Tools used by At-Large Working Groups (WGs)

 

• wiki
• calendar
• Event Time Announcer
• email lists
• teleconference tools
• telephone bridge

Wiki

 

• The wiki holds the information about a WG and its activities.
• WG are listed as child pages under the https://community.icann.org/display/atlarge/AtLarge+Working+Groups page which is under the ALAC space.
• Information about a WG on the wiki typically includes:
  
  • Description of the WG - on the same wiki page for the WG
  • Members - usually in a table, showing region, member name and position in the WG - also on the same wiki page for the WG
  • Meetings and Events - a child page under the WG page with links to childpages for each meeting held (meeting page), named after the date of the meeting (Day Month Year). Each Meeting Page contains the following information:
    
    • Name of meeting (WG name plus date and time of meeting)
      
    • Date of Meeting (eg Tuesday 9 July 2013)

    • Time of meeting (e.g 17:00 - 18:00 UTC with a link to http://www.timeanddate.com/worldclock/fixedform.html

    • Meeting Number
    • Link to "How can I participate in this meeting"

    • Action Items - a link titled "EN" to a child page "Action Items EN" ; may have separate child pages for other languages (e.g link "ES" to child page "Action Items ES")

    • Summary Minutes - a link titled "EN" to child page ; may have separate child pages for other languages (e.g link "ES" to child page "Summary Minutes ES")

    • Recording - link to MP3s attached to wiki page - if there was meeting interpretation, links to separate MP3 for each interpreted language

    • Adobe Connect Chat Transcript (some WGs shorten it to "AC Chat Transcript") - link titled "EN" to child page

    • Adobe Connect Meeting Room - link to Adobe Connect Meeting Room - each WG has its own meeting room with a unique URL

    • Participants: list of names of persons attending the meeting. If there is interpretation, list is broken down by the language channels

    • Apologies: list of names of persons that sent apologies that they couldn't attend the meeting

    • Staff - list of names of At-Large Staff members that attended the call

    • Agenda - ordered list on the same wiki page. Each list item has the agenda item title, followed by estimated time in brackets and presenter for the agenda item. Agenda items can have sub-agenda items and links to documents, presentations
      under consideration.

  • Monthly Reports - child page under WG page
  • Documents - child page under WG page
  • Resources - child page under WG page

  • Workspace - this is the content created/maintained by the WG - some are child pages under the WG page and some are put under the At-Large Workspaces

 

Calendar

When an Meeting Page is created, At-Large Staff updates the At-Large calendar with

• When: date and time of meeting in UTC (e.g Monday July 1, 7pm - 8pm)
• Where: varies, often the time of the meeting in UTC, sometimes the adigo conference number to join via telephone bridge and/or the Adobe Connect room url
• Description: varies, either a link to the meetings and events wiki page, or the text of the meeting notice sent on the email list (which contains links to agenda, Adobe Connect room, wiki workspace