1. GSC-8160 SOURCE:ITU-T TITLE:Successful E-Meetings AGENDA ITEM:EWG DOCUMENT FOR: Decision DiscussionX Information 28 Apr - 1 May 2003GSC-8, OTTAWA1 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.comjvisser@nortelnetworks.com

2. 2 28 Apr - 1 May 2003GSC-8, OTTAWA 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

3. 3 28 Apr - 1 May 2003GSC-8, OTTAWA Role of E-Meetings ITU-T meeting frequency and format TypeLevelFrequencyDuration (months)(days) Face-to-faceSG81-2 Face-to-faceWP4-81-2 Face-to-face or electronic RGas req’d2-5 (+/-) 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

4. 4 28 Apr - 1 May 2003GSC-8, OTTAWA 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)

5. 5 28 Apr - 1 May 2003GSC-8, OTTAWA 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)

6. 6 28 Apr - 1 May 2003GSC-8, OTTAWA 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

7. 7 28 Apr - 1 May 2003GSC-8, OTTAWA Keys to successful E-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.

8. 8 28 Apr - 1 May 2003GSC-8, OTTAWA 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

9. 9 28 Apr - 1 May 2003GSC-8, OTTAWA 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

10. 10 28 Apr - 1 May 2003GSC-8, OTTAWA 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

11. 11 28 Apr - 1 May 2003GSC-8, OTTAWA 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.