Global-Participation-Management

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Background Information

For an international member organization like W3C, there is no need to address how important it is for its members to participate in the work. And we are fully aware that serious efforts are needed to improve the current participation situation. So a new Global Participation Management function was created in the 2016 W3C Internal Reorganization so that we can find out why the members are not participating and what we can do about it. By enhancing the member participation globally, we hope we could help each and every member to realize their value at W3C, and then build a truly global community that work together to lead the Web to its full potential.

A Team to Make Things Happen

The global participation management function needs staff based in Hosts and Office regions to set up direct connection with local members so as to enhance their participation. A plan to set up a Global Participation Management team was proposed to W3M and it was approved on Oct 12 2016. The current Global Participation Liaison team include the following staff:

  • Angel Li (Global Participation Management Lead)
  • Susan Westhaver (Americas and Australia Member Participation Manager)
  • Bernard Gidon (EMEA Member Participation Manager)
  • Naomi Yoshizawa (Japan and Korea Member Participation Manager)
  • Yan Wang (China Member Participation Manager)

W3C global Offices are encouraged to contribute to this function too. Currently, Spanish Office and Brazil Office have volunteered to joined.

The role of Member Participation Manager is to act as the connect point of the members of their region. They help members to get on board via welcome emails and orientation calls, respond to the members’ requests, provide resources that can help with member engagement, collect member feedbacks to concerns and interests, organize events for local members, provide input from stakeholders to Strategy Management and find means to overcome barriers of time zone, culture, and language.

What Do We Mean By Participation

An AB TF on Encouraging Participation explored this topic before.@@@

Challenges Identified for Global W3C Member Participation

  • Member does not know what to participate in W3C
  • Member has no resources/limited resources to participate
  • Member organizational structure does not support effective participation
  • Member AC rep not functioning
  • Member does not list participation as priority
  • Member has concerns on W3C Patent Policy
  • Participation information acquisition difficulty
  • Language barrier
  • Time zone issue
  • Working Environment in W3C groups
  • Culture

Best Practices Collected

Spanish Office's Efforts on Local Member Participation - Call with Martin Alvarez-Espinar on Sep 9 2016

There are 18 members affliated to Spanish Office. 1 Full Member and 4 startups.

ERCIM Host's Efforts on Local Member Participation - Talk with Bernard Gidon during TPAC2016

Brazil Office's Efforts on Local Member Participation - Talk with Vagner Diniz during TPAC2016

Keio's Efforts on Local Member Participation - Talk with Naomi

Beihang Host's Efforts on Local Member Participation

Processes & Practices for Global Member Participation Management Team (For Discussion)

W3C team, as well as the member community are actually taking various efforts to help W3C members to participate. By collecting the best practices and developing a standard process, the Global Participation Management team aims to enhance W3C member engagement via in a more organized way. Though a global standard process is recommended, we highly value the localized practices and encourage the each Host and Office seek the most suitable ways to help the members in their region to participate.

Onboarding

New AC rep welcome & training

  • Welcome Email with orientation information. The welcome email should be sent once the membership of a new member gets activated and their AC rep account has been registered. The welcome email should include basic information about How-To-Be-An-AC-rep, upcoming events, etc.
  • New AC rep training, upon request: a good collection of groups’ wisdom on how to participate in W3C groups is available, but the way too many information introduced on the guide page can be too much to handle for a fresh participant. A one hour phone call training for the new AC rep as well as the very likely group participants can be helpful for them to figure out their way into W3C in a more efficient manner. Suggested topics include organization intro, process, tooling, working environment in W3C, culture and some other W3C specific items.
  • New AC rep Introduction email to AC mailing list [current practice]
  • Group Participation toolkit/guide delivery via AC rep: arm the AC rep with info to help his/her organization employees to participate. A suggested way for the AC rep to convey the info is to forward this toolkit/guide email to the new group participants who just get approved by the AC rep. Or, it might be even friendlier and efficient if W3C system could send the toolkit/guide email automatically when a new participant joins a group.

Participation

Participation Enhancement

  • Guide documents development
  • Training: Chair/Editor Development, tooling training
  • Teleconf time-zone friendly status checking and possible changing
  • Handholding/welcome buddy in groups

Contribution Recognition

  • Annual thank you letter program for chairs, editors and other major contributors (maybe around new year): an E version of thank you letter signed by Jeff or Tim sent on Web birthday can be a plus to show W3C’s appreciation for their contribution
  • Technical contribution recognition badge for individual contributors: a W3C Recommendation Contributor page with individual names behind badges and the badges can be linked to their contribution, just like how the validator logos work. The contribution might need to be verified by team contacts and approved by functional team leads such as project lead.

W3C Event Engagement

  • Big Meeting WarmUp call: a regional warmup call in local language for registered event participants with no W3C big meeting experience, this should be organized one or two weeks before the event, suggested topics include meeting tools introduction, background briefing, highlights in the agenda, suggestions to agenda building, travel tips, werewolves guide, etc.
  • New AC rep Check: when a new AC reps shows on a W3C big meeting, he/she should be marked on the registration list. Onsite Global Participation Manager is encouraged to check on the new AC rep and offer help.
  • Language Support via irc or other channels

Local Member event As has proved to be a very effective way of communication and interaction with the members, organizing local member event is highly recommended for each Host and Office. Local language as the major communication language is recommended to include more local audience. See more Best Practices info about local member events.

  • Keio Host Member Event
  • Spanish Office Member Event
  • Beihang Host Member Event

Translations

Communication with related W3C teams

Set up communication mechanism with strategy management team, project management team, meeting planners and other related W3C teams.

With Strategy team

  • Provide input from members to Strategy Management
  • Collect the Next Year Plan from Strategy team and share with members in a timely manner, ideally before their budget making season. Information needed include priorities in W3C technical work, workshop plans.

With Project team

Information Needed for Global Participation

W3C Event Calendar - 2017