2021-07-13 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

For SILS Chairs 7/14:

• Progress on escalation letter - did DOC have any further questions? Adrian talked to Donald - no further questions.

  • Adrian and Christine will check with their local DOC reps to see how progress is going. Discuss at next meeting 7/13

  • UCI is prepared.

• How we’ll communicate about go live (Com Leads)

  • Confluence dashboard for go live!

  • Ben and Adrian will consider it.

  • Discuss at next meeting 7/13

• Discuss shared gov rollout (Com Leads and Danielle) - 7/20

Adrian will ask Miquel to send one reminder to DOC about the escalation letter - ask members to take advantage of the template and make a local reporting/escalation plan.

• Adrian Petrisor to ask Micquel, DOC chair to remind DOC members to create their local reporting/escalation plan. micquel.little@ucsf.edu

Go Live communications week of go-live

• OP: Joint letter will come from President & Provost. Letter will be sent post-go-live. Method of sending TBD. We are asking for the widest channel (UC-wide email blast) but ultimately, it’s up to OP to decide how they’ll share the message.

• (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.

  • Have a version that mentions one or more campuses delaying launch of Primo.

• 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

Notes for https://docs.google.com/document/d/1IeIE7SB1R_J4nw6tcgIDpDIaFLRYbcycq6Mtf76C_6s/edit#heading=h.4qa4801juzrk based on Steering discussion 7/7.

https://docs.google.com/document/d/1XRox1gKloDSZcimOrIpXjS5o9x4mJivgDG9ImSlmipc/edit

Any updates to report?

• 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 draft the letters by the end of this week for us to edit. Done!

  • Delay version:

    • Who should the delay letter come from? UL or IC?

    • How many different versions of the letter are needed? staff, campus community.

    • DISCUSS WITH EUOS CO-CHAIRS. (Adrian will schedule a meeting) Meeting today at 4 pm.

  • Confirm if these templates go to CoUL or to EUOS/Coms rep. When is it due?

    • Content needs to be added to each letter. It will go to EUOS/Library Coms.

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

• Thank you to the cohort from SILS co-chairs via SILS-Cohort & SILS News on July 27. Ben will work on this when he returns from vacay.

  • Have a version that mentions one or more campuses delaying launch of Primo.

• Congrats from Pres. is in discussion about the channel for communicating.

Com Leads will figure out a comms path with Stacy and Melanie when they meet today (assigning communicators, sharing templates, etc.)

• Ben Alkaly (Unlicensed) will draft a second “not all are live on Primo” version of the Chairs congrats message.

“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

Town Hall for All

Communication channels slide (at each meeting)

• Q3: 8/2 10:30-11:30

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

From 7/13

• (10 mins, includes starting a couple minutes late) Chairs give 30,000 foot view of what we’ve accomplished.

  • SILS success story; journey and how we’ve grown.

  • How to manage thank you’s: calling out the the major areas and their big initiatives and deliverables - IC, PPC, Training/Outreach. (What visual might accompany this.)

• (5-10 mins) UC Library Search Pop Quiz

  • ~5 questions that reinforce “need to knows” (poll) - Ben will be quiz master

• (10 mins) SILS is transformative…. Intro to Q&A panel (mini-roundtable)

  • Use this question as intro/prompt for our designated Q&A session respondents (see below)

• (30 mins, or as long as needed) Reinforce Open Q&A

  • Encourage advance submissions

  • Identify Q&A panel in areas of: Alma expertise (IC?), Primo expertise (Discovery?) and training (IT)

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

Wrap up

0

All

Any actions or decisions missed?

Total

35/50