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This page provides ideas for analysis and activities the CollectionSpace team can address to transition from Phase 1 to Phase 2. This is related to content on CollectionSpace Project Managment Principals

Lessons Learned

For transitioning between the phases, it would be beneficial to explore:

  •   What worked really smoothly and why?
  •   What worked OK but could be honed?
  •   What didn’t work well that we’d like to improve?

Areas to cover in answering these questions include:

  • Teamwork
  • Communication
  •  Priority setting
  • Tasking
  • Scope management
  • Design
    • Functional
    • Technical
    • UI
  •   Roles and responsibilities
    • Clarity
    • Appropriateness
  • Process
    • Meetings
      • Do we have the right meetings?
      • Are the appropriate people in the meetings?
      • Are the meetings held with appropriate frequency and duration?
      • Are the meetings well managed?
      • Do the meetings end with good “closure and commitments”?
    • Decision making
      • Including relationship between deployment priorities and development priorities
    • Team integration
    • Technical integration
    • Feedback loops, decision-making and communications
    • How user stories are used, especially as they relate to
      • Stakeholder function and feature requirements
      • Stakeholder “acceptance testing”
      • Tasking
      • Scheduling
    • Tools
    •   Wiki
    •   JIRA
    • Adobe Connect
    • Email
    •  IRC
    • Technical tools
      • Subversion
      • Bamboo
      • Etc.
  • Risk
    • Recognition
    • Management

Kick Off Meeting

 The key to the kick off meeting will be ensure it is approached as a positive and exciting opportunity to start a new phase of the project. It is important to ensure that it isn’t a complaint fest and to ensure that each participant is clear on the meeting’s purpose and their role within the meeting.

Other key’s to the success of the kick off meeting include:

  • Start with a small celebration recognizing the long haul people have gone through and the large achievement that getting to 2.0 represents
  • A strong facilitator (perhaps a shared role each facilitator taking different parts of the agenda)
  • A clear agenda with “pre-work” such as people answering the questions raised above and everybody having had time to review the responses and think of them before the meeting
    • A key agenda item is covering the 2.0 mission, goals, strategies at a high level so that the rest of the agenda is approached within that context
  • Full team participation
  • At least a day-long meeting, perhaps a day and a half because we have a lot to cover and we need time to socialize and relax as well as work
  • Perhaps some activities in addition to discussion. For example,
      • Once we decide on how to work with user stories and the activities leading up to them and stemming form them, let’s actually do 2-3 examples so we can work out the kinks in our process while we are all together
  • Ensuring we leave enough time in the meeting for clear closure and commitments
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