Retrospective 2023-06 E3SM All-Hands Meeting

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	Jul 17, 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

Start doing	Stop doing	Keep doing

Cover less items with more discussion on each item during breakout sessions Have power at each table or enough power charging devices to be able to use laptop	Less formal presentations, more small group discussions Did the bullet above mean “Stop doing so many formal presentations…?”	Conversations about how E3SM and ecosystem projects interact
Limit how much time the parallel group sessions can spend on presentations.		Anyone is welcome to attend but its for doing project business.
Greater effort to streamline presentation transitions to reduce wait time	stop reducing the amount of time given to plenary’s – 10 min per plenary seems like the bare min. to be able to summarize all the work going on in the various parts of the project
Designate a few people to set up and verify that A/V and online connections are working in breakout rooms before the breakouts actually begin… several of the breakouts had delayed starts.

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

Start doing	Stop doing	Keep doing

Outdoor coffee break option to increase focus during meeting with sunlight +1		Breaks every ~90 min to enable informal conversations and increase focus
		Keep having in-person meetings twice per year, as we did pre-pandemic, and are restarting now. Live poster sessions

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

Start doing	Stop doing	Keep doing
Make sure speakers use the mouse to point at things in the presentation.
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).
(+3 for motion on the two bullets above)

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

Start doing	Stop doing	Keep doing

Start doing	Stop doing	Keep doing
	Multiple options for online poster discussion. Have them all on a google doc. Did any posters get any online comments?	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