...
Item | Desired Outcome | Time | Who | Notes | Decisions | Actions | |||||||||||||||
---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
1 | Co-chairs update | Awareness of work in progress:
| 5 | Christine |
| ||||||||||||||||
2 | Covering PM needs | Assign deadlines and next steps for identifying PM needs for ICs and PPC groups. Add to agenda for the PPC and IC steering groups. Can Caitlin and Neil take this to their respective steering groups? Bring back for discussion in PM Leads (ideally next week). How long is Neil able to stay on PPC? When do we transition new PM on? | 5 | Christine |
|
| |||||||||||||||
3 | (Ops Leads) Communication flows see 5/14 Com 2020-05-14 Op Leads (COM) Meeting notes | Ensure we understand the deliverables; assign work and deadlines.
| 3 | Com Leads to understand and document information flows internally within the cohort and externally to campuses. Understand if the PPC practices would extend to all coordination level groups (IC, PPC, TOC) or if other communication flows are needed. | 30+ | PMs, Caitlin, Com Leads, Xiaoli | PPC notes: 2020-05-01 PPC Meeting notes Communications: impact as a criteria when contacting other groups
Notes on external communications: 2020-04-28 Op Leads Meeting notes
Notes on “buddy system”: 5 campuses have already gone through a migration! Buddy system: Can we pair an Alma UC with a non-Alma UC? Notes on communicating with campus staff (“homework”): 2020-05-05 Op Leads Meeting notes Scenario: A FG needs more information in order to answer a policy question. They might address this by:
New Communications Paths Draft (5/14) Principles:
(Audience IC, ILSDC, Patron Data, FG, ELGs) Have a question? Start here:
Intra-SILS groups communication: principle of widespread questioning, with vetting by Coordinator group
Use email listserv, not Slack. Email will allow for threaded responses and keeps the conversation together. SILS-to-campus communication. Principle: don’t overwhelm campus staff with too much, or overlapping work.
SILS-to-Ex Libris communication. Principle: no bottlenecks.
SILS-to-external-world communication (asking questions). Principle: don’t burn our cred with peer consortia, or ask overlapping questions, or silo information.
Notes from 5/14:
| 4 | (Com) SILS FAQ | Understand FAQ version 1.0 content and deadlines. What is our approach how will populate the FAQ? | 10 | Ben, Adrian |
| 10 | Lena |
|
| ||||
4 | Discuss Confluence site | 10 | Ben, Adrian |
| Disable comments (we will turn it back on by space if required) |
| |||||||||||||||
5 | (PM Leads) Premortem risks and actions | Agreement on mitigation-tracking plan. Where do we track the risks and mitigations? Leave in place on shared drive? Yes. How do we track the actions? Do we transfer them to a Task page on Confluence? Yes. Note that the action is in Confluence. FYI. Confluence has an interesting premortem template that takes a diff approach (glass half empty/half full) Next time, review outstanding actions. | 5 | Lena |
|
| |||||||||||||||
6 | (PM Leads) Ongoing checkin |
| 10 | All |
|
| |||||||||||||||
7 | (Com) SILS FAQ | 0 | Ben, Adrian | Hold for 5/21 Com meeting | Deadline for FAQ answers is May 23rd for first review | ||||||||||||||||
58 | (COM) SILS abbreviations | Is it ready? Where will it live? on the website again or Confluence or both? Do we need it by June 1? | 5 | https://docs.google.com/document/d/1W8moTA7X2yji9gEO121Ci0_yJJRgr4-lpQ0E-wsQtcw/edit can be tackled offline | 6 | (COM) Decision dashboard | How will we use it? Who’s the audience? When do we need it? How will it look, where it will live, what filters would apply, e.g., status? See Caitlin’s example | 10 | All | 7 | (COM) Ongoing checkin |
| 10 | All | 8Com) Slack channel for cohort members to thank each other | Purpose:
If yes, add to Communications plan and name the channel | 0 | Ben, Adrian | Hold for 5/21 Com meeting | ||
9 | (COM) SILS News Communications Phase 4 Editorial Calendar | Awareness of upcoming communications and anything needed | 9 | Parking Lot | Confluence HP draft | Ben/Adrian | 10 | 0 |
| ||||||||||||
10 | Parking Lot | ||||||||||||||||||||
11 | Total | 60/60 |
Future Agenda items
PM Leads to determine what the highest value meeting time would be for SILS project co-chairs (Chris & Günter) to join a meeting/participate.
(PM Leads) Premortem: review plan for actions/mitigating into the future
(Com Leads) Create a Slack channel for cohort members to give thanks to each other. Call it sils-accolades or sils-kudos or sils-shout-outs or sils-gratitude Purpose: encourage members to recognize each other’s efforts; showcase the good work that’s happening; facilitate team bonding. We could mine this channel for possible SILS News, townhalls, project updates, etc. Adrian and Ben get the final word on whether this should be done. If so, it would be part of their communication plan. Also begs the question of other slack channels needed. I will add this topic to a future Ops Leads (COM) agenda.Add to 5/26 agenda: Communication flows documentation review (Adrian & Ben)
Add to 5/28 agenda: discuss PM needs and plans to distribute work (PM Leads)
Review outstanding premortem risk mitigation actions with PM Leads