Session Date/Time: 29 Oct 2024 15:00

LLC-COMMS

Summary

The LLC-COMMS meeting, held shortly before IETF 121, provided updates on ongoing communications initiatives. Key discussions focused on the development of user journey maps to better understand participant experiences and the expansion of the IETF website's technical content, including blog posts and a new "Technologies" section. Operational updates included the publication of the annual report, fundraising support, upcoming announcements, and the significant change to open IETF 122 registration ahead of IETF 121.

Key Discussion Points

User Journey Map Development:
- The initiative, started in 2021 as part of the initial strategic plan, aims to map how different individuals navigate the IETF.
- User journeys are selective tools that identify gaps, issues, and opportunities by tracking a persona's path across various interaction modes (web, in-person, email).
- Three journeys are under development: "ID Author," "New Working Group Chair," and "New Participant."
- For the "ID Author" journey, data has been collected from a 2021 workshop and survey, and ID submission statistics are used. Existing resources like the dedicated author Wiki and updated author tool site (which needs alignment with survey findings) are relevant.
- The concept of "personas" (idealized models of users) is integral. A suggestion was made to explore creating a specific persona aligned with the "Sisters" group to identify unique needs or gaps within these journeys.
- The primary purpose of these maps is for internal LLC and broader community use (e.g., ISG interest in the WG Chair journey) to inform improvements, rather than direct public posting as procedural flowcharts.
- Additional data sources and clearer start/end points for each journey are still being sought.
Technical Content and Website Expansion (dep.it.org):
- There is an increased focus on publishing blog posts centered on the technical work of the IETF to engage potential participants and the broader technical community.
- Recent technical blog posts covered topics such as the Green WG, IAB AI Control Workshop, Whimsy WG, WIT area, and NEOPS Workshop.
- A significant challenge is the labor-intensive nature of creating these technical posts and the steep learning curve for external writers. Engaging outside resources will be crucial.
- An editorial calendar helps manage blog post topics, drawing ideas from ISG/IAB discussions and "new topics at upcoming meetings" posts.
- A mockup for an expanded "Technologies" section on the website was presented, designed to improve visibility and discoverability of IETF technical work.
- A key feature of the new "Technologies" section is the concept of "working group keywords" to help external users find relevant working groups even when group names are not immediately intuitive (e.g., "Six-Man" for IPv6). This aims to address "IETF Insider-itis."
- The "Technologies" section will be structured into:
  - Technology Section: General areas (e.g., Security & Privacy, AI).
  - Technologies in Action: Vertical industries (e.g., online gaming, DNS).
  - Technology Groups: IETF-centric areas and working groups, with keyword visibility.
  - Shortcuts: Recent technical blog posts.
- The group discussed soliciting community input, possibly through the working group chair list, for technical topics to highlight in blog posts and for potential authors.
- The blog can serve a dual purpose, addressing both internal IETF and external audiences. Mining "IETF in News" for topics of external interest (e.g., security, privacy, quantum) was suggested.
Operational Updates (FYI):
- The 2023 Annual Report was published, noting that its release was again later than desired, similar to previous years, despite earlier completion of financial audits.
- Work is underway to update website materials to support ongoing fundraising efforts by the IETF LLC.
- Three non-IETF announcements requiring communication coordination are expected during IETF 121.
- Registration for IETF 122 (Brisbane) opened before IETF 121 commenced. This is a historical first for the IETF, intended to provide participants more time for visa and travel planning. The system allows participants to view the status of two meetings simultaneously. Initial registration and fee waiver requests have been received without reported system issues.
- The early registration for IETF 122 is a trial, with an eventual goal of a rolling three-meeting registration window.
- A photographer will be engaged for IETF 121 on Tuesday and Wednesday to cover specific announcements and gather materials for sponsorship.

Decisions and Action Items

Decision: The LLC-COMMS group will continue development of user journey maps for "ID Author," "New Working Group Chair," and "New Participant," aiming for initial visualizations by IETF 121.
Decision: The LLC-COMMS group will expand the website's technical content, focusing on technical blog posts and developing a new "Technologies" section with features like "working group keywords."
Action Item: Seek community input (e.g., via the WG Chair list) for technical topics to highlight in blog posts and to identify potential authors.
Action Item: Explore creating a specific "Sisters" group persona for one or more user journeys to identify unique gaps/opportunities relevant to new participants.
Decision: Registration for IETF 122 opened ahead of IETF 121 as a trial for a rolling registration window.
Decision: A photographer will be engaged for IETF 121 on Tuesday and Wednesday to cover specific announcements and sponsorship material.

Next Steps

Flesh out and visualize the outlines for the "ID Author," "New Working Group Chair," and "New Participant" user journey maps.
Continue developing technical blog posts, addressing the steep learning curve for external writers, and leveraging community input for topics.
Implement the expanded "Technologies" section on the website, including the "working group keywords" concept to improve discoverability.
Continue to refine the early meeting registration process, working towards a rolling three-meeting registration window.
The next LLC-COMMS call is scheduled for December, as November's call will be skipped due to IETF 121.