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public:nnels:etext:pa-communications [2020/04/03 10:23]
rachel.osolen created |
public:nnels:etext:pa-communications [2022/05/24 07:00] (current)
rachel.osolen [Modes of Communication for Production Assistants] |
| ====== Job Outline and Expectations ====== | ====== Communication Guidelines for PA's and Supervisor ====== |
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| <note important>UNDER CONSTRUCTION</note> | This page summarizes the communication guidelines for Production Assistants (PA's) and the Supervisor (Production Coordinator.) Please see [[public:nnels:etext:pa-outline-expectations|Job Outline and Expectations]] for details around workflow expectations. |
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| As per contract, a Production Assistant is expected to work 15 hours a week. | During training, the Production Coordinator will conduct regular checkins with the Production Assistant to see how production work for a specific title is going. This can include direct emails, or messages within RT. |
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| If there is an illness, or other similar circumstance, that prevents the employee from working a full 15 hours they **must** contact their direct supervisor, the Production Coordinator. | Along with this wiki, the Production Coordinator will also arrange additional support via email, phone, or video chat throughout the training process. |
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| The Supervisor will send out a spreadsheet that the Production Assistant can use to track their weekly hours within their contracted time. This is an unofficial document meant to help the employee keep track of their contracted hours. | This additional support will last the first 2 months of employment, after which the employee will be expected to work more independently. |
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| <note>All Productions Assistants are expected to work their total hours assigned within their contract with the average of 15 hours a week.</note> | After training is complete, the Production Assistant will continue to make regular check-ins on progress. This will include direct comments in the RT ticket of a book to see how progress is coming, general emails to check in on overall performance, as well as biweekly one-on-one Zoom meetings to allow the opportunity for employees to communicate with questions or concerns directly with the Supervisor. These meetings are generally 30 minutes long, but can go shorter or longer depending on the needs of the Production Assistant at that time. |
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| The main duties of this position is to produce books that are in accessible formats.The Production Assistant will reformat converted ebooks in Microsoft Word as outlined in the [[public:nnels:etext:start|eText Documentation]] on this Wiki, and with the direct guidance and support of the Supervisor. | If there are special circumstances, such as death in the family, or illness, the employee can contact the Production Coordinator directly via email to discuss how this will impact their workflow. |
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| <note>If there is a section on the wiki that is not clear, ask the Supervisor for clarification.</note> | The Production Coordinator can also make time for zoom calls depending on the nature of the situation. This will only occur if the nature of the question or issue requires this additional support. |
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| Titles for production are found in the RT system in the Production cue. There are various levels of priority to these titles: | <note>The wiki is designed to document every aspect of your work in reformatting a title for accessibility. If there is ever anything that is missing, please email the Production Coordinator know so they can amend it. If there is anything that needs clarification, please post on the Q&A. See below for more details.</note> |
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| * Urgent | ===== Modes of Communication for Production Assistants ===== |
| * High | |
| * Medium | |
| * Low | |
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| When a Production Assistant is choosing a title to work on it is expected for them to take the Urgent tickets first. These are titles that have been directly requested by our patrons. It is also expected for the Production Assistants to regularly check the cue to see if any new Urgent tickets have been added. Sometimes a ticket will be assigned to you by the Supervisor. | ''RT'' is used for communication about: |
| | * file issues |
| | * feedback from Production Coordinator |
| | * questions relating directly to feedback |
| | * notes on language, or other special features you feel needs attention |
| | * Draft tweets for highlighting the book on the NNELS Twitter |
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| <note>All tickets assigned to Production Assistants by the Supervisor take priority over all other work.The Supervisor may also assign specific deadlines to titles.</note> | <note>All communication through RT is posted through the comment function. Never send it through the reply function, as that sends it to the patron. See [[public:nnels:etext:uploading_finished_file_and_passing_rt_ticket_to_production_coordinator|Uploading Finished File and Passing Back RT Ticket]] more information.</note> |
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| The Production Assistant will use their own laptop along with a current and updated version of Microsoft Word. UAlberta Hub offers free 365 to students that can be downloaded directly to their computer [insert external link]. It is the Production Assistant's responsibility to ensure they are using the latest software on a reliable computer. | ''Q&A'' is used for communications about: |
| | * Formatting |
| | * Clarification on wiki documentation |
| | * Workflow |
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| <note>A Production Assistant is expected to produce titles on an ongoing and regular basis.</note> | <note>All **production** related questions are to be posted in the [[public:nnels:etext:q_a|Q&A section]] of the wiki. |
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| After the first two months of orientation, a Production Assistant is expected to produce titles on a regular basis. Below is a breakdown of the average times it takes to produce different genres of books. | All **Alt-text** related questions are to be posted in the [[public:nnels:etext:images:alt-text_q_a|Alt-text Q&A section]] of the wiki.</note> |
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| ^Book Type ^Average Work Hours ^ | <note tip>If you have any doubt on how to do something, post a question on the Q&A for clarification. This saves time and helps other PA's who may have the same question.</note> |
| |Novels (no images) | 2 | | |
| |Novels (images) | 4 | | |
| |Nonfiction (images/graphs/endnotes) | 10 | | |
| |Poetry | 1.5 | | |
| |Plays | 1.5 | | |
| |Cookbooks/Complex Formatting | 15 | | |
| |Textbooks | 40 | | |
| |Children's Picture Books | 10 | | |
| |Illustrated Books | 5 | | |
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| <note>If a Production Assistant is not meeting these expectations Progressive Discipline will be applied. See below for more details.</note> | ''Emails'' are **only** used for communication about: |
| | * Administration (meetings, payroll, etc.) |
| | * Personal issues that impact performance (illness, family crisis, etc.) |
| | * Special Projects |
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| If there is ever any down time in production, the Production Assistant is expected to do metadata work as outlined by the wiki [insert link here.] | <note>The Production Coordinator will send out emails for every wiki update, as well as any changes in production workflow. Please reply to each email to let the Production Coordinator know you read and understood the updates. As this is a remote position, we need to be direct and concise with our written communications.</note> |
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| Other projects **may** be assigned to the Production Assistant at the discretion of the Supervisor. If this occurs the Supervisor will communicate the project outcome and expectations within the Production Assistant's current workflow. Production Assistants will not be paid extra for any additional projects, and will negotiate with the Supervisor if they have time to include the additional work into their current workflow. If additional projects are assigned they take lower priority to book production. | ''Discord'' is for direct communication between staff (note the Production Coordinator is a moderator). The Production Coordinator will add you to the group. This is not a replacement for the Q&A or the wiki, but a place to talk out more nuanced issues and ideas. This can include but is not limited to: |
| | * Help with how to describe a tricky image. We all get stuck on something! Sometimes it can even be something simple, but our brains get a little stuck. This is a great time to bounce ideas and get suggestions from each other! |
| | * Tips and Tricks on using Word. Learned a new short cut? Feel like a task is taking you too long, and are curious if others have a workaround? Great way to develop skills together! |
| | * Discussing a cool book. Maybe you are working on a really cool book, and you want to share it with the group! |
| | * Work/Life balance. How to not overthink and take good breaks. |
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| | <note>Discord is new to the team. We have used other similar platforms in the past, and where not as successful. We are hoping you guys can use this to support one another. If you have an idea for a topic, you can add it to the above list, and to the Discord group. Make it your own!</note> |
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| | <note>The Production Coordinator will be monitoring the channels to help out when needed, and taking note of anything that would be good to add to the wiki. Please still use the Q&A for your questions about production and the wiki. This is so other PA's can see those answers quickly and easily, and they don't get lost on Discord.</note> |
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| | [[public:nnels:etext:start|Return to main eText Page]] |
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| * Additional Work Agreement???? | |
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