Middlebury

Difference between revisions of "LIS Website"

Line 1: Line 1:
<p>This is the space that the LIS&nbsp;Website Team will use for documentation and note taking.
+
This is the space that the LIS&nbsp;Website Team will use for documentation and note taking.  
</p><p><br /> __TOC__<br />
+
 
</p><p><br />
+
__TOC__  
</p>
+
 
<h2> Team Vision  </h2>
+
<br>
<p>We are creating a web site with intuitive navigation, easy access to services and resources, inviting interfaces, and a workflow that allows simple maintenance.
+
 
</p>
+
== Team Vision  ==
<h2> Meeting&nbsp;Notes </h2>
+
 
<h3> 2009:&nbsp; June 24  </h3>
+
We are creating a web site with intuitive navigation, easy access to services and resources, inviting interfaces, and a workflow that allows simple maintenance.  
<p>Present:&nbsp; Elin Waagen, Jess Isler, Ian McBride (time-keeper), Carrie Macfarlane (note-taker), Liz Whitaker-Freitas, Jim Beauchemin, Barbara Merz.<br />
+
 
</p><p><br /> <br />
+
== Resources ==
</p><p><br /> 1.&nbsp; Questions for the team - Jim and Carrie<br />
+
 
</p><p><br />
+
*[[LIS Website Metrics|Measurements &amp; Metrics]] - How we will measure success.
</p>
+
*[http://blogs.middlebury.edu/liswebsite LIS Website Team Blog]
<ul><li>Jim had some questions about roles and communication methods.&nbsp; He will meet with Doreen to review what he missed on Thurs afternoon and Fri morning
+
*[http://blogs.middlebury.edu/webmakeover Web Makeover Project Blog]
</li></ul>
+
*[http://muskrat.middlebury.edu/administration/lis/webmakeover/ww/Middlebury.pdf Web Makeover Strategic Recommendations]
<ul><li>Carrie shared what she'd done to get caught up on team training.&nbsp; She asks that team members tell her when she does something contrary to what the team learned/agreed to during training.<br />
+
*[http://chisel.middlebury.edu/search New Search Engine Prototype] and [http://blogs.middlebury.edu/imcbride/2009/06/02/new-search-interfacenew-search-interface/ a discussion of the prototype] as well as [http://blogs.middlebury.edu/imcbride/2009/06/19/my-response-to-the-digital-media-tutors-search-interface-feedback/ feedback from the Digital Media Tutors]
</li></ul>
+
*[http://longhouse.middlebury.edu/drupal_help Test Instance of Drupal] you can log in as yourself or [http://longhouse.middlebury.edu/drupal_help/?q=user log in as an administrator] username=admin and password=testpassword
<p><br />
+
 
</p><p><br /> 2.&nbsp; Decide on a platform to facilitate documentation and communication&nbsp; <br />
+
== Meeting&nbsp;Notes  ==
</p><p><br />
+
 
</p>
+
=== 2009:&nbsp; June 24  ===
<ul><li>What will we use this platform for?&nbsp; Communication within the team and with our users/constituents.
+
 
</li></ul>
+
Present:&nbsp; Elin Waagen, Jess Isler, Ian McBride (time-keeper), Carrie Macfarlane (note-taker), Liz Whitaker-Freitas, Jim Beauchemin, Barbara Merz.
<ul><li>What are our options?&nbsp; Basecamp, Microsoft Project, Groove, MediaWiki, Wordpress, Drupal (not yet)
+
 
</li></ul>
+
<br>
<ul><li>We discussed the merits and drawbacks of the options.
+
 
</li></ul>
+
1.&nbsp; Questions for the team - Jim and Carrie
<ul><li>We decided by majority:&nbsp; At least in the beginning, we will use MediaWiki for meeting notes and documentation, and Wordpress for communication among ourselves and with our users/constituents.&nbsp; We may use email to direct users/constituents (and team members) to Wordpress.&nbsp; We may use email to communicate within the team about mundane or ephemeral matters like absences at meetings.&nbsp; We can revisit this decision in the future by adding it to a meeting agenda.
+
 
</li></ul>
+
<br>
<ul><li>Ian created this Wiki category and our blog (<a href="http://blogs.middlebury.edu/liswebsite/">LIS&nbsp;Website Project</a>).
+
 
</li></ul>
+
*Jim had some questions about roles and communication methods.&nbsp; He will meet with Doreen to review what he missed on Thurs afternoon and Fri morning
<p><br />
+
 
</p><p><br /> 3.&nbsp; Team Protocols<br />
+
*Carrie shared what she'd done to get caught up on team training.&nbsp; She asks that team members tell her when she does something contrary to what the team learned/agreed to during training.
</p><p><br />
+
 
</p>
+
<br>
<ul><li>Team protocols that were agreed upon during team training were listed:<br />
+
 
</li></ul>
+
2.&nbsp; Decide on a platform to facilitate documentation and communication&nbsp;
<p>a. Meet weekly - adjust frequency as needed if there are no/more agenda items.
+
 
</p><p><br /> b. Set agenda ahead of time
+
<br>
</p><p><br /> c. Shared responsibility to generate agenda items, agenda facilitated by team leader
+
 
</p><p><br /> d. Agenda items will have specific time and sponsor
+
*What will we use this platform for?&nbsp; Communication within the team and with our users/constituents.
</p><p><br /> e. Time keeper
+
 
</p><p><br /> f. Note taker-- I think this responsibility should rotate alphabetically.&nbsp; If someone can't take notes when it's his/her turn then that person can ask for a substitute.&nbsp; <a href="User:Carrie Macfarlane">Macfarlane, Carrie Miyoshi</a> 13:13, 30 June 2009 (UTC)<br />
+
*What are our options?&nbsp; Basecamp, Microsoft Project, Groove, MediaWiki, Wordpress, Drupal (not yet)
</p><p><br />
+
 
</p><p>f1. Meeting time is a valuable resource. Team members will learn to use it wisely. Team members commit to being up to date on blog and wiki postings before each meeting. [Barbara 6/26]
+
*We discussed the merits and drawbacks of the options.
</p><p><br /> g. Use shared platform for communication and development of documentation
+
 
</p><p><br /> h. Timely (define?) posting of meeting notes
+
*We decided by majority:&nbsp; At least in the beginning, we will use MediaWiki for meeting notes and documentation, and Wordpress for communication among ourselves and with our users/constituents.&nbsp; We may use email to direct users/constituents (and team members) to Wordpress.&nbsp; We may use email to communicate within the team about mundane or ephemeral matters like absences at meetings.&nbsp; We can revisit this decision in the future by adding it to a meeting agenda.
</p><p><br /> i. Time at end (5-10 min) for discussion or overflow or to set next meeting agenda
+
 
</p><p><br /> j. If unable to attend, responsible for getting caught up
+
*Ian created this Wiki category and our blog (&lt;a href="http://blogs.middlebury.edu/liswebsite/"&gt;LIS&nbsp;Website Project&lt;/a&gt;).
</p><p><br /> k. Open honest dialogue (with tact)
+
 
</p><p><br /> l. Simple majority rules
+
<br>
</p><p><br /> m. Agreement - to ensure success (from training)
+
 
</p><p><br /> n. Authentic and candid dialogue
+
3.&nbsp; Team Protocols
</p><p><br /> o. Honest - with tact
+
 
</p><p><br /> p. Open to others - come to agreement
+
<br>
</p><p><br /> q. Make the decision and move on - or fix it and move on
+
 
</p><p><br /> r. Depersonalize and on board
+
*Team protocols that were agreed upon during team training were listed:
</p><p><br /> s. Participate, engage, share point of view 1X
+
 
</p><p><br /> t. Focus on and value time over story
+
a. Meet weekly - adjust frequency as needed if there are no/more agenda items.
</p><p><br /> u. Informed, fast decisions
+
 
</p><p><br /> v. Confidential
+
b. Set agenda ahead of time
</p><p><br /> w. Take notes
+
 
</p><p><br /> x. Take responsibility
+
c. Shared responsibility to generate agenda items, agenda facilitated by team leader
</p><p><br /> y. Volunteer, be willing
+
 
</p><p><br /> z. Right to expect candor and openness
+
d. Agenda items will have specific time and sponsor
</p><p><br /> aa. Own it
+
 
</p><p><br /> bb. Be present
+
e. Time keeper
</p><p><br /> cc. Be on time (late + good story = on time)
+
 
</p><p><br /> dd. Outlook calendars up to date (for scheduling purposes)<br />
+
f. Note taker-- I think this responsibility should rotate alphabetically.&nbsp; If someone can't take notes when it's his/her turn then that person can ask for a substitute.&nbsp; &lt;a href="User:Carrie Macfarlane"&gt;Macfarlane, Carrie Miyoshi&lt;/a&gt; 13:13, 30 June 2009 (UTC)
</p><p>ee.&nbsp; Meetings will start on time.&nbsp; Team will wait no longer than 5 minutes for late arrivals. <a href="User:Carrie Macfarlane">Macfarlane, Carrie Miyoshi</a> 13:14, 30 June 2009 (UTC)
+
 
</p><p><br /> <br />
+
<br>
</p><p><br /> 3.&nbsp; Vision Statements
+
 
</p><p><br />
+
f1. Meeting time is a valuable resource. Team members will learn to use it wisely. Team members commit to being up to date on blog and wiki postings before each meeting. [Barbara 6/26]
</p>
+
 
<ul><li>Team will meet on Th Aug 25 to develop vision statement<br />
+
g. Use shared platform for communication and development of documentation
</li></ul>
+
 
<ul><li>Team members will submit draft vision statements to blog (<a href="http://blogs.middlebury.edu/liswebsite/">LIS Website Project</a>)<br />
+
h. Timely (define?) posting of meeting notes
</li></ul>
+
 
<p><br />
+
i. Time at end (5-10 min) for discussion or overflow or to set next meeting agenda  
</p><p><br /> 4.&nbsp; Future agenda items
+
 
</p><p><br />
+
j. If unable to attend, responsible for getting caught up  
</p>
+
 
<ul><li>Other potential team protocols were mentioned in conversation as team members arrived at the meeting.&nbsp; It was suggested that these potential protocols be brought up during the time allotted for discussion of team protocols.&nbsp; Because we needed to plan for drafting a vision statement, we didn't have time to discuss protocols.&nbsp; Therefore, perhaps we should plan to discuss team protocols in a future meeting.
+
k. Open honest dialogue (with tact)  
</li></ul>
+
 
<p>Other items on today's agenda for which we didn't have time (we had too many other important issues to resolve!):
+
l. Simple majority rules  
</p><p><br />
+
 
</p>
+
m. Agreement - to ensure success (from training)  
<ul><li>Define measurements/metrics (10 min)<br />What does success look like?<br />What metric will define our success?
+
 
</li></ul>
+
n. Authentic and candid dialogue  
<ul><li>Building Coalition - Creating a Marketing Plan (10 min)<br />Who do we need to engage early on?<br />We need to engage early for: information and understanding, input, resources (actual and potential)
+
 
</li></ul>
+
o. Honest - with tact  
<ul><li>Action Plan to Achieve Key Deliverables (10 min)<br />Tasks to be accomplished?<br />Who is accountable?<br />Delivery Time?<br />
+
 
</li></ul>
+
p. Open to others - come to agreement  
<p><br />
+
 
</p><p><br /> 5.&nbsp; Action items<br />
+
q. Make the decision and move on - or fix it and move on  
</p><p><br />
+
 
</p>
+
r. Depersonalize and on board  
<ul><li>Jim had some questions about roles and communication methods. He will meet with Doreen to review what he missed on Thurs afternoon and Fri morning <br />
+
 
</li></ul>
+
s. Participate, engage, share point of view 1X  
<ul><li>Ian will create a blog and a mediawiki page -- done!
+
 
</li></ul>
+
t. Focus on and value time over story  
<ul><li>Team members will submit draft vision statements to our blog (<a href="http://blogs.middlebury.edu/liswebsite/">LIS Website Project</a>)<br />
+
 
</li></ul>
+
u. Informed, fast decisions  
<ul><li>Liz will create Outlook group for LIS web team
+
 
</li></ul>
+
v. Confidential  
<ul><li>We will meet with our sponsor (Jeff) or sponsor-backup (Mary)
+
 
</li></ul>
+
w. Take notes  
<ul><li>We will meet elsewhere from time-to-time (Voter East, Music Library, Armstrong Library)
+
 
</li></ul>
+
x. Take responsibility  
<p><a href="User:Carrie Macfarlane">Macfarlane, Carrie Miyoshi</a> 19:48, 25 June 2009 (UTC)<br />
+
 
</p>
+
y. Volunteer, be willing  
<h3> 2009:&nbsp; June 25<br /> </h3>
+
 
<p>Present: Barbara, Carrie, Elin, Ian, Jess, Jim, Liz<br />
+
z. Right to expect candor and openness  
</p><p>1. Updates<br />
+
 
</p>
+
aa. Own it  
<ul><li>Elin is updating Jeff R./Mary B. on team meeting highlights<br />
+
 
</li><li>Elin will create a post for LISt blog about existence of the LIS Website Project Blog.<br />
+
bb. Be present  
</li></ul>
+
 
<p>2. Vision Statement Work<br />
+
cc. Be on time (late + good story = on time)  
</p>
+
 
<ul><li>Discussion of bringing out common themes or words, creating a tagline (subtitle) for the blog, tags/keywords, discussion of what the statement really should be<br />
+
dd. Outlook calendars up to date (for scheduling purposes)  
</li></ul>
+
 
<p>[asides]<br />
+
ee.&nbsp; Meetings will start on time.&nbsp; Team will wait no longer than 5 minutes for late arrivals. &lt;a href="User:Carrie Macfarlane"&gt;Macfarlane, Carrie Miyoshi&lt;/a&gt; 13:14, 30 June 2009 (UTC)  
</p>
+
 
<ul><li>There’s a Wordle <a href="http://www.wordle.net/gallery/wrdl/967852/web_team">diagram</a> of our team vision statements on the blog; discussed what WORDLE is—what it represents and where it comes from: <a href="http://www.wordle.net/">Wordle</a> "Wordle is a toy for generating “word clouds” from text that you provide. The clouds give greater prominence to words that appear more frequently in the source text."<br />
+
<br>
</li><li>Discussed scheduling a projector room for future meetings<br />
+
 
</li></ul>
+
3.&nbsp; Vision Statements  
<p>[back to vision statement discussion]<br />
+
 
</p>
+
<br>
<ul><li>Discussed important components from each team members’ individual vision statements<br />
+
 
</li><li>Decided we’d wordsmith as a team, using 1 of the statements as a building block<br />
+
*Team will meet on Th Aug 25 to develop vision statement
</li><li>Made a list of key terms/strong elements<br />
+
 
</li><li>Created a 3 sentence team vision (<a href="https://mediawiki.middlebury.edu/wiki/LIS/LIS_Website#Team_Vision">above</a> and on <a href="http://blogs.middlebury.edu/liswebsite/2009/06/25/team-vision/">blog</a>)<br />
+
*Team members will submit draft vision statements to blog (&lt;a href="http://blogs.middlebury.edu/liswebsite/"&gt;LIS Website Project&lt;/a&gt;)
</li><li>Liz suggests getting Robert Keren's feedback on this (and Jeff R.'s as well)<br />
+
 
</li><li>Sense of accomplishment around the table!<br />
+
<br>
</li></ul>
+
 
<p>3. End of meeting discussion<br />
+
4.&nbsp; Future agenda items
</p>
+
 
<ul><li>Jess will post <a href="http://blogs.middlebury.edu/liswebsite/2009/06/25/team-vision/">vision</a> to blog<br />
+
<br>
</li><li>Elin will create agenda for next meeting and distribute<br />
+
 
</li><li>Team decides it is wise to meet twice a week for the forseeable future<br />
+
*Other potential team protocols were mentioned in conversation as team members arrived at the meeting.&nbsp; It was suggested that these potential protocols be brought up during the time allotted for discussion of team protocols.&nbsp; Because we needed to plan for drafting a vision statement, we didn't have time to discuss protocols.&nbsp; Therefore, perhaps we should plan to discuss team protocols in a future meeting.
</li><li>Reminders to keep following/checking the blog and wiki! Experiment and explore. Check out the wiki <a href="http://en.wikipedia.org/wiki/Wikipedia:Cheatsheet">cheat sheet</a> for help with editing! <br />
+
 
</li></ul>
+
Other items on today's agenda for which we didn't have time (we had too many other important issues to resolve!):  
<p><a href="User:Jessica Isler">Jess Isler</a> 17:13, 25 June 2009 (UTC)
+
 
</p><p><br />
+
<br>
</p>
+
 
<h2> Team Protocols  </h2>
+
*Define measurements/metrics (10 min)What does success look like?What metric will define our success?
<p>Team Protocols<br />
+
 
</p><p><br />
+
*Building Coalition - Creating a Marketing Plan (10 min)Who do we need to engage early on?We need to engage early for: information and understanding, input, resources (actual and potential)
</p><p>Agreement - to ensure success (from training workshop)
+
 
</p>
+
*Action Plan to Achieve Key Deliverables (10 min)Tasks to be accomplished?Who is accountable?Delivery Time?
<ul><li>Authentic and candid dialogue (honesty - with tact)<br />
+
 
</li><li>Open to others<br />
+
<br>
</li><li>Depersonalize <br />
+
 
</li><li>Participation is required<br />
+
5.&nbsp; Action items  
</li><li>Engage, share point of view (1X)<br />
+
 
</li><li>Taking action and achieving results<br />
+
<br>
</li><li>Taking responsibility<br />
+
 
</li><li>Taking notes and communicating<br />
+
*Jim had some questions about roles and communication methods. He will meet with Doreen to review what he missed on Thurs afternoon and Fri morning
</li><li>Confidentiality<br />
+
 
</li></ul>
+
*Ian will create a blog and a mediawiki page -- done!
<p><br />
+
 
</p><p>Meeting Protocol:<br />
+
*Team members will submit draft vision statements to our blog (&lt;a href="http://blogs.middlebury.edu/liswebsite/"&gt;LIS Website Project&lt;/a&gt;)
</p>
+
 
<ul><li>Meetings will start on time and end on time; unless team decides otherwise<br />
+
*Liz will create Outlook group for LIS web team
</li><li>Meeting time is a valuable resource. Team members will learn to use it wisely. Team members commit to being up to date on blog and wiki postings before each meeting<br />
+
 
</li><li>Meetings will start on time. Team will wait no longer than 5 minutes for late arrivals<br />
+
*We will meet with our sponsor (Jeff) or sponsor-backup (Mary)
</li><li>Meet weekly - adjust frequency as needed if there are no/more agenda items<br />
+
 
</li><li>Agenda - set/communicated ahead of meeting; facilitated by team leader; team shares responsibility for agenda items; time assigned to each agenda item; allow time at beginning (5 - 10 min) to allow for brief updates, news etc.; allow for time at end (5-10 min) for discussion overflow, to wrap up and to suggest agenda items for the next meeting<br />
+
*We will meet elsewhere from time-to-time (Voter East, Music Library, Armstrong Library)
</li><li>Time keeper - rotate responsibility<br />
+
 
</li><li>Note taker - rotate alphabetically. If someone can't take notes when it's his/her turn then that person can ask for a substitute. Meeting notes posted to the wiki within X days; action items listed<br />
+
&lt;a href="User:Carrie Macfarlane"&gt;Macfarlane, Carrie Miyoshi&lt;/a&gt; 19:48, 25 June 2009 (UTC)  
</li><li>Meeting location - varies to accomodate the work to be done (projection, white boards, etc) and member office locations
+
 
</li></ul>
+
=== 2009:&nbsp; June 25  ===
<p><br />
+
 
</p><p>Misc.<br />
+
Present: Barbara, Carrie, Elin, Ian, Jess, Jim, Liz  
</p>
+
 
<ul><li>Be informed; make the decision and move on - or fix it and move on<br />
+
1. Updates  
</li><li>Be on board<br />
+
 
</li><li>Focus on and value time over story<br />
+
*Elin is updating Jeff R./Mary B. on team meeting highlights  
</li><li>Take responsibility<br />
+
*Elin will create a post for LISt blog about existence of the LIS Website Project Blog.
</li><li>Volunteer, be willing<br />
+
 
</li><li>Right to expect candor and openness<br />
+
2. Vision Statement Work  
</li><li>Be the solution<br />
+
 
</li><li>Be present<br />
+
*Discussion of bringing out common themes or words, creating a tagline (subtitle) for the blog, tags/keywords, discussion of what the statement really should be
</li><li>Team will use shared platform for communication and development of documentation<br />
+
 
</li><li>Communicate schedule availability to team leader; take personal responsibility for staying informed<br />
+
[asides]  
</li><li>Simple majority rules<br />
+
 
</li><li>Be on time (late + good story = on time)<br />
+
*There’s a Wordle &lt;a href="http://www.wordle.net/gallery/wrdl/967852/web_team"&gt;diagram&lt;/a&gt; of our team vision statements on the blog; discussed what WORDLE is—what it represents and where it comes from: &lt;a href="http://www.wordle.net/"&gt;Wordle&lt;/a&gt; "Wordle is a toy for generating “word clouds” from text that you provide. The clouds give greater prominence to words that appear more frequently in the source text."  
</li><li>Keep Outlook calendars up to date (for scheduling purposes)<br />
+
*Discussed scheduling a projector room for future meetings
</li><li>Share schedule/workload conflicts with team
+
 
</li></ul>
+
[back to vision statement discussion]  
 +
 
 +
*Discussed important components from each team members’ individual vision statements  
 +
*Decided we’d wordsmith as a team, using 1 of the statements as a building block  
 +
*Made a list of key terms/strong elements  
 +
*Created a 3 sentence team vision (&lt;a href="https://mediawiki.middlebury.edu/wiki/LIS/LIS_Website#Team_Vision"&gt;above&lt;/a&gt; and on &lt;a href="http://blogs.middlebury.edu/liswebsite/2009/06/25/team-vision/"&gt;blog&lt;/a&gt;)  
 +
*Liz suggests getting Robert Keren's feedback on this (and Jeff R.'s as well)  
 +
*Sense of accomplishment around the table!
 +
 
 +
3. End of meeting discussion  
 +
 
 +
*Jess will post &lt;a href="http://blogs.middlebury.edu/liswebsite/2009/06/25/team-vision/"&gt;vision&lt;/a&gt; to blog  
 +
*Elin will create agenda for next meeting and distribute  
 +
*Team decides it is wise to meet twice a week for the forseeable future  
 +
*Reminders to keep following/checking the blog and wiki! Experiment and explore. Check out the wiki &lt;a href="http://en.wikipedia.org/wiki/Wikipedia:Cheatsheet"&gt;cheat sheet&lt;/a&gt; for help with editing!
 +
 
 +
&lt;a href="User:Jessica Isler"&gt;Jess Isler&lt;/a&gt; 17:13, 25 June 2009 (UTC)  
 +
 
 +
<br>
 +
 
 +
== Team Protocols  ==
 +
 
 +
Team Protocols  
 +
 
 +
<br>
 +
 
 +
Agreement - to ensure success (from training workshop)  
 +
 
 +
*Authentic and candid dialogue (honesty - with tact)  
 +
*Open to others  
 +
*Depersonalize  
 +
*Participation is required  
 +
*Engage, share point of view (1X)  
 +
*Taking action and achieving results  
 +
*Taking responsibility  
 +
*Taking notes and communicating  
 +
*Confidentiality
 +
 
 +
<br>
 +
 
 +
Meeting Protocol:  
 +
 
 +
*Meetings will start on time and end on time; unless team decides otherwise  
 +
*Meeting time is a valuable resource. Team members will learn to use it wisely. Team members commit to being up to date on blog and wiki postings before each meeting  
 +
*Meetings will start on time.  
 +
*Meet weekly - adjust frequency as needed if there are no/more agenda items  
 +
*Agenda - set/communicated ahead of meeting; facilitated by team leader; team shares responsibility for agenda items; time assigned to each agenda item; allow time at beginning (5 - 10 min) to allow for brief updates, news etc.; allow for time at end (5-10 min) for discussion overflow, to wrap up and to suggest agenda items for the next meeting  
 +
*Time keeper - rotate responsibility  
 +
*Note taker - rotate alphabetically. If someone can't take notes when it's his/her turn then that person can ask for a substitute. Meeting notes posted to the wiki within X days; action items listed
 +
*Meeting location - varies to accomodate the work to be done (projection, white boards, etc) and member office locations
 +
 
 +
<br>
 +
 
 +
Misc.  
 +
 
 +
*Be informed; make the decision and move on - or fix it and move on  
 +
*Be on board  
 +
*Focus on and value time over story  
 +
*Take responsibility  
 +
*Volunteer, be willing  
 +
*Right to expect candor and openness  
 +
*Be the solution  
 +
*Be present  
 +
*Team will use shared platform for communication and development of documentation  
 +
*Communicate schedule availability to team leader; take personal responsibility for staying informed  
 +
*Simple majority rules  
 +
*Be on time (late + good story = on time)  
 +
*Keep Outlook calendars up to date (for scheduling purposes)  
 +
*Share schedule/workload conflicts with team

Revision as of 11:18, 1 July 2009

This is the space that the LIS Website Team will use for documentation and note taking.


Team Vision

We are creating a web site with intuitive navigation, easy access to services and resources, inviting interfaces, and a workflow that allows simple maintenance.

Resources

Meeting Notes

2009:  June 24

Present:  Elin Waagen, Jess Isler, Ian McBride (time-keeper), Carrie Macfarlane (note-taker), Liz Whitaker-Freitas, Jim Beauchemin, Barbara Merz.


1.  Questions for the team - Jim and Carrie


  • Jim had some questions about roles and communication methods.  He will meet with Doreen to review what he missed on Thurs afternoon and Fri morning
  • Carrie shared what she'd done to get caught up on team training.  She asks that team members tell her when she does something contrary to what the team learned/agreed to during training.


2.  Decide on a platform to facilitate documentation and communication 


  • What will we use this platform for?  Communication within the team and with our users/constituents.
  • What are our options?  Basecamp, Microsoft Project, Groove, MediaWiki, Wordpress, Drupal (not yet)
  • We discussed the merits and drawbacks of the options.
  • We decided by majority:  At least in the beginning, we will use MediaWiki for meeting notes and documentation, and Wordpress for communication among ourselves and with our users/constituents.  We may use email to direct users/constituents (and team members) to Wordpress.  We may use email to communicate within the team about mundane or ephemeral matters like absences at meetings.  We can revisit this decision in the future by adding it to a meeting agenda.


3.  Team Protocols


  • Team protocols that were agreed upon during team training were listed:

a. Meet weekly - adjust frequency as needed if there are no/more agenda items.

b. Set agenda ahead of time

c. Shared responsibility to generate agenda items, agenda facilitated by team leader

d. Agenda items will have specific time and sponsor

e. Time keeper

f. Note taker-- I think this responsibility should rotate alphabetically.  If someone can't take notes when it's his/her turn then that person can ask for a substitute.  <a href="User:Carrie Macfarlane">Macfarlane, Carrie Miyoshi</a> 13:13, 30 June 2009 (UTC)


f1. Meeting time is a valuable resource. Team members will learn to use it wisely. Team members commit to being up to date on blog and wiki postings before each meeting. [Barbara 6/26]

g. Use shared platform for communication and development of documentation

h. Timely (define?) posting of meeting notes

i. Time at end (5-10 min) for discussion or overflow or to set next meeting agenda

j. If unable to attend, responsible for getting caught up

k. Open honest dialogue (with tact)

l. Simple majority rules

m. Agreement - to ensure success (from training)

n. Authentic and candid dialogue

o. Honest - with tact

p. Open to others - come to agreement

q. Make the decision and move on - or fix it and move on

r. Depersonalize and on board

s. Participate, engage, share point of view 1X

t. Focus on and value time over story

u. Informed, fast decisions

v. Confidential

w. Take notes

x. Take responsibility

y. Volunteer, be willing

z. Right to expect candor and openness

aa. Own it

bb. Be present

cc. Be on time (late + good story = on time)

dd. Outlook calendars up to date (for scheduling purposes)

ee.  Meetings will start on time.  Team will wait no longer than 5 minutes for late arrivals. <a href="User:Carrie Macfarlane">Macfarlane, Carrie Miyoshi</a> 13:14, 30 June 2009 (UTC)


3.  Vision Statements


  • Team will meet on Th Aug 25 to develop vision statement


4.  Future agenda items


  • Other potential team protocols were mentioned in conversation as team members arrived at the meeting.  It was suggested that these potential protocols be brought up during the time allotted for discussion of team protocols.  Because we needed to plan for drafting a vision statement, we didn't have time to discuss protocols.  Therefore, perhaps we should plan to discuss team protocols in a future meeting.

Other items on today's agenda for which we didn't have time (we had too many other important issues to resolve!):


  • Define measurements/metrics (10 min)What does success look like?What metric will define our success?
  • Building Coalition - Creating a Marketing Plan (10 min)Who do we need to engage early on?We need to engage early for: information and understanding, input, resources (actual and potential)
  • Action Plan to Achieve Key Deliverables (10 min)Tasks to be accomplished?Who is accountable?Delivery Time?


5.  Action items


  • Jim had some questions about roles and communication methods. He will meet with Doreen to review what he missed on Thurs afternoon and Fri morning
  • Ian will create a blog and a mediawiki page -- done!
  • Liz will create Outlook group for LIS web team
  • We will meet with our sponsor (Jeff) or sponsor-backup (Mary)
  • We will meet elsewhere from time-to-time (Voter East, Music Library, Armstrong Library)

<a href="User:Carrie Macfarlane">Macfarlane, Carrie Miyoshi</a> 19:48, 25 June 2009 (UTC)

2009:  June 25

Present: Barbara, Carrie, Elin, Ian, Jess, Jim, Liz

1. Updates

  • Elin is updating Jeff R./Mary B. on team meeting highlights
  • Elin will create a post for LISt blog about existence of the LIS Website Project Blog.

2. Vision Statement Work

  • Discussion of bringing out common themes or words, creating a tagline (subtitle) for the blog, tags/keywords, discussion of what the statement really should be

[asides]

  • There’s a Wordle <a href="http://www.wordle.net/gallery/wrdl/967852/web_team">diagram</a> of our team vision statements on the blog; discussed what WORDLE is—what it represents and where it comes from: <a href="http://www.wordle.net/">Wordle</a> "Wordle is a toy for generating “word clouds” from text that you provide. The clouds give greater prominence to words that appear more frequently in the source text."
  • Discussed scheduling a projector room for future meetings

[back to vision statement discussion]

3. End of meeting discussion

<a href="User:Jessica Isler">Jess Isler</a> 17:13, 25 June 2009 (UTC)


Team Protocols

Team Protocols


Agreement - to ensure success (from training workshop)

  • Authentic and candid dialogue (honesty - with tact)
  • Open to others
  • Depersonalize
  • Participation is required
  • Engage, share point of view (1X)
  • Taking action and achieving results
  • Taking responsibility
  • Taking notes and communicating
  • Confidentiality


Meeting Protocol:

  • Meetings will start on time and end on time; unless team decides otherwise
  • Meeting time is a valuable resource. Team members will learn to use it wisely. Team members commit to being up to date on blog and wiki postings before each meeting
  • Meetings will start on time.
  • Meet weekly - adjust frequency as needed if there are no/more agenda items
  • Agenda - set/communicated ahead of meeting; facilitated by team leader; team shares responsibility for agenda items; time assigned to each agenda item; allow time at beginning (5 - 10 min) to allow for brief updates, news etc.; allow for time at end (5-10 min) for discussion overflow, to wrap up and to suggest agenda items for the next meeting
  • Time keeper - rotate responsibility
  • Note taker - rotate alphabetically. If someone can't take notes when it's his/her turn then that person can ask for a substitute. Meeting notes posted to the wiki within X days; action items listed
  • Meeting location - varies to accomodate the work to be done (projection, white boards, etc) and member office locations


Misc.

  • Be informed; make the decision and move on - or fix it and move on
  • Be on board
  • Focus on and value time over story
  • Take responsibility
  • Volunteer, be willing
  • Right to expect candor and openness
  • Be the solution
  • Be present
  • Team will use shared platform for communication and development of documentation
  • Communicate schedule availability to team leader; take personal responsibility for staying informed
  • Simple majority rules
  • Be on time (late + good story = on time)
  • Keep Outlook calendars up to date (for scheduling purposes)
  • Share schedule/workload conflicts with team
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