2021-06-15 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.

15

All

• Escalation template for DOC - next steps

  • Com Leads to share their response to DOC with Donald; brief him and offer to join the DOC convo.

• [From WG 6/11 Share with Com Leads and EUOS] For each campus to decide: whether to proactively inform staff (but not patrons!) that searches may be slow in the beginning but will speed up over time. According to ExL, the fewer searches you are running, the slower it will be. Agreement it’s important to communicate this to staff, particularly those who are doing library instruction.

  • Known issues repository - send the link along with announcement about the new repos. SILS News, SILS Cohort (Caitlin is working on the repo with members of Discovery, EUOS, etc.)

  • Call out the slowness issue along with the announcement of the repository

  • 2 parts to the page: Known limitations & bugs

  • Aiming to send TBD

• [discussed 6/8] Go Live communications

  • 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.

  • 7/27 Com Leads: 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.

  • (ask to be sent on 7/27) OP: Congratulations message from UC president will be published by OP

  • SILS News: 7/29 or 7/30 Publish Congratulations; live with MVP - more decisions and work will be coming; and here’s what’s coming next. Reminder of UC-wide town hall.

• FYI From SILS Steering 5/28: Socializing the new structure:

  • More documentation around the CDL role would help with socializing the new structure. CDL as operational center is being worked on now that Caitlin is back. CDL as OC will evolve – much will not be understood until we start using the NZ. There could be the need for tweaks after NZ becomes operational

  • Without a proactive message, there could be anxiety about all the pieces that aren’t fully worked out yet (such as CDL as OC). How do we roll this out? SGTF should involve Com Leads to help them develop messaging and disseminate the information.

  • There is a cultural change that is coming with this move from the project to the new UCLAS-integrated structure. DOC could help with this.

  • A webinar on this new structure, where CDL as OC fits in, how evolution of this gov structure and CDL as OC will be organic and necessary (not a cause for stress) and not made inside of a vacuum, examples of how decisions would be made (the structure in action).

• Next steps from Steering:

  • SGTF will reach out to Com Leads for assistance with messaging out to cohort and

  • Setting up a communications plan - including DOC (UCLAS) and CDL (Ops Center)

  • Advice from Com Leads: When SGTF final package is made public, share it in SILS News and announce a webinar is coming. Determine timing. Before go live or later? Suggest September TH4All devoted solely to SGTF. Who is the audience? all staff. Ask SILS Chairs for topics for other single focus monthly TH4All’s.

• Ben Alkaly (Unlicensed) and Adrian Petrisor to share their response to DOC with Donald; brief him and offer to join the DOC convo.

“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

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: 6/15

• Roles:

  • Adrian: MC

  • Ben: Tech

  • Christine: PM Update

  • Lena: Chat moderator

10

Com Leads

Anything we need to think ahead about?

• Theme: How working together has made us even stronger. Focusing on growth and shared accomplishment is deeply important. Prompt: how have you personally grown through this experience. Pick a few for the slideshow but share all the responses later.

  • Use this as a model.

  • When will slide deck be ready?

• Amended presentation template for EL chairs

• Chairs talking points

• Slide deck

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 (Com Leads draft questions; Op Leads review questions; Com Leads send final questions by DATE)

  • Post-go-live shared governance?

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.

0

Com Leads

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

• 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? Virtual online card you can contribute to.

• 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