MC MEETINGS: - We need confirmation from Pat, Erik & that they can participate in MANAGEMENT COMMITTEE MEETINGS on Wednesdays at 9AM EDT. [FYI, Board meetings are Fridays at 11AM EDT.]
COMMITTEE UPDATES:
ACTION ITEMS
Laura
All
REMINDER - Prioritize volunteer needs, including role & desired skills. Submit to Laura by Mon 23 May AGENDA ITEMS FOR NEXT MEETING - Introduce Theresa - P&P high-level plan discussion: pros, cons, - Confirm meeting schedule
MC MEETINGS: We need confirmation from Pat & Erik that they can participate Wednesdays at 9AM EDT.
COMMITTEE UPDATES:
RECOMMENDATIONS / DECISIONS
- Case Studies vs. Best Practices ...
CASE STUDIES Definition: *De*scriptions of the application of content management methodology, skills or technology (or combination thereof) in different scenarios. Recommendation: So long as they require no additional work (editorial or otherwise), CM Pros will accept Case Study submissions for its Resource Library. Case Studies will be provided to members as FYIs only.
BEST PRACTICES Definition: *Pre*scriptions of the application of content management methodology, skills or technology (or combination thereof) in different scenarios. Recommendation (as per Board's previous plan): There are 3 distinct phases to the development of CM Pros Best Practices:
a) Collection/Research
b) Evaluation by CM Pros
c) Endorsement by CM Pros, potentially also incorporating the CM Pros brand (incl. editorial).
MC desires to make all 3 phases transparent to members (vis a vis a "BEST PRACTICES" area of the website), inviting members to participate in any or all.
ACTION ITEMS
Laura
Bob
Hilary/Anna
All
MC MEETINGS
* Permanently rescheduled to Wednesday 10AM EDT. Moving towards every other week at the end of the month
* As Tech Advisor (and therefore interim Tech Resources Director), Bob Doyle will regularly participate in MC meetings. (NOTE: the goal is to have MC id desired skills for permanent Tech Resources Director and then recruit -- a month or two from now)
COMMITTEE UPDATES: Unfortunately, not all of the MC was able to participate in these meetings. We had comprehensive updates from Communications (thanks Hilary!) both weeks and Member Relations (thanks Erik!) last.
COMMUNICATIONS: The website subcommittee is rocking, identifying goals for future functionality and performing triage (my word) on the existing site. Currently, they're redefining the home page. Several members have had website editing training with Bob, and are making a laudable effort to address technical issues.
MEMBER RELATIONS: Erik has published a 2nd draft of his charter, which Laura will review and provide feedback on this week. The goal is to finalize this charter by Tuesday 17 May.
LEGAL: as per Glen's message to the Board & MC.
MARKETING: In addition to Pat's efforts in shaping up her charter and subcommittees, we're working on solidifying a list of PR contacts and a news distribution methodology (trying to tap into Scott Abel's past contributions).
ALL: VOLUNTEERS
* Laura is going to help put together a volunteer opportunity & recruitment plan and discuss with the MC next meeting. In all areas, we need additional volunteers. The key to successful recruitment will be in constructively motivating members to contribute to specific activities.
* If anyone has it, we need the list of previous volunteers so that we can engage them (assuming continued interest).
* The Board has asked that we recruit an 'event manager' for the next summit. Any ideas?
WEBSITE COMMITTEE PAGES:
* The MC approved the new committee page structure, and Bob is going to assist Directors as needed in finalizing their pages.
* Lest it appear that we're not delivering on our commitments, the MC decided to save off into archives the historical action items that currently reside on the website. These action items will continue to inform the groups' activities, but will no longer be advertised as a "to do" list.
MEMBER WELCOME
A) On behalf of Board & Member Relations Director, Laura will send personal welcome message to new members. This message will be developed collaboratively with Erik (member relations). Contents will include high-level overview of org structure, activities, mail lists, & volunteer opportunities and a request to send a brief bio with permission to post and/or distribute.
B) Laura to get cost estimate for automating new member enrollment (website privileges & enrolling in cmpros list)
C) MC requests Board to approve expenditure for B) D) Near term: Laura to investigate viability of amassing a "new members this month" feature (for website and/or newsletter)
D) Longer-term, goal is to enable members to self-manage list enrollment as well as committee participation. Laura to storyboard member website page(s) and subsequently to get cost estimate for development of back-end automation with intention to obtain Board approval for expenditure.
P&Ps
The MC is interested in taking the next step with Wayne Glover, who has volunteered to help CM Pros develop requirements for policies & procedures, develop the P&Ps themselves, and to (potentially) use a CMS in support of this activity. As a first step, I've asked Wayne to work with me on a high-level plan:
* Objective(s)
* Activities necessary to accomplish objectives (such as working with individual Directors to document requirements for P&Ps in their domains)
* Supporting activities (such as distributing your CMS evaluations to the MC)
* Rough idea of timeline (# days, not necessarily dates)
* Rough idea of budget Once we have that plan, I'll talk with the Board in more detail about this effort.
NOTE TO BOARD: Please submit your requirements, ideas, etc. at your earliest convenience.
ACTION ITEMS FOR ALL: * Incorporate desired volunteer skills and key performance indicators into charters
COMMITTEE STATUS
Marketing Charter is final Pat is working with subcommittees on their charters: * Survey (really a project, not a subcommittee): Shuli * Events: will outline event posting policy w/Laura; working to ID editor * Publicity: will recruit Scott Abel (or other) as subcommittee lead
Communications Charter is final Hilary is working with subcommittees on their charters: * Email lists: lead TBD * Newsletter: Anna * Website: Marianne Member relations Received draft of charter Friday; working with Erik to finalize Need to outline how to coordinate events w/Marketing (Member Relations=program; Marketing=promotion) Knolwedge resources -
MC COMMUNICATION WITH MEMBERS/PUBLIC
A. The MC concluded that we'd like a better organized area of the website for posting of charters, status reports, action items, deliverables, etc. Laura will ask Bob Doyle to work with her to rearchitect a section of the existing ORGANIZATION area of the website, optimized for committee reporting and information exchange.
B. Working towards the appropriate decentralization of communication, the MC and its subcommittee leads will request website training (over the next month) so that they can serve as editors of their own website content areas.
POLICIES & PROCEDURES We tentatively have a volunteer to help us with developing, organizing and communicating P&Ps for all MC committees. I will follow up with him (Wayne Glover) and report later this week.
ALSO - ED/MC press release status: final draft issued to Pat & Ann today. Release tomorrow (03 May) -
Status reports: Each director will submit summarized reports to ED weekly
- Gilbane Amsterdam conference: distribute discount promotion to members (Laura drafted message for Pat 5/2)
- Goal is to be able to effectively manage MC communication via semi-monthly calls (every other week) starting in mid to late May, supplemented by comprehensive status report exchange in off weeks.
22
April 2005 (AGENDA)
Following are several items for tomorrow's 11AM EDT
telephone meeting. If you have others, please send them my way.
I. Charter Status -- So far, only the Director of Communications has submitted her Committee charter. Please make every effort to meet tomorrow's deadline as your charters have a direct and significant impact on our ability to put forth a successful call for participation next week, as planned.
II. Policies -- how each Committee will deal with the need to develop policies and procedures that pertain to 1) their work and the work of their subcommittees and 2) broader organizational / governance issues. For instance: * What are the content guidelines for member submissions to the list serves? Are advertising of products & services and product announcements allowed on cmpros.org, or should a new list (e.g., announcements@cmprofessionals.org) be created? * Is the Marketing area to focus exclusively on the promotion of the organization, or also on the promotion of members' offerings?
III. Group names -- what naming convention shall we adopt for each Director's area and the subgroups that operate within it?
RELEVANT BACKGROUND: The Board has recently directed that local/topical groups follow the naming convention: CM PROS NJ/NC REGIONAL COMMUNITY and CM PROS CONTENT MANAGERS COMMUNITY. RECOMMENDATION: Given that your name is the Management Committee, I suggest that we call your subgroups Subcommittees rather than working groups because not only is it more consistent with your name, it more clearly reinforces the intention to introduce a structural framework into the organization that occurred with your formation. We'll also need to talk about whether we need something called "Working Groups" and how to define & distinguish them from Communities and Subcommittees.
