[2339] in UA Exec
[UA] Important email on Weekly Reports and New Project Management Format
daemon@ATHENA.MIT.EDU (Sophia Liu)
Sat Oct 17 18:34:07 2015
From: Sophia Liu <sophliu@mit.edu>
Date: Sat, 17 Oct 2015 18:33:45 -0400
To: "ua-exec@mit.edu" <ua-exec@mit.edu>
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Hey team,
A few things:
This email applies to EVERYONE on this mailing list (minus the listeners I
guess???)
1. We are no longer doing weekly reports. Our reports to Council and
Undergraduates will now be every *three weeks*. However, people within
the UA would still like to know what you're doing!
2. So, I've tried to think of a way to *update everyone on projects*
without being a tedious logistical burden. Here's what I think will work
best (I brought this up at Cabinet, but feel free to let me know if you
think this system can be improved, especially *@Operations*, it was
created mainly because you the desire you all had to stay informed!)
- *Excel sheet
<https://docs.google.com/spreadsheets/d/1tBFKp5khrXkKlYE2lf7SPY5a2gvwyNMAAVY2SA8rq_I/edit?usp=sharing>,*
uploaded now to Slack and pinned for easy search
- This sheet has *three tabs for current, completed, planned projects
*(I've uploaded everything from the activity *@Cabinet* did last
meeting. *@Operations, we will do this next meeting, as well! Your
committees will also be expected to enter all projects you are
working on.*
)
- This will also *make writing the reports easier*, because you can
let other members in your committee do the updating over time, and just
copy and paste every three weeks to Council and undergraduates
3. *I strongly suggest doing the following at your next committee
meeting and every subsequent meeting! Will be reminding you to do this via
Slack if I don't see updates every few weeks or so. *(This also reduces
the time you have to spend checking-in with all of us, because we can just
see your progress on the form!)
- Take a look at my inputs on the current project page as an example!
- Change the point person name to anyone on your committee in charge
of that project. "Committee 1" is the committee that that is taking point
(both are bolded) and other committee columns are for collaborating
committees. At every meeting, you can set aside 5 minutes fore very team
member working on a project to update.
- At your committee meetings, you can sort the entire document by
committee name, to better access things
- Modify the descriptions as you see fit
- Add all other projects you are working on
- Fill in any blanks
- Add to the planned project list for your own goals!
- Remove yourself from any projects that you think are not your
committee's purview by blanking out the name section and Committee 1
4. If we like this, we could share this with FSILG and DormCon exec
board so they can also hop in and collaborate on our projects.
Again, feedback always appreciated!
Your MVP (most vice president),
Sophia Liu
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<div dir=3D"ltr"><div>Hey team,</div><div><br></div><div>A few things:</div=
><div>This email applies to EVERYONE on this mailing list (minus the listen=
ers I guess???)</div><div><ol><li>We are no longer doing weekly reports. Ou=
r reports to Council and Undergraduates will now be every <b>three weeks</b=
>. However, people within the UA would still like to know what you're d=
oing!=C2=A0</li><li>So, I've tried to think of a way to <b>update every=
one on projects</b> without being a tedious logistical burden. Here's w=
hat I think will work best (I brought this up at Cabinet, but feel free to =
let me know if you think this system can be improved, especially=C2=A0<b>@O=
perations</b>,=C2=A0it was created mainly because you the desire you all ha=
d=C2=A0to stay informed!)</li><ul><li><b><a href=3D"https://docs.google.com=
/spreadsheets/d/1tBFKp5khrXkKlYE2lf7SPY5a2gvwyNMAAVY2SA8rq_I/edit?usp=3Dsha=
ring">Excel sheet</a>,</b> uploaded now to Slack and pinned for easy search=
</li><li>This sheet has <b>three tabs for current, completed, planned proje=
cts </b>(I've uploaded everything from the activity <b>@Cabinet</b> did=
last meeting. <b>@Operations, we will do this next meeting, as well! Your =
committees will also be expected to enter all projects you are working on.<=
/b>)</li><li>This will also <b>make writing the reports easier</b>, because=
you can let other members in your committee do the updating over time, and=
just copy and paste every three weeks to Council and undergraduates</li></=
ul><li><b>I strongly suggest doing the following at your next committee mee=
ting and every subsequent meeting! Will be reminding you to do this via Sla=
ck if I don't see updates every few weeks or so. </b>(This also reduces=
the time you have to spend checking-in with all of us, because we can just=
see your progress on the form!)</li><ul><li>Take a look at my inputs on th=
e current project page as an example!</li><li>Change the point person name =
to anyone on your committee in charge of that project. "Committee 1&qu=
ot; is the committee that that is taking point (both are bolded) and other =
committee columns are for collaborating committees. At every meeting, you c=
an set aside 5 minutes fore very team member working on a project to update=
.</li><li>At your committee meetings, you can sort the entire document by c=
ommittee name, to better access things<br></li><li>Modify the descriptions =
as you see fit<br></li><li>Add all other projects you are working on</li><l=
i>Fill in any blanks</li><li>Add to the planned project list for your own g=
oals!</li><li>Remove yourself from any projects that you think are not your=
committee's purview by blanking out the name section and Committee 1</=
li></ul><li>If we like this, we could share this with FSILG and DormCon exe=
c board so they can also hop in and collaborate on our projects.</li></ol><=
div>Again, feedback always appreciated!</div></div><div><br></div><div>Your=
MVP (most vice president),</div><div>Sophia Liu</div><div><br></div></div>
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