2022-03-11 Meeting notes

• Future discussion:
  • Leadership Forum identity and expectation for supporting the IPPS culture

Supervisor Training and Standards

• • Intent
    • Supervisors may create their own style
  • Practice
    • Set expectation of importance of building trust
    • Use provided guidelines and try to adapt to changing staff members needs
  • 360 Accountability
    • Feedback circle
    • Flexibility in style is always allowed but so is active participation

Leadership Forums

• Format: 45 min for guest speakers / 15 mins for announcements
• May not be the best avenue to discuss 1:1

1:1 Structures

• Why are 1:1s important?
  • building trust between sups & team members
  • discuss professional development / opportunities 
  • no surprise when team members are making moves
• Using Supervisor Guide to outline 1:1 guidelines and expectations 
  • Allow for flexibility in structure and maybe have the team member decide how those meetings go
• How to hold managers/supervisors are having 1:1s? 
  • Managers would like flexibility on scheduling these meetings with members  
• Recommend general themes for 1:1s
  • performance appraisal goals check-in
  • temperature check of job responsibilities
  • expectations for leadership

Accountability

• Rubi: Staff are required to push their supervisors for additional support
  • Anthony: Supervisors must learn to break out of their comfort zones and staff should be empowered

1:1s within IPPS 

• 1:1 are a requirement and sups should be meeting with team members in a frequent (up to each sup how often) 

• as a sup you are responsible for goals and meeting those goals > meaning you SHOULD be meeting regularly
• 360 Accountability:
  • If a worker is not meeting with supervisor it is a 360 responsibility to request one from them > start conversation  
• Frequency of engagement is up to the supervisor's discretion using templates or supervisor notes
  • • • Utilize time based on needs
      • But the supervisor needs to establish a pattern
• Kelli: Are supervisors supervising their middle management?
  • Meetings with Ted keep some sups accountable, but we should look into this more to find a standard way to track
• Supervisor Training & Lack of Accountability 
  • There are supervisors that are not engaging as the should and causing systemic downfall
  • Alma: Address supervisor behaviors that are slightly repetitive in nature
  • Supervisor Focus changes expectations
    • Customer Service
    • Queues

Leadership Forum 

Strategy: allocate space for Leaders to share job opportunities to other leaders > supervisors can bring that information to your team and share during 1:1s 

• for workers > ask each 1:1 if there are any job opportunities > this is a double accountability 
  • • this can help with retention

STRATEGY: bring up 1:1 topic next forum 

• Have leaders share best practice for their 1:1s
  • frequency
  • format
• Share pros / cons of having 1:1s 

STRATEGY: Listening in to Leadership Forums

Rubi Idea: 

• Have an outlet for other employees to have access to the leadership forums > full accountability > could be like a podcast or some thing

Collab

• Provided Collab link to Lead Fellows to continue to build that trust: https://ucsdcollab.atlassian.net/wiki/x/AoAnBg
• Kelli has transferred One Note meeting notes

EDI Communication

• Future Discussion
  • Headshots and impromptu photos of IPPS Members to share

EDI Accountability Page

• Highlight within IPPS Quarterly
• Highlight within Microsoft Teams
• Announce in Team Huddle
• https://ipps.ucsd.edu/about/edi/index.html

EDI Accountability Page

• Got green light to move forward
• We can post our page under the About section in the ipps.ucsd.edu
• Work with Leah to have our page added 
• Alma: wants to make sure Lead fellows are comfortable with posting page
• Kacy: never the intent to not want to post the page, but now that she knows why the EDI Accountability wants an external facing website she knows how to provide better guidance

• Marielle has reached out to Leah and ironed out format, content, and accessibility features required
• Location = IPPS main page on the about section

• Future Discussions
  • Should we include LEADS into this to account for bandwidth 
  • Resume screening, interview panel, or both?
  • Should we evaluate resumes with an EDI lens?
    
    • How do candidates know that EDI is important? 
      • EDI page in IPPS site
      • EDI blurb in job posting > Kacy has established HR approval > can standardize this language to include in job card

Supervisors/Managers communicating open positions

• How did this come about? 
• Patrick lets us know that this topic was brought up during a Leadership forum
• Heather: this was always the expectation from managers/supervisors 
• Marielle: difficult/uncomfortable conversation to be had - goes back to trust building
• Rubi: managers/supervisors should take the initiative to bring these topics up 

• Lack of communication, how did a position get filled without full transparency?
• Retention issues
  • Providing opportunities to staff that are ready to transition
  • Not just satisfying the employee, providing shared equities, training, learning experiences, accountability
    • Starts with communication

Merging? 

• Shared our EDI Accountability Brief
• Went over roles
• Everyone's bandwidth
• Everyone agrees that they want to make time and participate during our meetings but it just depends on what the initiative/project is 
• Semi Merged
• 2 groups until the EDI team is comfortable with 1 meeting
• Proposed Friday mornings for reoccurring meetings
  • Noting Lead fellow attendance and absences to see if the merger makes sense
• EDI Retreat - Officially rescheduled to March 21st

• Future Discussion
  • How much should a staff member push their supervisor before the supervisor changes their approach?
  • Discuss culture in EDI retreat with CLT

Reoccurring Thoughts

• Defining Expectations and increasing collaboration
  • Less of a demand but more of an opportunity for dialog
  • Defining progress, noticeable change, reoccurring problems
• Double sword accountability
  • • Dialog is nice but if staff do not know expectations, what's been addressed, how can change be confirmed?
    • Increased visible action based on transparency
• Project management
  
  • Transparent decisions
  • Resolution based decisions
  • Champions and sponsors following through

Reoccurring Charged Word = Empowered

Transparency

• Reviewing open positions for inclusivity
• Dissemination for transparency

Reoccurring Thoughts

• Heather: during the Monday huddle trying to acknowledge EDI related information:
  • Wants more feedback on - Is it a better way to do this? 
  • Open Forum: managers & supervisors who are not attending - says a lot about teams that they're managing
    
    • Anthony: We want people to participate but we don't have the power to control how people feel about it 
      • I want people to be there if people want to be there - leave the space open & fluid for conversations
    • Rubi: similar participants as Tony. Was an active participant but has now dropped. 
      • Coming to an Open Forum when work is your safe space
    • Patrick: agrees with both Rubi and Anthony but has a different outlook when it comes to managers. Managers have a professional obligation to participate.  Leaders lead from the front. 
    • Kacy: as an organization are we saying: you're a manager and your attendance is expected - also are staff/employees going to feel safe bringing up topics if their managers are in attendance - power dynamics
      • Maybe a leadership forum with EDI related topics.
      • Reminding managers/supervisors that EDI is important within the organization
    • Rubi: switching the Open Forum time - make the Open Forum a meeting time and not choosing between taking your lunch and going to the Open Forum
    • Marielle: Suggested time for Open Forum - 2PM on Mondays (the weeks that we do not have an IPPS Huddle) 
• Link provided by Kacy on new Lead Fellow potential curriculum
  • https://www.acenet.edu/Documents/Shared-Equity-Leadership-Work.pdf
• Defining Expectations and increasing collaboration
  • Less of a demand but more of an opportunity for dialog
  • Defining progress, noticeable change, reoccurring problems
  • Redistricting power to reduce power dynamics
    • Forced attendance
      • Requires everyone to fit into staff expectations vs creating shared experiences
      • Allyship
        • White privilege is still prevalent without being addressed
• Leadership Forum
  • HV Sponsored, refresh in progress due to lack of participation
  • Reviewing open positions for inclusivity
  • Concern that some supervisors 
  • are not fully engaging as they should > causing systemic downfall > the folks they manage are not moving up as they should. 
  • Should focus on growing leaders
    • Telling leaders to openly communicate
  • Double sword accountability
    • Dialog is nice but if staff do not know expectations, what's been addressed, how can change be confirmed
    • Increased visible action based on transparency
• Project management
  • Notes??
  • Transparent decisions
  • Resolution based decisions
  • Champions and sponsors following through