2020-06-25 Op Leads (COM) Meeting notes

Date

Jun 25, 2020 1-2 pm

Attendees

  • @Christine Barone (Unlicensed) , Co-chair, PM Leads, out

  • @Lena Zentall (Unlicensed) , Co-chair, PM Leads

  • @Ben Alkaly (Unlicensed), Com Leads

  • @Caitlin Nelson, PPC/IC liaison (incoming SILS Service Manager)

  • @Adrian Petrisor, Com Leads

  • @Neil Weingarten, PM Leads

  • Josephine Tan, guest

Discussion items

Item

Desired Outcome

Time

Who

Notes

Decisions

Actions

Item

Desired Outcome

Time

Who

Notes

Decisions

Actions

1

Co-chairs update

Welcome, Josephine Tan. She will present to Ops Leads on UCSF’s Decision RACI for their local group at 1pm.

4 roles in SILS!

  1. Discovery FG chair

  2. Internal Training member

  3. End User Outreach member

  4. PPC member

1

Lena

 

 

 

2

Decision RACI

Special guest: Awareness of how UCSF is monitoring decisions at their local campus using this Decision RACI https://wiki.library.ucsf.edu/display/SILS/Decision+Tracking

Are there lessons to learn in considering how we monitor decisions across groups? (use tags? pull those tags/field into a column on the all decisions rollup)

15

Josephine Tan, guest

 

 

3

SILS Service Manager (recurring)

Followup from Tuesday on how to publicize meetings so library staff are aware: Ex Libris Meetings page created. What other info is needed? Include meeting time?

This is a general list of all Ex Libris-hosted meetings. The SILS Training group will provide a fuller plan for sharing information about training meetings.

5

Caitlin or Lena

 

@Lena Zentall (Unlicensed) to add times to the Ex Libris meetings page.
@Adrian Petrisor will Add link to “All decisions”. Add brief sentence to explain this is a subset of decisions (the ones that have been finalized)
4

SILS All Chairs meeting (recurring)

Decide how to share roles for note-taking, facilitating, monitoring chat, track attendance (lightweight) , etc.

Topic for next meeting on July 1: Principles, Decision template

Formal communication plan needs to be part of the decision-making process and included on each decision page (Ben)

For decision pages, PMs to ensure the RACI section is filled out properly. (Talk to PPC about this) (Lena or Neil)

15

Lena

  • Add to meeting intro section: periodically answer questions in chat at pause points. Unmute if you have a burning question/comment.

  • Message in invite: “We are setting these meetings for every 2 weeks to allow for timely discussion of important topics, but we will cancel the meeting if we don’t have urgent items to discuss. 

    We will record these meetings. Attendance is optional. 

    We realize everyone is attending a lot of Zoom meetings and it can be exhausting, so review the agenda and decide if a topic is important for you to be there in person to join the conversation. “

  • Note-taking: Lena

  • Facilitating: Lena

  • Monitoring chat: Ben, Neil (If you ask a question for the speaker you are purposely not interrupting so wait until the end of the speakers talk/obvious pause)

  • Track attendance (lightweight - count?): Ben

 

 

5

SILS project blog (recurring)

Items for the blog?

5

All

 

 

@Adrian Petrisor and @Ben Alkaly (Unlicensed) will check decision rollup for bloggable content for the next blog post
6

Alma Certification training

Keep this as a regular agenda item for the foreseeable future

Update from Neil on Alma certification training

5

Neil

  • Certification Communication (from TOC)

  • Trainings and Meetings Explains (from PMs)

    • includes info on Alma Certification PLUS the Alma Essentials/Fundamentals trainings with ExL

  • Current need: we need to communicate to the COhort and local teams ASAP who is expected to do what.

    • Need to confer as PMs on who leads this communication.

    • Need to check with Marci about any delays - including the postponing of the 6/29 topics.

 

 

7

(Ops 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?

5

All

 

 

 

8

(COM) SILS Communications Calendar

Awareness of upcoming communications and anything needed

10

Ben, Adrian

  • Continue discussion from 6/23: Time off new wording suggested by Adrian: For extended absences (more than two-weeks long) such as family leave or reduced hours, talk to your group co-chairs about the possibility of choosing a substitute for attending meetings and completing group work. *Note: if edit accepted, Confluence has to be updated. https://docs.google.com/document/d/1JuM1DE371arAFXSTY6bbMTBq9B0bvTo4ZxSuiwKUFNQ/edit

  • Suggested edits:

    • to reduce the time it takes to onboard substitutes, our expectation is that…” (feel free to edit)

    • more than three-weeks (since vacations may be 2 weeks)

 

 

9

Work in progress (Com Leads)

 

FYI

Ben, Adrian

Virtual town halls: survey form link will go into the email reminder a week before the meeting.

 

 

10

Work in progress (PM Leads)

  • All chairs meeting

  • Premortem risk actions

  • RACI

  • Training webinars on project tools and best practices

  • Phase 3.5 report

FYI

Christine, Lena, Neil

 

 

 

11

Parking Lot

 

 

 

 

 

 

12

 

Total

60/60

 

 

 

 

Future Agenda items

  1. Review outstanding premortem risk mitigation actions with PM Lead

The SILS mission is to transform library services and operations through innovation and collaboration. The future is shared!

Question? Contact AskSILS-L@ucop.edu