March 18 2023 Assembly Exit Survey Report

OIAA is only beginning to develop its real-time group conscience meetings. Two-way communication is required in order to fulfill the purpose of OIAA’s assembly – the development of an informed group conscience. This is the fulfillment of A.A.’s Tradition Two: For our group purpose there is but one ultimate authority—a loving God as He may express Himself in our group conscience. Our leaders are but trusted servants; they do not govern.

Thank you to all OIAA members who took the time to complete the Exit Survey at the March 18, 2023 Assembly. The meetings and the surveys are a continuous process of defining OIAA according to the needs and expectations of the groups.

The most important function OIAA needs to grow at this time is a connection between the Intergroup Representatives, OIAA’s standing committees, and its Board. The April 29, 2023 Quarterly IGR Forum agenda is being set to learn more information about the needs and expectations of OIAA’s groups.

OIAA’s communication system with the IGRs has been limited. OIAA is fortunate to have great leadership and participation on its Tech Committee. Their very hard work to create the ability for OIAA’s groups to connect to each other and the development of an informed group conscience will soon be available. We have an exciting learning curve ahead. We look forward to your participation.

Exit Survey Questions

1. On a scale of 1 to 10 (1 being the lowest and 10 being the highest) how would you rate today’s assembly?
2. Tell us why you gave the OIAA Assembly this rating?
3. What would you like to see at the next OIAA Assembly on June 17th, 2023?
4. What would you like to discuss at the next IGR Forum on April 29th, 2023?
5. What ideas do you have to increase communications with OIAA? With other Groups?
6. Will you help us continue to improve by participating in surveys that we will send to your email?

Basic Findings of the Survey

- OIAA always needs to be communicating to the newest Intergroup Representative (IGR).
- Not everyone is finding everything they need on OIAA’s website.
- OIAA’s rapid state of change makes it difficult to understand all that is going on.

OIAA MEETINGS

Based on a few of the responses, definitions of an Assembly and the IGR Quarterly Forum are needed.

Check OIAA’s website for the scheduling of these main meetings. The following definitions are summary only. These definitions will be given in more breadth and depth in the revision of OIAA’s Guidelines.

Assembly Information

The Assembly is when the voting members handle a wide range of concerns. Business can only be conducted at an Assembly when the required attendance designated as the Quorum is present. OIAA’s voting members are: Intergroup Representatives (or the Alternate who is attending in their absence), Chairs of OIAA’s standing committees (or the Alternate who is attending in their absence), and OIAA Officers (or the Alternate who is attending in their absence). All AA members are always welcome to attend an Assembly; however, only those who hold a service position designated as a voting member can vote.

Intergroup Representative Quarterly Forum

The purpose of the IGR Quarterly Forums is to bring information to the IGRs, give all IRGs an opportunity to share information with each other, ask questions, and spark new ideas. A Quorum is not taken at the IGR Quarterly Forum because business is conducted at an Assembly.

Safety Workshops – It takes a large number of people with a diverse range of knowledge and skills to manage the many moving parts of conducting an online meeting. OIAA’s Tech Committee regularly schedules Safety Workshops as a service to the groups in helping them share information and best practices in the ever-changing online platform.

Summary of Items by Topic

Agenda – Several items were suggested for the assembly and forum agendas such as ensuring we identify New and Old Business. OIAA is just moving from email to real-time meetings. We are developing our way toward a full functioning of an informed group conscience. OIAA has had only three real-time assemblies. Right now, we need to define what OIAA is and what it is not. We are starting with what do groups need and expect from OIAA?

Archivist – One comment requested OIAA get an Archivist. An Archivist has been appointed. To join in the work on OIAA’s Archives, contact archivist@aa-intergroup.org.

Communications Ad Hoc Committee – Create a pamphlet – What is OIAA? What is the Role of an IGR?; create a plan to increase participation in OIAA; use videos for communication – an overview of OIAA’s mission, ; create a monthly newsletter; create more specific survey questions; ask survey questions about everyone’s location, countries, specific languages in which that the committee meetings; and create guidelines for groups.

Finance – There was a request to display financial reports showing expenses and another to discuss the following at the next Assembly, “Discussion of how to use “excess funds” directly within OIAA, to achieve the mission of OIAA.” The other was a request to discuss the topic of “Help with setting up 7th tradition help to individual meetings.”

Group Workshop Topics – Some of these topics were covered by Get Into Action Committee workshops. You can request workshop notes from getintoactioncommittee@gmail.com.

Q&A Sessions for new online groups; Welcoming newcomers; Issues faced by small groups in carrying the message, service, etc.; building fellowship; promoting group service positions;
Spiritual timers in groups. What groups can do about members who hold meetings hostage with their life drama;
Group behavior/Traditions/ How do we change the reputation that online meetings have?
Because it’s important to show aa works I suggested we celebrate anniversaries at my online meeting (my home group) We are starting beginning end of March. Are any other groups doing this? How? What about getting a sponsor online?
Service Sponsorship
12 Traditions Workshops
Ideas about engaging home group members.
Due to hearing issues, I do not yet have a local Columbus, OH home group. Hybrid meetings are not working for me.

OIAA Secretary – Waiting for Minutes to be approved is problematic. Rapid communications preferred. Note: There is need for volunteers for secretary duties. There is also a need for an OIAA Alternate Secretary.

Safety – There were 3 responses identified for the category of Safety. The responses indicate there is a need to continuously give reminders that OIAA has a set of Safety Resources on the website, regularly schedules Safety Workshops, and follows the continuously changing online environment. OIAA’s most recent Safety workshop was attended by more than 500 people. Here is the link to OIAA’s website page for Safety Resources: https://staging-wordpress.caprover.aa-intergroup.org/safety-resources/

Website Progress Report – Give more website updates; Committee pages will soon be launched to provide monthly reports on their work and need for volunteers; is there an ability to show meetings that are 24-hour; create group sharing forums or an Ask It Basket; create a Speaker Seeker section; supply numbers analytics etc … people love to hear numbers.

ALL RESPONSES SORTED BY QUESTION

60 members responded to the Exit Survey; respondents did not answer each question.

Graph of Question 1 Responses

On a scale of 1 to 10 (1 being the lowest and 10 being the highest) how would you rate today’s assembly?

Graph of Question One Responses

2. Tell us why you gave the OIAA Assembly this rating?
informative
Covered topics of interest
Great intro/chair report; smooth determination of quorum; great presentations
well organized – aware of time spent
Dense helpful information presently quickly
Great organization and brevity.
Very Organized and clearly presented (and very timely – everyone stayed within their time frames)
Gets better each time
Always thorough and informative
Very informative. Thank you all.
My first meeting. Good big picture.
First time here as an IGR, learned very much.
Excellent presentations!
Because it was very informative and everyone is good at what they do, in their trusted servants position. Just Wow!
Good information
I don’t believe there’s ever a 10
To bring back to my Homegrp info. from OIAA happy I attended and looking forward to new website.
Really enjoy presentations and hearing reports
I am continually impressed by the professionalism, competence, intelligence, and dedication of our leadership team.
Great information; Stuck to timelines; GREAT JOB!!
I learned something today. And I saw some people I really like. That’s always an A+ Rating.
very informative, well presented
Super organized
Need for refinement will come through trial and error and practice, practice, practice..
99% useful information
Very professional, organized and informative on Intergroup’s role on the digital platform
clear, organized and full of important info- incredible service
The presentations were very informative. The only reason it wasn’t a 10 is because budget and technology information gets a bit dry for me, but topics it were covered well.
Extremely professional, addressing unique problems of online organizations
A lot of good information
Speakers were very well prepared and through. Nice job.
Highly informative, helpful, and enthusiastic. Thank you for your service!
Amazing upgrades to better assist the still suffering alcoholic and our members!
Nailed it! 🙂
nice presentation
The information conveyed was timely and very welcome. The website update was outstanding.
Everything was concise and the presentations were very clear.
So well run and information was well thought out.
SA WEALTH of information!
Excellent presentations. Opportunity to ask questions
Highly interesting and well condensed
This is my first time here. Each presentation was very interesting and “professionally” organized. Thank you so much for having the presentations available on the website. I know my group will appreciate having this information.
Clear, well-organized, follow-up with posted documents
The assembly is well organized and extremely informational
well organized and not too much delay getting started
I am a new alternate IGR…all information is helpful and now I understand how to better use the website and look forward to the NEW website
best choice
I so appreciate this group (OIAA) so much and the work being done by so many people. It’s amazing. I just wish we could streamline meetings a bit. I know you are working on transparency but I wonder if corrections to minutes could be submitted by email before the meeting, for example. Could general questions that come (about tech use, for example) that are not related to the agenda be saved for a Q&A session following the meeting. Not a big issue but suggestions. Know I’m grateful to this group and those providing service.
Extremely well organized and information was effectively communicated
Organized, well run. great support
For someone new to OIAA there are still acronyms I don’t know
I received much information
Presentations were great!
Good explanations of all services now and being developed
Started in timely fashion, good content.
It was very informative.
It was effective carrying out its stated purpose.
It was a great meeting, but after the meeting, I unmuted myself when everyone was asked to unmute themselves. Then I muted myself because I was hoping the discussion in the meeting-after-the-meeting would be moderated by calling on people in the order their hands were raised. But this did not happen, and I was unable to make myself heard in objecting because I was no longer able to unmute myself, I sent several chat messages asking to be unmuted, but none of these requests were satisfied. So effectively, I was unable to contribute to the discussion that ensued.
It was ran very efficiently and was very informative
Incredibly informative and exciting developments in process

Responses to 3. What would you like to see at the next OIAA Assembly on June 17th, 2023
Category	Response	Comment
What is OIAA?	Overview of OIAAs mission	This will be addressed at the April 29, 2023 IGR Quarterly Forum
What is OIAA? What is the Role of the IGR? Get Into Action Committee	Break-out rooms for different subject areas? Finance, Bylaws, Tech, etc. IGRs would be able to visit any of these rooms in turn to ask more particular information. I’d like the main Assembly to be a place for questions of general interest to all IGRs. Hopefully, break-out rooms could deal with more specific questions, like how do I get my online group involved in General Service? Or, how do I get my online group listed in the Meeting Guide app?	This suggested format is more in line with the April IGR Quarterly Forum. Each Assembly will have a Q&A; What’s on Your Mind; or Ask-It Basket session. The other items are more in line with the Get Into Action Committee.
What is the Role of an IGR?	AI will have to check with my group to see what they would like to see addressed B. i’m unsure of the difference/purpose between the assembly and the forum? but i do think the safety issue is important enough to be included at the annual assembly – perhaps a 15-30 minute presentation – how to/experiences. C. What’s the difference between the IGR Forum and OIAA Assembly? Why does the Assembly start 1 hour earlier but not announced (there is only a sentence that mentions it) – It would be nice for new IGR members, like myself to understand the difference and know if they should be attending the assembly meeting that starts an hour earlier too.	A. Good practice for an IGR. B. & C. See page 2 for definitions of Assembly and IGR Quarterly Forum.
Surveys	Survey of who is from where	Delivered to the Communications Ad Hoc Committee
Finance Committee	Discussion of how to use “excess funds” directly within OIAA, to achieve the mission of OIAA.	Delivered to the Finance Committee

Responses to 3. What would you like to see at the next OIAA Assembly on June 17th, 2023
Category	Response	Comment
What is OIAA?	Overview of OIAAs mission	This will be addressed at the April 29, 2023 IGR Quarterly Forum
What is OIAA? What is the Role of the IGR? Get Into Action Committee	Break-out rooms for different subject areas? Finance, Bylaws, Tech, etc. IGRs would be able to visit any of these rooms in turn to ask more particular information. I’d like the main Assembly to be a place for questions of general interest to all IGRs. Hopefully, break-out rooms could deal with more specific questions, like how do I get my online group involved in General Service? Or, how do I get my online group listed in the Meeting Guide app?	This suggested format is more in line with the April IGR Quarterly Forum. Each Assembly will have a Q&A; What’s on Your Mind; or Ask-It Basket session. The other items are more in line with the Get Into Action Committee.
What is the Role of an IGR?	AI will have to check with my group to see what they would like to see addressed B. i’m unsure of the difference/purpose between the assembly and the forum? but i do think the safety issue is important enough to be included at the annual assembly – perhaps a 15-30 minute presentation – how to/experiences. C. What’s the difference between the IGR Forum and OIAA Assembly? Why does the Assembly start 1 hour earlier but not announced (there is only a sentence that mentions it) – It would be nice for new IGR members, like myself to understand the difference and know if they should be attending the assembly meeting that starts an hour earlier too.	A. Good practice for an IGR. B. & C. See page 2 for definitions of Assembly and IGR Quarterly Forum.
Surveys	Survey of who is from where	Delivered to the Communications Ad Hoc Committee
Finance Committee	Discussion of how to use “excess funds” directly within OIAA, to achieve the mission of OIAA.	Delivered to the Finance Committee
Group Workshop Topics	A. 12 tradition workshop B. Also, a service workshop where each group makes a short presentation and then breakout rooms available for additional information would be wonderful! C. Any ideas how people can do service in the meetings they regularly attend online? D. Follow-up on any action about on-line group representation in the formal AA service structure that may have occurred in the past few months. E. How is your group building fellowship within your group? F. How to Promote Service Work Among Group Members. G. Question and answer forum for new groups.	Most of these topics have already been covered or are in the process of being covered by Town Hall style meetings coordinated by the Get Into Action Committee. This committee is under consideration as an OIAA Ad Hoc Committee. The committee’s work to help online groups form an AA area to the U.S./Canada GSC is in question.
Guidelines	Service positions available, how those are voted on.	See answer
IGR Forum	While we are independent from GSO, & World Services, we are associated with them and moving toward improving our ties and and contribute a lot of our 7th tradition funds to them. I would like to hear some updated information on some of the recent conflict & turmoil in GSO that was referenced. I’m not sure what is real and what is just internet gossip.	See note above on Get Into Action Committee
OIAA Assembly Agenda	A. A business meeting with old and new business. B. I suggest that member votes be done on the front end of agenda and be done quickly	Notes to OIAA Chair
Safety	A.more zoom security support B. Something with some humor, like Zoom bomber horror stories	OIAA’s Tech Committee regularly holds Safety Workshop. The last one was attended by >500 members.
Time Zone	A little later start time. (Today started at 03:00 in Japan)	Delivered to the Communications Ad Hoc Committee
Tech Committee	A presentation of the countries represented on the OIAA site, just a list by name, and the specific languages in which that the committee meetings/assemblies can be translated. A breakdown of the specific travel expense by members that were reimbursed by OIAA, and the By Laws concerning these expenses if there are any.	At this time, OIAA does not know all countries represented in its directory. The Tech Committee’s work will eventually allow queries on specific languages for the groups in OIAA’s directory. An identification of specific country is under discussion. Online groups tend to decline to be known by geography. OIAA meetings are regularly interpreted into Spanish and ASL. Portuguese is usually made available. Travel expenses would be reflected in the financial statement of the month in which they occurred. The Bylaws do not cover expense reimbursement. They are covered in the guidelines.
Tech Committee	Create a focus on International Inclusion perhaps under meeting guide	At this time, OIAA does not know all countries represented in its directory. The Tech Committee’s work will eventually allow queries on specific languages for the groups in OIAA’s directory. An identification of specific country is under discussion. Online groups tend to decline to be known by geography.
Tech Committee	Updates on the website changes making it simpler!	There were four requests for website updates; one request asked that the instructions be simplified.
Tech Committee	not sure. Maybe a suggestion of AA events you can hold online since we can now invite many more!	See: https://staging-wordpress.caprover.aa-intergroup.org/events/
Tech Committee	Further website updates or other information about committee work.	There were five requests for committee updates; members need to know where to find committee reports.
Tech Committee	Further website updates or other information about committee work.	There were five requests for committee updates; members need to know where to find committee reports.

4. What would you like to discuss at the next IGR Forum on April 29th, 2023?
Category	Response	Comment
Website Progress Report / Tutorial	How groups utilize the OIAA website on a regular basis	Delivered to Tech Committee
Website Progress Report / Tutorial	Accuracy of OIAA meeting listings	Delivered to Tech Committee
Website Progress Report / Tutorial	How 24hr platforms/meetings can be incorporated into the OIAA structure	Delivered to Tech Committee
Policy & Admissions Committee	Role of an IGR, How to register someone as the IGR of a group, and the role of the IGR in each group.	Should this be a New Group Orientation?
Communications Ad Hoc Committee	How can we increase participation in OIAA?	Delivered to Communications Ad Hoc Committee
Communications Ad Hoc Committee	Using technology for Unity (digital video media for connections)	Delivered to Communications Ad Hoc Committee
Archivist	needs archivist	See Chair Announcement for Archivist –
Group Workshop Topics	Perhaps issues faced by small groups in carrying the message, service, etc.	See Get Into Action Committee event on May 13, 2023
Group Workshop Topics	Spiritual timers in groups. What groups can do about members who hold meetings hostage with their life drama.	See Get Into Action Committee event on May 13, 2023
Group Workshop Topics	Group behavior/Traditions/ How do we change the reputation that online meetings have?	See Get Into Action Committee event on May 13, 2023
Group Workshop Topics	Because it’s important to show aa works I suggested we celebrate anniversaries at my online meeting (my homegroup) We are starting beginning end of March. Are any other groups doing this? How? What about getting a sponsor online?	See Get Into Action Committee event on May 13, 2023
Group Workshop Topics	Service Sponsorship	See Get Into Action Committee event on May 13, 2023
Group Workshop Topics	Ideas about engaging home group members.	See Get Into Action Committee event on May 13, 2023
Group Workshop Topics	Due to hearing issues, I do not yet have a local Columbus, OH homegroup. Hybrid meetings are not working for me.	See Get Into Action Committee event on May 13, 2023
Group Workshop Topics	Guidelines for groups	See Get Into Action Committee event on May 13, 2023
Finance Committee	Help with setting up 7th tradition help to individual meetings.	Delivered to Finance Committee
IGR Forum	What do groups need from IGRs & OIAA	April 29, 2023 Quarterly IGR Forum
IGR Forum	Information on If IGR need to give group reports? Whom do we send them to if we do?	April 29, 2023 Quarterly IGR Forum
IGR Forum	How can I best help out as an IGR? Suggested duties.	April 29, 2023 Quarterly IGR Forum
IGR Forum	Thoughts that come to mind: general discussion of bylaws, what they cover, and what else they need to cover; how to encourage participation in OIAA; how to be heard regarding incorporating online groups into General Service.	April 29, 2023 Quarterly IGR Forum
IGR Forum	I am a new IGR and our group is new to OIAA although we’ve had our third anniversary as an online group. Jane mentioned turmoil going on within OIAA or AA. Is that something we could get some history on? I understand that differences come about. I heard a bit about treasurers and funds but it seems like there is a bigger picture I’m missing. Perhaps this isn’t a whole group discussion but it certainly has me wanting to know some background information. AA is an amazing organization and OIAA is doing a great job. It sounds like the group has addressed past concerns.	April 29, 2023 Quarterly IGR Forum
IGR Forum	More examples of how and where other IGRs present OIAA information to their groups.	April 29, 2023 Quarterly IGR Forum
IGR Forum	Sharing of current IGR experiences.	April 29, 2023 Quarterly IGR Forum
Safety	Zoom Safety safety issues for vulnerable groups that go beyond technology	OIAA’s Tech Committee regularly schedules Safety Workshops.

5. What ideas do you have to increase communications with OIAA? With other Groups?
Category	Response	Comment
OIAA Assembly Agenda	General Q & A section in Forums or Assembly where ever it seems appropriate to include. We could email in questions or send to secretary or chair at the event… similar to ask it basket at work shops… so I guess maybe at IGR Forums have a general Q & A	Sharing Sessions, What’s On Your Mind, or Ask-It Basket will be a regular part of the Assembly agenda. They are the purpose of a a Forum.
Communications Ad Hoc Committee	I don’t know how to do this, but in live meetings we have pamphlets. Is there a way to have something similar to give information about OIAA at online meetings?	Delivered to the Communications Ad Hoc Committee
Communications Ad Hoc Committee	Have you considered a monthly newsletter? I am a co-editor of a monthly newsletter called The Beacon. We are part of a local AA Intergroup in Massachusetts.	Delivered to the Communications Ad Hoc Committee
Communications Ad Hoc Committee	Prioritize international issues	Delivered to the Communications Ad Hoc Committee
Communications Ad Hoc Committee	more specific survey questions	Delivered to the Communications Ad Hoc Committee
Communications Ad Hoc Committee	none at the moment – but thank you for the survey	Delivered to the Communications Ad Hoc Committee
IGR Forum	Invite OIAA Committee members to our business meeting?
OIAA Secretary	Waiting for Minutes to be approved is problematic. Rapid communication is preferred.	Delivered to OIAA Secretary
Safety	I would like to see a security workshop to attend.	Look for information Safety on OIAA’s Website. https://staging-wordpress.caprover.aa-intergroup.org/safety-resources/
Website Progress Report / Tutorial	Q and A forum between groups.	Delivered to the Tech Committee
Website Progress Report / Tutorial	Sharing forums around relevant topics.	Delivered to the Tech Committee
Website Progress Report / Tutorial	It seems the Tech group is doing an excellent job with moving this forward	Delivered to the Tech Committee
Website Progress Report / Tutorial	Having a Speaker Seeker section on the website where people can sign up to volunteer as speakers at other groups.	Delivered to the Tech Committee
Website Progress Report / Tutorial	Keeping a user friendly website. I know that helps me	Delivered to the Tech Committee
Website Progress Report / Tutorial	Events and Celebrations	Delivered to the Tech Committee
Website Progress Report / Tutorial	A guest spot on our webcast, mass email, a flyer we can send to our group members	Delivered to the Tech Committee
Website Progress Report / Tutorial	OIAA Website as group tools supply numbers analytics etc … people love to hear numbers	Delivered to the Tech Committee
Website Progress Report / Tutorial	Ask it basket’ link on OIAA members page	Delivered to the Tech Committee
Website Progress Report / Tutorial	I think the website changes might make a big difference. Let’s wait to see before adding more.	Delivered to the Tech Committee
Website Progress Report / Tutorial	Speaker recommendations on website – cross group events	Delivered to the Tech Committee
Website Progress Report / Tutorial	With being able to create an unlimited number of Google Business Groups, make sure every contact is made part of an email group, and/or with an unlimited number of Gmail accounts, consider position-based accounts for all group IGRs and include creating liaison positions from the groups to each 12th step all committee.	Delivered to the Tech Committee
Website Progress Report / Tutorial	The forum shown on the new website looks like a great vehicle, at least for English speakers!	Delivered to the Tech Committee
Website Progress Report / Tutorial	I wonder if the news about website updates and other news that has broad application could be sent out via email and/or linked to an internal page for IGRs on the OIAA website.	Delivered to the Tech Committee

6. Will you help us continue to improve by participating in surveys that we will send to your email?

Chart of Question Six Responses

OIAA Assembly 16 December 2023

March 18 2023 Assembly Exit Survey Report