2020-07-16 Op Leads (COM) Meeting notes

Date

Jul 16, 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

 

0

All

Lena in consultation with Ben Alkaly will draft a process message to the cohort about what happens if they need to reduce their time. (WG 7/10 meeting)

 

 

2

SILS Service Manager (recurring)

 

10

Caitlin

 

@Caitlin Nelsonto pull together a small group of stakeholders to discuss testing and assessment plan
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 29

Confirm roles

 

0

All

HOLD

 

 

4

Virtual town hall

Debrief

15

All

  • Delay in toggling between screens - put everything into the presentation instead

  • Communicate in slack instead of chat

  • Put Intro slide up before the meeting starts so attendees know they are in the right place

  • Put questions we got in advance on a slide of the presentation

  • Send reminder to submit questions a week in advance AND a day in advance on Monday.

  • Add a topic of the month (ask chairs for topics)

  • Idea: This month I learned…(share revelations, light bulb moments)

  • Big issue is how do we encourage more Q&A?

    • suggested topics

    • ask chairs to submit one question per group

    • split into breakout rooms

      • use a broad question and randomly assign people or break out by interest

      • facilitated by a chair to ensure everyone gets a chance to speak

  • What is the purpose of the town hall? (look at original proposal)

    • (Adrian) We want people to break out of silos, and encourage cross-functional collegiality

      • If this is true, breaking rooms into topics based on their original silos would be antithetical.

Try one more month of standard Q&A

Ask chairs to share questions/topics that arise that may be of broader interest across groups

 

 

 

5

Virtual town hall for UC staff?

Open up our Cohort town hall to anyone?

Replace DOC webinars with our own town hall series?

10

All

  • How often? Quarterly

  • What milestones should we align these webinars with? Or do we do them every quarter?

  • Produce them ourselves? Yes.

Tentatively plan to produce them about quarterly.

@Lena Zentall (Unlicensed) to check with Donald whether DOC would be offended if we ran the series on our own.
6

SILS project blog (recurring)

Items for the blog?

0

All

 

 

 

7

Alma Training (recurring)

 

0

Neil

 

 

 

8

(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

 

 

 

9

(COM) SILS Communications Calendar

Awareness of upcoming communications and anything needed

0

Ben, Adrian

 

 

 

 

10

Work in progress (Com Leads)

 

FYI

Ben, Adrian

 

 

 

11

Work in progress (PM Leads)

  • All chairs meeting

  • Premortem risk actions

  • RACI

  • Training webinars on project tools and best practices

  • Phase 3.5 report (in progress!!)

FYI

Christine, Lena, Neil

 

 

 

12

Parking Lot

 

 

 

 

 

 

13

 

Total

55/60

 

 

 

 

 

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