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Meeting Sections

Group Norms

Item

To Do

Jira Task

Lead the effort of creating group norms

John Towns - Based on 2024 Feb Quarterly Meeting - Lead the effort of creating group norms

ATT-1 - Getting issue details... STATUS

Notes from everyone at the Quarterly Meeting - their suggestions for group norms:

This is one of the outcomes that was requested for this session. Normally this groundwork is laid at the beginning of a meeting/session. This is how to set up some norms.

Activity; Think, Pair, Share

Think: 

What group behaviors would help the team be the best they can be? What should 6 or 7 norms be for how teams interact going forward?

  • For meetings: we will always have agendas and notes in a place where people can find it in a well known/searchable location.

  • Minimum bar - team has a folder and everyone uses it and there is a known and used way to document things

    • There is in internal reporting obligation/standard and people use it

  • Track norms: Determine how much visibility should Tracks have to other Tracks stuff

    • How do we share what is going on - and what is shared

    • More than private internal and fully public

  • Specify how the teams work together in an interpersonal, non-technical way - how do we engage as humans?

  • Create a process for vetting requirements and sharing requirements

Other teams - are these team norms? Group norm can be an action - Group Culture Norms and Logistics/Process Norms (how) 

  • Access wide staff onboarding

  • Skillset roster - who to contact for certain things

  • Access wide newsletter - when have individual track meetings - have first 5 mins to summarize what all other tracks are doing and what are the opinions on what is going on

    • Everyone should be reading the newsletter

    • In group meetings - talk about the newsletter and what all other teams are doing

  • We are collaborative - AND what all is involved in that

  • Team should document decisions and plans - tell everyone about things and not live in the silo

  • Visibility of all plans of others so you can figure out what you are doing is consistent with your team AND project plans

  • Decisions we make in each meeting are connected somehow to overall program goals

  • Everyone is heard - responsibility to make yourself heard

  • Establishing trust - expressed as I trust you to help me and I hope you trust me to help you

  • Individual norms

    • Believe your contribution matters

    • Take advantage of opportunities

    • Speak up

    • Make space for new people and new ideas - can be heard

    • Less pride - more moving forward

    • May not be able to find Win-Win - but Win Lose and Lose Lose are highly collaborative

    • Following through on responsibilities

    • Ask for help if you need it

  • Linking Code of Conduct to some of the behaviors in meetings

    • Code of Conduct has actions - should find and read - at the bottom of every access web page

  • Revisit the vision for ACCESS

  • Step back and take a long term view - don’t focus on little things

  • Responsiveness

  • Preparation for meetings

  • Clarity of communication

  • Accountability - and a way to push back on decisions

  • Delegation - ask for help is OK

  • Workload expectation management - no one is 100% on Access

  • Hold EC accountable

  • Working Groups should be clear on what they are empowered to do

    • What is their specific relation to the EC

  • Meetings should be deliberate and directed back to the agenda if they get off agenda

  • Talk with everyone in the meeting

  • Collaboration for all

  • Mechanisms to push decisions down as far as possible so all people are involved in making it happen

  • Agendas solve problems of the moment

  • All members should discuss - not just give updates

  • Respect and compassion for each other

  • Connect with the person before you connect with problem

  • We each have different work cultures - even within the team

  • Don’t interrupt each other - let people finish  

  • Shared objectives

  • In person interaction as much as possible

  • Validate others ideas when in discussions

  • Should we collect and assess conflicts that we know about? And make this a regular intentional thing.

  • We commit to using the tools we are learning here today.

Consultants will consolidate this list and send it to us along with a full report.

There will be action items needed to implement the group norms - the EC has the power to make this happen.

Outreach and Associated Working Groups

Item

To Do

JIRA

New Metric - a gap we currently have is potential users and outreach - if everyone who went to a meeting would put entry in spreadsheet - and count how many people attended their session it would be a good data point

Shawn Strande - Based on 2024 - Feb Quarterly Meeting - Create a new metric - based on potential users and outreach goals - if people fill out engagement spreadsheet with how many people attended their session - we could get a good data point

ATT-2 - Getting issue details... STATUS

To Do: suggestion for Engagement Tracker - trigger or alert - people get notified when people make entries for future dates - comms reaches out to support the person who is going  

Shannon Bradley - research to see if the Engagement Tracker Google Worksheet can send out notifications when people make entries for future dates

ATT-3 - Getting issue details... STATUS

To Do: Can we ask during requesting allocation - how did you hear about us?

John Towns - can we ask during allocation requests - how did you hear about us?

ATT-4 - Getting issue details... STATUS

Make a list of everyplace you go in a year - you would be surprised at how many people you contact - look over 2023 and enter your list into the tracker - it would be helpful for us to use for evaluation

Everyone - Make a list of every place you go in a year and estimate how many people you contacted during each event - place that in the Event Tracker - we can use that for metrics

ATT-5 - Getting issue details... STATUS

From Tom: To Do: make a cheat sheet that says if you talk to this “persona” you should relay this info - and outreach can turn to listening.

Dina Meek - check with ACO and EC and get OK to make a cheat sheet that lists if you talk to this “persona” you should relay “this” information

ATT-10 - Getting issue details... STATUS

From Tom: Planting opportunities with advocates who run carpentry workshops - if we can partner with trusted agents like that it could help.

ACO - partner with advocates who run carpentry workshops - see if they can spread our information

ATT-11 - Getting issue details... STATUS

To Do:  Rather than trying to project where we might go - should we put a note on the web site for “where should ACCESS go?” “invite ACCESS to come here” - this is $0 investment and could be beneficial.

Dina Meek - section on the website and in our newsletters to ask more peple “Where should ACCESS go?” / “Invite ACCESS to come “here”

ATT-12 - Getting issue details... STATUS

ACCESS Usage and Reporting

Item

To Do

JIRA

create a System Availability report - Show excess allocations that have been made - to provide an early warning system of what usage could be coming - could also impact outreach like we can accommodate smaller usage customers or something

John Towns & Shawn Strande - Ask Joe White to create a System Availability report - Show excess allocations that have been made - to provide an early warning system of what usage could be coming - could also impact outreach like we can accommodate smaller usage customers or something

ATT-6 - Getting issue details... STATUS

Goals and Evaluation

Item

To Do

JIRA

Track Change Requests in Quarterly and Annual Reports

Lavanya Podila and Shannon Bradley - Track Change Requests in Quarterly and Annual Reports

ATT-7 - Getting issue details... STATUS

When evaluating metrics - capture how the change improved things from when ACCESS began

Lavanya Podila and John Towns - When evaluating metrics - capture how the change improved things from when ACCESS began

ATT-8 - Getting issue details... STATUS

PY3 Plans

Item

To Do

JIRA

Support requesting more administrative support

John Towns - Support requests more administrative support - this feeds to budget changes being created

ATT-9 - Getting issue details... STATUS

Working Groups Strategy

Item

To Do

JIRA

new working group operation strategy that provides for clearer path of communication from WGs to the EC and back (possibly including RACI strategy in the Chartering process)

Shawn Strande - new working group operation strategy that provides for clearer path of communication from WGs to the EC and back (possibly including RACI strategy in the Chartering process)

ATT-13 - Getting issue details... STATUS

investigate alternatives to RACI for nimbler response to requests from EAB, EC, RAC, etc.

Shannon Bradley - investigate alternatives to RACI for nimbler response to requests from EAB, EC, RAC, etc.

ATT-14 - Getting issue details... STATUS

Implement RACI for groups

David Hart - committed to implementing RACI for his groups

ATT-15 - Getting issue details... STATUS

work with EC to determine if having a single point of contact with SME in chartering would help streamline the chartering process

Shawn Strande - work with EC to determine if having a single point of contact with SME in chartering would help streamline the chartering process

ATT-16 - Getting issue details... STATUS

process for weighing needs to determine if there should be a minor framework, a working group, or a standing committee to get certain things done

Shawn Strande - create process for selecting framework needed to get a problem resolved

ATT-17 - Getting issue details... STATUS

outline process for understanding the scope of decision making authority of a working group

Shawn Strande - create process for determining decision and authority scope for WG and SC

ATT-18 - Getting issue details... STATUS

how can we make decisions and work completed visible outside the teams that are doing the work? So it can be reviewed to make sure we all are working on things we are supposed to based on project goals

Shawn Strande - new process for decision and work completed sharing

ATT-19 - Getting issue details... STATUS

create feedback loops for Standing Committees so they can report up and close out items as they are worked on and completed + close out activity flow as well

Lavanya Podila - Create Reporting Feedback loops for SCs

ATT-20 - Getting issue details... STATUS

create section in Charter that defines the purpose of the EC Advocate on the standing committee/WG - they should be making the decisions and reporting back or helping decide what things should be brought to the EC for decision making

Shawn Strande - update Charter with purpose and process of EC Advocate on SCs/WGs

ATT-21 - Getting issue details... STATUS

create a section of the Charter that defines what it means to be done and a target date for that to be complete (will not apply to Standing Groups)

Shawn Strande - update Charter Template to include a section and definition of what it means to be done

ATT-22 - Getting issue details... STATUS

determine a way to get anonymous feedback from SCs and WGs on concerns or frustrations and help address them

John Towns- lead determining a process to get anonymous feedback from SCs and WGs

ATT-23 - Getting issue details... STATUS

bring this consolidated list back to the EC and decide if these will be done and have them take the decision back to their teams

Shawn Strande - manage presenting list of to dos back to the EC

ATT-24 - Getting issue details... STATUS

Understanding Data Transfers

Item

To Do

JIRA

Suggestion: map where data deserts are - should we ask team to do this? lower priority

John Towns Tim Boerner Suggestion: map where data deserts are - should we ask team to do this? lower priority

ATT-25 - Getting issue details... STATUS

Overall Review

Item

To Do

JIRA

Project charters are important and we should find a way to get the WGs the right help to get them done - this one change would go a long way

Lavanya Podila and Shannon Bradley - help WGs and SCs when creating Project Charters

Related to:
ATT-16 - Getting issue details... STATUS

JIRA ACO Task Tracking Board

https://access-ci.atlassian.net/jira/core/projects/ATT/board

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