Charge for Com Leads (see page 41).
Phase 4 general activities:
Com Leads meet weekly for a 60-minute Zoom meeting to manage deliverables.
Com Leads, PM Leads and the SILS Service Manager meet together as the Operation Leads twice weekly for a 60-minute Zoom meeting.
A member of the Communication Operation Leads, Ben Alkaly will serve on the SILS Working Group to facilitate information-sharing between the two teams and support the development of communication strategies.
Com Leads chair, Ben Alkaly will provide regular, brief updates to the SILS WG; other Operation Leads members also on the WG will supplement/support these updates as needed. Formal deliverables to the WG are also called out in the work plan table below.
The Communication Operation Leads are charged with providing communication leadership and guidance across the SILS shared governance structure. They are responsible for broader systemwide communications to UC Libraries employees and overseeing effective and timely systemwide internal communications and building internal SILS-awareness.
Stage & timeline | Major Tasks | Notes |
April - June 2020 | The Communication Leads will develop a plan that includes a timeline for completing their work and deliverables. | Deliver communication plan to the SILS Working Group for review and endorsement at June 12, 2020 meeting. |
Develop and manage the phase 4 systemwide communication plan (including an editorial calendar) in consultation with the project co-managers, SILS Working Group and the coordinator groups for the three work areas (implementation, policy & practice, and training & outreach) | Project communication matrix and diagram | |
Build a stakeholder inventory and communication objectives. Identify stakeholders and messaging around the impact of budget tightening and the SILS value proposition for different audiences. | ||
Consolidate and build out the project’s online presence for communicating project information to the UC Libraries employee community (priority) | FAQ and Question form | |
Develop a communication diagram that documents the flow of information within the project’s governance structure (team-based and systemwide) | ||
July 2020 - July 2021 | Manage systemwide communication mechanisms, such as SILS-News, all-Cohort emails, Ask-SILS and Confluence project wiki. Seek additional mechanisms: sponsored webinars, training sessions, training materials, etc. | |
Carry out continuous assessment and subsequent revisions to the master communications workflow throughout phase 4 | ||
Collaborate with the Project Manager Operation Leads (PM Leads) around communications and web content that share key project information. | ||
In an advisory capacity, consult with SILS groups on their specific communications, templates and documents; provide a consultancy service to cohort members. | Schedule 30 min meetings w/ each chair. Working agenda:
Discuss findings and recommendations with Operations Leads. | |
Serve as a communications resource for coordinator groups, functional groups and subgroups, as needed. The Communication Leads will receive content from these groups for distribution on SILS-News or other communication channels. | ||
Assist with drafting and/or editing key SILS Working Group documents and communications. | Mid-term report to CoUL (WG) March 2021: will include a proposal for UCLAS-integrated SILS shared governance and a recommendation for when phase 4 will end (sometime in fall/winter 2021). | |
Monthly Town Halls for Cohort | Proposed agenda format: Starting in July 2020. | |
August 2021 - December 2021 | Transition communications to ongoing SILS shared governance. | |
Assist with drafting and/or editing SILS final report | Final report to CoUL (WG) (Sep/Dec 2021) | |
Coordinate thank you letters to the Cohort | ||