2021-02-23 Com Leads Meeting notes

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.

TBD

All

• Move meeting with steering from 9-9:30 to 9:30-10? Yes!

• For CoUL closer to go-live: template statement saying library leadership will support staff in the event of any disgruntled patrons; sample statement could be customized by campuses as desired. Would Com Leads draft this? See PM Leads 2/18 meeting notes.

  • Some staff may take the brunt of patron unhappiness. Library leadership will support them if that happens. SILS co-chairs will ask CoUL to affirm that unhappy patrons will be escalated to someone (besides front-line staff) to handle.

• Help with this? Atlassian is centralizing user management for the cloud on 1st June 2021. The improved user management experience allows you to grant and manage product access to users and groups across multiple products. Users with only the Site Admin role will lose user management privileges when this change occurs. Update their role to organization admin, before the change date, so they can retain user management privileges.

  • I don’t see an option for an organization admin role.

• From 2/5 WG meeting:

  • “Com Leads to consider a repository where slide decks and other communication materials can be shared (e.g., the slide deck Ben created for a UCLA all staff, the SGTF slide deck, the EUOS slide deck).”

  • “Consider a communication that recaps SILS and brings people up to date if they haven’t been paying attention to SILS.”

    • Not in agreement that this is a good return on investment as a stand-alone article. We will include links to the wiki, website, etc. in our “This month in SILS”.

Moved the Com Leads at SILS Steering to 9:30-10 on 3/3.

• Ben Alkaly (Unlicensed) and Adrian Petrisor to patron complaint escalation process message.
• Adrian Petrisor will investigate the confluence role of org admin.

“This month in SILS” PILOT

Start of the month talking points about SILS; release as a SILS News.

Workflow:

• Last week of the month: Ask via SILS Chairs slack channel - what’s your “need to know” (for library staff) for this month to share in SILS News? If you were speaking at a TH, what’s the one thing your group would want to share.(OK if you don’t have anything). Share answer in SILS Chairs slack (meet people where they are.)

  • SILS PM talking points

  • EUOS news releases talking points

• Com Leads refine it. Ready to go out on the first of the month as a SILS News.

• Reminder at the SILS chairs meeting.

Do we need this to be a recurring item on the Com Leads agenda to review the responses?

5

All

• Project side of the house: Share the PM update talking points from the monthly SILSTH which covers:

  • what has been completed

  • what are the main things the cohort is working on

  • what is coming

• Product side of the house: SILS Chairs will provide “need to knows” for the month.

• Test this out to see if it’s successful. We don’t want a make-work activity.

Ben will announce at the 2/24 SILS Chairs meeting and ask for responses in SILS Chairs slack by Friday.

Editorial calendar (recurring)

10

Ben, Adrian

What’s on deck? Anything we need to think ahead about?

• Coming together to share experience and ask questions: UC Alma/Primo Google group. SILS Cohort message. (SILS TH on Feb 16 and email on Feb 17 )

• “Buddy System” - Are local teams satisfied w/ existing channels, or is more “mentorship” needed? Update from ICs: they are satisfied at this time and will revisit after the spring workshops.

SILS Town Hall meeting (recurring)

• Chairs talking points

• Copy slide deck for reuse

• Finalize slide deck

• Check questions in the queue

• Confirm several weeks in advance with guest speakers (calendar of speakers)

• Decisions slide (Review decisions in Com Leads one week before the TH. Ask chairs for a sentence on what is the decision and why it matters and tell them to prepare for Qs.)

Future topics:

• Feb: Introduce “UC Library Search 101” deck

• Feb: Announce updated FAQ wiki page and offer to answer questions.

• March: Roundtable on decision-making best practices (and communicating best practices). Invite RMFG. Ask other chairs to volunteer. B&A will draft questions for the roundtable.

• March or May: MVP

• “Systemwide documentation of configuration specifications” (Lena to check with Carlo to learn more about this)

3rd Tuesdays: 3/16

Roles:

• PM update:

• Slides:

• MC:

• Chat: (use Com Leads channel for offline convo)

5

Com Leads

Town Hall for All

Communication channels slide (at each meeting)

• Q2: 4/19 11-12

  • EUOS

• Q3: 7/29 11-12

  • TBD (Post-go-live shared governance?)

Roles:

• PM update:

• Slides:

• MC:

• Chat: - use Com Leads channel

• Chat: sharing links , etc.- PMs

• Q&A (manage questions): MC will announce questions and push live. PMs will monitor and ping chairs via zoom chat for questions as needed.

10

Com Leads

Com 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?

10

All

Parking Lot

Wrap up

5

All

Any actions or decisions missed?

Total

50/50