Objective
State the purpose of the group in 25 words or less (brief, energizing).
Streamline, making Alma easier to use for staff. Optimize patron/user ILL experience.
Seek harmonization (“for the good of UC libraries system wide”). Support unified patron experience.
Identify areas where workflow standardization is necessary to keep the system working smoothly for all stakeholders.
Investigate and monitor system opportunities and developments to be sure we are getting the most out of the technology being used.
Roles
What are the duties needed to get the work done? Who will take notes? Who will keep meetings on track/time? Who is responsible for tracking actions?
Meeting organizer/convener:
Chair (vice chair as backup)
Note taker: takes notes for meeting, notates action items
Alison Ray, note taker (24/25 term)
Facilitator: needed when we cannot come to an agreement in the group or talk ourselves in circles and an external party is required.
Bring in Operations Team to assist when/if needed
Time keeper: keep the group meetings on time and in the appropriate level of weeds
Ryan White, time keeper (24/25 term)
Project lead: for RS OST sub projects, the project lead would organize, convene, and facilitate members of the sub project. The person does not need to be a ‘subject matter’ expert in the area of focus for the sub project.
(one or two) volunteer(s) per sub group; per defined time period of sub project
Guest Spot(s): When any items/interests that are complex and/or high value to campus/CDL stakeholders who are not RS OST members, the RS OST member may/should invite the stakeholder to an RS OST meeting(s) to directly & synchronously communicate needs/issues/stuff with the RS OST.
What are our expectations for working together?
Create a list of statements that the team agrees to uphold. For example, ask yourself: How do we make this group a safe space for transparent discussion (knowing that it might become contentious, and avoid back-channeling)? What are our ground rules for meetings? How do we ensure everyone is engaged? How do we ensure everyone has a voice? How will we resolve disagreements?
Team charter is a living document and can be adapted as needed to reflect evolution of the group.
Be kind and respectful to each other. Create an environment where discussing mistakes and problems is encouraged.
Preference to communicate via e-mail rather than Slack. Use Slack for quick, informational needs. Email for actionable/required communication.
Make an effort to attend meetings. Prepare for meetings as needed. When bringing agenda items to meetings, add them to the agenda and make a guess as to how long discussions might take.
If a vote is called for it’s your responsibility to cast a vote expeditiously/a timely manner (group determined date per decision).
Bring problems or issues to the group (via meetings or email for instance) to see if it is a single campus or system wide issue.
Opt for too much communication so problems and solutions are not siloed to a single campus.
Reach out to subteams as appropriate and keep them informed of decisions and actions that may impact them.