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CTG: PMs Agenda and Meeting Minutes #82

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SheIsBukki opened this issue Feb 7, 2022 · 80 comments
Closed

CTG: PMs Agenda and Meeting Minutes #82

SheIsBukki opened this issue Feb 7, 2022 · 80 comments

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@SheIsBukki
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SheIsBukki commented Feb 7, 2022

Overview

This issue tracks the agenda for our weekly meetings

Issue Template

## [Date ] Meeting Agenda 
- 7:30 am PST / 4:30 pm WAT Day of Meeting: 
- [ ] Friday

### Prework to prep for meeting
- [ ] Weekly Label Check hackforla/knowledgebase-content#101 
- [ ] Recruiting Issues

### Recurring items: Happens on the Friday meeting
- [ ] Check issues in [Waiting for Response column of All Hack for LA Guides Tracker](https://github.com/orgs/hackforla/projects/3?card_filter_query=waiting+for+response+%28checking+again+on+01-20%29#card-72148101)
- [ ] review any issues that are in the [Needs to be Triaged column of All Hack for LA Guides Tracker](https://github.com/orgs/hackforla/projects/3?card_filter_query=needs+to+be+triaged#card-72148101)

### Recurring items: Happens on every meeting

 - [ ] review any issues that are in the [new issue approval column](https://github.com/hackforla/guides/projects/1#column-15684739)
 - [ ] Accountability and Support Check.
    - [ ] Make sure each new team member has an [onboarding issue](https://github.com/hackforla/guides/issues?q=is%3Aopen+is%3Aissue+label%3A%22feature%3A+onboarding%22)
       - [ ] If not:
         - [ ] have them send email in the chat
         - [ ] add them to [google drive](https://drive.google.com/drive/folders/1LAE_-KUd72u7vTBOTwU1Rz83rTCbeWB_?usp=sharing)
         - [ ] have them fill out [roster](https://docs.google.com/spreadsheets/d/1iUZOgQwXI-6Ljh3_00_tOxFoyjjurUGnJ5lenAl1AGg/edit?usp=sharing)
         - [ ] Help them make [new Issue](https://github.com/hackforla/guides/issues/new?assignees=&labels=p-feature%3A+guidance%2C+role%3A+Product%2C+size%3A+1pt&template=first-issue-for-new-members.md&title=Onboarding%3A+%5BNAME+HERE%5D)
         - [ ] Bukki or Bonnie adds them to GitHub
         - [ ] They self assign to issue
         - [ ] They add the issue to the project: Product Management
    - [ ] Review assignments for each Team member
       - [ ] [Bonnie](https://github.com/hackforla/guides/issues/assigned/ExperimentsInHonesty)
       - [ ] [Sarah](https://github.com/hackforla/guides/issues/assigned/edwardsarah)
- [ ] finish adding labels to the issue that are still missing them (see audit links above)
- [ ] review issues with [epic label] and define how to break down further
   - [ ] [epic: add leadership edits requested Label](https://github.com/hackforla/guides/labels/epic%3A%20add%20leadership%20edits%20requested)
   - [ ] [epic: Interview with CoP leads Label](https://github.com/hackforla/guides/labels/epic%3A%20Interviews%20with%20CoP%20leads)


### New Items
- [ ] 
- [ ] Carry over Items to next meeting that don't get addressed

### FYIs
-

### Notes from Meeting

### Task Items

Links to other agenda issues for your team

(so that you can easily post on their agendas items that come up at yours)
Old CTG Agenda for 2021

Previous Meetings (link to each comment with the date)

@SheIsBukki
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SheIsBukki commented Feb 14, 2022

02/14/2022 Meeting Agenda

  • 7:30 am PST / 4:30 pm WAT Day of Meeting:
  • Monday
  • Wednesday
  • Friday

Prework to prep for meeting

None this week

Recurring items: Happens on the Friday meeting

Recurring items: Happens on every meeting

New Items

  • [ ]
  • Carry over Items to next meeting that don't get addressed

FYIs

Notes from Meeting

  • Ivy set up her new members onboarding issue
  • We covered how to annotate on other people's screens

Task Items

@SheIsBukki
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SheIsBukki commented Feb 14, 2022

02/16/2022 Meeting Agenda

  • 7:30 am PST / 4:30 pm WAT Day of Meeting:
  • Monday
  • Wednesday
  • Friday

Prework to prep for meeting

None this week

Recurring items: Happens on the Friday meeting

Recurring items: Happens on every meeting

New Items

  • [ ]
  • Carry over Items to next meeting that don't get addressed

FYIs

Notes from Meeting

Task Items

@SheIsBukki
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SheIsBukki commented Feb 21, 2022

02/18/2022 Meeting Agenda

  • 7:30 am PST / 4:30 pm WAT Day of Meeting:
  • Monday
  • Wednesday
  • Friday

Prework to prep for meeting

None this week

Recurring items: Happens on the Friday meeting

Recurring items: Happens on every meeting

New Items

  • [ ]
  • Carry over Items to next meeting that don't get addressed

FYIs

Notes from Meeting

  • We worked on the Guides Team Wiki
  • @Toluwani-Deborah showed what she did for her Onboarding Issue

Task Items

@SheIsBukki
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SheIsBukki commented Feb 21, 2022

02/21/2022 Meeting Agenda

  • 7:30 am PST / 4:30 pm WAT Day of Meeting:
  • Monday
  • Wednesday
  • Friday

Prework to prep for meeting

None this week

Recurring items: Happens on the Friday meeting

Recurring items: Happens on every meeting

New Items

  • [ ]
  • Carry over Items to next meeting that don't get addressed

FYIs

Notes from Meeting

  • We worked on the Guides Team Wiki
  • Bukki explained a few things to Aeding about her Onboarding Issue

Task Items

@ExperimentsInHonesty
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ExperimentsInHonesty commented Feb 23, 2022

2022-02-23 Meeting Agenda

  • 7:30 am PST / 4:30 pm WAT Day of Meeting:
  • Monday
  • Wednesday
  • Friday

Prework to prep for meeting

  • Weekly Label Check #
  • Recruiting Issues

Recurring items: Happens on the Friday meeting

Recurring items: Happens on every meeting

New Items

  • [ ]
  • Carry over Items to next meeting that don't get addressed

FYIs

Notes from Meeting

  • Next Meeting when we onboard new members, existing new members will take them into a breakout room to have them be added to google drive and fill out roster etc.

Task Items

  • Create issues
    • Weekly Label Audit
    • Team recruitment needs
    • Offboarding and team member cleanup
  • Assign Bukki an Issue

Agenda Items for Next Meeting

  • Monday, do a deep dive on the new issue approval column

@SheIsBukki
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SheIsBukki commented Feb 28, 2022

2022-02-25 Meeting Agenda

  • 7:30 am PST / 4:30 pm WAT Day of Meeting:
  • Monday
  • Wednesday
  • Friday

Prework to prep for meeting

  • Weekly Label Check #
  • Recruiting Issues

Recurring items: Happens on the Friday meeting

Recurring items: Happens on every meeting

New Items

  • [ ]
  • Carry over Items to next meeting that don't get addressed

FYIs

Notes from Meeting

  • We created an offboarding procedure issue to determine how to choose who to offboard and when to offboard them.
  • We also created an issue for carrying out the offboarding across all relevant avenues.
  • We also decided that new members don't have to attend all meetings, instead they should attend Wednesday meetings to ask questions about their assigned issues.

Task Items

Agenda Items for Next Meeting

  • Next Meeting when we onboard new members, existing new members will take them into a breakout room to have them be added to google drive and fill out roster etc.

@SheIsBukki
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SheIsBukki commented Feb 28, 2022

2022-02-28 Meeting Agenda

  • 7:30 am PST / 4:30 pm WAT Day of Meeting:
  • Monday
  • Wednesday
  • Friday

Prework to prep for meeting

  • Weekly Label Check #
  • Recruiting Issues

Recurring items: Happens on the Friday meeting

Recurring items: Happens on every meeting

New Items

  • [ ]
  • Carry over Items to next meeting that don't get addressed

FYIs

Notes from Meeting

  • We went through Tunji, Eloka, Ivy, and Tolu Adejoko's onboarding issues, and they all had valuable observations.

Task Items

Agenda Items for Next Meeting

  • Next Meeting when we onboard new members, existing new members will take them into a breakout room to have them be added to google drive and fill out roster etc.

@SheIsBukki
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SheIsBukki commented Mar 4, 2022

2022-03-02 Meeting Agenda

  • 7:30 am PST / 4:30 pm WAT Day of Meeting:
  • Monday
  • Wednesday
  • Friday

Prework to prep for meeting

  • Weekly Label Check #
  • Recruiting Issues

Recurring items: Happens on the Friday meeting

Recurring items: Happens on every meeting

New Items

  • [ ]
  • Carry over Items to next meeting that don't get addressed

FYIs

Notes from Meeting

  • Bonnie edited the Gather Examples presentation based on the observations Ivy gave.

Task Items

Agenda Items for Next Meeting

  • We will continue working on Ivy's observations about the Gather Examples presentation Next Meeting .

@SheIsBukki
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SheIsBukki commented Mar 4, 2022

2022-03-04 Meeting Agenda

  • 7:30 am PST / 4:30 pm WAT Day of Meeting:
  • Monday
  • Wednesday
  • Friday

Prework to prep for meeting

  • Weekly Label Check #
  • Recruiting Issues

Recurring items: Happens on the Friday meeting

Recurring items: Happens on every meeting

New Items

  • [ ]
  • Carry over Items to next meeting that don't get addressed

FYIs

Notes from Meeting

Task Items

Agenda Items for Next Meeting

  • We will continue working on Ivy's observations about the Gather Examples presentation Next Meeting.

@SheIsBukki
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SheIsBukki commented Mar 16, 2022

2022-03-07 Meeting Agenda

  • 7:30 am PST / 4:30 pm WAT Day of Meeting:
  • Monday
  • Wednesday
  • Friday

Prework to prep for meeting

  • Weekly Label Check #
  • Recruiting Issues

Recurring items: Happens on the Friday meeting

Recurring items: Happens on every meeting

New Items

  • [ ]
  • Carry over Items to next meeting that don't get addressed

FYIs

Notes from Meeting

Task Items

Agenda Items for Next Meeting

  • [ ]

@SheIsBukki
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SheIsBukki commented Mar 16, 2022

2022-03-09 Meeting Agenda

  • 7:30 am PST / 4:30 pm WAT Day of Meeting:
  • Monday
  • Wednesday
  • Friday

Prework to prep for meeting

  • Weekly Label Check #
  • Recruiting Issues

Recurring items: Happens on the Friday meeting

Recurring items: Happens on every meeting

New Items

  • [ ]
  • Carry over Items to next meeting that don't get addressed

FYIs

Notes from Meeting

Task Items

Agenda Items for Next Meeting

  • [ ]

@SheIsBukki
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SheIsBukki commented Mar 16, 2022

2022-03-11 Meeting Agenda

  • 7:30 am PST / 4:30 pm WAT Day of Meeting:
  • Monday
  • Wednesday
  • Friday

Prework to prep for meeting

  • Weekly Label Check #
  • Recruiting Issues

Recurring items: Happens on the Friday meeting

Recurring items: Happens on every meeting

New Items

  • [ ]
  • Carry over Items to next meeting that don't get addressed

FYIs

Notes from Meeting

Task Items

Agenda Items for Next Meeting

  • [ ]

@SheIsBukki
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SheIsBukki commented Mar 16, 2022

2022-03-14 Meeting Agenda

  • 7:30 am PST / 4:30 pm WAT Day of Meeting:
  • Monday
  • Wednesday
  • Friday

Prework to prep for meeting

  • Weekly Label Check #
  • Recruiting Issues

Recurring items: Happens on the Friday meeting

Recurring items: Happens on every meeting

New Items

  • [ ]
  • Carry over Items to next meeting that don't get addressed

FYIs

Notes from Meeting

Task Items

Agenda Items for Next Meeting

  • We will onboard new members

@SheIsBukki
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SheIsBukki commented Mar 16, 2022

2022-03-16 Meeting Agenda

  • 7:30 am PST / 4:30 pm WAT Day of Meeting:
  • Monday
  • Wednesday
  • Friday

Prework to prep for meeting

  • Weekly Label Check #
  • Recruiting Issues

Recurring items: Happens on the Friday meeting

Recurring items: Happens on every meeting

New Items

  • [ ]
  • Carry over Items to next meeting that don't get addressed

FYIs

Notes from Meeting

  • We onboarded 5 new members

Task Items

Agenda Items for Next Meeting

  • [ ]

@SheIsBukki
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SheIsBukki commented Aug 22, 2022

2022-08-22 Meeting Agenda

  • 7:30 am PST / 4:30 pm WAT Day of Meeting:
  • Monday
  • Friday

Prework to prep for meeting

  • Weekly Label Check #
  • Recruiting Issues

Recurring items: Happens on the Friday meeting

Recurring items: Happens on every meeting

New Items

  • [ ]
  • Carry over Items to the next meeting that don't get addressed

FYIs

Notes from Meeting

Task Items

Agenda Items for Next Meeting

@edwardsarah
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2022-08-26: Just me and Prakhar were there today, so we called it pretty early.

@SheIsBukki
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SheIsBukki commented Sep 9, 2022

2022-09-09 Meeting Agenda

  • 7:30 am PST / 4:30 pm WAT Day of Meeting:
  • Monday
  • Friday

Prework to prep for meeting

  • Weekly Label Check #
  • Recruiting Issues

Recurring items: Happens on the Friday meeting

Recurring items: Happens on every meeting

New Items

  • [ ]
  • Carry over Items to the next meeting that don't get addressed

FYIs

Notes from Meeting

Task Items

Agenda Items for Next Meeting

@SheIsBukki
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SheIsBukki commented Nov 4, 2022

2022-11-04 Meeting Agenda

  • 7:30 am PST / 4:30 pm WAT Day of Meeting:
  • Monday
  • Friday

Prework to prep for meeting

  • Weekly Label Check #
  • Recruiting Issues

Recurring items: Happens on the Friday meeting

Recurring items: Happens on every meeting

New Items

  • [ ]
  • Carry over Items to the next meeting that don't get addressed

FYIs

Notes from Meeting

  • We need to check the Wiki to update it
  • Bonnie reviewed and signed off deck 1

Task Items

Agenda Items for Next Meeting

  • [ ]

@edwardsarah
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edwardsarah commented Apr 17, 2023

04.14.2023 Meeting Agenda

  • 7:30 am PST / 4:30 pm WAT Day of Meeting:
  • Friday

Guide Presentations

  • Reviewed the flow chart added to the Overview deck, it looks good
  • Decided to add slides on the leadership review process (why we do it, what it involves) and what happens when guides go live and we share them
    • Two parts to leadership review: Cop leads and guides team
    • Discussion about what leadership review means: is it a double check?
    • Anything we can clearly identify as necessary to the review process should become part of the peer review process
    • leadership review kind of catches anything that's borderline or a case we hadn't considered, but for any reason does not meet standards of 'something we want to put on the website'
    • CoP leads checking for things like consistency across CoPs, ethics, security issues
    • Guides team checking for things that fall through or standards like, if you're using a lot of specific terms it needs to go in a glossary
    • Ideally, leadership review catches very few things. It should be pretty much perfect after peer review.
    • Sarah will edit these slides and make them pretty (added as tasks in Create a Guide/Template: How to Format A Guide knowledgebase-content#106)
  • New slide on filtering using labels, short discussion about placement and decided it looks okay
  • Wiki section of part 1 needs some work. Need to demonstrate difference between a custom side bar and regular side bar, the search function & what it can be used for. Sarah will edit it this week
  • Text on new slide in part 5 on storing a spreadsheet looks good, but needs to be updated with new gif to reflect the fact that guides should be stored in the format Issue Number: Guide name (in case the name of the guide changes)
  • Need to make a guide on CoP storage of guides

Glossary Discussion

  • Internship team making a glossary. 2 parts: org-wide glossary, and project specific glossary

    • deciding what goes in which one by thinking about who benefits from the defintition for.
    • Ex. 'guide author' is specific to the guides team, 'community of practice' is an org wide definition
  • Ideally global glossary can be sorted by community of practice

  • projects have the ability to suggest a term be added to the global glossary, and then 'own' that term - are responsible for updating its definition

  • Project specific glossaries will be kept in a team's wiki, they can update it as they'd like

  • Global glossary as one massive spreadsheet. Initially everyone will make terms and Bonnie will review them and put them in the primary spreadsheet

  • Will also make a template on how to make a glossary. Example used was the comparative and competitive analysis example spreadsheet

  • Our glossary needs to be updated - 'author' should be guide author, 'special issue' should be example issue, contributor needs to be added. These terms are likely the only ones unique to the guides team, the rest would go in the global glossary

Small Notes on Peer Review Process

  • Template for guides need to be finished. Without the template, there's nothing to peer review against
  • Once that's done, we'll need to go through the guidance on peer review to make sure it's up to snuff. A lot of these presentations look old and out of date.

@edwardsarah
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04.07.2023 Meeting Agenda

  • 7:30 am PST / 4:30 pm WAT Day of Meeting:
  • Friday

Ethan's Work

  • What he’s working on currently can generate any type of markdown, still working on the front matter, but it can generate front matter from database

    • Ethan needed list of practice issues, so Bonnie directed him to the website where he can find the active ones and part of the onboarding presentation (I think) where he can see all of them, even the ones that are inactive
    • Inactive doesn’t mean nobody is working on, just that they’re not communities of practice right now (ie. marketing, fundraising)
    • Ethan has questions on where data comes from right now and where it will come from eventually
    • Program area - currently website, eventually people depot
    • Practice area - currently website /Bonnie’s list, eventually people depot
    • Language comes from Github, will always come from github
    • On the project page on the website, lists language/technologies as a filter, this will also include tools
      • Technologies includes stuff like react, tools includes stuff like zoom or google sheets
  • Bonnie took over as technical product manager at people depot, is helping them focus, create milestones and understand consumer needs

    • Ethan is going to come to the next people depot meeting potentially, definitely the one after to discuss his needs as a consumer since he knows exactly what he needs
    • People depot currently having a conversation writing out what their consumer needs are. Following a long conversation with civic tech jobs, they want to set up a specific requirements process and will have more clarity meeting after next
    • Ethan wants to know about stakeholder priority, Bonnie mentions VRMS, Civic Tech Jobs, the Website
    • Background: people depot is database backend for everything at Hack for LA. People, projects, guides
      • Bonnie remembers later that Civic Tech Jobs needs to remember privacy issues for their MVP & methods for letting people who come from hack for LA internationally to remove their data
      • For us: need to remember that contributors need to be listed in a database, rather than on the document itself. (beyond people being removed, if someone changes their name and wants to edit this, it’ll be a nightmare to try to get through this manually)
    • For every table they’re creating, they have a stakeholder label, so it helps them figure out which stakeholder needs what
    • Bonnie will create stakeholder label for Ethan so he can add them
    • Understanding what stakeholders need what helps them prioritize milestones. Ex. if Ethan’s requirements are a subset of VRMS’ requirements, can prioritize his and use it to pilot features that VRMS will need later
  • Where Ethan slots into in priority will depend on all these things, but it’s helpful to know what he needs

Adopting an Issue from the Website Team (#128)

  • Bonnie brings up an issue that used to belong to the website team, now belongs to us
  • Basically, do we want to create a github issue template that acts as a form for people to fill out when suggesting guides, or do we want a google form that automatically creates an issue
  • Github issue is great for people in the organization, not so great for people outside of it
  • Google form makes issues that aren’t linked to someone’s github, so it’s harder to contact people about their issue if they don’t leave an email or github handle
  • We’re putting this issue in the icebox for now. MVP is getting guides onto the website. Suggesting new guides, and anything that might suggest to them what guide they’re looking for is past MVP and we’ll worry about it later
    Important to note that website team is pretty hands off about the toolkit page, everything that appears there now belongs to us.

Our Future Website & Domain (#122)

  • Sarah asks about if we’re eventually moving things to another website, we have an issue for discussing Civic Tech Structure v. Civic Tech Guides
  • Probably not civic tech structure, may not be civic tech guides, or could be civic tech guides + something else
  • Will be a website that contains information about other resources & places you can find guides - ex. Hack for LA website, if there are other organizations that have their own guides
    BOP right now has a lot of assets (ex. hey we built this thing, look at it) but not a lot of guidance (here’s how we built said thing)
  • The guides website separate from Hack for LA will probably be something more generic, not as specific to hack for LA as all of the current guides & the practices they cover are
  • Needs to have a name that makes sense and can act as a lightning rod for funding
  • Not really any money in civic tech, some people are using the term social tech, perhaps we can get registered as a DPG (designated public good)
  • Tabling this discussion til post-MVP, it’s not important right now

Tracking Guide Making

  • Background:
    • Most new developers go on the website team bc of low skill level
    • Each one gets a tracking issue that tracks their prework, first issue, and second issue. After this they graduate to ‘small’ issues on the board
      • Prework issue teaches you how to do everything. There's a structured approach that gets you through your first and second issues
    • Also a tracker spreadsheet that tracks the tracking issues, so it’s easy to see where people are dropping off during the process. Realized people were falling off because they couldn't find a small issue to work on
    • Still needs further work, many people drop out after this process because there aren’t enough small issues to work on, and because this isn’t tracked it isn’t clear that they’re disappearing
  • Would be great to set something like this up for user research on new people working on guides to give us more information about where people are dropping off during the process, see what we need to rework to keep people engaged
    • Each person would have a tracker issue with steps to follow and check off, greater tracker to see where people are in the process, and issues set up where people can ask questions. Overall tracker would be useful to clear any major blockers.

UX Research Team Lead

  • Need someone at first launch (aka CoP meeting next month) to ask basic questions
  • Going to recruit a lead researcher for the team, they can recruit one other person if they want to, but we need someone who can really take charge of the conversation
  • Will just recruit them for the full project. We shouldn’t try to make issues for them where there aren’t any, but there will probably be a lot
  • Recruit them now so they can start to prep: roadmap, research plan, setting up the structure of the wiki for research
  • Writing up an issue for recruiting a UX researcher, ask the UI/UX leads if we can go on their agenda to talk to people about this, particularly anyone who is working on making the research templates from the website team generic for UX research

Guides Tracker

  • Considering moving the CoP Guides board to just one central board for guides, with different views for the different communities of practice
  • Access issue: CoPs would have to clean up their write teams before they can access it.
    • Will have to evaluate for themselves what active and inactive means.
    • Risk of having everyone on the same board is damage that someone could do if they decided to go through and delete everything. That risk is also something we sort of live with now
  • Need a standard set of labels, and add a label for the CoP the issues are coming from
    • Bukki did a whole label rationalization thing, Sarah will try to find it (and ask Bukki if she can't find it)
    • Also need to add labels that highlight what kind of help is wanted for the issue (ex. needs editor, main author, secondary author ,whatever else)
  • Concept needs more thought. Might be an issue with having one board because the Guide's team columns don't necessarily match the CoP's understanding of where an issue is in the process. We'll talk about it more when the presentations are done.

@edwardsarah
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edwardsarah commented Apr 21, 2023

04.21.2023 Meeting Agenda

  • 7:30 am PST / 4:30 pm WAT Day of Meeting:
  • Friday

Prework to prep for meeting

  • When is CoP Leads meeting? What do we need to prep for that?
  • UI & UX Recruitment Updates
  • Bukki offboarding roadblock - Google drive permissions

Slide Sign Off

FYIs

Notes from Meeting

Task Items

@edwardsarah
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edwardsarah commented May 12, 2023

05.12.2023 Meeting Agenda

Questions

  • What date is the meeting w CoP leads? Which decks are we hoping to present to them & is it an overview or are we going pretty in depth with the gather examples presentations?

Slide Updates

Part 3: Connecting with Other Teams

  • Finish going over the exercise (didn't have time for UI/UX last week)
    • Made changes to the exercise under UI/UX, update the other two
    • Left off on step 6
    • Example issue from PM and Dev teams will also need to be fixed
  • Is there a better way to have this organized? Should the results from this go into a central issue (ex. An issue labeled 'Team PM Leads' so any time someone gets updated info they can put it there)
  • Issue will be super cluttered if every team gets one of these in their own comment
  • Ideally, teams stay on top of it, but what's the best alternative otherwise?

How to Use Github Search

  • Might make the most sense to just go through this deck in its entirety as it's all pretty much been reworked.
  • Added test exercise for PM CoP, if we like it I can go ahead and add exercises for UI/UX and Dev

How to Ask for Peer Review / How to Peer Review

@edwardsarah
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  • moving presentations to July meeting
  • if we ran through them it would be super long
  • what do we need to cover with CoP leads so we're ready?
  • look at all the guide issues on the board, evaluating the guide issues, if they're good guide issues & what kind of issues there are
  • labels: go gather examples vs. only one way of doing it
    • one way: building a roadmap (although multiple examples), slack reminders
  • write guidance on how not to lose your way in making new issues
    • how do you start a new guide & how do you know what to put in your guide & how to write it
  • do it with UI/UX instead of product management since PM there's not really any feedback
    • downside: only one avail right now is aparna, might be a burden on them to do this now
    • is this something we can work on and have finished at a point when it's no longer such a burden?
    • ask when jennifer is
  • Outline of the decks, put it into an actual outline format
  • Label for org rep question?
    • Retool decks to mention where to put an issue and how to label it
  • Is peer review a column or a label?
  • Add notes to top of columns to help people understand what the deal is
  • Figure out what we want the process to be, update the template text on all guides to match this
  • All these instructions in the issue itself, and we keep changing instructions. Would prefer a single source of truth. Needs to go into the deck so it can be taken out of the issue. Issue should just point you to the next deck, no info about changing the labeling, so that should go in the deck itself.
    • Admin calendaring issues have this format
  • Agenda items
    • Cleaning up the project board for all the CoPs, this is something to bring up & standardizing it. this will be several weeks for each CoP.
    • Overarching plan & who are they nominating to do the board cleanup
    • Is there something they can do before we get to one on ones with them? Can we just give them the format of the board?
    • Seven week series of guides that just happen on off tuesdays? or is it at the CoP meetings?
    • CoPs always have a bunch of things they want to do so we don't want to take up all of that time
  • When they're ready, to join hack for LA you'll have to have done a guide first
    • six hours a week, first few weeks only to get through the process
    • expect we'll lose quite a few people but we already lose quite a few people
    • weekly meeting on non-onboarding to troubleshoot
    • what does readiness mean? just gather examples presentations. just working on getting everything to that point. batches of it at a time
    • Meeting is to tell them how the whole system

@ExperimentsInHonesty
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meeting with cop leads needs an agenda

Agenda

  • Overview of Where the guides team is
  • How guides team is going to engage with each cop (clean up work)
    • cleanup phases
      • add columns
      • add milestones that match the decks
      • add milestones to issues
      • rename backlog column to prioritized backlog
      • make all issues that are in the milestone: gather examples, ready to gather examples by rewriting
  • How cop members are going to work on guides
    • all people working on the same step so that we can train them all at the same time, and provide help for everyone at a weekly help session (tuesdays when there is no onboarding)
  • When the new system is going start

@edwardsarah
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hackforla/knowledgebase-content#52
Bonnie will write her a note that's a quote from Omar Bradley

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edwardsarah commented Aug 4, 2023

07.28.2023 Meeting Minutes

  • Removing CoPs from guide making process and centralizing under the Guides Team
    • feedback from CoP leads that they do not want to assign people work. Important for the guides process that the community is invested in the review process
  • New process when onboarding to Hack for LA
  1. Onboarding presentation
  2. Intro to Github Academy (videos to get new joiners up to speed on using Github)
  3. Guides Team Guide
  4. Joining a project
  • Guides team will need a US-based PM who can facilitate the guide-making process & answer questions from new volunteers
  • Consolidating guides into one board under the guides team, rather than separate boards for all CoPs
    • Rhoda will do an audit of existing guides starting with Product & UI/UX
    • There will be a form for suggesting new guides & guidance on what to suggest
    • Rhoda will work with Bonnie to come up with a research plan to test new process for suggesting guides - pilot with UI/UX
    • Will need to discuss the transition with CoP leads

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edwardsarah commented Aug 4, 2023

08.04.2023 Meeting Agenda

  • Ethan was absent, so no update this week
  • Reviewed Overview slide deck, comments were left to be addressed

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Moved to hackforla/product-management#136 as this issue was getting too long to keep track of things effectively

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