[NCSG-PC] Fwd: [gnso-chairs] Initiating the Community Dialogue on "How We Meet": Initial Ideas & Meeting Request

Thu Jul 11 01:59:44 EEST 2024

Hi team,

In our SOAC leadership meeting with Sally in Kigali, she mentioned 2 areas
where the community needs to have a dialogue on; (1) "How We Meet" and (2)
"How We Work". Below and attached is a discussion paper from ICANN's Policy
& Advice Development staff team to facilitate the discussion on dialogue #1
"How We Meet.

Things will move fast since we have to send our feedback (if any) to
gnso-chairs at icann.org by 24 July 2024. As a result, I have added this topic
as an agenda item to our monthly policy meeting which is on Monday 15 July
at 11:30 UTC (See Andrea's email/reminder for joining details and full
agenda). Come with some ideas please. I have also created this Google Doc
<https://docs.google.com/document/d/1rQ3_P-xlb48qcy4iY4prOis4Y4O1O2a_geBfrYMuQ4Y/edit?usp=sharing>
to solicit feedback from everyone, even if you can't make the meeting.

In the paper, you will notice a number of suggestions such as:

   1. Evaluate the full cycle of in-person and hybrid community meetings,
   including standalone SOAC Leadership and Strategic Planning meetings,
   targeted group meetings (such as the Contracted Parties Summit, the At
   Large Summit, and the High-Level Governmental Meeting) and similar,
   cost-intensive, travel-dependent Meetings
   2. Review the planning by ICANN Org and the community for all
   in-person/hybrid meetings (including ICANN Public Meetings) by adopting an
   annualized, regular approach of planning for a full meeting cycle (either
   by a calendar year or a fiscal year)
   3. Review of the current allocation of Funded Travelers to each ICANN
   Public Meeting
   4. Reduce the number of sessions at ICANN Public Meetings, which could
   result in a reduction in the cost of travel (i.e., accommodation) and
   venue-related costs (e.g., room and equipment rentals, contractors)
   5. Reduce or eliminate informational and training sessions at ICANN
   Public Meetings
   6. Reduce or eliminate ICANN-hosted or ICANN-sponsored social and
   outreach events at, or associated with, an ICANN Public Meeting
   7. Move at least one (1) upcoming ICANN Public Meeting to a Virtual
   Meeting
   8. Review the current state of ICANN Public Meetings, with a view toward
   updating the ten-year-old ICANN Meetings Strategy (dating from 2014) to
   match current and expected future needs and budget constraints

Talk to you all on Monday.

Warmly,
Tomslin

*From:* Mary Wong via soac-chairs <soac-chairs at icann.org>
*Sent:* Sunday, July 7, 2024 11:58 PM
*To:* soac-chairs at icann.org
*Cc:* team-leaders at icann.org
*Subject:* [EXTERNAL] [soac-chairs] Initiating the Community Dialogue on
"How We Meet": Initial Ideas & Meeting Request

*CAUTION*: This email originated from outside of the organization. Do not
click links or open attachments unless you can confirm the sender and know
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Dear SOAC leaders,

An action item from your informal meeting with Sally in Kigali was for the
Policy team to facilitate a dialogue with you about “How We Meet”, viz.,
how our in-person and hybrid meetings can be optimized to ensure that
resources (including financial, staff and community time) continue to be
allocated appropriately to ensure the community can do its work effectively
and efficiently, while staying within budgetary constraints. As a starting
point for this dialogue, we have drafted the attached discussion paper with
some initial ideas for your community’s consideration and to invite your
suggestions for further discussion.

To capitalize on the momentum of recent conversations and to facilitate a
constructive and substantive dialogue, we’d like to suggest the following
cadence of meetings, structured around a few foundational questions:

   - Late/end-July: first call with SOAC Chairs and Vice-Chairs to share
   feedback on agreed strategic questions
   - Mid/late August (following collation of ideas and input): second call
   to discuss and agree on concrete ideas for implementation or further
   exploration
   - End-August/early September (if agreed is needed): third call to review
   agreed way forward, including any next steps for additional (longer term)
   ideas to be discussed further

The sort of strategic, foundational questions we were thinking might be
helpful for focusing the dialogue include:

   - If you or your group could change one thing about how we meet that
      will facilitate efficiency in how we deliver ICANN’s mission while
      remaining sustainable into the future, what would that be?
      - What other key changes do we need to make to continue to ensure we
      can meet these goals?

Thank you for your support and willingness to collaborate with us in
seeking to improve and optimize how we meet. Assuming you are comfortable
with the proposed approach, I’ll make sure to come back to you with some
suggested dates for the calls. Please let me know if your group have any
questions or would like any additional information that can assist with
your internal discussions about this topic. Thank you!

Cheers

Mary

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