Communication WG Summary Purpose To achieve Increased collaboration and cooperation between AD Groups/WPs/IK partners A common understanding and commitment.

Slides:



Advertisements
Similar presentations
EMS Checklist (ISO model)
Advertisements

Process and Procedure Documentation. Agenda Why document processes and procedures? What is process and procedure documentation? Who creates and uses this.
Creative Commons Attribution-ShareAlike 3.0 Unported License - you may use and share this file, but please attribute it to
How to Document A Business Management System
Decision Making Tools for Strategic Planning 2014 Nonprofit Capacity Conference Margo Bailey, PhD April 21, 2014 Clarify your strategic plan hierarchy.
Collaboration, Coordination and Cooperation for Action Jacqueline N. Epping State Orientation Meeting 2008.
PHAB's Approach to Internal and External Evaluation Jessica Kronstadt | Director of Research and Evaluation | November 18, 2014 APHA 2014 Annual Meeting.
Release & Deployment ITIL Version 3
Developing an accessibility strategy. In this talk we will discuss an accessibility strategy an accessibility policy getting started - steps to consultation.
EARTO – working group on quality issues – 2 nd session Anneli Karttunen, Quality Manager VTT Technical Research Centre of Finland This presentation.
Toolkit for Mainstreaming HIV and AIDS in the Education Sector Guidelines for Development Cooperation Agencies.
BSBPMG406A Apply Communications Management Techniques Apply Communications Management Techniques Unit Guide C ertificate IV in Project Management
Creative Commons Attribution-ShareAlike 3.0 Unported License - you may use and share this file, but please attribute it to
Evaluation Plan New Jobs “How to Get New Jobs? Innovative Guidance and Counselling 2 nd Meeting Liverpool | 3 – 4 February L Research Institute Roula.
Professional Certificate in Electoral Processes Understanding and Demonstrating Assessment Criteria Facilitator: Tony Cash.
Consultant Advance Research Team. Outline UNDERSTANDING M&E DATA NEEDS PEOPLE, PARTNERSHIP AND PLANNING 1.Organizational structures with HIV M&E functions.
The Risk Management Process
Project Management Project Integration Management Minder Chen, Ph.D. CSU Channel Islands
Tax Administration Diagnostic Assessment Too l PREPARING FOR A TADAT ASSESSMENT.
An adoption phase for RDA WGs?. Background WGs end after 18 months WGs (and some IGs) produce outputs, but adoption of these outputs often only takes.
National Center for Homeless Education State Coordinators Meeting 2016.
CBIZ RISK & ADVISORY SERVICES BUSINESS CONTINUITY PLANNING Developing a Readiness Strategy that Mitigates Risk and is Actionable and Easy to Implement.
Meeting Management Planning and Running Effective Meetings Office of Student Life Montgomery College Rockville Campus.
Response to an Emergency Training for 211 Staff in Ontario Updated September
The Quality Gateway Chapter 11. The Quality Gateway.
ACCSYS Design Reviews J. G. Weisend II Deputy Head of Accelerator Projects.
Author name here for Edited books chapter 9 Facility Maintenance 9 chapter.
GTFORCIDI Summary of mandates and proposal for streamlining sectoral ministerial processes.
National Quality Standards Framework
Employee Guide: Working on a Virtual Team
Supervisor’s Guide for Employees in Professional Series
ROLE of a Continuous Improvement LEADER
GIVING FEEDBACK ON PERFORMANCE CONCERNS IN A 1:1 MEETING -
School Community Council Roles and Responsibilities
National Quality Standards Framework
Monitoring and Evaluation Systems for NARS organizations in Papua New Guinea Day 4. Session 12. Risk Management.
Refine the HR Organizational Structure and Optimize Department Efficiency Whether your organization is requiring you to grow or asking you to cut down.
HOW TO USE THE PPT PROBLEM DEFINITION SHEET (‘PDS’) TEMPLATE
Working in Groups in Canvas
Information Sharing for Integrated care A 5 Step Blueprint
Software Configuration Management
SAMPLE Develop a Comprehensive Competency Framework
Project Integration Management
Project Integration Management
Business – IT Alignment
TSMO Program Plan Development
Establishing Strategic Process Roadmaps
Introduction to Internal Audits
How does a Requirements Package Vary from Project to Project?
WMO IT Security Incident Process
ITSM Governance is Imperative to Succeed
Project Charter START IT! By Catherine B. Calio, PMP
Project Plan Template (Help text appears in cursive on slides and in the notes field)
Project Charter I want to design a project
Resource 1. Evaluation Planning Template
GIVING FEEDBACK ON PERFORMANCE CONCERNS IN A 1:1 MEETING -
Digital Stewardship Curriculum
Assessment of Quality in Statistics GLOBAL ASSESSMENTS, PEER REVIEWS AND SECTOR REVIEWS IN THE ENLARGEMENT AND ENP COUNTRIES Mirela Kadic, Project Manager.
District and Club Qualification
ESTP course on International Trade in Goods Statistics
Continuity of Operations Planning
Portfolio, Programme and Project
Configuration Management
ReaAlignment Workshop: Internal Communication
ESS approach and support for Declaration of Conformity (CE-marking) Fredrik Håkansson ESS Accelerator Collaboration Board Meeting Trieste
5.b3 Monitoring & Reporting 2019
Process and Procedure Documentation
Introduction Fact-Finding Meeting Proposal Meeting
Bridging the ITSM Information Gap
Bridging the ITSM Information Gap
Presentation transcript:

Communication WG Summary Purpose To achieve Increased collaboration and cooperation between AD Groups/WPs/IK partners A common understanding and commitment We need to Improve the organizational aspects of how we do technical work in the AD, Reduce the isolation between the Groups, Give thought to the future, Better streamline and prioritize work and processes of the division, Make sure the right people get the right information at the right time in the right place and in the right way 1 purpose – work done – proposals – final thoughts “The mandate of the Communication Working Group is to identify, assess and provide solutions, to improve formal and informal communication channels aiming at building a successful European Spallation Source.”

Communication WG Summary Work done 2 purpose – work done – proposals – final thoughts Sender Receiver Message Channel Based on Berlo, D. K. (1960). The process of communication. New York, New York: Holt, Rinehart, & Winston. Who? What?How? But first, why? And then, where to store the information? See the complete presentation and wiki pages at: Identification of communication elements

Proposals Short-term 1.Complete and agree on a AD Communication Plan, based on the draft Communication Matrix drafted 2.Publishing the Roles, Responsibilities and Authorities (incl. “System Owners”) documents for all AD Groups and Sections (and even rest of ESS) would help (needs coordination with Roles and Responsibilities WG): – In assigning the people responsible of the different communications – In identifying their stakeholder audiences 3.Create a mailbox for AD management – To make suggestion, rise issues, collect surveys involving all employees… – Use a template (maybe a Jira board?) 4.Inventory list of important events (meetings, audits, etc.) impacting the AD work would help with the prioritization. Propose to merge/link the following into the Accelerator Calendars space (need coordination with Meetings WG): – ACCSYS Technical Reviews ; ACCSYS Annual Work Package Audits ; Accelerator Reviews ; ESS Indico – Accelerator Division ACCSYS Technical ReviewsACCSYS Annual Work Package AuditsAccelerator ReviewsESS Indico Accelerator Division 3 purpose – work done – proposals – final thoughts

Proposals Mid-term 1.Define the level of documentation that have to be in CHESS – e.g. for what meetings the Minutes need to be uploaded?Responsibility shall be assigned to the meeting chairman 2.Define the level of documentation that has to be in the PLM structure (What is the role of the Eng.&Int. Div.?) 3.Implement an accelerator convention for an automated document name generator and uploader to CHESS – See examples from CF: File name generator, CF File UploadFile name generator – Draft here Draft here 4.Ask for a immediate response helpdesk for the whole ESS (the workflows that exist in Snow, but with the option of calling someone to have something fixed asap, e.g. the videoconference equipment doesn’t work) 4 purpose – work done – proposals – final thoughts

Proposals Long-term 1.Improving the communication processes and supporting tools should be a continuous process. 2.The AD management should enable and promote the changes in the communication processes agreed, and enable the persons concerned to drive this task themselves. 5 purpose – work done – proposals – final thoughts

Communication WG Summary Tips for an effective communication Acknowledge (“Roger”) communications Provide information in accordance with procedures and plans and/or when asked Repeat, as necessary, to ensure communication is accurately received Use standard terminology when communicating information – ESS Glossary (ask for updates if you feel they are needed!) ESS Glossary – ESS Naming Convention (idem!) ESS Naming Convention Request and provide clarification when needed – When in doubt, ask Ensure statements are direct and unambiguous – If something is not yet defined or agreed upon, highlight its status as TBD Use proper order when communicating information – Makes things more clear and helps with prioritization Inform the appropriate individuals when the mission or plans change – Include at least a short rationale for the decision Communicate all information needed by those individuals or teams external to the team – Have your external stakeholders in mind Use nonverbal communication appropriately 6 purpose – work done – proposals – final thoughts Based on the Team Coordination Training Student Guide of the USCG