Weekly meeting notes
- David Wilson
- Amy Sprague
- AA Frontdesk
April 24
Participants: Amy, Maiah, Nathalie, Clarice,
We should have a bigger reserve of paper going forward since it’s taking a bit longer to get approval and ordering and we don’t want to run out again!
Zoom room 305 is back!
Capstone packages are tight in 117
Computers are freezing. Amy will ask David about this
Amy will ask Erica how to handle drop-ins from parents or new students
January 24
Participants
Amy, Clarice, Sarah, Maiah,
Absent: Nathalie and Kavitha
Goals / Topics
TA/graders are allowed to print, just give them 0603 code
putting things on livestream procedure is not up to date, youtube app on firetvs?
some things on Wiki need to be updated
chucking old floor mat under desk, can order new one if needed
delete processed room reservation requests once confirmed, keep them if they are still pending
advertise Denton room on insta? send survey to A&A students about transforming Denton to better fit student needs
do we limit access to wellness room? do we make it more comfy??
November 3
Participants
Amy, Nathalie, Clarice, Sarah, Maiah, Kavitha
Goals / Topics
Weird stuff this week?
Building your LinkedIn brand - linking to news items and social posts you’ve done.
November 3
Participants
Amy, Nathalie, Clarice, Sarah, Maiah
Absent: Kavitha
Goals / Topics
Weird stuff this week?
To “Power Automate” the package pickup, we’ll need to make it a form instead of adding directly to the spreadsheet. To do: Ask a few top package receivers about email notifications.
The Power Prompt - Halloween IGs. What do we think?
Our brand voice is now loaded in Canva!
Reels - who? Maiah and Sarah - look through our tiktoks and instagrams and identify which ones to post as reels.
Videos - any interest with Kavitha?
Investigate capcut.
October 27
Participants
Amy, Nathalie, Clarice, Kavitha, Maiah
Absent: Sarah
Goals / Topics
Weird stuff this week?
Updates:
Safety procedure on wiki - Send a chat to the A&A All Staff Chat if you have an emergency and that’s a feasible thing to do.
Anyone use the power prompt this week?
“Power Automate” and no more thinking about the supply list. Can we power automate the package list?
How is the recurring tasks working in Teams?
Using our tiktok videos . . . Upload as reel and repost as a story
October 20
Participants
Amy, Nathalie, Clarice, Kavitha, Maiah
Absent: Sarah
Goals / Topics
The Power Prompt! See the new page in this wiki.
September 29
Participants
Amy, Nathalie, Clarice, Kavitha, Sarah, Maiah, David, Jordan, Khalid, Rachel
Goals / Topics
Transition from Front Desk Shared NetID on Google
Moving to use personal UW email for front desk work and sharing.
So when you’re working: three tabs: Outlook, your gmail account/email, your calendar
Outside of google / UW applications: still use the aafrontdesk login. EXCEPT the wiki: log in with the Microsoft login and continue with aafrontdesk login.
Logging into the three pcs: you have your own personal profile on each machine. We’re not using shared profiles.
Two shared drives: My drive is in the new AA Front Desk Students.Keep using the old Main Office Shared Drive.
We need to get the stuff out of there definitely by June 2024. Dec 2024 would be good.
Make little laminated signs for system off. Add to end of day tasks.
Packages:
Use Google doc - not the spreadsheet.
Repeated issues: bringing people in who keep not leaving packing slips. HR issue if it’s staff for not being in compliance.
Keep package room closed, but unlocked during office hours..
Create a mildly threatening sticker to put on packages. Add signage to the door to check in with the front desk.
Supplies ordering process:
You do the same except with sending out an email, having people fill out the google sheet, sending to amy for approval. But, users need to add the office depot link and specify quantity, and then send sheet to Khalid for ordering.
April 12
Participants
Clarice, Ela, Ben, Drew, Kavitha
Absent: Kenn, Sarah
Goals / Topics
Room reservations - copy the reserver in the room reservation. Add language about canceling?
Keeping front and copy room tidy
New wiki page on setting up zoom for a seminar
April 5
Goals / Topics
Ela showed Kavitha how to use the Cricut
March 29
Participants
Clarice, Ela, Ben, Drew, Kavitha
Absent: Kenn, Sarah
Goals / Topics
FIRE TVs!
What do you want to work more on? What do you want to try?
What else should we be doing?
Asking for paper submissions from grad students and highlighting them? Get a google form together.
Upcoming: SHARC Week, Lots of thesis / dissertations,
Social media guidelines:
Instagram: Post the story in images
FB / LinkedIn / Twitter: Post the link which pulls in an image from the story
HighEd Web talk: https://membership.highedweb.org/2022-annual-conference-resources/to-differentiate-your-brand-act-differently/
Goals / Topics
Supply order - hasn’t been ordered? Let’s review and adjust timeline. Stick with Wednesday email to be sent out; THURSDAY approv
Dec 6
Participants
Ben, Clarice, Drew, Amy, Ash
Absent: Kenn, Ela, Kim
Goals / Topics
Supply order - hasn’t been ordered? Let’s review and adjust timeline. Stick with Wednesday email to be sent out; THURSDAY approval and Friday AM - Place supply order.
Holiday and Winter Q schedules all set! Please input your hours for the next Q in the Front Desk calendar - Look at Google doc of schedule as a reference. Jan 2 is a holiday BTW.
Student Assistant Job Description
Title - Stick with Main Office Assistant
Where to target in addition to handshake - Design / Comms good / Maybe Business
Referrals?
Nov 29
Participants
Ben, Clarice, Ela, Drew, Amy, Ash, Kim
Absent: Kenn
Goals / Topics
Dec 12-16 Proposed Schedule: All in attendance say it looks good
Mon: Clarice all day; Ash AM; Ben PM
Tues: Clarice all day; Ela PM
Wed: Clarice all day; Ela AM; Kenn PM
Thurs: Ash AM; Drew AM; Kenn PM
Fri: Drew AM; Kenn PM
Dec 19-23, 9am-Noon each day. YES confirm
Mon: Drew, Ash
Tues: Ash
Wed: Drew
Thurs: Drew, Ash
Fri: Drew
Close office Dec 27-30
Winter Q schedule coming!
We’ll need someone to train the Linguistics worker on our packages. Rachel is coordinating with them.
Holiday decorating - go for it. Ladder safety!
Anything unusual this week?
CAAMS not working on GUG 306 and 307. AERB 117. Amy contacted Carter.
Nov 15
Participants
Ben, Clarice, Ela, Drew, Amy, Ash, Kim
Absent: Kenn
Goals / Topics
Holidays and Winter Q: Fill out your Dec 12-16 availability for that week and Winter Q availability by filling out the week of Jan 2-6 on our Front Desk calendar. Fill out your Dec 27-30 availability on the task in teams.
Gas Shed - not us anymore! Directions on the internet under A&A Facilities
Update on packages? anything that is Emanuel AZIZ is not the right person. If you go into Ariba and enter the order number, you’ll get the EI number. Aziz just orders things - he’s not the right person.
Ariba - USE FIREFOX. Ela has no account, but try on Firefox. And Ben is locked out. Ash needs to try.
Passdown - unanswered questions -
like was the supply order submitted last week. Clarice did.
AERB 130 doublebooked for Alvar - no issue, but Ben will email him to say there’s no issue
Ela updated the wiki on key return
Nov 8
Participants
Ben, Clarice, Ela, Drew, Amy, Ash, Kim
Absent: Kenn
Goals / Topics
Holidays: Thanksgiving and Winter
Thanksgiving:
Ela taking off Tues and Wed
Ash taking off Wednesday
Ben taking off Tuesday
Office closes at noon on Wednesday
Winter - we have everyone scheduled through the 9th. So, fill in hours the following week? Office officially closed Dec 16 through Jan 2.
Drew can work up until 23rd
For packages when we’re closed, we’ll need someone to deal with packages once per day who may have to pick up packages at the UW mail center. Amy will send out message to about that.
Pulse on next quarter - everyone about the same hours? Drew may need fewer hours because of when her classes are. Probably around the same.
Check the laminated sheet!
Safe has been open.
New printer procedure - Ben on Thursdays with his walkaround of Kitchens/Denton
We don’t need to check paper levels in Computer Lab
Have the regular paper level checks been happening for our printer and the third floor? YES!
Packages - Khalid to send (or did send) message to package chat? The right info is still not being inputted correctly at all times. Clarice to check in with Khalid about what exactly the problem seems to be and will inform us with a “do this, not that” instruction.
Hours for winter and spring Qs - stay late on Mondays once per month to bring back leftovers from the seminar - until 5:45 pm.
Oct 25
Participants
Ben, Clarice, Ela, Drew, Amy, Ash
Absent: Kim, Kenn
Goals / Topics
Safety update - someone sleeping / loitering in the entry breezeway. Call the UWPD line every time. You can let Rachel / Kim / Amy know what they say or we can talk about it first.
Thanksgiving Week
Ela taking off Tues and Wed
Anyone else? Just let us know ahead of time
When should we do the Winter Q schedule? Nov 15
Interesting questions this week?
AMATH Tutoring - Ben declined :)
If people can mail stuff in our boxes. Well, if it’s stamped and ready, yeah, but a real mailbox is probably faster.
Are we hiring? Depends on how the Winter Q schedules shake out.
Oct 18
Participants
Ben, Clarice, Ela, Drew, Kim, Amy
Absent: Kenn, Ash
Goals / Topics
Checking off group tasks like ordering supplies and reserving rooms - If there are room reservations that are not complete, add them to the passdown
Wellness room update - more soon, but at least it’s not labeled TA Conference room anymore
Interesting questions this week?
Oct 11
Participants
Ben, Clarice, Ela, Ash, Drew, Kim, Amy
Absent: Kenn
Goals / Topics
Work Order / Problem in a classroom (Custodial / Work Order page updated!)
When should we submit the office supply list for approval? Friday?: Yes, Kenn can ask for approval when he comes on shift and Kim should respond quickly.
Keep an eye on supplies (paper towels): Ben is ordering
Update on paper? Did it come in? Answer: Clarice received notice it should arrive today
Interesting questions this week?
Ela said someone wanted to reserve the TA Conference room. --- Ben is updating the sign to that room as the Wellness Room. Kim and Amy will get clarity at their next staff meeting on how that room should be reserved / or indicated that it’s occupied.
Notes
Oct 4
Participants
Ben, Clarice, Ela, Drew, Kim, Amy, Kenn
Absent: Ash
Goals/Topics
Meet the wiki
Update on keys
Update on emergency procedures
Discuss office supplies ordering process
Packages
Any interesting requests this week?
Snacks on their way, but delayed
Put up sign for people to check in at the front desk. Let no one go to Kristi directly. Send to Kim if she’s here. Ask people if they have an appointment. If they’re for Rachel, teams Rachel if her door is closed. If they don’t have an appointment, then teams rachel what they want.
Kenn is busy at the front desk on Friday.
Notes
Action items
Update: Office Supply page updated with link to list; Key page updated with instructions to get name and address for reimbursements; Looks like we have duplicate room reservation checkouts, so we’ll get that worked out and remove 312 from the possible reservations.
Decisions
September 27
Participants
Ben, Clarice, Ela, Ash, Drew, Kim, Amy
Absent: Kenn
Goals / Topics
New items since June!
Hootsuite to post on socials
Security Walks in the late afternoon
Copier checks
Stickers!!!
Coffee
Headshots
We’re on TikTok
We have a “tasks” folder in the Main Office shared drive. If you’re working on a task, just start a document there. I will move some archived stuff out of there shortly.
Changed items:
Keys - not many floating around, so front desk may be a pick up/drop off place
CAAMS/Husky Card access should be granted to everyone. If people don’t have access, ask if they are currently enrolled or currently employed. If yes, they can contact aafacilities@uw.edu to troubleshoot.
We’re leaving the stools out in the breezeways all the time. Hopefully that’ll be fine.
IT equipment checkoff.
Removing monthly recurring: Microwave, Lost & Found, Refrigerator, Defrost freezer
Items to discuss
Security Procedures at Front Desk - unwelcome visitors
A&A Call 911 chat line? Regular tests of the emergency broadcast system?
Little emergency cards
When to use your UW email - calendar invitations? Other?
Reminders:
Headphones ok, but you HAVE to hear around you.
Watch the phone scrolling.
Tell me when you’re leaving, especially at 5pm. Check screens, turn off the lights, lock the package room and close the main door. Turn off fans if they’re on.
NO photocopying of course materials.
Notes
Action items
Decisions
Next
Participants
Ben, Clarice, Ela, Ash, Drew, Kim, Amy, Kenn
Goals / Topics
Notes