2020-07-09 Op Leads (COM) Meeting notes

Date

Jul 9, 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, SILS Service Manager
@Adrian Petrisor, Com Leads
@Neil Weingarten, PM Leads

Discussion items

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	Checkin/quick updates	Step B+ proposal	0	All	Step B+ proposal: Donald and Ann are fine with the proposal. Neil will proceed with next steps.		@Lena Zentall (Unlicensed) will pull out supervisors for Neil for step B members.
2	SILS Service Manager (recurring)	Can Com Leads reinforce a couple messages to the ASCELG?	15	Caitlin	Communication from ASCELG should be going regularly to the PPC for feedback and suggestions on future actions and paths forward, including passing on work or consulting with the FGs --> maybe even a basic review of the SGTF structure? Communication to ExL likewise should come up through PPC to the PMs for scheduling. Reaching out to campus stakeholders should be done in consultation with PPC and the ComLeads, for maximum effectiveness of messaging.
3	SILS All Chairs meeting (recurring) Note-taking: Lena Facilitating: Lena Monitoring chat: Ben, Lena (wait until the end of the speakers talk/obvious pause) Track attendance: Lena	Topic for next meeting July 15: Decision template Comm Leads update? No. Decide roles	5	All
4	Virtual town hall	Presentation by Com Leads and PM Leads – what to cover?	20	All	Sets the tone for others to follow in their presentations Don’t do a status report 6-7 minutes for each group Intro w/ our backgrounds (2 min) Our charge (top-level) (1 min) Our work, week-to-week Ops Leads, PM meetings SILS News/All-Cohort emails (show ed cal) Monitor Confluence for key decisions How our work fits into the grand scheme of SILS Cohort (3 min) Close collab. PMs, SILS Service Manager (Caitlin) Discuss workflows, timeline, upcoming benchmarks, how to best communicate them internally and externally Supporting groups Intro/fact-finding calls with chairs Will make recommendations for comm. flow improvements based on feedback Ensure they make full use of comms. channels (cohort emails, SILS news, blog, Confluence) Always feel free to Slack us How will we manage questions live? What if we can’t answer them? Where do we share the answer back? PMs will help to direct questions to anyone participating who may be able to answer. Slack out answers later Co-chairs: energizing message. Kudos to groups (calling out what’s happening in the project) We’re all in this together. Remind everyone about the Ex Libris pushback incident;		@Adrian Petrisor or @Ben Alkaly (Unlicensed) to let SILS chairs know we may direct questions to them at the town hall. @Ben Alkaly (Unlicensed) and @Adrian Petrisor will send talking points to Lena for co-chairs.
5	SILS project blog (recurring)	Items for the blog?	0	All
6	Alma Training (recurring)		0	Neil
7	(Ops Leads) Ongoing checkin	Is anything blocked or behind schedule? What deliverables are coming in the next week? Any decisions, consultations or approvals needed in the next week? Do you need anything?	5	All
8	(COM) SILS Communications Calendar	Awareness of upcoming communications and anything needed	0	Ben, Adrian
9	Work in progress (Com Leads)	Communication flows diagram Local campus groups spreadsheet (announce via SILS-Cohort-L@ucop.edu) Communicating from project to local groups (where to document this?) Blogs Virtual town halls Meetings with chairs on their communication plans	FYI	Ben, Adrian	Debrief on communication meetings - any followup from Ops Leads
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	55/60