The following pattern was developed at ChiliPLoP 98 as part of the patterns workshop process.

Name

Teleconference Pattern Workshop

Problem

How to conduct  a pattern workshop where the participants are in locations remote from each other and still maintain the spirit and conduct of a face to face pattern workshop.

Context

Knowledge exchange within a corporation is essential to its growth and survival. Patterns are an integral part of knowledge exchange. Pattern workshops are as critical to creating patterns for distribution within the corporation as structured walkthroughs are to program review.

Forces

• Participant's  time is valuable.
  
• Participants may be on a billable assignment.
  
• Participants may be located in different places and time zones around the world.
  
• Because teleconference costs can be high, use of that technology must be productive.
  
• Not every participant has direct access to the internet.
  
• Local branch offices have access to the internet for receiving and sending e-mail.
  
• Non face to face workshops are more difficult to moderate and record in regards to speaker identification and lack of visual input (no white boarding for example).
  

Solution

The moderator, participants and authors for the patterns in the workshop should be in a reasonable geographic area (probably not more than three time zones). This will prevent problems such as where the time for one person is midnight and another 8 am.


Where possible, schedule the workshop so that the majority do not have to use billable time in order to conduct the workshop (noon for example). Use of after work hours should only be done with full agreement of the participants in order to prevent family conflicts.


In order to make maximum use of the teleconference, participants should note their comments directly in the pattern document with revisions on. This way their thoughts are organized when the moderator calls on them and they can e-mail their comments to the author after the teleconference.


Use a teleconference provider who will record the conference and provide a transcript to the moderator for later distribution to the authors.


As best as possible, follow the techniques of the face to face pattern workshop. During preliminary discussions, do not speak unless the moderator call on you. During open discussion, each person must announce their names prior to making a comment.

Resulting Context and Consequences

Teleconference Pattern Workshops require more up front preparation. The workshop can only be productive if everyone participating focuses on the task at hand.


Because teleconferences are setup for specific time duration's important discussion on a pattern may result in other patterns being postponed. If that occurs, those patterns must be scheduled first in the next workshop.

Author

Ron Howe