Subteam Lead Termly Checklist

Owned by Sahil Kale
Last updated: 2024-12-12 by Daniel Puratich
3 min read

Lead Termly Checklist

This is a list of things WARG leadership needs to handle on a termly basis! All of these should be done between terms, roughly in the order specified here. See Director Termly Checklist for more stuff!

  • Ensure subteam leads exist for all subteams for the coming term

    • this should be done far in advance

    • have at least 1 subteam lead on-site ideally

  • Announce between term stand-down dates

    • in theory we stand down between terms quite a bit

    • especially for December we should hard take time off

    • during finals things should scale back as well

      • no official meetings during finals is pretty reasonable

  • Determine a rough timeline for major program objectives for the coming term

    • as of F24 we are doing this in Asana, but it can be done with any tools.

  • Pick out a safety captain for the term

    • Safety captain needs to know what's going on, you cant just pick someone, needs to be brought up! ideally the previous safety captain(s) can help out with this

  • Recruitment Plans

    • Define needs for each of your teams for headcount

    • chart out events to be a part of

      • the university has some events that are pretty cyclical, make sure we sign up for these

    • In fall terms we host our own recruiting intro sessions usually. Try to schedule these n stuff.

  • Team Roster

  • Schedule Meetings

    • As of F24 we do this in Calendar

    • Meetings should be scheduled in order to ensure that higher priority meetings are placed at more optimal times. This means we should schedule integration/architecture and leads meeting first.

      • Subteam meetings and work sessions should be scheduled subsequently.

      • One off meetings, for example meetings to discuss program objectives and director & subteam lead syncs should be scheduled last! Essentially schedule meetings that require more people first and meetings with fewer people last.

    • Polls can be used to schedule meetings optimally, but this is a lot of admin overhead.

    • Ideally directors handle scheduling all general/admin meeting scheduling and subteam leads handle their own subteam meetings and work sessions.

    • Rules for scheduling reoccurring meetings:

      • Do not schedule any reoccurring meeting time that

        • goes later than 10pm EST

          • people onsite need to sleep and some people inevitably have morning classes.

        • overlaps with any other reoccurring meeting

          • people should be able to attend all warg meetings if desired

          • this makes finding rooms to book easier as well.

          • use Calendar to avoid overlap. first come first serve so yea.

      • Scheduled meetings should try to have rooms booked for them: Booking Rooms

    • Note that flight tests (FTs) will occur on the weekends during the day

      • this will affect work session scheduling, ideally work sessions dont overlap FTs

      • this will affect integration meeting timing as integration meetings should be done early in the week so plans and tasks can be distributed with ample time before the end of week FT.

  • Cut off financial reimbursement period 1 week into the term for previous term purchases

  • Budgeting

    • Decide a term budgeting plan and delegate this appropriately for subteams

    • Historically we haven’t really done this

  • Cleaning Bay & Inventory

    • Clean bay and inventory key components alongside locations

    • ask safety captain to drive this as much as possible

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