[Moller] FW: Director's Review notice - and etiquette reminder

[James Fast]

It has been pointed out that some collaborators do not have SharePoint access to get to the agenda an meeting information.

Agenda with meeting room locations is attached.

Zoom coordinates<https://jlab-org.zoomgov.com/j/1608758999?pwd=M3hYTVNoQjByWTczc1NyWkJUS1g4QT09&from=addon>

Jim


James Fast
EIC Associate Project Manager
MOLLER Project Manager (Emeritus)
Jefferson Lab
757-230-6833 (cell)
757-269-5324 (office)


From: James Fast <jfast at jlab.org>
Date: Friday, August 11, 2023 at 11:04 AM
To: MOLLER L2 <moller_l2 at jlab.org>, moller at jlab.org <moller at jlab.org>
Subject: Director's Review notice - and etiquette reminder
Dear MOLLER Collaboration and Project Team,
MOLLER will have a Director’s Review (CD-2/3) next week August 14-16.  Collaborators are welcome to attend but please follow the guidance below (at a minimum the yellow stuff!). A lot of the items below are directed at the speakers. Note that this is a rehearsal for our October OPA review where attendance will be limited so if you want to hear what we are saying, this is your opportunity.

This review is being held IN PERSON.  Remotely connecting from JLab offices is not OK.

Link to meeting web site<https://jeffersonlab.sharepoint.com/sites/MOLLER/SitePages/MOLLER-2023%20CD-2.3%20DR.aspx>.

Etiquette:

  *   We need to avoid some easy-to-make mistakes that can all be addressed with the simple rule of not speaking/whispering (remaining muted if you are remote) if you are not the presenter unless called on by the presenter, Ruben, myself, KK or Mark to step in.
  *   In addition, if you are remote keep your video off to reduce bandwidth and have your audio permanently muted.
  *   Remaining silent also includes the chat window in Zoom – DO NOT put anything in the chat window other than essential notifications such as inability to hear speakers or se slides.
  *   If any reviewer mentions they are on the phone or otherwise lack a video connection, please be very conscious about announcing what slide you are on.

Some common mistakes to be aware of:

  *   The single biggest mistake I see people make at reviews is becoming reviewers of your own team.  Please save that for a weekly meeting or a collaboration meeting.
  *   The second biggest mistake is over-answering a question.  Take the time to listen carefully to the question and just answer what was asked.  For example, the question “Do you have a plan?” can be answered with a simple “Yes we do.”  If they don't follow up with “Tell us about it” you need not launch in to doing that.  Don't be evasive of course, but sometimes the questions are as simple as this and don't need elaboration.
  *   Allow the reviewers to go where they wish with the conversation.  If they want to use every minute talking about your first slide and you don't get to the rest, that is just fine.  You can pleasantly say something like “We only have 10 minutes left, would you like to continue discussing this point or shall I move on?”

Attire:
Business Casual attire should be worn throughout the review.


Regards,
Jim and Ruben


James Fast
EIC Associate Project Manager
MOLLER Project Manager (Emeritus)
Jefferson Lab
757-230-6833 (cell)
757-269-5324 (office)

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