2020-12-01 Com Leads Meeting notes

Attendees

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

	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	Ben as coordinator for EUNS after Caitlin leaves; Ben to be EUNS designate for making final edits to communication to CoUL.
2	Editorial calendar (recurring)		5	Ben, Adrian	What’s on deck? Anything we need to think ahead about? Week of 12/7: Implementation Kickoff What to share? all steps? Ops Leads/SSM lead? Email message to (Cohort listserv, DOC via Donald, CoUL via GW/CS update) about more intense work period starting in the new year. Goal: Ensure supervisors know this is a busy time. Reminder that SILS groups own decisions not stakeholders you consult with. Recognizing contributions + awareness of upcoming work Testing will affect more people and it will be more thorough for the test load. PPC will be coordinating test plans along with ICs. Chairs will define, scope and identify the work and stakeholders. Take advantage of existing groups and communication pathways, such as ILL Ops. (For example, ILL Ops will work with FFFG and CDL on resource sharing testing.) You may ask consulting groups to make recommendations but decisions are made in SILS per our SILS shared governance. Timing: Who receives this? What is the timing on sending this out? December 15 TH by co-chairs. SILS chairs on 12/16 (ask Joe and Elizabeth to share their ILL Ops example). Cohort email sent at the first of the year.		@Ben Alkaly (Unlicensed) and @Adrian Petrisor will draft co-chair talking points and bring back to Com Leads Dec 8. @Lena Zentall (Unlicensed) and @Christine Barone (Unlicensed) will draft bullet points for when major work is happening. Where to find out what’s happening in the project.
3	Feedback from SILS Chairs on communicating and managing expectations	Continued from 11/17/20 Expand the FAQs for the Implementation phase How will we populate the FAQ? Ask at SILS Chairs? Yes. Would it be easier to ask on SILS Chairs slack channel? Add an FAQ for “how 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). Create generic email template for “important but not today” questions? (see 11/17 notes)	?	All	FAQ update draft in Google Docs Need Chairs input: Listserv? Slack?		@Ben Alkaly (Unlicensed) and @Adrian Petrisor will slack SILS chairs to request FAQs.
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: 12/15 (today!) Roles: PM update: Lena Slides: Adrian MC: Ben Chat: Ben (Lena to help) - use Com Leads channel	?	Com Leads
5	Town Hall for All	Finalize Schedule for Q1/2/3		Com Leads	Proposed: Q1: Week of 1/25 Q2: Week of 4/19 or 25 Q3: 7/29 or 30		@Adrian Petrisor checking dates w/ C & G’s assistants. Want to send all invites by EOY
6	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
7	Parking Lot				From SILS Chairs meeting on 11/18: Ben will talk to Adrian about using short 5-minute videos done on topics of interest (aka FAQs) to share with all staff (possibly via SILS News).
8	Wrap up		5	All	Any actions or decisions missed?
9		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