ConfCallORganisation

From GEANT2-JRA1 Wiki

This page is dedicated for organising conference call accross the project. It is not entirely suitable for conference call between few partners.

Contents 1 Who can organise a conference call? 2 How much in advance should the conference call be called? 3 What's suggested the procedure to follow? 4 During the conference call 5 After the conference call 6 Which conferencing facility to use?

Who can organise a conference call?

Anybody taking part to the perfSONAR development who has a proper topic for the conf call.

How much in advance should the conference call be called?

Few working days in advance (ideally a week). It is not possible to organise a conf call within less than 24hours notice because of the time differences.

What's suggested the procedure to follow?

1. Send an announcement email to the appropriate mailing list.
   • Specify the date and time you are suggesting.
   • Specify the topics, objectives a draft agenda
   • (Optional: a list of participants that you are expecting at least to take part to the conf call.)
   • Give an explanation about the topic and what the people should read to prepare the call.
2. Set-up a wiki page (under the "Events" area) with the information described above - a template for the page is provided here.
3. Gather people's availability (they usually provides a confirmation within two working days), suggest another date in case of conflict (only if the newly suggested date make sense).
4. Once agreed (at least by the mandatory participants), send a confirmation email to the appropriate mailing lists.
5. The day before the conference call, send a reminder to the appropriate mailing list.

During the conference call

Ensure that someone is taking note of the decisions and of the actions, who is doing them, and by when. Read them at the end of the conference call to make sure that everybody agrees on it.

After the conference call

Circulate the action notes and the decisions and follow up on the actions.

Which conferencing facility to use?

• As most of the call are international, try as much as possible, use IP and regular phone facilities. If we don't use the network for conference call, who will do it :-)
• You can always use the DFN MCU, we have a room dedicated to us.

  Gatekeeper: pgk.vc.dfn.de (for non-GDS members)
     * GDS number: 004910091212314***4522 
  ISDN: 0049 30 254 10800
     * Listen to the Man
     * Type conf-id 004910091212314***4522#

• You can find some information about the communication tools make available to you.