Copy of 2015-10-12 Communications Team Meeting

Meeting Information

 

Time

2 - 3 PM US Central Time

Web 
Phone

 

Access Code 

Agenda/Minutes

#

Topic (Leader)

Desired Outcome

Pre-Meeting Notes and Links to Supporting Resources

Meeting Minutes

1

Anti-Trust (Project Manager or Meeting Facilitator)Each participant indicates that he/she understands and agrees to abide by the AgGateway Anti-Trust Policy, or leaves the meeting.All are agreed.
2Minutes Taker (Project Manager)A minutes taker has been selected.Shannon Haringx (Unlicensed) will take notes.
3Meeting Agenda (Meeting facilitator)The group understands the agenda, adjusting it as necessary.

The team understood the agenda.

AGENDA:

  • Urgent Items
  • Review open tasks
  • Reference Data API Stakeholders and talking points
  • Communications Calendar
  • Next Steps

 

DISCUSSION:

  • Urgent Items
    • See below for urgent items that emerged during discussion 
  • Review open tasks
    • Jim has data privacy and security drafted and will circulate for our review
    • Jim has pushed public facing wiki page to production
  • Stakeholder Value Statements
    • Reference Data API talking points content captured at special meeting.  Assignments for developing speeches for each of the identified stakeholder groups are:
      • Abby to draft Equipment Manufacturer and Input Manufacturer elevator speeches
      • Shannon to draft Consumers
      • Shannon to touch base with Elizabeth on Reference Data Provider stakeholders to see if she can draft this one. 
    • There is a need for general "intro to SPADE" elevator speeches to the following audiences (to be assigned for work at next meeting):
      • Industry show/event attendees - unfamiliar with SPADE or AgGateway (needed before Feb. shows)
      • Companies of current SPADE and/or AgGateway participants
      • Companies to be recruited for SPADE
  • Communications Calendar
    • Calendar drafted using shell from F2F
      • Shannon to update the calendar with items captured today and continue to work on developing format. 
  • Adjacent Communications coverage (PAIL and ADAPT) 
    • Dan Berne has agreed to join the core Communications team to represent PAIL 
    • Shannon to invite Mark Stelford explain our mission, ask to join or designate someone to represent ADAPT on the team as well; ask about any need for immediate communications support for ADAPT - i.e. press release in advance of annual meeting
      • Email sent - Shannon to follow up with Mark
  • Annual Meeting Preparation
    • Shannon to review Communications accomplishments, priorities and recruit additional participation during general SPADE session (10-15 min). 
    • SPADE3 Flyer needed for upcoming industry shows as well as annual meeting
      • Need something more persuasive and less technical - geared toward business decision makers - maybe include verbiage that would be used in elevator speeches to allow people to use the flyer to have the conversations.
      • There is a very old one used for SPADE2 that can be updated - Jim to send .pdf of this out to be used
      • Shannon to check with Susan Ruland on possibility of getting a SPADE flyer inserted in the annual conference packets and when it is needed.
      • Shannon to take action to move this forward and draft if needed
  •  Communications Calendar
    • Add ADAPT press releases to calendar
    • Louisville Farm Machinery Show week of Valentine's Day 2/9-13 - press releases needed on overall SPADE project in advance of this show
    • World Ag Expo - California - 2/9-13 - press releases also to support this
    • Overall big picture of SPADE needs to be communicated particularly to management in attendance (keep timeless if possible).  One page flyer is needed to be developed.
  • Media exposure
    • Beyond press releases, need a plan for engaging media about SPADE
    • Magazine articles on SPADE - none recently
    • Need to seek out publications to do articles - regroup on this at next meeting to get a game plan into place
    • Shannon to invite Susan Ruland to our next meeting to consult on this
    • Jeremy: Paul Shrimp at Meister Media usually willing to sit down with us even by phone to get something created
    • Need to get in touch with Prairie Farmer associate editors for a phone interview - no good contact there currently
    • Farm Progress - Shannon reach out to Jeff Tenant to see if he can connect us with the right people

 

PREVIOUS NOTES:

Items to be tracked on Communications Calendar:

  • Industry Tradeshows/Conferences
  • Industry relations meetings (SPADE participants meeting with external organizations, i.e. ASABE)

  • Press Releases

  • Articles to be published about SPADE

  • Other external communication events

  • Target Delivery Dates for Communications Initiatives

    • Individual Promotional Collateral pieces
    • Stakeholder Value Statements
    • Internal Talking Points
    • Website enhancements
    • Social Media plan & tactics

 

Communications Initiatives:

  • Value Statements for various stakeholder groups
  • Talking Points for internal transparency (within PAC/across AgGateway)
  • Promotional Collateral (digital docs for easy sharing)
  • Communications Calendar (to align with industry events)
  • SPADE3 Dashboard
  • Social Media strategy
  • Website enhancement/utilization 
  • Identify/address industry relations gaps
  • Reference Data API implementation work, reaching out to manufacturers, etc.

 

4Meeting Minutes (Meeting facilitator)

Unapproved minutes of previous meetings are approved.


 

Meeting Minutes approved at end of each meeting.
5New Tasks (Minutes Taker)The group has reviewed what tasks were assigned during the meeting.
  • Complete
6Next Meeting (Meeting facilitator)The group agrees to the next meeting date and time and possibly a recurring meeting schedule.

 Recurring meeting schedule has been set.

7Adjournment (Meeting facilitator)The meeting is adjourned.Adjourned.