This page was made to provide the resources necessary for a smooth Lead and PM onboarding process, should the current Lead or PM step down or switch to an advisor position.
New Leadership System
One of the main causes of leads stepping down is the large amount of responsibility put on the shoulders of one or a few people. To counter this, Interiors is implementing a Co-Lead system as of S2021. This “core” team will consist of:
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Both leads are of equal experience and commintment commitment level and will split the workload
One lead training a core member to take on the role in the future (mentor/mentee). The core member will act as a supporting role while learning the ropes
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The purpose of the PM is to support the team with regards to organization and administrative tasks. They are the “right-hand man” to the lead and help the lead make sure that the Interiors project as a whole progresses from start to finish.
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Manage the Interiors timeline and all project timelines.
Manage the Interiors budget and all purchases.
Attend/run Interiors check-ins once a week
Organize new member onboarding and info sessions at the beginning of every term.
Attend Mech Leads and Lead/Core check-ins every week (usually Saturdays).
Coordinate with the Midnight Sun PM in securing funding and sponsorships (MEF, WEEF, etc.)
Answer questions from team members and provide feedback, whether technical or not.
Communicate with other subteam leads and relevant stakeholders (companies, alumni, etc.).
Organize new member onboarding and info sessions at the beginning of every term.
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RESOURCES
This section contains the general resources that have been used to run the Interiors team and other links that may be useful. It is recommended that the Lead and PM bookmark these or keep them handy for quick access.
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Interiors Google Drive: https://drive.google.com/drive/folders/1mTB05GdzoTxcDpE9awEW3MNa5lKMXUd1
Interiors Trello: https://trello.com/invite/b/F7SdhEEB/17efc707aec9349bd5e54ba6c029e010/mech-interior
American Solar Challenge Regulations: https://www.americansolarchallenge.org/regulations/20212022-american-solar-challenge-regulations/ (THIS IS YOUR BIBLE)
https://docs.google.com/forms/d/e/1FAIpQLSc_XDqCpIg1z6k9maFaTmQGUlQ4p_d_Bkb1guVfNbqQGuRllg/viewformhttps://docs.google.com/forms/d/e/1FAIpQLSevkENOnpumtVIkuZlAJ_JRXk15L1TX4YKlqNh4SkhlfsX4Yg/viewform
Inspiration: https://www.youtube.com/watch?v=7Vp6A0FHNL0
Step-by-step composites demos: https://www.youtube.com/channel/UCJ_hDSBpqqCe6_R7L_BhqjQ
Report on composite sandwich structures
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Important Things to Keep in Mind
Documentation
In an ideal world, there would be an endless lineup of members who are uber-interested in the team all the time, but this is never the case. What we need to get efficient at then, is preparing for rapid changeovers at short notice. The answer to this problem is clear, constant documentation. This Clear, constant documentation allows any new member taking over a project to quickly get up to speed on its current progress.
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What both these examples have in common are that they record every decision that was made as well as the reasoning/validation behind it.The plan moving forward is to have design logs for every project and task, no matter how small, so that nothing is left out. Although this seems like a lot of work, putting in the effort now will save the stress later on. Documentation is a skill after all, meaning it can be improved through repetition.
PM: Log any major decision and reason behind them
Asking Questions
One of the best parts of Midnight Sun, or any student team, is that you are constantly learning. Being a lead doesn’t mean you are an expert in your field, although it may look like it from a new member’s point of view. You are in this position because you hopefully have spent some time as a regular member and have remained excited about what the team has been doing. Asking questions is always encouraged, whether it’s with other leads, advisors, alumni, profs, etc. Doing this publicly also encourages newer members, who most likely know less than you, to do the same.
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Any lead position on Midnight Sun requires a greater time commitment and more responsiblity, since leads have a larger stake in the completion of the car. Naturally, the lead position attracts those who are willing to put in the blood, sweat and tears to get this car out on the road, so commitment isn’t a problem. However, everyone has different priorities and there is absolutely no expectation that leads give themselves entirely to the team 24/7- it's just a matter of time management, knowing your limits and most importantly, communication.
Scouting New Leads/PM’s
So you’ve been a lead for a while now….what’s next?
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To prevent this from happening again, there needs to be lineup of potential leads who are motivated and committed enough to take on the role and keep the team alive. It is largely on the current lead and PM to look out for these members and bring them up so that they develop the skills to one day take over.
The most important thing about scouting members is that they have to be willing to be a lead. This is a student team after all and nobody is getting paid, so all you have are people’s interest.
There is no step-by-step guide on how to find the right lead or PM candidate - mostly it’s due to chance. Fortunately Midnight Sun is a well-established team with a lengthy history of attracting talent (also…Waterloo). But it’s on you to make joining the team as fun and rewarding as our Marketing team make us look.
If you are a current lead and are feeling lost, just remember why you became one.
To conclude, enjoy this generic motivational poster 
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