This is just first draft to try and get things moving, would anyone else please amend and add their version below - or state if you think everyone should word invites individually - I'm going for some standardisations just so we remember to try and get answers to all the areas we need info on.:
Obviously personal bits would be altered by whoever sends invite, I'm just wondering if we can get questions we need to ask standardised. Topics are taken from where I think the thread on that got to. I didn't put much info in about infrastructure as conclusions so far seem to be it's just down to speakers preferences initially.Dear xxxxxxxxxxx,
A committee has been set up at TWC to attempt to organise a symposium on modification leadership. This is a first informal approach to you to see if you might be interested in being a main 'speaker' at this symposium. We are initially looking for some idea of who the main speakers might be - when that is determined we hope to firm up details of how and when the symposium will be held, who other 'attendees' can be, and what infrastructure is required. Regardless of how the symposium is held, it is hoped that the information discussed will be summarised either in pod cast or written form and that that information will be available to the whole community including other sites*.
Please let me know if you think you can participate and if possible also give your preferences on the following points:
This is a very informal outline, when the actual topics are chosen, the speaker will have freedom to present the topic as he sees fit:
Please let me know if you have any preference for speaking on any of the subjects listed or if you would like to propose another topic relating to modification leadership.*Methods of team coordination: Different alternatives available, such as forums, email, instant messenger, voice, and the instances to utilize each one (what should be done via email, versus what should be posted on the forum, and how should team meetings be held (voice or text?). Pertinent issues include coordinating a team that is spread out geographically and linguistically.
* Recruitment: Where are the best places to find team members? How does one make a proper recruitment post? What attracts people to mods? How far in development should a mod be before seeking members?
* Handling Deadlines: How does a leader handle deadlines for work that is ultimately voluntary? How to handle chronic lateness? When should someone be removed for inattendence/negligence?
* Optimal team sizes and responsibilities: How many is too many? What about members who work for various mods? How many members is too few? Finding ways to "trim the fat." Finding ways to "bulk up" and jobs for the less skilled.
* Incentives/punishments: How to handle rewards for over-performing members, and deal with under-performers or inactive members?
* Software handling: The best way of coordinating the versions of software, art files, text files, etc. How to distribute files publically/privately, etc.
* Beta testing: Can it ever be handled totally within mod team? If not, is public or private beta testing preferable? How should any additional beta testers be recruited and managed?
* Team Mutiny: What happens when team members are angry or upset? Who should replace you as leader, or should you keep the reigns? Is there any inherent ownership entitled to the progenitor of the mod/idea?
* Handling Public Relations: Organizing previews, team interviews, different mediums/methods of getting people thinking about your modification project, etc
* Setting up team forums and/or website: Forum software options, and how to/should one recruit a super-fan as a moderator/admin, how to find webmasters, etc. What should be included on the website, what makes a good website, sample websites, and working within your limits (ie, not drawing away from mod work to work on website). The good appearance tradeoff with the amount of work involved.
* Intermod coordination: Coordinating shared projects between mods for mutual benefit (ie Mod A allows Mod B their animations, Mod B allows in return allows Mod A unit models or Mod A and B collaborate on one aspect of a project.)
SYMPOSIUM DATES & TIMES:
It has been proposed to hold the symposium if possible during the two or three weeks proceeding Easter (ending April 20 or 27). Would that suit you and could you please list any specific dates you are not available?
Also in-case a 'live' method of discussion is proposed, please could you let me know what time zone you are in and when would be convenient time of day for you?
HOW SYMPOSIUM IS HELD:
The following possible methods have been mentioned:
* Audio Podcast
* Video Podcast
* Teleconference/VOIP (Skype or Ventrillo)
* mIRC Chat
* MSN Chat
* Forum Thread
Please would you state your personal preference for;
a). giving an initial speech via.? and
b). being involved in subsequent discussion within?
Sorry that was a bit lengthy, thank you for your time and consideration.
*The aspect of sharing final info with other sites hasn't been discussed, but I think it would be show of good faith and perhaps useful in recruiting speakers who might largely be based elsewhere.
EDIT: forgot to say the initial paragraph could do with being more eloquent description of the concept behind the symposium to get people interested.... err, prof?