Welcome!Welcome!

IEEE Region 2 MeetingIEEE Region 2 Meeting

April 9-10, 2005April 9-10, 2005

Sheraton Four-Points, Baltimore Sheraton Four-Points, Baltimore MDMD

Electronic Electronic CommunicationsCommunications

Presentation to IEEE Region 2 Leadership Presentation to IEEE Region 2 Leadership April 9, 2005April 9, 2005

Valorie J. King, SMValorie J. King, SMvjking@ieee.orgvjking@ieee.org

IEEE Region 2 IEEE Region 2 Electronic Communications CoordinatorElectronic Communications Coordinator

Have Your People Call My Have Your People Call My People …People …

US Mail / Postal ServiceUS Mail / Postal Service Telephone ConferencingTelephone Conferencing EmailEmail Internet Chat (text)Internet Chat (text) Web-based Collaboration and/or Web-based Collaboration and/or

PortalsPortals– Integrated whiteboard / slidesIntegrated whiteboard / slides– Voice (VoIP or PSTN)Voice (VoIP or PSTN)– Chat Rooms / Private ChannelsChat Rooms / Private Channels– Documents / Web PagesDocuments / Web Pages– Asynchronous Chat (threaded discussions)Asynchronous Chat (threaded discussions)

So What Are We So What Are We Missing?Missing?

Or rather, Or rather,

““why isn’t this working?”why isn’t this working?”

Access IssuesAccess Issues

““It never works for me.”It never works for me.”

““Give me paper –Give me paper –I hate reading ‘stuff’ on screen.”I hate reading ‘stuff’ on screen.”

Access & ParticipationAccess & Participation

Common ToolsCommon Tools– AccessAccess– TrainingTraining

Connectivity RequirementsConnectivity Requirements– Email AddressEmail Address– 56 K vs. Broadband56 K vs. Broadband– Phone NumbersPhone Numbers

Member Acceptance / Member Acceptance / DisenfranchisementDisenfranchisement– Some members insist upon paper Some members insist upon paper

publications and US Mail ONLYpublications and US Mail ONLY

Access & ParticipationAccess & Participation

Equal Access for DisabledEqual Access for Disabled– Americans with Disabilities ActAmericans with Disabilities Act– Section 508 of the Rehabilitation ActSection 508 of the Rehabilitation Act– Ethical IssuesEthical Issues

Controlling AccessControlling Access– EncryptionEncryption– User / Password ManagementUser / Password Management– ““By Invitation”By Invitation”

The “Ugly” Side …The “Ugly” Side …of E-Commsof E-Comms

Personal PrivacyPersonal Privacy

““Why should I give you my phone Why should I give you my phone number and email address?”number and email address?”

Privacy vs. “Need to Privacy vs. “Need to Share”Share”

DisclosureDisclosure– Do I have a right to this information?Do I have a right to this information?– Do I have a right to share this info?Do I have a right to share this info?– Intellectual Property RightsIntellectual Property Rights– Increased network-based attacks Increased network-based attacks

(Eavesdropping or electronic monitoring)(Eavesdropping or electronic monitoring) Need “rules of the road”Need “rules of the road”

– Members / ParticipantsMembers / Participants– Moderators / Hosts / Officers / Lead Moderators / Hosts / Officers / Lead

VolunteersVolunteers

Communications Communications GlitchesGlitches

““I never said that.”I never said that.”

““You found WHAT?”You found WHAT?”

Text < > VoiceText < > Voice

Misunderstandings are rampantMisunderstandings are rampant– Body languageBody language– Auditory cues (pitch, tone, rhythm)Auditory cues (pitch, tone, rhythm)

““He said / She said” (Repudiation)He said / She said” (Repudiation)– ““I didn’t say that” (voice)I didn’t say that” (voice)– ““I didn’t say that” (text)I didn’t say that” (text)

Expectations of Privacy vs. RealityExpectations of Privacy vs. Reality– TeleconferencingTeleconferencing– Text ChatText Chat

Inadvertent Inadvertent DisclosuresDisclosures Hidden / Non-obvious TextHidden / Non-obvious Text

– File PropertiesFile Properties– Change HistoryChange History

CommentaryCommentary Previous VersionsPrevious Versions

– ““Notes” (Power Point)Notes” (Power Point) Ready-Fire-AimReady-Fire-Aim

– Wrong person / group / forumWrong person / group / forum– High Emotion CommunicationsHigh Emotion Communications

Legal IssuesLegal Issues

Do you have professional liability Do you have professional liability insurance?insurance?

Does it cover volunteer activities?Does it cover volunteer activities?

Ways To Get In TroubleWays To Get In Trouble

Intellectual Property RightsIntellectual Property Rights Proprietary InformationProprietary Information Copyright InfringementCopyright Infringement

– ““fair use” vs. Internet sharingfair use” vs. Internet sharing LicensingLicensing

– ““private” or “home use” may not applyprivate” or “home use” may not apply Perceived “Discrimination”Perceived “Discrimination” Ethics and the “Washington Post Ethics and the “Washington Post

Test”Test”

Moving On …Moving On …

Quality CountsQuality Counts

““There’s never anything worth There’s never anything worth reading.”reading.”

““What’s out there is old and out of What’s out there is old and out of date.”date.”

Make “it” worth the Make “it” worth the BandwidthBandwidth

SPAM, SPAM, SPAM, SPAMSPAM, SPAM, SPAM, SPAM– Should that email be sent? Forwarded?Should that email be sent? Forwarded?– What about chat?What about chat?

Web extensions & plug-insWeb extensions & plug-ins– Just because you can doesn’t mean you Just because you can doesn’t mean you

should.should. Accuracy and QualityAccuracy and Quality Look & FeelLook & Feel

– Principles of Publication DesignPrinciples of Publication Design

Accuracy & QualityAccuracy & Quality

Life-cycle ManagementLife-cycle Management– Regular UpdatesRegular Updates– Continuity / HandoffContinuity / Handoff

Stewardship / Content ManagementStewardship / Content Management ArchivingArchiving User / Community FeedbackUser / Community Feedback Meta data + Visible Info = Meta data + Visible Info =

SearchableSearchable

Look & FeelLook & Feel

Perception ManagementPerception Management– Low QualityLow Quality

Ugly, Boring, Hard to UseUgly, Boring, Hard to Use

– High QualityHigh Quality Easy to Use, Easy to FindEasy to Use, Easy to Find Visually InterestingVisually Interesting ““Drive through” NavigationDrive through” Navigation

Marketing & “Brand” ManagementMarketing & “Brand” Management

Make it worth the $$Make it worth the $$$$

What am I getting for my What am I getting for my dues?dues?

What website?What website?

Are Your E-Comms Are Your E-Comms Effective?Effective?

Choose The Right ChannelChoose The Right Channel Measures of EffectivenessMeasures of Effectiveness

– How do you know?How do you know? Revisit RatesRevisit Rates New ContributionsNew Contributions Other Metrics?Other Metrics?

Content Development & ManagementContent Development & Management– Volunteers vs. Contracted-OutVolunteers vs. Contracted-Out– Cost / BenefitCost / Benefit

Shared ResponsibilityShared Responsibility

We’re not all “plugged in and turned We’re not all “plugged in and turned on.” on.”

““Late adopters may need to be Late adopters may need to be dragged ‘kicking and screaming’ into dragged ‘kicking and screaming’ into the information age.”the information age.”

Bottom Line:Bottom Line:

Members want value for their Members want value for their time and money. time and money.

They don’t want hassles.They don’t want hassles.

They don’t want roadblocks.They don’t want roadblocks.

Questions?Questions?

Day 2: Best Practices for Day 2: Best Practices for Electronic Electronic

CommunicationsCommunications

Presentation to IEEE Region 2 Leadership Presentation to IEEE Region 2 Leadership April 10, 2005April 10, 2005

Valorie J. King, SMValorie J. King, SMvjking@ieee.orgvjking@ieee.org

IEEE Region 2 IEEE Region 2 Electronic Communications CoordinatorElectronic Communications Coordinator

IEEE Virtual IEEE Virtual CommunitiesCommunities Web-based portalWeb-based portal

– Documents / FilesDocuments / Files– Threaded DiscussionsThreaded Discussions– Surveys / PollsSurveys / Polls

Region / Section ForumsRegion / Section Forums Society ForumsSociety Forums Special Interest ForumsSpecial Interest Forums

The Good …The Good …

Untethered Information ExchangeUntethered Information Exchange– Web access from anywhere.Web access from anywhere.– Persistent StoragePersistent Storage

Access / share documentsAccess / share documents– Group CollaborationGroup Collaboration

Text chat / chat roomsText chat / chat rooms– IndividualsIndividuals– GroupsGroups

The Ugly …The Ugly …

Low participationLow participation Stale contentStale content Email is perceived as:Email is perceived as:

– EasierEasier– More privateMore private– More easily controlledMore easily controlled– Universally availableUniversally available

Firewalls May Block ChatFirewalls May Block Chat

Using The Using The R2 Leadership ForumR2 Leadership Forum

WhyWhy WhatWhat WhoWho How OftenHow Often

Using The R2Using The R2Leadership ForumLeadership Forum

What SHOULD NOT be on the VC?What SHOULD NOT be on the VC?

What are the limitations?What are the limitations?– File storageFile storage– Others?Others?

Other Issues?Other Issues?