2021-06-30 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.

All

Should at least one Com Lead attend the go-live meeting with the ICs, co-chairs and decision makers? July 26

Invite Com Leads to July 26 go live decision meeting

Go Live communications week of go-live

• (ask to be sent on 7/27) OP: Congratulations message from UC president will be published by OP (Consider having President’s message sent after go-live to mitigate for lateness. What’s the right amount of time to mitigate for possible lateness but not wait too long?)

• (Deadline?) Template for each UL to send to their own campus. Get input from EUOS and IT. Reiterate - ensuring staff know they won’t be experts in the new system on day one. Insert your local links to FAQ, Primo search, training docs and other important links.

  • create a version in the event go-live is delayed.

• 7/27 Gunter & Chris: Thank you to the cohort - Day of go live. Recognize all the effort that went into getting us to go-live. Work continues but taking a moment to thank everyone.

• SILS News: 7/29 or 7/30 (or when all campuses are live) Congratulations! live with MVP - more decisions and work will be coming; and here’s what’s coming next. Reminder of UC-wide town hall on 8/2.

30

Any updates to report?

• Ben and Adrian will reach out to OP to learn what the right amount of time is to queue up and/or delay a message for the congratulatory message coming from the President. How easy is it to change the send date? If difficult, push out the send date. Note: GW still needs to confirm that OP would send out the message.

• We will need 2 versions of email templates to send to ULs: 1 if campuses go live as scheduled, 1 if they do not.

  • Confirm if these templates go to CoUL or to EUOS/Coms rep. When is it due?

  • Ben will draft the letters by the end of this week for us to edit.

  • Check if they need to be approved by CoUL.

  • Content needs to be added to each letter. Once CoUL approves the letter, it will go to EUOS/Library Coms.

  • Ben will ask for local Communications contact at campuses for sending the UL message at each campus.

• Thank you to the cohort from SILS co-chairs via SILS-Cohort & SILS News on July 27. Ben will work on this when he returns from vacay.

“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.

0

All

• Draft: Send on July 1

• Ben will get sign off from Danielle on the SGTF bullet.

Editorial calendar (recurring)

5

Ben, Adrian

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)

  • Shared Governance

  • Digital Collections FG

  • Archives & Special Collections EL

• 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.)

3rd Tuesdays:

• Roles:

  • Adrian: MC

  • Ben: Tech

  • Christine: PM Update

  • Lena: Chat moderator

0

Com Leads

What’s the new format? Is this replaced by the TH4All deep dives? If so, can we remove this agenda item?

Town Hall for All

Communication channels slide (at each meeting)

• Q3: 8/2 10:30-noon

  • Roundtable - highlights and kudos, MVP and how decisions were made and a couple of examples of decisions Or ask for one thing that is transformative about Alma/Primo? (Com Leads draft questions; Op Leads review questions; Com Leads send final questions by DATE)

  • Post-go-live shared governance? No, in September.

Roles:

• PM update:

• Slides:

• MC:

• Tech role: Ben (mutes/unmutes), advances slides, gives remote control access, and starts recording

• Moderator Chat: - use Com Leads channel

• Public 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

• SILS success story; journey and how we’ve grown.

• SILS is transformative….

  • Possibly use a SILS Chairs meeting to have volunteers state out loud what has been transformative and then splice those together for a video presentation.

• Reinforce Open Q&A

  • Encourage advance submissions

  • Identify Q&A panel in areas of: Alma expertise (IC?), Primo expertise (Discovery?) and training (IT)

• UCLS Pop Quiz

  • ~5 questions that reinforce “need to knows”

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?

0

All

Parking Lot

• Describe outcomes of the decisions -- why this really matters; how we’ve been successful in working together.

• July 9 WG meeting Adrian will cover for Ben.

Wrap up

0

All

Any actions or decisions missed?

Total

35/50