2020-05-14 Op Leads (COM) Meeting notes

Date

14 May 2020 1-2 pm

Attendees

Christine Barone (Unlicensed) , Co-chair, PM Leads
Lena Zentall (Unlicensed) , Co-chair, PM Leads
Ben Alkaly (Unlicensed), Com Leads
Caitlin Nelson, PPC/IC liaison
Adrian Petrisor, Com Leads
Neil Weingarten, PM Leads
Xiaoli Li , PPC Chair, Guest

Discussion items

	Item	Desired Outcome	Time	Who	Notes
1	(Op Leads) Communication flows See 5/5 Op Leads (PM) meeting notes and scenarios	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 When a FG/ELG needs to ask questions of another FG/ELG = send it to the PPC listserv When a FG/ELG needs to ask questions of IC = PPC listserv and IC listserv When a FG needs to ask question of campus people Does an FG need PPC approval to go out and ask a campus some questions? Bring this early and often to the PPC group. Listserv + agenda item (round robin). Notes on external communications: 2020-04-28 Op Leads Meeting notes What is a line for communication for questions? First line is your own group, or another obvious SILS group Second line is Ex Libris Good at “can” and “options”, maybe not so good at “should” Once you have the option on the table, ExL can articulate ramifications Third line is the ELUNA lists Might be better at “should” - what is your experience with this option? 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?
2	(Com) SILS FAQ	Understand FAQ version 1.0 content and deadlines. What is our approach how will populate the FAQ?	10	Ben, Adrian
3	(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
4	(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
5	(COM) Ongoing checkin	Is anything blocked or behind schedule? What deliverables are coming in the next week? Any decisions, consultations or approvals needed in the next week? Do you need anything?	10	All
6	(COM) SILS News Communications Phase 4 Editorial Calendar	Awareness of upcoming communications and anything needed
7	Parking Lot	Confluence HP draft		Ben/Adrian	https://uc-sils.atlassian.net/wiki/spaces/SP4/pages/517210559/UC+Libraries+SILS+Project+-+Phase+4+Draft+page
8		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.