Onboarding: Programming Director: Difference between revisions
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(start page from chatgpt analysis of chat and existing documentation) |
(updated onboarding document; first runthrough) |
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| Line 9: | Line 9: | ||
* Wiki for updating procedures and adding relevant notes. | * Wiki for updating procedures and adding relevant notes. | ||
* Mailchimp (through collaboration with the marketing team) for programming-related communications, including sending blast emails. | * Mailchimp (through collaboration with the marketing team) for programming-related communications, including sending blast emails. | ||
== Tasks Needing Training == | == Tasks Needing Training == | ||
| Line 18: | Line 17: | ||
* How to collaborate with the social media team to draft and schedule posts for panelist applications. | * How to collaborate with the social media team to draft and schedule posts for panelist applications. | ||
* How to | * How to create Mailchimp campaigns related to programming. | ||
==== Handling Panelist Applications ==== | ==== Handling Panelist Applications ==== | ||
| Line 30: | Line 28: | ||
* How to ensure that panelist information (e.g., approval and scheduling) is sent out correctly through RT and Mailchimp. | * How to ensure that panelist information (e.g., approval and scheduling) is sent out correctly through RT and Mailchimp. | ||
* How to | * How to handle manual emails for panel confirmations and scheduling. | ||
=== At-Con Tasks === | === At-Con Tasks === | ||
| Line 37: | Line 34: | ||
==== Programming Room Setup ==== | ==== Programming Room Setup ==== | ||
* Coordinating with tech and | * Coordinating with tech and logistics staff to ensure panel rooms are appropriately laid out and equipped (e.g., projectors, sound systems). | ||
==== Panelist Check-In Procedures ==== | ==== Panelist Check-In Procedures ==== | ||
* How to check in panelists and ensure they have | * How to check in panelists and ensure they have any necessary materials. | ||
* How to handle last-minute changes or issues with panelists (cancellations, substitutions). | * How to handle last-minute changes or issues with panelists (cancellations, substitutions). | ||
* How to train volunteers on panel room management (counting rooms, flagging panelists with time notifications) | |||
* How to train volunteers regarding feedback slips | |||
==== On-Site Management ==== | ==== On-Site Management ==== | ||
* Using Reg.Works for live scheduling changes and communication. | * Using Reg.Works for live scheduling changes and communication. | ||
* Working with social media and main stage teams to ensure schedule changes are communicated appropriately. | |||
* Managing and resolving programming issues in real-time, including scheduling conflicts or changes in room setups. | * Managing and resolving programming issues in real-time, including scheduling conflicts or changes in room setups. | ||
* Working with guest liaisons to ensure guest panels are handled correctly and guests' needs are met. | * Working with guest liaisons to ensure guest panels are handled correctly and guests' needs are met. | ||
* Managing feedback slips, data entry | |||
=== Post-Con Tasks === | === Post-Con Tasks === | ||
| Line 57: | Line 57: | ||
* How to solicit and process feedback from panelists and guests using email, surveys, or post-con meetings. | * How to solicit and process feedback from panelists and guests using email, surveys, or post-con meetings. | ||
* How to review programming feedback and provide recommendations for improvements to future conventions. | * How to review programming feedback and provide recommendations for improvements to future conventions. | ||
* Entering any feedback slips that didn't get handled at-con. | |||
* | |||
== Additional Responsibilities == | == Additional Responsibilities == | ||
| Line 68: | Line 64: | ||
* Collaborating with Thomas on updates or bug fixes for Reg.Works. | * Collaborating with Thomas on updates or bug fixes for Reg.Works. | ||
* Assisting in testing new Reg.Works features. | |||
* Assisting in testing new Reg.Works features | |||
==== Guest Management ==== | ==== Guest Management ==== | ||
* Ensuring guest panels are prioritized and scheduled appropriately. | * Ensuring guest panels are prioritized and scheduled appropriately. | ||
* Coordinating with the guest liaison team to handle guest panel scheduling, | * Coordinating with the guest liaison team, or the guests directly, to handle guest panel scheduling, requirements, and last-minute changes. | ||
Revision as of 08:05, 9 September 2024
Software Access/Training Needed
- Reg.Works for managing the programming schedule and panelists.
- Note: Thomas (tjsomething) handles management and coding for Reg.Works, the Programming Director uses it to manage panel submissions and schedules.
- RT (Request Tracker) for handling inquiries, managing panelist communications, and processing guest panel submissions.
- BACON for administrative access related to panel and guest management.
- Wiki for updating procedures and adding relevant notes.
- Mailchimp (through collaboration with the marketing team) for programming-related communications, including sending blast emails.
Tasks Needing Training
Pre-Con Tasks
Marketing / Getting Panel Applications
- How to collaborate with the social media team to draft and schedule posts for panelist applications.
- How to create Mailchimp campaigns related to programming.
Handling Panelist Applications
- How to manage and approve panel submissions in Reg.Works.
- How to use RT to communicate with panelists and guests about missing or incorrect information.
- How to reach out via RT for clarifications, corrections, and confirmations.
Panelist Communication
- How to ensure that panelist information (e.g., approval and scheduling) is sent out correctly through RT and Mailchimp.
- How to handle manual emails for panel confirmations and scheduling.
At-Con Tasks
Programming Room Setup
- Coordinating with tech and logistics staff to ensure panel rooms are appropriately laid out and equipped (e.g., projectors, sound systems).
Panelist Check-In Procedures
- How to check in panelists and ensure they have any necessary materials.
- How to handle last-minute changes or issues with panelists (cancellations, substitutions).
- How to train volunteers on panel room management (counting rooms, flagging panelists with time notifications)
- How to train volunteers regarding feedback slips
On-Site Management
- Using Reg.Works for live scheduling changes and communication.
- Working with social media and main stage teams to ensure schedule changes are communicated appropriately.
- Managing and resolving programming issues in real-time, including scheduling conflicts or changes in room setups.
- Working with guest liaisons to ensure guest panels are handled correctly and guests' needs are met.
- Managing feedback slips, data entry
Post-Con Tasks
Feedback and Follow-Up
- How to solicit and process feedback from panelists and guests using email, surveys, or post-con meetings.
- How to review programming feedback and provide recommendations for improvements to future conventions.
- Entering any feedback slips that didn't get handled at-con.
Additional Responsibilities
Working with Development Team
- Collaborating with Thomas on updates or bug fixes for Reg.Works.
- Assisting in testing new Reg.Works features.
Guest Management
- Ensuring guest panels are prioritized and scheduled appropriately.
- Coordinating with the guest liaison team, or the guests directly, to handle guest panel scheduling, requirements, and last-minute changes.