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Session Overview
This session covered summer operational adjustments, team development initiatives, updates on organizational tools, and the introduction of a formal Business Continuity Plan. Additional discussions included phone coverage, cross-training, program updates, technology transitions, and student space needs. The emphasis was on collaboration, communication, and preparedness.
Summer Hours and Operations
- Summer schedules are now in effect, with Fridays requiring phone coverage.
- Last year’s summer model was successful due to strong communication and teamwork.
- Staff working on-site once a week must be mindful of coverage expectations.
Team Development
- Plans are underway to reinstate the StrengthsFinder assessment for new staff (6–7 hires since last cycle).
- A follow-up team-building event, including a grill-out, is anticipated.
Organizational Chart Rollout
- Interactive Version: Google Drive resource with searchable staff information (name, title, pronouns, team, email, work location).
- Printable PDF Version: Quick reference with names, titles, and extensions.
- Designed for onboarding, cross-functional awareness, and emergency readiness.
- Staff should report inaccuracies or role changes.
- Reflects current structures and open positions (Finance and Marketing still unfilled at time video was made).
Business Continuity Plan Introduction
- New plan aims to ensure minimal disruption during emergencies.
- Draws on lessons from past lockdowns and drills.
- Includes designated roles, backup facilities (e.g., Lakeshore Campus, ATC), and consideration for hard-to-move programs (e.g., Automotive).
- Emergency meeting points clarified:
- Fire: Tree in parking lot.
- Tornado: Hallway and restrooms near Room 124.
Phone Coverage and Cross-Training
- Refresher on Zoom Workplace phone operations: phone tree activation, direct/warm/voicemail transfers.
- Shared tracker available for coverage.
- Cheat sheets in development for FAQs and call routing (e.g., job training vs. customized training).
- Cross-training encouraged as a way to expand knowledge of center services.
Cultural Emphasis on Growth and Flexibility
- Staff should avoid over-reliance on a few individuals for knowledge.
- Encouragement to share skills (marketing, CRM, Canva, Constant Contact).
- New staff welcomed to support Welcome Center and Outreach.
- Emphasis on role clarity—specialization first, with gradual skill-building.
Program Updates
- Lineworker Program: Closed to new enrollments. Inquiries limited to current students.
- Construction Electrical Apprenticeship: Under review for potential Fall relaunch in partnership with West Michigan Construction Institute.
Infrastructure and Work Orders
- All work orders should be routed through Matt Beauchamp for centralized tracking.
- Building infrastructure issues are expected due to facility age.
- Shared oversight of requests emphasized.
Technology Transitions
- Modern Campus: New course registration system replacing Continuity; training forthcoming.
- Canvas: Transition from Blackboard effective August; staff encouraged to complete required training.
- Confidentiality Pod: Planned addition to Welcome Center for private Zoom calls and quiet discussions.
Student Space and Cultural Sensitivity
- Initiatives to create more student-friendly environments include quiet reflection/prayer areas.
- Input from students and staff encouraged to guide space usage.
Miscellaneous Topics
- Updates on bee hives behind Automotive; placement logistics still under review.
- End-of-session encouragement to stay collaborative, communicative, and mindful of summer expectations.
Closing Remarks
- Staff thanked for their contributions.
- Reminders to:
- Be responsive during summer operations.
- Update information in shared documents.
- Watch for future planning emails regarding the Business Continuity Plan.
- Continue building cross-team communication and shared understanding.
Panopto Recording