TASK FORCE ON ELECTRONIC COMMUNICATIONS

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UNIVERSITY OF VIRGINIA -- SPRING 1997

Meeting notes for March 20, 1997, Thursday, 3:30 - 5:20 p.m., 110 Peabody Hall

Attendance: Dudley, John Payne (substituting for Fore), Odio, Thomas, Atwood, German, Philippon, Pfaffenberger, de Voursney

Summary: Dan Philippon introduced the notion of developing a matrix of types of communication on one axis and characteristics of communication on a second, based on Polley McClure's charge to the committee. Chip German suggested that one type was communication related to survey research and wondered if questions about such communication might not need to go through the human-subjects-research committee.

Mair de Voursney said that the Medical Center's experience supported the idea that overuse of "information push" technologies could easily lead to desensitization on the part of the recipients, who sometimes stop reading any of it.

Bryan Pfaffenberger wondered if the group has enough information available to it derived from the general population of users -- do we want to take some active stpes to ensure that we understand the interests and preferences of the wider community. Louise responded that some of that work had been done, at least with respect to employees and administrative information, by the employee-communications group that recently provided a report to Colette Capone (three of its members serve on this task force). But Bryan said there may still be unrepresented perspectives, especially related to academic activities. What is currently frustrating people, and what are they trying to do?

Sub-group formed

The members present suggested that a sub-group be formed to outline the general characteristics of the communications environment likely to be available to the University over the task force's planning horizon of three years. Members appointed to the sub-group were Kira Atwood (chair), Bryan Pfaffenberger, Dan Odio, and Tim Sigmon. Kira indicated that the group would work primarily by e-mail in developing a sketch of the likely future environment. Directions are likely to include explorations of the notions of a virtual intranet and other Pointcast-like technologies that provide much greater user-customization of the networked-information environment he or she sees.

Louise suggested that we pursue Dan's notion of matrix development, then use the time between meetings to test the resultant categorizations and characteristics with others in our individual capacities.

Dan's model -- refined by Louise, Dan, and Chip after the meeting at the suggestion of participants -- lays out in this fashion:

CHARACTERISTICS OF COMMUNICATION
TYPES OF COMMUNICATION

Time urgency

Frequency

Longevity

Alt. methods required

Perceived importance to sender

Perceived importance to recipient

Segmentability of audience

Content appropriate to audience

Emergency notices

Job openings

Events (announcements)

Training opportunities

Academic class resources (documents)

Scholarly queries

Acad. admin. announcements

Class discussions

Virtual events (meetings, classes)

News/reports of Univ. activities

Advertisements (want-ads)

Sports results

Info availability (info/choice)

Surveys and related communications

Ideas, insights that deserve to be shared

METRICS

Low to High Low to High Short to Long None to Many Low to High Low to High Low to High Not approp to Approp

The task force also suggested elements for a third axis that can't be represented in a two-dimensional table -- that axis having to do with who originates the communications of the types and characters described in the previous table. The draft list of originators includes:

Dan suggested that there are elements not specifically included in the charge to the task force that probably need to be present in its product in such locations as a preface or introduction. Such topics include the need to reinforce the notion of non-electronic communication's importance -- the need to preserve speaking to each other. That may be the proper place to address other important aspects too, such as training and resistance to it in our community.

Louise asked Chip to send out a message to the task force that encourages each member to take the types and characteristics of communications and use those "draft" notions as a springboard in discussions with colleagues in the community to make sure we have an opportunity for broader input. Are what they are trying to do and what is frustrating them showing up on this matrix? If not, what needs to be added?

The task force agreed to meet again at 3:30 p.m. on Thursday, April 3, at Peabody 110.

 

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