2020-04-14 Comm Leads Kickoff

Welcome!

Welcome from SILS Project Co-Chairs

5

Chris & Günter

• Chris was involved in the Orbis Cascade Alliance migration - not his first rodeo!

• Winning hearts and minds of staff is key!

• Günter was there at the inception of the SILS

• Günter mentioned the two primary original goals for SILS was robust support for the two RLF’s, and to also share resources across all the UC libraries.

Kickoff desired outcome

• Understand the relationship between the Communication Leads and Project Manager Leads -- together we are the Operation Leads

• Understand how the project has been managing communications thus far

• Understand immediate next steps

1

Lena

Introductions and Ice breaker

1. Name, title, institution

2. If you weren’t doing your current job, what would you be doing?

10

Bill

• Lena: Associate Director for Discovery and Delivery at the CDL. Been there 18 yrs. Would love to design book jackets.

• Chris Barone: SRL as a Project Co-Manager along with Lena. A collections PM at SRLF. Would love to travel to Europe and write travel logs.

• Neil: PM for UC Davis Libraries. Would like to manage an animal shelter.

• Ben: communications manager at UCLA mgr. Been in this role 2 years. Background is primarily in communications. Helps colleagues with communications planning. Aldo de facto staff photographer. Would also like to write a travel guidebooks.

• Adrian: UCI Libraries. IT Director. Since 2006. PMP since 2002. Been involved in PM teams. More recently was the PM for Alma Primo implementation 2 years ago at UCI. Would like to be a Mgmt Consultant. Likes Tom Peters.

• Caitlin: Product Manager at CDL 5 years. Been on the SILS project 2 years. Main liaison between SILS and Ex Libris. Would like to do something highly logical, supply chain, traffic engineering.

• Bill: PM in DIIT group at UCLA Library. Most recently was the PM for the Samvera Implementation project. Was previously a management consultant in Org Change. PMP certified and Organizational Change certified. Bill would like to be a professional skateboarder.

• Chris Shaffer: knows skateboarders and transportation professionals!! Would be retired early! Would do a PhD in archaeology.

• Günter: jazz music fan; would study music theory; would go on a long meditation retreat at Tassajara.

Operation Leads

• Shared Governance chart 

• Share proposal for how Communication Leads and PM Leads come together to work

5

Christine

• Together PMs and Coms are responsible for leadership across the project

• We propose a weekly shared meeting (to start)

• Does Tues 11-12 work to meet as Op Leads? Yes!!

• Front-load communication issues at the beginning of the meeting to the extent possible. 

• We’ll assess what’s working and adjust as needed

• Why do we need this? There’s overlap in the work of the two groups that requires ongoing discussion/assessment of the work that needs to get done and who does it

• New members bring new eyes to the project - what’s clear, unclear, blindspots

Charge and deliverables

Compare charges of Communication Leads charge and PM leads: doc

Understand the overlaps and dependencies

Understand who signs off on work

Awareness of when Communication Leads will do a deep dive on their charge

20

Caitlin

• At the heart of the project is the Project timeline/RACI (PMs) and Communication plan (Coms): What are the points in the project timeline where communications are needed?

• Example: Getting decisions approved (PMs) and communicating decisions (Coms). Coms will work with PMs to determine the appropriate communications, e.g., minor decisions may be rounded up in a bulk update whereas major decisions and deliverables may require a full communication plan.

• Project co-managers (Christine & Lena) to meet with Com Leads for a deeper dive into their charge (within the next week)

• Internal to UC Libraries is highlighted in the charge. Winning hearts and minds is a key goal of the project. What’s not in the charge is we will also manage communications for a public audience (ensuring content is appropriate for the public)

• PMs do the what, and COLs do “how” we talk about what we’re doing, how we educate people.

• Ben: Public and internal messaging is very different - it might require two different takes, and possibly different tools. Two concurrent and overlapping timelines for private and public. CS: each campus will also want to manage and massage the timelines, with possibly different content. Ben: Are we going to have different branding on the messaging per campus? Do we build a toolkit that lets campuses build out messaging on their campus? GW: There might be things to be learned from the open access initiative that we’re a little ahead on. We may want to forge a different path.

• Will also want to liaise with the training folks as they package their materials.

• QUESTION: Do we need to get contacts for each campus' communications person? Who will be the liaison for Communications?

Communication Leads working together

How will the Com Leads work together? (consider and bring to the next meeting)

1. Will you have a weekly standing meeting? 

2. How will you divide work? 

3. Who will be chair? Discuss who will take on more work and the position of chair. The chair will become a non-voting member of the SILS Working Group to facilitate sharing information between the two teams and support the development of communication strategies. Come to a WG meetings are 4/17 & 5/1

5

Christine

• We asked for 3 Com Leads; determine over time if another member is needed

• Both Ben and Adrian can come 4/17

Team Charter

Awareness of Team Charter

Homework for Communication Leads

5

Neil

• Team charter will be completed by next Tuesday, 4/21

Project collaboration & Communication Tools

Introduce tools we are using for communication

• Who is the audience?

• What’s the content for each?

• What is the purpose?

• Who manages what? (PMs, COLs, SILS groups, etc.)

1. Confluence

   1. The SILS landing page is UC Libraries SILS Project - Phase 4archived

   2. Confluence will be public by the end of May

   3. Primary project site; actively updated

   4. Share regular project updates & decisions

2. SILS News

   1. Email list of ~400 subscribers. Use the SILS website blog to archive posts (communications in March have not been posted there yet)

   2. News could also be posted on Confluence 

   3. Where else would communications be posted? Consider the audience first

3. SILS website https://libraries.universityofcalifornia.edu/sils

   1. Document the project

   2. Form to subscribe to SILS News

   3. Mostly evergreen content

4. DOC webinars

   1. We have had a webinar once every 4-6 months on various project topics

5. Existing communications materials: stakeholder inventory

6. Editorial calendar and communication plan (doesn’t exist yet!

   1. Com Leads own it; consult with PMs in building it.

7. Decision-making flows: “announcement Mondays” who does what for this?

8. Taking the temperature survey - show the concerns, enthusiasm, and level of understanding of SILS. Example: https://docs.google.com/document/d/1ytnT7Iguroxnccpyj1ufpYn0foaVtHwILknhWxOFyeQ/edit

10

Lena

• The main action is located on Confluence

• Decisions are documented on Confluence, it is the canonical site for the project

Homework on the next meetings

Awareness of upcoming work and meetings:

1. Meeting: Deeper dive into Com Leads charge and project collaboration tools (Adrian, Ben, Christine, Lena)

2. Homework: Get familiar with the various SILS media (confluence, SILS website, SILS-News, DOC webinars, etc.)

3. Homework: Team Charter

4. Next Operation Leads meeting: Start considering “forest for trees” reporting on decisions and sharing key project/FAQ information

5. WG meeting on 4/17 & 5/1 - Adrian & Ben welcome to join and “test drive”

Chris & Günter will join us periodically at Ops Leads meeting for a view into what’s happening across the project

2

Lena

Parking Lot

Capture important topics for future discussion

60/60