Retrospective 2023-06 E3SM All-Hands Meeting

\uD83D\uDCCB Overview

Reflect on the meeting 2023-06 E3SM All-Hands Meeting and identify opportunities for improvement. Comments are welcomed for 2 different experiences:

Due Date	17 Jul 2023
Participants	E3SM All

Retrospective on Meeting in General (agenda, time spent, breakouts working, posters, etc)

Add your Start doing, Stop doing, and Keep doing items to the table below. We'll use these to talk about how we can improve our process going forward.

Start doing	Stop doing	Keep doing

Cover less items with more discussion on each item during breakout sessions	Less formal presentations, more small group discussions	Conversations about how E3SM and ecosystem projects interact
	Did the bullet above mean “Stop doing so many formal presentations…?”

\uD83D\uDCAD Retrospective on “In-Person” experience (what was good, what needs improvement)

Add your Start doing, Stop doing, and Keep doing items to the table below. We'll use these to talk about how we can improve our process going forward.

Start doing	Stop doing	Keep doing

Outdoor coffee break option to increase focus during meeting with sunlight		Breaks every ~90 min to enable informal conversations and increase focus

\uD83D\uDCAD Retrospective on “Virtual” experience (was it useful even though there were many issues, how to improve, or drop it)

Add your Start doing, Stop doing, and Keep doing items to the table below. We'll use these to talk about how we can improve our process going forward.

Start doing	Stop doing	Keep doing

Have both an in-person lead and a virtual lead for each session. Perhaps the latter could watch the session from another room (or remotely), to immediately report any audio/visual problems. Session leads should make sure… presenters AND any discussion participants (including live audience members) use a mic, so that virtual attendees can hear. their session is being recorded. they read out important chat posts or allow virtual attendees to speak in the discussion (rather than just listening in).
(I second the motion on the two bullets above)

\uD83D\uDCAD Comments on “Hybrid” meeting (do or not do next time, try by preparing better, etc.)

Add your Start doing, Stop doing, and Keep doing items to the table below. We'll use these to talk about how we can improve our process going forward.

Start doing	Stop doing	Keep doing
		having virtual option is great to allow for those unable to travel. Even if it works some of the time, it was valuable.

✅ Action items

Link to previous Retrospectives

Retrospectives