2020-03-10 Meeting notes

Welcome & ice breaker

Get to know each other

Ask me about….(an interest, recent event, area of expertise) OR If you weren’t doing your current job, what would you be doing?

10

All

Role of the PM

Awareness of the role as defined in the SG charge. 

Awareness of what PMs should be doing in the first month 

Answer any questions.

PM role (from page 5 https://libraries.universityofcalifornia.edu/groups/files/sils/docs/SILS_phase4_GovernanceStructurePackage_Endorsed.pdf)

Project managers Project managers are situated throughout the phase 4 cohort. While individual project manager responsibilities may vary depending on which group they are a member of and/or supporting, project managers will work with their groups to:

• Manage group deliverables and timeline (done in conjunction with the chair/co-chairs);

• Confirm communication methods;

• Schedule meetings/calls;

• Assist with discussion facilitation and decision-making;

• Assist with agenda-building;

• Affirm and, as necessary, expand the member responsibilities and roles; 

• Identify and manage project risks (done in conjunction with the chair/co-chairs);

• Convene pre-mortem and post-mortem risk assessments;

• Manage minutes and group documents and ensure group information is kept up-to-date.

5

• These are the basic roles but may vary by team.
  
  

Confluence

Understand how PMs are using current templates:

• Meeting notes 

• Task report

• Vacation/out

• Check out if there is another table type in Confluence that has easier tools.

• @Christine Barone (Unlicensed) determined with @Fei Li (Unlicensed) that only the new table format is fully supported by Confluence Cloud. “I received from Fei about moving/ copying pages from the old site and whether that would cause problems or compatibility issues on the new site: Good question! I’m not sure what the answer is, but if I had to guess, I think it’ll work, but we’ll still be stuck with the newer interface..”

• Date(s) out, name

Meeting scheduling

Awareness of current practice:

• Outlook meeting invites: don’t use the listserv to invite members, instead invite members individually

• Doodle polls for finding meeting dates

• Meeting invite details, include: 

• Zoom details, 

• Link to the Meeting Notes home page or specific Meeting Note page

• Bill is using a sheet to track decisions - who has responded along with emails. He will share it on the IC google shared drive. IC Tracking

• doodle.com - can be used for free - to schedule meetings

• No need to send meeting reminders as these meetings should be on their calendar.

Listserv and cc’ing

Awareness of current practice

• Ensure at least one other person or group is cc’ed on email 

• Listservs are shown on the Confluence home page for each group

• Let Lena or Caitlin know if you have any changes to make in an email list (changed team member, changed email)

Other tools and practices

Awareness of facilitation tools and practices

• Cards (bunnyholes)

• Parking lot / future agenda item (last item on every agenda) -- review suggested practice and get feedback. Ask for an acknowledgement that you got the item written correctly.

Agreement that items will be added to a parking lot at the bottom of the agenda to revisit.

Decision Log

Decide if PMs want to create a “Decision Log,” where all major decisions are listed.

A Decision Log would include the following fields:

• date decision was made

• description

• who made the decision

• links to supporting pages like the Vanguard info sheet.

This would be a manually created and curated page for reference purposes. Bill found this approach useful for the Samvera Governing Board.

10

Bill

Lena mentioned there may be a macro available in Confluence Cloud that automatically rolls up decisions similar to Tasks.

Bill did some research after the meeting and turned up the following:

• https://community.atlassian.com/t5/Confluence-Cloud-questions/What-can-Decisions-be-used-for-in-meeting-notes/qaq-p/912649

• https://jira.atlassian.com/browse/CONFCLOUD-62245

It appears this is sought after macro that would work similar to the tasks macro to gather up decisions from multiple meeting minutes pages and consolidate them onto a “Decisions Page.” I added myself as a watcher to the Atlassian pages above to hopefully be notified when (if ever) it becomes available. For now, this task is closed.

Timeline

Understand how we are currently tracking the overall project timeline

RACI

Understand stakeholders for decisions and deliverables

IC Premortem results

Determine how to review and use the results

• Assigning actions

• Assigning time to revisit

Do the PM Leads want to do a premortem?

3/17 meeting

Essential parts of the Charge (pre-read)

How can PMs support these practices?

• Best Practices (page 7-8), slack v. email

• Decision-making (page 9-12)

Training or consulting with cohort groups that don’t have an assigned PM

3/17 meeting

PM Team Charter

Draft PM Team Charter

3/17 meeting