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05-07 Leadership Transfer

05-07 Leadership Transfer

Owned by David Launikitis
Last updated: May 07, 2024 by Tyler Hill
5 min read

Attendance

  • @David Launikitis

  • @Jake Spann

  • @Tyler Hill

  • @Frances Hill

 

PRESIDENT ROLES:

The President is the chief executive officer and primary representative of Nebula Labs. This member is responsible for: 

  • Planning the organization’s activities at a high level

  • Setting the agenda for organization-wide strategy

    • Plan officer meetings - ideally have template ready ahead of meeting date 

  • Initiating formal contact with other organizations

    • Use formal communication channels - focus on a unified org image

    • Present at other kickoffs (Sometimes). Big ones where they may also speak at our kickoff.

    • We should use the partners channel in Discord to coordinate with other orgs, formal channels

  • Delegating authority on matters of executing organization operations 

    • Delegate issues across boundaries - President can step in, but should trust others to take charge of matters in their domain

    • Keep everyone in the loop - so others can seamlessly step in to help you

  • Overseeing member recruitment

    • Push recruitment process - oversee how we get people in, handle selection, etc. Work with VP on the internal side of recruitment

    • This past semester the Secretary was driving recruiting at some steps - he stepped in to handle verification and forms. Can be utilized as an extra member to do work supporting the goals of the Officer team.

    • Work with VP on internal provisioning of access

      • Ex: Secretary manages membership, VP can handle updates to access there.

  • Facilitating conflict resolution among members 

    • Rarely happens

  • Advocating for its members and their activities

    • The figurehead/leader of the org. Let the org work with the lifestyle of students 

  • Setting the strategic direction of the organization

    • This past semester the officer team focused on day to day stuff, but the goal is to let officers also drive the vision of the future months/semesters, so we don’t stagnate.

 

PRESIDENT ROLE QUESTIONS:

  • What is the biggest challenge of the role (next year)?

    • busiest role. Stressful socially. Can become very busy, so be intentional about keeping your work reasonable, but you should expect to put some time in for the org.

    • Consider strategic direction - what products should we build, and how/why/etc.

      • Planner was the initial big project, we’ve had to move away from Planner as our identity. Hard to keep up with the product, need more maintainable products

      • Lore: Planner makes planning less nebulous, hence Nebula Labs

      • Trends needs to be polished and completed

      • Jupiter has a ton of potential - “Social media for orgs”.

      • Decide between Trends and Jupiter which we want to push

      • API is a collaboration point for other orgs - we need to finalize the front end here.

        • Focus on sustaining Nebula projects, then go from there

        • We aren’t ready for the Platform side, need more engineering work

  • What does it mean to take care of recruitment?

    • Step 0: Figure out what do we need? (how many engineers/designers/etc/etc)

    • Step 1: get people into the org - promote kickoff, manage messaging, ECS/ATEC/JSOM/honors email lists

      • talk to John Cole if you need access to these. ideally you want him to make the email, rather than you directly. Do these emails ASAP, first week of school

      • Posters in res halls - via UTD Housing

      • Consider the academic IDE project. This will factor into recruiting, step 0. Emphasize your efforts around which skills we need. Look at ATEC/JSOM for designers, moreso ATEC

      • Speak at no more than 8 kickoffs.

    • Step 2: define membership process

      • how do we filter people, get them formally acepeted, etc

      • Probably let Leads make the selections directly. Probably overrecruit, expect some drop off.

    • Step 3: Onboarding

      • Let people provide their info ahead of time with their usernames.

      • Suggestion @Tyler Hill , clean up our permissions,membership on tools

      • Lean on S

 

VICE PRESIDENT:

The Vice President supervises all division heads and serves as support to the President. This member is responsible for: 

  • Overseeing events and coordinating activities and events for all divisions

    • Ensure consistency in our event planning, presentation, and officer sponsors, etc

    • IF Marketing splits into an events team, have them take charge, but have them come to officer meetings. The VP would still oversee their work

    • Room planning: we can distribute access to the officers, assign Secretary to do actual reservations and VP can oversee/access it

      • VP can collect room requests and give them to the Secretary

      • Special requests: Talk to Alexis (or fill out special request form). One-off events only

    • MAke sure divisions do more events

      • Suggestion is to be stricter about this

      • Book early division sessions, could be info sessions

  • Regularly meeting with division heads 

    • Suggestion is to do a monthly meeting cycle for 1:1s, and do a group meeting of all Heads

    • Depends on their needs on if you meet more often

    • Be their point of contact into the officer team and/or any other resources

  • Attending mandatory meetings of the Student Organization Center or selecting someone to attend in their place

    • ECS Council, SOC stuff, semester training (show slideshow) etc

    • ECS is once a month, can delegate this to someone else. This is important for funding

      • Currently, we are doing okay financially, but we still need to keep these connections open.

      • Request a bit more than you need. (only if you need money) Sell it well. If you can sell the org and our needs, we’ll get good funding.

      • As of now, we have around 2k available. Financially stable for a few years

      • Consider a password manager for access to accounts within the officer team.

  • Assisting the President in their duties

    • Also, choose to speak at our events even if the President is free. for visibility

  • Leading meetings or performing their duties when the President is temporarily unable to serve

VICE PRESIDENT ROLE QUESTIONS:

  • Room Reservations

    • Use Aastra, register early

    • Talk to Alexis if needed

    • Go phsyically to the office to ask for help if they don’t do it quicky

    • use Aastra to look at room availability for special events

    • Also, look at SLC, SCI

    • Ask John Cole for help for some special rooms (ECSW).

  • Team Meeting

    • Work with Josh and Leads to define a better/standard meeting structure.

 

 

EXECUTIVE DIRECTOR:

The Executive Director oversees the organization’s projects. The Executive Director oversees the day-to-day operations of member projects and reports project status to the rest of the organization's leadership. The Executive Director is responsible for: 

  • Potential candidate: Josh

  • VP for teams, keep on track

  • Leads are generally self sufficient but maintain weekly meetings at the start of the semester, ever other week later

  • Support presentations, onboarding, meeting format

  • Reporting the status of projects on request to the membership

    • Attend weekly meetings to be able to summarize points to officers/at all-hands

  • Regularly meeting with the lead of each project

    • Stay hands-on for the first month at least to address problems that arise

    • Check in with leads to anticipate things they’ve forgotten

    • Get detailed feedback on how teams are doing

  • Proposing a timeline for the development of each project

    • Full leadership meeting at start to set timeline

  • Following up on roadblocks to projects

    • Reach out 1 on 1, pull the “this needs to get done“ card if necessary

EXECUTIVE DIRECTOR ROLE QUESTIONS:

 Notes:

  • no weekend/friday meetings, only in-person

  • Planner is a plain to maintain, probably don’t do much with it

  • For SOC-funded events, plan very early

  • Utilize Google Calendar internally and externally!

  •