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[OLS-8 Cohort call week 4 // 11 Oct. 16hrs UTC]: [Malvika Sharan] #9

Closed pazbc closed 10 months ago

pazbc commented 1 year ago

Note: Call lead (also referred as "host"), facilitators, Coordinator, and Assistant, please refer to the OLS-8 Planning Long Check-list for further details about when to do each of these tasks and related documentation.

  1. Call preparation - [Call lead]
    • [ ] Identify and email speakers (cc Coordinator and Assistant)
    • [ ] Send reminders to speakers before the call (cc Coordinator and Assistant)
    • [ ] Prepare the etherpad notes
    • [ ] Confirm facilitators for the week (2, one for the video processing and the other for the cohort call) (involve Coordinator in this conversation)
    • [ ] Send etherpad to the cohort call facilitator
    • [ ] Review the week's plan including assignments, update as needed and share any questions/feedback with the team
  2. Getting the call ready - day before the call [First Facilitator & Call lead]
    • [ ] Update the call etherpad: correct dates, times, add links to presentations, add names
    • [ ] Add the etherpad to the calendar invite in the OLS public calendar
  3. Weekly CiviCRM mailings - [Coordinator]
    • [ ] Send email to all cohort participants, make sure to include links to etherpad (see OLS-8 Planning Long Check-list for more details about what else to include in these mailings.
    • [ ] Double check speakers have been invited, confirmed and reminded.
  4. Cohort call video preparation - [Second Facilitator]
    • [ ] Download from Zoom cloud recordings - check tutorial
    • [ ] Upload to Otter.ai - check tutorial
    • [ ] Upload to the OLS YouTube account - check tutorial
    • [ ] Create a front page slide for the video - templates are available in Google Drive
    • [ ] Make sure the YouTube video is added to the current cohort playlist
    • [ ] Correct Otter.ai transcripts (make sure to use the uploaded video, not the original transcript, as the timings won't match the video)
    • [ ] Download the corrected transcript as a .srt file from Otter
    • [ ] Upload it to the YouTube Chanel - in the corresponding playlist
    • [ ] Post a link to the recording in the OLS Slack! 🙌
  5. OLS-8 Planning Sheet - [Call lead]
    • [ ] Add link to recording
    • [ ] Add names of Call lead and facilitators
    • [ ] Add speaker names in "Confirmed speaker"
  6. Website - [Call lead]
    • [ ] Add person detail to people.yaml if needed