Committees

Overview

The committee set up for a project is designed to streamline communication and task delegation. This guide covers various aspects of committee management, including:

  • Manage Mailing List: Essential for effective communication among committee members.

  • Manage Meetings: Organize and track committee meetings for optimal collaboration.

  • Adding Members: Process for incorporating new members into the committee.

  • Deleting a Member from a Committee: Guidelines for removing members when necessary.

  • Deleting a Committee: Steps to disband a committee when its objectives have been met or in case of restructuring.

  • Committee Overview: General information and the committee's purpose within the project.

Committee Overview

The Committee overview section provides overview information on:

  • Total number of committee meetings

  • Total number of meeting attendees

  • Committee List table

Add a Committee

Creating a committee allows you to connect community members with shared interests. You can add and update committee information related to the project such as name, mailing list, committee website, permissions, and description.

To add a committee for a project, perform the following steps:

  1. Select the project from the drop-down, and click the Collaboration > Committees tab.

  1. Click the Add Committee button from the top right corner of the COMMITTEES page.

  1. The Create Committee page appears. Enter the following details on the Create Committee page, and click Save to create a committee.

Field

Action

Committee Name

Enter the name of your committee. This is a required field.

Description

Describe the committee.

Add a committee description, outlining its purpose, goals, and other relevant information.

Type

Select the type of committee from the dropdown menu. This could be a governing board, technical oversight committee, SIG, or another type. This is also a required field.

Enable Voting

If your committee will require voting, check the "Enable voting" checkbox. This option may be useful for decision-making processes within the committee.

Committee Documentation/Website

Provide a URL to the committee’s documentation or website if available.

Business Email Verification

Ensure that "Business email verification" is checked if you want to verify members by their business email. This is typically checked by default.

  1. Add Members

    • Search for Members: Use the search bar to find and add members to your committee. You can search by name, job title, company, or email.

    • Mailing Lists: Alternatively, you can add members from existing mailing lists if available.

    • Manage Members: After adding members, they will appear in the list below with their name, job title, company, and email. You can manage their membership from here.

  2. Once you have filled in all necessary details and added members, click the Save button at the top right corner of the page to create your committee.

When choosing mailing lists, members are imported once as committee members. Continuous synchronization is unavailable when members are added, updated, or removed from the list. Only lists with 200 members or fewer can be imported.

Send a Message

You can send a message to the member by mail. To send a message to a member, perform the following steps:

  1. Click on the required project and click Committees.

  2. You can see the list of committees that are created for the project. Click the committee from which you want to remove or delete a member from a committee.

  3. The Committee page appears with the list of members in it. Click the clickicon and select Send Message.

  4. Compose the mail and send it to the member.

Mailing to Members

You can share mail with all the members of the committee at once. To share mail with all the members of the committee, perform the following steps:

  1. Click on the required project and click Committees.

  2. You can see the list of committees that are created for the project. Click the committee from which you want to remove or delete a member from a committee.

  3. The Committee page appears with the list of members in it. Click Email Members.

  4. The Email Committee dialog box appears. Click Compose Email to draft mail and share it with all the committee members.

Deleting a Member from a Committee

You can delete a member from a committee as and when required. To delete a member, perform the following steps:

  1. Click on the required project and click Committees.

  2. You can see the list of committees that are created for the project. Click the committee from which you want to remove or delete a member from a committee.

  3. The Committee page appears with the list of members in it. Click the icon and select Delete.

  4. The Delete Committee Member dialog box appears. Click Delete to remove a member from the committee.

Managing Committees

Manage committees allows you to edit, add subcommittees, move, manage members, and delete the committee.

Updating the Committee

You can update or modify the committee. To update the committee, perform the following steps:

  1. Under Manage, click theand select Edit.

  2. The Manage Committee dialog box appears. Update the committee as per your requirements and click Save.

Adding a sub-committee

You can also add a sub-committee under a committee. To add a sub committee, perform the following steps:

  1. Under Manage, click theand select Add Subcommittee.

  2. The Add Sub Committee page appears. Enter the details as required and click Next.

  3. You can also add members to the sub-committee. Click Save to save the sub-committee.

Moving a Committee into another Committee

You can move a committee under an existing committee. To move a committee, perform the following steps:

  1. Under Manage, click theand select Move.

  2. The Move Committee dialog box appears. Select the committee under which you want to move the committee and click Move.

Deleting a Committee

You can delete a committee if you want to. Deleting a committee will also remove all the members added to the committee. To delete a committee, perform the following steps:

  1. Under Manage, click theand select Delete.

  2. The Delete Committee confirmation dialog box appears. Click Delete to delete the committee. A confirmation toast message appears informing that the committee has been deleted

Managing Meetings

Meetings related to committees are listed in the committee's list under the Upcoming Meetings tab. You can see the scheduled meetings as well as schedule a meeting. On clicking Schedule, the page navigates to Meeting Management to schedule a meeting.

Managing Mailing List

You can configure a mailing list for your committees. On clicking Configure, it is available under Mailing List, and the page navigates to Mailing List.

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