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

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 Reviews Board Actions 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 – Consistent agenda setting methodology Briefing expectations and delivery Attendance taking and reporting 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!