Dear Lisa, Thanks for this update and taking into account our suggestions, well done! See you at tomorrow weekly call. Best Regards @__f_f__ about.me/farell ________________________________. Mail sent from my mobile phone. Excuse for brievety. Le 3 avr. 2017 8:43 PM, "Lisa Phifer" <lisa@corecom.com> a écrit :
Dear all,
During last week's call, I took an action to send email to the WG list about resolution of the following action taken by staff at ICANN58:
*Action Item #1: *Staff to investigate additional techniques to draw WG member attention to Action Items and Poll Invitations, such as including them at the top of emails containing WG meeting notes.
As you have probably seen in messages since ICANN58, the following improvements have already been implemented:
1) Every email sent by staff containing WG call notes now starts with a list of action items and decisions, repeated at the top of the email message.
2) Every email sent by staff containing WG call notes now has a Subject line beginning with "IMPORTANT: Notes" to enable filtering.
3) Similarly, every email sent by staff containing a new poll invitation now has a Subject line beginning with "IMPORTANT: Invitation" to enable filtering.
4) Both notes and invitations are now sent with a priority flag set to help call attention to them.
A week ago, the leadership team considered but opted against the following additional measures, believing that they may cause more confusion than benefit:
a) Send meeting notes and invitations via a new mailing list created specifically for this purpose. We chose not to do this because it would require all WG members to monitor yet another mailing list and, more importantly, create ambiguity as to which list should be used for responses. Keeping all WG messages on the same archived WG mailing list simplifies responding and ensures that notes and invitations can be easily viewed in sequence with other WG list messages. Steps taken already allow easy filtering of notes and poll invitations from incoming WG mail whenever desired.
b) Attach a calendar notice for close date/time to poll invitations. We chose not to do this because, as WG members do not use a shared calendaring system, calendar events cannot be directly added to WG member calendars. A calendar notice would not obviate the need for WG members to read poll invitation email messages, and could even cause confusion between WG call and poll close calendar notices. With rare exception, our weekly poll close date/time is midnight COB Saturday. Any WG member wishing to be routinely alerted to poll close events may create a recurring event in their own calendar for each Saturday, at COB in their own timezone (or 24 hours in advance), as he or she prefers, containing the wiki URL *http://tinyurl.com/ng-rds* <http://tinyurl.com/ng-rds> where you can always find any currently open poll URL and close date/time.
We hope you will find that steps already taken are useful in drawing attention to notes and poll invitations. Please feel free to email staff directly with any additional suggestions at any time to continuously improve our list communication.
Best, Lisa
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