce the use of Posterous, an auto-posting tool.  It allows you to send one e-mail that will automatically update various venues, which, given the way we work, would be quite helpful.

Cheryl:  I believe Posterous, our migration to Confluence, and the discussion to offer all ALSes their own Confluence pages could be listed as quick wins under Simplified Outline tasks 7.1, 2.1, 2.2, 2.3, and 2.4. 

Cheryl:  Posterous would allow the local regions to choose their own communication and collaboration tools and would allow us to push information into their chosen space and vice versa.

Cheryl:  We can basically close off Rec. 9 also, I think – or nearly so.

Dev:  I think, as quick wins, the use of Posterous can be integrated into the tasks 7.2 and 7.2.1.  Also, we could discuss it on Sunday in Cartagena. 

Dev:  Of course, we’d have to educate the ALSes and RALOs regarding how to use these communication tools.  For example, if we’re going to offer the ALSes their own Confluence pages, we’d, of course, have to educate the ALSes and RALOs on how to edit Confluence pages.

Dev:  Getting back to task 7.1, we must consider the accessibility of tools.  (For example, are tools accessible by mobile phones, etc.?)  And, regarding task 7.6, a needs assessment needs to go on.

Cheryl:  The recently revised/released introductory package of documents can also be applied to our Rec. 4

Darlene:  The new introductory package of documents is a big improvement.  The acronyms are all defined, and there are more links.  Of course, we can’t have too much explained because we don’t want it to become overwhelmingly long. 

Cheryl:  A future step might be to divide the package up into smaller chunks that let the user decide what to cover.

Dev:  But Rec. 4 can not be crossed off yet.  I’d say we need appropriate presentation slides to go along with the new introductory package of documents.  We can, though, say progress has been made on Rec. 4.

Gordon:  Let’s look at the last task under Rec. 7.  Regarding the period review of technology, I’d like to suggest a schedule of every 18 months.  This is out of my experience in doing such reviews.  My thinking is this.  Many tools bubble up but then disappear.  Similarly, some solutions become popular but then collapse.  One wants to space technology reviews, I’ve learned, far enough apart that you end up only picking tools that have, in fact, proven to have staying power, a reliable backing, etc.

Cheryl:  I like the idea of having a set schedule, as long as we add the qualifier “unless otherwise required due to need.”

Dev:  Are there any objections to the WT’s proposing that, under Rec. 7, we recommend a technology review every 18 months unless otherwise required sooner due to need?

No objections were heard. 

Cheryl:  In the ALS Survey, how much information did we get regarding ALS and RALO communication needs?  Some regions may have – certainly have – different needs. 

Dev:  In LACRALO, social networks, such as Facebook, Twitter, and e-mail, are mostly used.

4.  Preparation for WT B’s reporting (including “quick wins”) in Cartagena during ALAC & Regional Wrap-Up – Co-Chairs, 15 min.

Cheryl:  Regarding the ALAC and Regional meeting in which the Improvements WTs will be reporting, I suggest that Seth simply gives the co-chairs of each WT the Cartagena PPT slide template and tell them (a) they can create/use no more than three slides and (b) they will have no more than seven minutes to talk.

Fouad said he strongly agrees (via the Adobe Connect Room Chat pod).

>>  AI:  Seth to give co-chairs of WT B the Cartagena PPT slide template -- for ALAC & Regional Leadership Wrap-Up Meeting on Thursday in Cartagena -- and inform them that they (a) can use no more than 3 slides and (b) will have 7 minutes to present.

  • Cheryl’s recommendation:  Do the same with each of the 4 Improvements WTs.

5.  Discussion of (a) giving ALSes’ own Confluence pages and (b) possibility of WT B members talking to their RALOs about the idea – Co-Chairs, 5 min.

Dev:  I will certainly raise the idea of offering ALSes their own Confluence pages with LACRALO.

>>  AI:  Dev to raise the topic of giving each ALS its own Confluence page with LACRALO.

Darlene:  And I will bring it up with NARALO.  But will these pages get much use?

>>  AI:  Darlene to raise the topic of giving each ALS its own Confluence page with NARALO.

Cheryl:  It’s an opportunity to integrate all our information – actually, it would work in both directions.  We can use it to get information we need.  At a minimum, it will also help individuals within ALSes to get to know each other.

Dev:  And the ALSes will be able to decide if the Confluence pages we give them are better for them than their own static Web pages. 

Fouad said he agrees (via the Adobe Connect Room Chat pod).

6.  Any other business – 5 min.

No new business was introduced.

7.  Confirmation of next meeting:  Wed, 1 Dec, 13:00 UTC – 5 min

Dev:  Since people seemed to get mixed up about the time of this meeting, is there any interest in changing the time to one hour later?

Note:  Darlene and Wolf joined this call late because they assumed it was remaining at their same local times, respectively, after the end of their region’s daylight savings time.  In fact, the WT had decided to keep the time at the same UTC time.

Cheryl:  No!  People will simply have to learn not to get mixed up.

All agreed the next meeting would be on Wed, 1 Dec 2010, at the usual 13:00 UTC.

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