FIELDING THE FUTURE
Tese four keys were of the utmost impor- tance in conducting a virtual meeting of this size and importance. Te delivery of audio-enhanced briefings, audio added via a built-in Microsoft PowerPoint feature, before the event provided sufficient narra- tive detail to enable a cursory review of the information during the actual review. Te pre-event capture and response to panel members’ questions reduced the amount of time that would be required for questions and answers during the event. Te pre-event training and familiariza- tion events with the WebEx virtual tool enabled a majority of the team to hit the ground running, with all participants fully operational within the first half-hour of the first day. Te customized templates for questions and answers enhanced the deliv- ery of multifield, sortable information to enhance panel members’ understanding of the material presented.
LOAD ’EM UP
In addition, the project team developed and distributed event rules of engagement
Soldiers from the 595th Sapper Company load TSO dispenser launcher modules onto a Palletized Load System truck. (Photo by Marc A. Krauss, JPEO A&A)
Social distancing restrictions presented the project team the challenge of finding an alternative way to execute this major system engineering review, or run the risk of falling behind schedule.
to ensure orderly communication and sharing of information. Te rules spec- ified that microphones be muted as a default and instructed participants not to place calls on hold because of built-in hold music that is a distraction to others on the line. Tey also noted how presentations would be delivered, how the host would manage the information that must be shared with the team, how team members would use the chat function, and contin- gency communications for those unable to access the web-based application to view briefing information.
The XM204 integrated product team implemented an ambitious plan to complete the planned face-to-face, three- day review in a 1½-day virtual review. Te execution of this meeting required three
primary roles: a knowledgeable host to facilitate the discussion, an assistant host who managed screen share with attendees and a note taker.
Te first day of the review began with a 30-minute sign-in session to ensure that team members were able to access WebEx via web browser (preferred) or solely by telephone audio (not preferred). Te team achieved 100 percent sign-in with time to spare before moving on to the brief- ing packages.
For each briefing package, the host announced the slide deck and the briefer. Te briefer provided a five-minute exec- utive summary of the material covered. Ten the briefer answered questions from the review panel members and program
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