GAC Operational Processes GAC Session 20 Tuesday 31

GAC Operational Processes GAC Session #20 Tuesday, 31 October 2017 Rob Hoggarth |1

Goals and Expectations § Provide committee membership with information about planned evolution for certain GAC operational processes § Seek feedback from GAC members on areas of interest, improvements and prioritization § Issue-spot areas of potential future focus |

Background § Increased GAC workload § Increased GAC expectations § Many changes in GAC operational, administrative and secretariat support function in the past 8 months. § Transitions § GAC participants § GAC leadership § SO-AC Leadership/Liaison § Board leadership |

Areas of Potential Evolution § Membership Management and Record Keeping § Leadership Support § Meeting Management - Support and Logistics § Participation and Transitions § Informational Expectations of Membership § Communications Tools and Processes § Tracking and Archive Functions |

Membership Management § Definitive membership list and information § Consistent tools for collecting information (forms and templates) § Clear rules about information availability, use, storage, retention § Consistently applied process for representative and advisor updates § Methodology for volunteer management (e. g. , tracking member participation; defining roles and responsibilities and expectations for volunteers on working groups) § Clarifying support needs of working groups (e. g. , needs based or topic based) |

Leadership Support § ICANN 3. 0 – Empowered Community o Reviews o Board Actions o Budget § New organizational accountabilities and responsibilities § Clarity of roles and responsibilities for Chair and Vice Chairs § System for sharing work and responsibilities § Potential update of GAC principles |

Meeting Management § Public Meeting Planning – o Consistent agenda setting methodology o Briefing expectations and delivery o Attendance taking and reporting o Welcoming new participants § Intersessional Activities (e. g. , engagement and capacity building workshops) § Enhanced Communications with ICANN Org § Board Interaction (clarification calls, interactions at public meetings) § Organizational continuity |

Participation and Transitions § Organizational continuity § Onboarding new participants (e. g. , credentials) § Off-boarding departing participants (e. g. , mailing lists) § Providing specific information and capabilities for newcomers to expedite ability to participate § Planning for further member recruitment effort |

Informational Expectations • “Push” vs “pull” communications (e. g. , emails vs. website) • Utilize website capabilities (e. g. , search; activity spaces, work spaces) • Email formats/labelling (e. g. , FYI, FYR, FYA) • Digests • Webinars • Transcripts, Minutes • Archives |

Communications • Communiqué drafting process (timing and methodology) • Website (opportunities and challenges) • Manage existing infrastructure • Buildout new capabilities • Language expectations (translations and interpretation) • Member Emails (classification, frequency, value to members) • Tools for better ICANN Org operational interaction (e. g. , budgets, reviews) |

Tracking and Archive • Language expectations (translations and interpretation) • Website (opportunities and challenges) • Manage existing infrastructure • Buildout new capabilities • Member Emails (labels, classification, frequency) • Vehicles for better ICANN Org operational interaction (e. g. , budgets, reviews) |

Next Steps • Collaboration between Staff and community on issue spotting and problem solving. • Identify potential evolutionary as well as short-term improvements • What is the best vehicle for this effort (task force, working group, targeted or commissioned staff efforts, etc. )? |

THANK YOU! | 13