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Enhancing AG Meetings Through Effective Test Cruises for Optimal Performance

This guide emphasizes the critical role of well-planned test cruises on the Access Grid (AG) for successful meetings. It outlines the purpose of conducting these tests, including troubleshooting, facilitating communication among AG sites, and understanding team roles. Key strategies are shared, such as preparing in the same physical space, defining technical tools, and streamlining information dissemination through dedicated webpages. The results of effective test cruises manifest in reduced stress levels and improved technology integration, ultimately leading to a more fruitful AG meeting experience.

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Enhancing AG Meetings Through Effective Test Cruises for Optimal Performance

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  1. The Value ofWell-planned Test Cruiseson the Access GridMary FritschAccess Grid Support CoordinatorFutures Laboratory, Math & Computer Science DivisionArgonne National Laboratoryfritsch@mcs.anl.gov

  2. Purpose • Communication • Meeting other AG Sites • Eliminating Surprises • Troubleshooting Large Issues • Understanding Roles of each AG Site

  3. Who • AG Sites Participating or Attending • Speakers • Interested Attendees • Node Operators • Technical Staff • Dismissing Tested Sites • Providing Additional Help When Needed

  4. What • Discussion of Details You “Do” Know • Run Through of the Overall Plan • (i.e. speaker order, master/client, server runs) • Average Test Cruise Lasts from 30 Minutes to 1 Hour • It is always better to have several short cruises, than one long cruise.

  5. Test What • Audio • Video • URLs • Real Teleconference Bridging • Switching • All Visual Aids to be Used • Check of Software Loaded for Specific Meeting Needs

  6. Where • Always Test in “Same” Physical Space • Meet and Test with “Same” Node Operator that will be Running the Final Meeting • For Consistency, Try to Reserve and Meet in “Same” Virtual Venue • Discuss Camera Angles and Video Streams • Test your Entire Space • where will people be sitting, preferences of shots from other sites, any preferences of local attendees

  7. When • Testing is Always Dependent on Meeting • 1 to 2 Weeks Prior to Meeting is Average • Size of Attendees and Stress Level should be Considered  • Again, 15 Minutes to 1 Hour Might Work Depending on the Meeting Specifics

  8. Tools • Provide All People Involved with Overview of Space, Tip Cards, Documentation • Make Sure You Stress the Importance of Receiving All Files to be Distributed at Least One Day Prior to Meeting • Explain Benefits and Limitations of Meeting over the AG • Do Not Introduce or Overlay Other Modes of Telecommunication or Video into Meeting Unless Fully Tested

  9. Get Information Online • Feel Free to Create a Simple Webpage to Hold All Information About your Meeting • agenda • testing and meeting dates/times • participants • venue name • server name • dppt links • contactinformation • If Medium to Large Scale Meeting, Sending Multiple Emails with Amended Information Tends to Confuse (A Webpage Simplifies Things for Node Operators/Coordinator As Well)

  10. WhyWhy Put a Value on a Well-planned Test Cruise? • Reduction (however not elimination of) stress, surprises, broken lines of communication, impression of technology, effect of content on workgroups or staff. • Test Cruises give you a sense of what might occur in the actual meeting. • You become more familiar with Mud characters, real faces, and company names. • Test Cruises will make or break “any” meeting, especially one over the Access Grid!

  11. Conclusion • AG Meetings Need Just as Much Preparation if not a Little More than an Average Meeting • The More Information Shared and Tested, the Better Your AG Experience will be for Everyone Involved • Test Cruises Bring Sites Together

  12. Further Direction • AGDP (http://www.accessgrid.org/agdp/) • Online Tutorials (http://webct.ncsa.uiuc.edu:8900/public/AGIB/) • AG Seminar Series (http://scv.bu.edu/accessgrid/seminars/) • Simple Checklist on Having a Meeting (http://www-fp.mcs.anl.gov/fl/accessgrid/aglogistics.htm) • Discussions with Experienced Sites • Technical Mailing Lists (ag-tech@mcs.anl.gov) • Open Testing (http://www-fp.mcs.anl.gov/fl/accessgrid/ag-opencruises.htm)

  13. Thank You Questions? Comments?

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