OLS-5 Meeting Minutes Template: <Vicky Hellon + Kathi Lauer Notes>
===

###### tags: `mentor-mentee meeting` `OLS-5` `Template`

:::info
- **Call time**: 4pm GMT
- **Project name**: Building an open community round the Turing-Roche Strategic Partnership
- **Project lead(s)**: Vicky Hellon
- **Mentor(s)**: Katharina Lauer
- **Call joining link**: https://elixir-europe-org.zoom.us/j/9102628448?pwd=WWZkSHM4WXV3YXpaQzIwWUorUDhxQT09
:::

**Table of content**

[TOC]

## Week 0

- Please read the email sent by OLS organisers to you
- Create a [GitHub account](https://github.com/) if you don't have one already - you will need that to login to HackMD and edit this document
- Get started with HackMD using this short guide: https://hackmd.io/@openlifesci/OLS-HackMD-guide

**Preferred time and days provided by the project lead(s)**
- We have the following information from the project leads (you can make changes as needed so that your mentor can identify the most suitable time for your intro call with them):

### Homework before meeting your mentor

**Project Lead (mentee) will:**

1. Take a Self-Assessment [SURVEY](https://docs.google.com/document/d/1KjHlZ4TJVM1e7zevOY9MShrQKSTl5aKxRAFq8jE8wm8/edit?usp=sharing) and share the outcome with their mentors during the call.
- [Survey outcome](https://docs.google.com/document/d/11KfTQT7jdXphqY_ziB0DQ1WDHsxngwXBxvlz-13X_AU/edit?usp=sharing)
2. Based on the insights gained from the survey, set 1-2 personal open science goals for yourself in OLS (it doesn't have to be about your project).
- Develop my skills as an Open Leader to feel more confident in involving users/community members in designing new parts of the projects and decisions/governance of the project. Learn best practices on how to do this.
3. State how their mentors can best support them in OLS (providing accountability, connect them with right people, share useful resources, specific skill they can help them gain either directly or with the help of OLS experts)
- General guidance on planning and documentation that will lay the groundwork for the 5 years of the partnership and set it up for success
- Brainstorming on community activites I could implement in the partnership
- Listening to and learning from their experiences

## Week 1

### Agenda and Notes for Week-1

- Introductions - get to know each other
- Mentees, tell your mentor about yourself
- Background in Open Access Publishing- lots of outreach and community building as part of my role
- Then worked at Health Data Research UK before coming to the Turing
- Set your overall goals for your project
- Kathi recommended to set some clear achievable aims as can get sucked in to doing too much with the programme.
- **Overall goals:**
-Ensure all the 'basics' are in place for the partnership's success over the next 5 years- have developed some materials e.g Team Charter, Stakeholder mapping but develop any missing ones e.g code of conduct
-Develop a Seminar/Knowledge Share series as a effective community activity for the partnership
- Where do you want your project to be by the end of the program (in 15 weeks)? Possible areas to think about:
- Community: Contributors / Maintainers / Members
- Product (Launch / MVP / Feature)
- Resources / Sustainability (Governance / Funding / Gifts)
-To have developed documentation that ensures transparency for the partnership and new members to be onboarded seamlessly
-To have launched a seminar series/knowledge shares that bring more community members to the partnership and have plans for new activities to keep up engagement
- Mentees, discuss your notes from your homework

- Other notes:
- Briefly discussed the seminar series- Kathi recommended being really clear about the goal of the series and what I want it to achieve- is it making connections between the two organisations, advertising the partnership or having it so everyone knows the technical details of the project. If I try and do all 3 then everyone will leave unhappy- need to make it clear to the audience what they're coming to
- Can set KPIs for the series after having fully scoped the aim- number of people attending isn't always a good KPI- people achieving stuff together afterwards has much better impact
- For the face to face meeting it will be useful for me to understand Roche's motivations a bit more, how much resource they can deliver and what they want to achieve out of this.

**Meeting logistics & Reminders**

- Does this time every 2 weeks work for everyone? Yes!
- Full cohort call next week (see Syllabus for details: https://openlifesci.org/ols-5)

**Assignments after this call**

- Draft a brief **vision statement** using your personal and project goals. Please [use this document as guide for this assignment](https://docs.google.com/document/d/1hY16AKVOx8bdnet1LLoFZhpkEZ8rQclZprfH-AcWsQg/edit?usp=sharing).
- You might address:
- The problem you’re trying to solve.
- How you think openness and open leadership will help solve it.
- How meeting your personal goals will help you and help solve the problem.
- How meeting your cultural goals for your community, organization, or project will help solve the problem.
- Add your vision statement to your repo by uploading it or copy and pasting it into your README document.
- Anything else?

*Follow this [chapter from the Open Leadership Training Series (OLTS)](https://mozilla.github.io/open-leadership-training-series/articles/introduction-to-open-leadership/stating-your-project-vision/) to create your vision statement.*

## Week 3

- Agenda: https://openlifesci.org/ols-5/schedule/#week-03

### Before this call

- review notes from the cohort call linked here: https://openlifesci.org/ols-5/schedule/#week-04

**Links to your assignments to share with your mentor**
ADD LINKS TO YOUR ASSIGNMENTS MENTIONED IN THE LAST COHORT CALL

- Open an issue on ols-5 repo where you will be able to track you progress in this cohort: https://github.com/open-life-science/ols-5
- Complete the compare and contrast assignment about current and desired community interactions and value exchanges.
- Start working on your Open Canvas ([instructions](https://mozilla.github.io/open-leadership-training-series/articles/opening-your-project/develop-an-open-project-strategy-with-open-canvas/), canvas)
- Reflection exercise on your role as a mentee and a project leader in ols-5

### After this call

**Next week: Cohort call**

- Schedule, time and agenda: https://openlifesci.org/ols-5/schedule/#week-04

**Assignments before the next cohort call**

1. Share the image/link on your GitHub issue
2. Look up at least two other projects in the issues and comment on their issues with feedback on their vision statement.
3. [Start your Roadmap](https://mozilla.github.io/open-leadership-training-series/articles/opening-your-project/start-your-project-roadmap/) and comment on your issue with your draft Roadmap.
4. Review notes from last cohort call to see if there was something else that was mentioned as homework or assignment

## Week 5

- Agenda: https://openlifesci.org/ols-5/schedule/#week-05

### Before this call

- review notes from the cohort call linked here: https://openlifesci.org/ols-5/schedule/#week-04

**Links to your assignments to share with your mentor**
* [Compare and contrast- community interactions](https://docs.google.com/document/d/1iFBcPILjzAHXVDsgw28oAvI5d9GmVSYMv_MipKNaqdE/edit?usp=sharing)
* [Project Canvas](https://docs.google.com/presentation/d/1C-ApANb2VdPfPLsDTcNlz-kbur8HMJO8RrgV9kxCl0M/edit?usp=sharing)

### Agenda and Notes

- Review your goals and progress you’ve made towards them. Any challenges to mention? (5 minutes)
- Discussed the Face to face meeting- push and pull between ideas/project management- push for 'in service of aims' but scientists dont want to feel constrained!
- Went through the Open Canvas- need to tighten this up and very vague at the moment!
- Even writing developing new methodologies/improving existing ones- need to map out which steps to get to this point and also narrow down the areas where we want to develop methodologies
- For the resources required section can make this more specific- e.g a publication in this area, a section in the Turing Way handbook about xxxxx
- Do the key metrics support what we want to do- e.g metrics show the collaboration is thriving?
- Need to push for more clarity round aims- can ask:
- What does a successful partnership look like to you?
- What are Roche's internal metrics for success e.g number of publications with academic researchers, bringing in skills they dont have in house?
- What works for you as a researcher- whats gets you excited about this partnership and want to involve your students etc?

### After this call

**Next week: Cohort call**

- Schedule, time and agenda: https://openlifesci.org/ols-5/schedule/#week-06

**Assignments before the next cohort call**
- https://openlifesci.org/ols-5/schedule/#week-04

## Week 7

- Agenda: https://openlifesci.org/ols-5/schedule/#week-07

### Before this call

- review notes from the cohort call linked here: https://openlifesci.org/ols-5/schedule/#week-06

**Links to your assignments to share with your mentor**
- [Planning Framework](https://docs.google.com/spreadsheets/d/1g2paRAX-X1XmrAsbkUhBK3Vm4BJ-yXAY/edit#gid=243379771)
- [Roadmap](https://docs.google.com/presentation/d/12CoaLfXTBMaOXd5K-d6-ePbDECtHoX8M/edit#slide=id.p1)
- [Open Canvas](https://docs.google.com/presentation/d/1C-ApANb2VdPfPLsDTcNlz-kbur8HMJO8RrgV9kxCl0M/edit#slide=id.gbd5270470e_1_0)
- [Milestoning](https://docs.google.com/document/d/1Mp03AYGRMXB0Efu1Rrz4PQi_G4wT2ZPpUTxPHQkq5mU/edit#heading=h.gjdgxs)

### Agenda and Notes

- Review your goals and progress you’ve made towards them. Any challenges to mention? (5 minutes)
- Showed the planning framework and roadmap- definitely progress! Although still lacking on the details.
- Discussed the potential fellows programme. Kathi hasn't run one but linked me to the FAIRplus one.
- She ran a [Knowledge Exchange scheme](https://elixir-europe.org/industry/knowledge-exchange-scheme), had to be adapted due to COVID but came about as they were looking for case studies of how they contributed to innovation in life sciences- was a lot of chasing people up for stories etc. So created a scheme to basically get these end of year reports.
- If you're an ELIXIR member and you're doing a project with an industry member you can get money for your activity e.g running a workshop etc. Pretty low maitenance on Kathi's side as they run the activity then they fill in an end report.

- Any expert to invite to the future mentor meetings (2-3 minutes).
- Kathi has emailed the organisers of the [FAIRplus Fellowship](https://fairplus-project.eu/about/news/fairplus-fellowship) to connect me with them for some tips and tricks!

### After this call

**Next week: Cohort call**

- Schedule, time and agenda: https://openlifesci.org/ols-5/schedule/#week-08

**Assignments before the next cohort call**
- CHECK HERE: https://openlifesci.org/ols-5/schedule/#week-06

## Week 9

- Agenda: https://openlifesci.org/ols-5/schedule/#week-09

### Before this call

- review notes from the cohort call linked here: https://openlifesci.org/ols-5/schedule/#week-08

**Links to your assignments to share with your mentor**
N/A

### Agenda and Notes

- Review your goals and progress you’ve made towards them. Any challenges to mention? (5 minutes)
- Had a useful chat with Ann-Kathrin- useful advice on buddy system, people having their own project to give them a purpose and having a clear timeline of activities ready to go
- Need to catch up on this week's assignment about personas and pathways for people to get involved. Feel like this is about to become relevant with the Knowledge Share series today- 280 people registered. Want to see how I can encourage this to translate into engagement in Slack. How can I encourage a safe space!
- Kathi had this with an event on data driven innovation- there hadn't been many events in this area so had a lot of keen attendees as was catering to a niche. Hard to keep the engagement going though if you don't have much to offer them. She found tech people were the most keen to engage, often keen to have conversations on twitter for the visibility.
- Talked about engagement with the Slack Workspace- agreed OLS is definitely an exception and hard to get them running like that. ELIXIR run an annual week long biohackathon and they just reactivate the Slack channel every year- active during and a bit before and after but not much throughout the year. But good for people to see previous chats and also can connect with people there outside the hackathon if they need.
- Roche data science leaders coming over in June- trying to manage expectations about involvement!
- Kathi suggests having thematic tables for lunch- helps people chat about a certain topic and takes a bit of pressure off!
- Next week we'll catch up about Knowledge Share series and analytics from the event.

### After this call

**Next week: Cohort call**

- Shedule, time and agenda: https://openlifesci.org/ols-5/schedule/#week-10

**Assignments before the next cohort call**
- CHECK HERE: https://openlifesci.org/ols-5/schedule/#week-08

## Week 11

- Agenda: https://openlifesci.org/ols-5/schedule/#week-11

### Before this call

- review notes from the cohort call linked here: https://openlifesci.org/ols-5/schedule/#week-10

**Links to your assignments to share with your mentor**
Personas and Pathways: https://docs.google.com/document/d/1qFEOtZQDFeh2bC_aAaRiR-CpinriEDhThACxYw4wZmc/edit

### Agenda and Notes

- Review your goals and progress you’ve made towards them. Any challenges to mention? (5 minutes)
- Event de-brief:
- Good number of people but a lot of dropping off when Robin went to math-esy- concious of how to 'pitch' the event
- No engagement in the Slack- not sure if people don't want to or how to 'seed' it more
- Not much survey feedback!
- Now planning for the next event- was going to do breakout rooms but Malvika said she doesn't think people are ready to network yet and need to advertise this in advance!
- Kathi feedback- content was enganging. May be useful to have time for more questions at the next event

- Personas and Pathways- found it one of the most useful exercises to do. Made me think about the 'in' points to the partnership and how to progress people through.
- Often useful for people more on the outside of the project to understand the audience rather than having to read about the project!
- Can be useful for events/comms teams on knowing where to target and market

- Next week is Diversity and Inclusion- Kathi warned it is difficult to achieve in fields like Bioinformatics with 20% females so don't be too hard on myself!

### After this call

**Next week: Cohort call**

- Shedule, time and agenda: https://openlifesci.org/ols-5/schedule/#week-12

**Assignments before the next cohort call**
- CHECK HERE: https://openlifesci.org/ols-5/schedule/#week-10

## Week 15: Final ols-5 mentor-mentee call

- Agenda: https://openlifesci.org/ols-5/schedule/#week-13

### Before this call

- review notes from the cohort call linked here: https://openlifesci.org/ols-5/schedule/#week-12

**Links to your assignments to share with your mentor**
ADD LINKS TO YOUR ASSIGNMENTS MENTIONED IN THE LAST COHORT CALL

### Agenda and Notes

- Review your goals and progress you’ve made towards them. Any challenges to mention? (5 minutes)
- Been very busy (and ill) and struggled to keep up with OLS!
- May's knowledge share series went well!
- Onboarding new project manager to the partnership- documentation has been helpful!
- Registered for graduation ceremony on Thursday- need to read the notes. https://github.com/open-life-science/policies-procedures-and-docs/blob/main/cohort-procedures-and-templates/graduation-guide.md
- how the programme has contributed
- how to get involved

- Review your progress in last weeks and what you would liek to present in the your final calls. (10 minutes)
- Need to start thinking about what to present in final calls. Knowledge Share Series, plans for fellowship programme?

### After this call

**Next week: Cohort call**

Final Graduation!

- Shedule, time and agenda: https://openlifesci.org/ols-5/schedule/#week-16

**Assignments before the next cohort call**
- None