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

2. 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

3. 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

4. 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

5. 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)

6. 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

7. 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

8. 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

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

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

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

12. 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.)?

13. THANK YOU!