E&C_team_meeting_20141015

Angeline Nekesa, Ewen Le Borgne (notes), Muthoni Njiru, Tsehay Gashaw (chair).
 * Present**:

toc Agenda
 * Review last meeting minutes (action points)
 * Reflection of October 1 ILRI40 Nairobi Event
 * Addis ILRI40 plan and preparation
 * Induction to regions comms people (View this page)
 * Reclassification update (Ewen)
 * OCS update
 * AOB

Summary of action points:
 * ** ACTION: ** MN / AN to contact ST and Nadine to inform them to inform Peter about day 1 Addis event.
 * ** ACTION ** : MN, TG, AN to update the induction process wiki page
 * ** ACTION ** : ELB to write by email to Peter about the situation re: dealing with work requests Muthoni, Tsehay etc.
 * ** ACTION ** : MN / TG to keep track of requests in a log and to ask to direct these requests to ELB or supervisor.
 * ** ACTION ** : ELB to check who deals with leave requests with TG and MN.
 * ** ACTION ** : AN / ELB to come up with agenda for next team meeting (4 Oct).

Review last meeting minutes
(incorporated into this agenda). However, in addition: Ewen updated the ILRI Comms wiki FAQ section (with entries about E&C) and also the E&C pages – I need your inputs to make sure that we get the cases well documented.

Reflection on October 1 ILRI@40 Nairobi event
Very interesting results... Very successful result. Good turnout. The whole structure and planning went well. The panel discussion was very engaging. On the ILRI@40 page we have an after-action-review. Overall, people coming together and having a conversation. Good to see how everyone played their part together. The sessions were not too long. Live streaming was ??? The MC'ing took some practice. Muthoni did a really good job as an MC! The Nairobi task force is coming to Addis. The AAR page is very complete... Congrats folks! Absolutely critical: when dealing with staff, we gave out the give-aways at the beginning and then people came, collected and left... Reduced plans from 500 to 400 (took an hour for people to come back). Having a great moderator (Ed Rege) ensured we remained on the point and avoid going off-topic... Social media really worked to promote the event!

Addis ILRI@40 plans and preparation
Different task forces and groups involved in the different days. Still pending on various inputs – check the plans on the wiki. Nothing clear for day 1, plans being laid out for day 2, day 3 out of our hands. We’ll have some time before the day to work on this also… Logistical groups meeting on a semi-regular basis. Tents being set up also. No news on the day 3. TG working on the AA comms plan, focusing on day 2 for now (once more clarity, we'll focus on day 1 too). **ACTION:** MN / AN to contact ST and Nadine to inform them to inform Peter about day 1 Addis event. We need more clarity about the overall process.
 * http://ilri40.wikispaces.com/addis40day2** Have a look at this page.

Induction to regional comms people
TG was in touch with MN about this recently... For Nairobi, we need to add the invitation letter to Nairobi (Liaison officer) for the visa request... For Addis this has been sorted out (put names, addresses etc. and invite them as is for the liaison officers to deal with the embassy folks in their country).

PB asked TG to draft the agenda about who meets whom when etc. (shared with MN - to be organized in Nairobi also). What's expected is that in Addis they get hands-on technical training (in-depth) and in Nairobi they need to meet the comms people, find out about different CKM services (seminars, PA work, follow up etc.) and activities that are taking place in Nairobi... Once MN has done this we can merge it and share it with PB. MN just shared some ideas for Nairobi (talked with AN about Nairobi process). Important to involve comms staff from Nairobi from the start about availability to work on what - who is interested in working with them... Tezira, Paul will be on leave, Ethel will be in a training... A lot of comms staff were wondering if this can be discussed in the Addis ILRI@40 event (that will not happen). At the end of their induction, they need to know how things work at ILRI. If the comms staff are not around they can write sthg up to explain their program etc. And some other awareness-raising activities can be organized about these programs, even if they are not present to do this. So far, TG has organized 6 induction programs very successfully... One-to-one induction has to stop in Nbi and we need to move on to group induction.

TG also prepared the wiki page on the induction program. __Comments on the wiki page (for later)__: Add on the wiki page a distinction between: Link with existing resources (PPTs, Komms Klinics sessions etc.)... from that page... Specify what learning outcomes you expect from that induction... **ACTION**: MN, TG, AN to update the induction process wiki page
 * P&OD induction and other induction (e.g. comms induction) - more clearly than it is described right now.
 * Nairobi and Addis?
 * Roles and responsibilities (FAQ entry)
 * Blogging (Maarifa) on induction later?

Reclassification update
The process is complete for people who went through the official reclassification (of jobs) process. Many. The process is complete for people whose jobs were regraded due to the CKM re-organization (ewen, daniel, paul, liya) For people who were not reclassified, nor regraded, there are in most cases new job titles and new JDs and some reporting changes. PB needs to finish this off with HR so it is all communicated. This applies to: peter, susan, ben, tsehay, meron, emaelaf, betty, angela, muthoni. The new job titles and reporting lines are already adopted by HR and HR4U (as far as PB knows) It seems there will be a different performance management system (again) coming ‘soon’ which will be the basis for reconsidering JDs etc. We also promised to review the new CKM structure end 2014 (more likely early 2015). For now we focus on having this team develop its routine, deliver, identify some staff development needs and get ready for the performance management management process in early 2015 – but right now we’re still in transition so some old tasks are still continuing, but hopefully declining… **ACTION**: ELB to write by email to Peter about that situation with requests for work from Muthoni, Tsehay etc. **ACTION**: ELB to check who deals with leave requests with TG and MN.
 * ACTION ** : MN / TG to keep track of requests in a log and to ask to direct these requests to ELB or supervisor.

**OCS updates** OCS doesn’t go through until 2015, which gives us more time to work on comms plan and design etc. Still steering committee meetings going on (AN and ELB involved) and updating the wiki will go on. As soon as more details are known about the rollout plan, ELB will update.

AOB

 * Facilitator profile and ANW’s aspirations? In November? To be organized by TG/AN...
 * Working on our collective update about E&C team?
 * Next regular team meeting merged with larger team meeting: Tue. 4 November 3-5pm. Angela to chair, Muthoni to minute. **ACTION**: AN / ELB to come up with agenda for this.