2020-11-17 Com Leads Meeting notes

Attendees

@Christine Barone (Unlicensed) , Co-chair, PM Leads
@Lena Zentall (Unlicensed) , Co-chair, PM Leads
@Ben Alkaly (Unlicensed), Com Leads
@Caitlin Nelson, SILS Service Manager
@Adrian Petrisor (Unlicensed), Com Leads (out Nov 18-20)

Discussion items

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	Checkin/quick updates/anything from parking lot, slack or email Don’t forget to check the Task report for your outstanding tasks and check them off when done.			All	subject line for CDL as operational home doc; send week of 11/16 (action from WG) https://docs.google.com/document/d/1-AergWwun93srjQoFvxfZAl5pApXerB2U9CdPpCFSHY/edit - Done! Post value props doc on SILS website (action from WG) Review Task report Done!		@Ben Alkaly (Unlicensed) will send the CDL as operational home doc on Thursday morning 11/19 at 9am @Ben Alkaly (Unlicensed) will post the value props as a PDF on the SILS website.
2	Editorial calendar (recurring)		5	Ben, Adrian	What’s on deck? Anything we need to think ahead about?
3	Feedback from SILS Chairs on communicating and managing expectations	Email to cohort covering these points? Discuss idea to keep building on FAQs to support cohort members so they have easy talking points when questions arise. https://uc-sils.atlassian.net/wiki/spaces/SP4/pages/548339717 Also for PMs who get repetitive questions about the freeze before cutover and the “what ifs” around the go-live date (What if go-live changes? What if one campus is not ready?) Create an email template for general responses or does this fall under the FAQ? “I understand you are anxious. These decisions have not been made yet. The answers will come and we will share them when we have them. We have a well designed process. Answering individual questions is not productive.” (move to next meeting) You are empowered to be a leader for the project and communicate back. Provide the tools and authority for cohort members to answer these questions - email template, FAQ, etc. (Chris & Günter) (move to next meeting) “Cheat sheet” on Confluence for where to go to learn what’s happening in the project: talk to your local group/imp team, talk to co-chairs of a group, website, Confluence (meeting notes, decision pages).	20	All	How will we populate the FAQ? Ask at SILS Chairs? Yes. Add an FAQ for where to learn what’s happening in the project: Talk to your local group/imp team, talk to co-chairs of a group, website, Confluence (meeting notes, decision pages).	Expand the FAQs for the Implementation phase	@Ben Alkaly (Unlicensed) will ask for new FAQS at the SILS chairs. Send to AskSILS-L@ucop.edu or use the form on the FAQ page. @Ben Alkaly (Unlicensed) will send a reminder about sending FAQs to the SILS chairs slack after the meeting.
4	SILS Town Hall meeting (recurring) Chairs talking points Finalize slide deck Check questions in the queue Confirm several weeks in advance with guest speakers	3rd Tuesdays: 11/17 (today!) Roles: PM update: Christine Slides: Adrian MC: Ben Chat: Ben (Lena to help) - use Com Leads channel	10	Com Leads
5	Com 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?	0	All
6	Parking Lot
7	Wrap up		5	All	Any actions or decisions missed?
8		Total	40/50

Work in Progress:

Com Leads

SILS Communications Calendar
Virtual town hall for cohort
Virtual town hall for all (start early Nov; quarterly)
Celebration milestones and what’s involved