2021-06-22 Com Leads Meeting notes

Checkin/quick updates/anything from parking lot, slack or email

• Don’t forget to check the Task report for your outstanding tasks and check them off when done.

All

Go Live communications week of go-live

• (ask to be sent on 7/27) OP: Congratulations message from UC president will be published by OP (Consider having President’s message sent after go-live to mitigate for lateness. What’s the right amount of time to mitigate for possible lateness but not wait too long?)

• (Deadline?) Template for each UL to send to their own campus. Get input from EUOS and IT. Reiterate - ensuring staff know they won’t be experts in the new system on day one. Insert your local links to FAQ, Primo search, training docs and other important links.

  • create a version in the event go-live is delayed.

• 7/27 Gunter & Chris: Thank you to the cohort - Day of go live. Recognize all the effort that went into getting us to go-live. Work continues but taking a moment to thank everyone.

• SILS News: 7/29 or 7/30 (or when all campuses are live) Congratulations! live with MVP - more decisions and work will be coming; and here’s what’s coming next. Reminder of UC-wide town hall on 8/2.

30

• Ben and Adrian will reach out to OP to learn what the right amount of time is to queue up and/or delay a message for the congratulatory message coming from the President. How easy is it to change the send date? If difficult, push out the send date. Note: GW still needs to confirm that OP would send out the message.

• We will need 2 versions of email templates to send to ULs: 1 if campuses go live as scheduled, 1 if they do not.

• Ben will ask for local Communications contact at campuses for sending the UL message at each campus.

• Adrian Petrisor will reach out to OP to learn about timing of sending and/or delaying a message
• Adrian Petrisor Com Leads to create a calendar and decision tree for messages.
• Ben Alkaly (Unlicensed) to reach out to EUOS for local communication contact for each campus

“This month in SILS” PILOT

Start of the month talking points about SILS; release as a SILS News.

Workflow:

• Last week of the month: Ask via SILS Chairs slack channel - what’s your “need to know” (for library staff) for this month to share in SILS News? If you were speaking at a TH, what’s the one thing your group would want to share.(OK if you don’t have anything). Share answer in SILS Chairs slack (meet people where they are.)

  • SILS PM talking points

  • EUOS news releases talking points

• Com Leads refine it. Ready to go out on the first of the month as a SILS News.

• Reminder at the SILS chairs meeting.

0

All

• Send on July 1

Editorial calendar (recurring)

5

Ben, Adrian

SILS Town Hall meeting (recurring)

• Chairs talking points

• Copy slide deck for reuse

• Finalize slide deck

• Check questions in the queue

• Confirm several weeks in advance with guest speakers (calendar of speakers)

  • Shared Governance

  • Digital Collections FG

  • Archives & Special Collections EL

• Decisions slide (Review decisions in Com Leads one week before the TH. Ask chairs for a sentence on what is the decision and why it matters and tell them to prepare for Qs.)

3rd Tuesdays:

• Roles:

  • Adrian: MC

  • Ben: Tech

  • Christine: PM Update

  • Lena: Chat moderator

0

Com Leads

What’s the new format? Is this replaced by the TH4All deep dives? If so, can we remove this agenda item?

Town Hall for All

Communication channels slide (at each meeting)

• Q3: 8/2 10:30-noon

  • Roundtable - highlights and kudos, MVP and how decisions were made and a couple of examples of decisions Or ask for one thing that is transformative about Alma/Primo? (Com Leads draft questions; Op Leads review questions; Com Leads send final questions by DATE)

  • Post-go-live shared governance? No, in September.

Roles:

• PM update:

• Slides:

• MC:

• Tech role: Ben (mutes/unmutes), advances slides, gives remote control access, and starts recording

• Moderator Chat: - use Com Leads channel

• Public chat: sharing links, etc.- PMs

• Q&A (manage questions): MC will announce questions and push live. PMs will monitor and ping chairs via zoom chat for questions as needed.

10

Com Leads

• Consider: Celebrations/Melvyl retirement: At Aug 2 TH, put a “Melvyl retirement party” section with Q&A with Melvyl creators or quotes on slides. Recognize everyone who was part of Melvyl over the years. Fun interactive poll with 2 or 3 questions? (when did you start using Melvyl? by decade.) Virtual online card you can contribute to.

Com Leads ongoing checkin

1. Is anything blocked or behind schedule?

2. What deliverables are coming in the next week?

3. Any decisions, consultations or approvals needed in the next week? 

4. Do you need anything?

0

All

Parking Lot

• Describe outcomes of the decisions -- why this really matters; how we’ve been successful in working together.

• July 9 WG meeting Adrian will cover for Ben.

Wrap up

0

All

Any actions or decisions missed?

Total

35/50