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Management & Leadership Mid-Semester Report

(Initiative Portion, Subhash Gubba)

Describe your initiative / procedure.

My initiative will be to hold a HAAG Open House which will be hosted live via a zoom call/webinar and recorded and posted for those who could not attend to watch later. The purpose of this is to help with researcher recruitment to the program, and to increase the interest and reduce the confusion which may be surrounding what HAAG projects are all about.

Explain the hypotheses / KPIs you have measured at this time and what is left to be measured.

H1 - This would be desirable, allowed, and practical for HAAG leadership.

Affirmed. As talking with multiple managers, admins, and HAAG leadership this was an event done previously in some form and was found to be valuable. It just became very cumbersone with the amount of projects growing.

H2 - Researchers want to and are able to attend a live meeting or access the VOD later.

Affirmed. Clarity around the projects and a forum to easily ask questions seems to be missing for prospective researchers. This was mentioned at least within conversations with managers and admins when reflecting on when they joined.

KPI 1 - Attendance/Viewer Count

Pending. How many people are attending and viewing the Open House / Project Showcase? Is it reaching the desired number of people and the intended audience?

KPI 2 - Satisfaction/Confidence Score for event attendees

Pending. Did people get what they were seeking from the Open House? Are they understanding what we are conveying to them? This can be measure using questions in a survey and a scale from 1 to 10 for a score.

KPI 3 - HAAG Application Count

Pending. How many people are applying to be a HAAG researcher? Is that count increasing, and can it be traced to the Open House in some way?

Explain your method for testing these hypotheses via flowcharts:

Testing hypotheses and measuing KPIs can follow this flow:

flowchart TD;
    A[Interview Researchers]-->C[Collect Feedback]
    B[Interview Leadership]-->C;
    C-->D[Establish Metrics/KPIs];
    D-->E[Create Survey for Current Researchers];
    D-->F[Create Survey for Propsective Researchers];
    E-->G[Run Test Event];
    F-->G;
    G-->H[Refine Event Plan];
    H-->I[Run Actual Event];
    I-->J[Collect Feedback and Metrics];
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Explain how stakeholders are engaging with your initiative.

So far other managers and HAAG admins/leadership have reacted to the idea with enthusiasm as well as caution. Since the open house is something that had been attempted in the past when HAAG was smaller, it has some history. I am excited that there is both a need and a desire for something like this, and I think that researchers have a lot of questions and confusion coming into HAAG that can be cleared up effectively with an event like this. The need for it to be asynchronous is also apparent, and there's no reason it can't be both.

Process Documentation Progress:

I have a procedure for an admin/manager to drive the Open House documented here: https://github.com/Human-Augment-Analytics/Admin-Recruitment-Unit/blob/main/Open-House/proc-plan-and-execute.md

The procedure will remain there in the github repo for recruitment and can be referenced by future HAAG Open House coordinators to ensure the tradition lives on.

Part of the that procedure will be to include templates for surveys which can be used to collect more information from researchers and potential researchers, which I will work on over the next couple weeks.

Indicators of Progress, Success/Challenges, and Goals

Goals

  1. Find a project representative per team (maybe start with managers)
    • Success looks like having a list of people committed to participating in the Open House
    • Status: In Progress, messaging people
    • Challenge: Might be difficult to assemble another group of people, already so many groups which are demanding everyone's time
  2. Finish procedures and surveys for the event
    • Success looks like having three procedures, one for planning and running the open house, one for creating and sending feedback surveys, and one for posting the event online and circulating it.
    • Status: In Progress, drafting procedure documents
  3. Set a date for the Open House/Project Showcase
    • Success looks like having a set date (or two if necessary) to run the live event
    • Status: TO DO
    • Challenge: Hard to find a date that will work for everyone. Might need to just set one and the work backwards. Need to give everyone notice.
  4. Get the project representatives on the same page for the event
    • Success looks like having a slack channel for coordinating the event and DM'ing and checking in with reps about their contributions for the event
    • Status: TO DO
    • Challenge: Coordinating a large group and making sure everyone understands the expectations can be difficult.
  5. Spread the word about the Open House event
    • Success looks like having a emails sent to newsletter and email lists advertising the event for prospective researchers to join
    • Status: TO DO
    • Challenge: Emails and word of mouth may not actually be enough to plug the event.
  6. Execute the event, record and post online
    • Success looks like hosting the event, having good attendance, and posting it online for those who could not join the live event to view later.
    • Status: TO DO
  7. Monitor survey results and publish / share with HAAG leadership
    • Success looks like sharing the results of surveys with leadership so they can review it and make informed decisions for the future.
    • Status: TO DO
    • Challenge: Might be challenging to hand-off results and ensure they are utilized by busy leadership.

Obstactles, Bottlenecks and Challenges:

No real challenges yet, but I anticipate it might be tough to find ample time from people, especially leadership, to review procedures and plans.