API/EI Joint Work Groups
This document outlines the procedures, experiences, and suggestions for the API/EI Joint Work Groups following the Phoenix Agreement signed in February 2006. It emphasizes the importance of effective communication and minimizing duplication, particularly for co-funded work items. Key roles, responsibilities, and meeting management are discussed to facilitate consensus-building and maximize participation. Suggestions include utilizing expert editors for drafting, careful preparation for meetings, and proactive member engagement. Continuous improvement in communication systems is essential for future success.
API/EI Joint Work Groups
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Presentation Transcript
API/EI Joint Work Groups Procedures, Experiences and Suggestions
Background • Phoenix Agreement • Resources • Remove duplication • API and EI responding to directions from membership • Agreement signed February 2006 • Implementation guide followed shortly afterwards
Procedures • New work items - SRRR or TWP • Duplication - only for co-funded work items • Produced in Subcommittee (or working group) • Approved by main committee API COPM or EI HMC • Funded proposals passed up further for approval • Approved by API/EI Joint Committee (JCHM) • Subcommittee advised – sister subcommittee(s) advised • Joint Work Group (JWG) formed – work starts NOTE: – communication at sub-committee/working group level before SRRR/TWP preparationis highly desirable!
Joint Work Groups • Phoenix Agreement Implementation Guide • API or EI led • Chairman and Vice chairman • Duties • Manage work • Organize meetings • Resolve comments • Work towards consensus – substantial agreement • Vice chairman • Coordinate members in their own organization • Liaise closely with Chairman
Balloting • No change to API COPM and EI HMC balloting procedures • Joint standards balloted in parallel within both organizations • JWG addresses and resolves comments • Re - ballot as necessary
Experiences • Varied! • Productivity of teleconferences with large groups is limited • Drafting work under teleconference conditions is extremely inefficient • Web/net meetings working on a ‘shared’ document can also be very slow
Suggestions (1) • Workload • Look to use ‘expert editors’ for initial drafting • JWG then works from initial draft • Membership • Chairman and Vice chairman must manage member rosters • Inclusion is essential - maximum participation is required • Meetings • Hold separate meetings locally (API and EI) under the Chairman and Vice chairman • Chairman and Vice chairman hold regular individual discussions/meetings • Full JWG meetings (usually by teleconference) limited to resolving key issues
Suggestions (2) • Meeting notices • Distribute well in advance • Arrange times to allow maximum participation (US morning/Europe afternoon) • Members must advise if participating or not • JWG members urged to submit comments early so that Chairman and Vice chairman can discuss and prepare • Careful meeting preparation! • Sub committees • Officers need to liaise ahead of new work • Use websites!
Wrap up • Staff will continue to investigate improved systems for communications and meetings • Comments and observations always welcome!
