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<font face="Calibri">Dear all,<br><br>
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:<br><br>
<b><i>Action Item #1: </b>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.<br><br>
</i>As you have probably seen in messages since ICANN58, the following
improvements have already been implemented:<br><br>
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.<br><br>
2) Every email sent by staff containing WG call notes now has a Subject
line beginning with "IMPORTANT: Notes" to enable
filtering.<br><br>
3) Similarly, every email sent by staff containing a new poll invitation
now has a Subject line beginning with "IMPORTANT: Invitation"
to enable filtering.<br><br>
4) Both notes and invitations are now sent with a priority flag set to
help call attention to them.<br><br>
A week ago, the leadership team considered but opted against the
following additional measures, believing that they may cause more
confusion than benefit:<br><br>
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.<br><br>
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
</font><a href="http://tinyurl.com/ng-rds" eudora="autourl">
<font face="Calibri" color="#0000FF"><u>http://tinyurl.com/ng-rds</a></u>
</font><font face="Calibri"> where you can always find any currently open
poll URL and close date/time.<br><br>
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.<br><br>
Best,<br>
Lisa<br>
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