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Guides: Meeting Agenda & Minutes #136

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edwardsarah opened this issue Sep 1, 2023 · 51 comments
Open
1 task

Guides: Meeting Agenda & Minutes #136

edwardsarah opened this issue Sep 1, 2023 · 51 comments
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@ExperimentsInHonesty @JesseTheCleric @edwardsarah @the-techgurl @fchan218
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feature: agenda role: Product size: 0.5pt Can be done in 2-3 hours or less
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03. Project Mana...

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@edwardsarah
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edwardsarah commented Sep 1, 2023 •
edited by ExperimentsInHonesty
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Overview

Agendas and minutes for the Guides Team weekly meetings, Friday at 7:30AM Pacific Time.

Action Items

  • Copy the agenda template to a new comment below
# Date [format as YYYY-MM-DD]

### Prework
- [ ] Review any open questions and if answers are needed by person other than the one doing the review, add to agenda https://github.com/hackforla/guides/issues/149
- [ ] Daily: [look for issues that need pm lead review](https://github.com/hackforla/guides/issues?q=is%3Aopen+is%3Aissue+label%3A%22ready+for+pm+lead%22)

## Attendance

- [ ] Bonnie
- [ ] Sarah E
- [ ] Rhoda
- [ ] Jesus
- [ ] France
- [ ] Aditya


### Recurring Items
Review work by each team member
   - [ ] [Bonnie](https://github.com/hackforla/guides/issues/assigned/ExperimentsInHonesty)
   - [ ] [Sarah E](https://github.com/hackforla/guides/issues/assigned/edwardsarah)
   - [ ] [Rhoda](https://github.com/hackforla/guides/issues/assigned/the-techgurl)
   - [ ] [Jesus](https://github.com/hackforla/guides/issues/assigned/jessiethecleric)
   - [ ] [France](https://github.com/hackforla/guides/issues/assigned/fchan218)
   - [ ] [Aditya](https://github.com/hackforla/guides/issues/assigned/Aditya23Soni)

## Agenda
- [ ] check to see if there are any issues with [link status: inaccessible document](https://github.com/hackforla/knowledgebase-content/issues?q=is%3Aopen+is%3Aissue+label%3A%22link+status%3A+inaccessible+document%22). This is a blocker to the body text being updated.
- [ ] Add anything we did not get to today, to next weeks agenda

## Meeting Minutes

## Items for next agenda

Past Agenda Issues

civictechindex/BOP#82
civictechindex/BOP#3

Previous Team Meetings

9/1/23
9/8/23
9/15/23
@edwardsarah edwardsarah added documentation Improvements or additions to documentation help wanted Extra attention is needed question Further information is requested labels Sep 1, 2023
@edwardsarah edwardsarah pinned this issue Sep 1, 2023
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edwardsarah commented Sep 1, 2023 •
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Friday September 1, 2023

Attendance

  • Bonnie
  • Sarah
  • Rhoda (late arrival)

Meeting Minutes

  • Bonnie talked to Ethan separately about a particular issue, would still be good to have him give a full status update

Transitioning Guides to New Repo

  • Why? Unified system of labels, all guides will live in one place that guides team monitors, no issues of people forgetting to add those guides to the project board

  • CoP Leads do not need to be consulted about shift to new repo, but should at least be notified

    • Only UI/UX and Product were making guides anyway
    • New iteration when Ethan is done: people suggest guides, it gets approved, goes into the database, we can get more information about status and everything once it's there

  • Aim: make the system as easy to facilitate as possible

  • Current documentation for guides is in CoP drives & folders

    • Will need to keep track of old issue numbers and titles so all of that stuff can be migrated without losing information
    • Rhoda's guide audit will help us achieve that because it has a list of issue numbers and CoPs already

  • How do we move the issues? How do we notify people

    • created the repo knowledgebase-content to serve as the new repo
    • all of the CoP-write teams have write access to the repo, so write permissions for that will just be handled through CoPs, that's fine
    • Notifying people: have a volunteer post on all open guide issues a survey that gives them the heads up we're moving things, then if they want to still continue working on it they will give us their info and we'll make sure they know where it's ended up
    • Survey: email address, github, guide issue name & number, community of practice
      • If nobody responds within a set period of time, just move it
      • second survey: if you want to be added to an issue once it's moved, we will give you the correct drive permissions
    • Need to make sure we don't break any links to things - keep a record of what the old issue numbers were! check CoPs for references to them

  • Bonnie made the new drive folder & set up an issue in Tables to make sure newly onboarded volunteers automatically get added to the drive

Issue Audit

Tutorials stay in Data Science because that's knowledge specific to their CoP, Revenue had no guide issues, has one github issue template but that's not what we're looking for
Rhoda will add the last marketing issue to the spreadsheet, we will go over the spreadsheet next week!

In the meantime, Sarah will put together a process for shifting issues & files to the new repo without losing information

@edwardsarah edwardsarah added feature: agenda and removed help wanted Extra attention is needed question Further information is requested labels Sep 8, 2023
@edwardsarah edwardsarah self-assigned this Sep 8, 2023
@edwardsarah edwardsarah added this to the 03. Project Management milestone Sep 8, 2023
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edwardsarah commented Sep 15, 2023 •
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Friday September 8, 2023

Attendance

  • Bonnie
  • Rhoda
  • Sarah

Guides Audit Spreadsheet

Reviewed and made progress labelling the guides from Engineering and Ops, still have more to look at in Product and UI/UX

Reminder on why we did the audit:

  • Audit was always going to become out of date very quickly, but it's useful to have a survey of all of the guides at this moment in time to understand what CoP we wanted to work with for the pilot project

On Guides Related to Professional Development

  • important that we aren't making guides on topics better addressed by resources outside of hack for LA - need to ask, what is unique about the way that we do it at Hack for LA, and what will someone get out of this guide that they could not get out of looking it up elsewhere
  • professional development guides can be tricky because they often go out of date very quickly, or they are too broad in scope. if a guide deals with professional development, it should be focused on using a specific tool
  • also focused on addressing the pain points (ex. finding a job) rather than what someone things the solution should be (ex. resume workshops), as often people don't know what the most helpful thing for them would actually be

Suggesting a Guide Workflow

  • Someone has an idea for a new guide
  • Reviews the list of previously suggested guides - one list for accepted guides, one list for rejected guides
  • If they don't see the guide they want, they use an issue template in the knowledge base content repo for suggesting the guide.
    • Issue template covers: what is the guide, why is it useful at hack for la
    • If they would like to suggest a guide that has been previously rejected, they need to give a new reason why this guide would be useful
  • Suggestion is then reviewed by the guides team, we ask questions if needed
  • Decision is made on prioritizing or rejecting the guide

New Guidance Pilot

  • Who are we testing it with?
    • Have to avoid scope creep - Bonnie would like to involve people from outside of Hack for LA, but it is probably best to limit it to about 10 volunteers for now and expand in future iterations
    • Need to have enough guide issues for each volunteer to work on one - will use the spreadsheet to identify which guide issues are best suited to this, then clean them up, add them to the new repo, make sure they're ready to go
    • Ideally, would be great to have 40 guides to work with, though this may not be feasible

Testing the Pilot

  • Rhoda will develop the research plan
  • Next Friday: importing the template from the internship project, starting to work on the roadmap
  • Key questions:
    • How can the system be improved? (Structure-wise, what issues and templates do we need for this to work?)
    • How do expectations need to be communicated to new PMs so they aren't disappointed?
    • What is missing from the setup?
    • What's not covered? (ex. what tools in github are they exposed to but not familiar enough with?)
    • What activities need to occur during training to keep it engaging and interactive?
    • How are we checking their work?
  • Overall goals: evaluate competency in tools before & after - can they create a guide, can they use github?

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edwardsarah commented Sep 15, 2023 •
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Friday, September 15, 2023

Attendance

  • Bonnie
  • Sarah E
  • Rhoda
  • Sarah L

Agenda

  • Intro to project for new PM + onboarding
  • Roadmap for research plan - new guidance pilot
  • Identifying guides for cleanup

Meeting Minutes

Onboarding Sarah L (Colby)

  • Sarah joined the team as a new PM. Will be our US-based PM, focused on the research pilot

New Guidance Pilot

  • Limiting the volunteers to just new PMs so that we can focus on creating a set of just PM guides to use for the pilot
  • Rhoda thinks 10 people is sufficient for the research plan, even with some dropout
  • Bonnie shared a slide deck with Rhoda about training researchers
    • Will not be recruiting until further down the line, but it's important for Rhoda to know about it up front
  • Reviewed PM guides on the New Guide Tracker to identify which ones will be useful to clean up & migrate for the pilot
  • Also reviewed Bonnie's list of wiki pages in the product management wiki that should be turned into guides
  • Knowledgebase-content google drive shared with the rest of the team members, so everyone should have access now

@edwardsarah edwardsarah mentioned this issue Sep 15, 2023
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Add to the next agenda:

- [ ] Review with Bonnie 
  - [ ] Slack channels (active/dormant/archived)
  - [ ] Slack channel pins and bookmarks

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edwardsarah commented Sep 22, 2023 •
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Friday, September 22, 2023

Attendance

  • Bonnie
  • Sarah E
  • Sarah L
  • Rhoda

Agenda

  • Slack Channels + Pins & Bookmarks
  • Updating Active Project List
  • Updates on Work Done this Week
  • Research Plan
  • If time: structure for migrating issues over to new repo

Meeting Minutes

Slack Channels & Bookmarks

  • No problems with our slack channel! That's exciting
  • We are adding a reminder for ten minutes before our meeting (thanks Bonnie)

Active Project List

  • Actually already up-to-date. On hold labels were added to currently inactive projects.
  • Bonnie added a section for CoPs. Data science was already there, but the rest of the CoPs have now been added.

Updates on Work Done this Week

  • Rhoda looked at wiki pages, UI/UX google forms to get a sense on how to recruit while preserving privacy and expectations
  • Sarah L is not here so no updates on how she found going through the decks
  • Sarah E created the project board for the knowledgebase-content repo & added labels. we agreed today that we don't need the leadership review labels yet. the duplicate label will be replaced with a series of ignore labels from the website team. size labels will be added async

Access to the Knowledge Base Content Drive

  • made a new shared drive where the guides team is the owner, so if people request access then the guides team can review it and approve it. In previous drive, Bonnie was the owner, so any requests for access were likely to be lost among many other emails

Tasks for next week

Sarah is going to update the https://github.com/hackforla/guides/wiki/How-to-Gather-Examples to break it into seperate sections.

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ExperimentsInHonesty commented Sep 22, 2023 •
edited by edwardsarah
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Date 2023-09-29

Attendance

  • Bonnie
  • Sarah E
  • Sarah L
  • Rhoda

Agenda

Meeting Minutes

Want to pick issues that already have wiki pages for them so we can roll directly from gathering examples to making the guides. So we're checking the product management wiki pages against the list we made
Went through

Next week's agenda will be Bonnie walking Rhoda through what the pilot will cover.

  • Just Phase 1
  • What is it we're trying to get at with them?

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2023-10-6

Attendance

  • Bonnie
  • Sarah E
  • Sarah L
  • Rhoda

Agenda

  • [ ]
  • Add anything we did not get to today, to next weeks agenda

Meeting Minutes

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ExperimentsInHonesty commented Oct 20, 2023 •
edited by jianwangcat
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Date 2023-10-20

Attendance

  • Bonnie
  • Sarah E
  • Rhoda
  • Claire W

Agenda

  • [ ]
  • Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Items for next agenda

- Check on issues to see if they got resolved
   - [ ] https://github.com/hackforla/website/issues/5743
   - [ ] https://github.com/hackforla/VRMS/issues/1530
   - [ ] https://github.com/hackforla/VRMS/issues/1531
- [ ] agenda just for product (there may already be one that is closed and needs to be reopened or create new).
 - [ ] Add current and former members to the wiki (create page if necessary), from [roster](https://docs.google.com/spreadsheets/d/1iUZOgQwXI-6Ljh3_00_tOxFoyjjurUGnJ5lenAl1AGg/edit#gid=2133647372)
 - [ ] Create research issue templates from internship project https://github.com/hackforla/internship/wiki/UX-Research-Guides-Templates

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2023-10-23

Attendance

  • Bonnie
  • Sarah E
  • Claire W
  • Rhoda

Agenda

Meeting Minutes

Items for next agenda

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jianwangcat commented Oct 30, 2023 •
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Date 2023-10-30

Attendance

  • Bonnie
  • Sarah E
  • Claire W
  • Rhoda

Agenda

Meeting Minutes

Items for next agenda

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2023-11-03 Meeting Agenda

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

Prework to prep for meeting

Recurring items: Happens on every meeting

New Items

FYIs

Notes from Meeting

Task Items

@jianwangcat jianwangcat changed the title Guides Team: Friday All-Team Meeting Minutes Guides: Meeting Agenda & Minutes Oct 31, 2023
@jianwangcat jianwangcat added role: missing size: missing and removed documentation Improvements or additions to documentation labels Oct 31, 2023
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edwardsarah commented Apr 26, 2024 •
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Date 2024-04-26

Prework

  • Review any open questions and if answers are needed by person other than the one doing the review, add to agenda Team Questions #149

Attendance

  • Bonnie
  • Sarah E
  • Ayma
  • Rhoda

Recurring Items

Review work by each team member

Agenda

Meeting Minutes

Items for next agenda

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edwardsarah commented May 3, 2024 •
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Date 2024-05-03

Prework

  • Review any open questions and if answers are needed by person other than the one doing the review, add to agenda Team Questions #149

Attendance

  • Bonnie
  • Sarah E
  • Rhoda

Recurring Items

Review work by each team member

Agenda

  • Reviewing RP2 and RP5 - does the split here make sense, is there anything we need to modify
  • Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Reviewing the goals for each of the research plans:

  • RP 1 - How are guide creators managing the transition in organization for guides from COPs to knowledgebase?
  • RP 2 - Do the expectations new volunteers have coming into Hack for LA match the work they are doing?
  • RP 3 - What skills do new volunteers have coming into HfLA?
  • RP 4 - How are volunteers progressing through the workshops? Where are the blockers and what's causing dropouts?
  • RP 5 - Did volunteers complete the work they were supposed to between workshops?
  • RP 6 - Exit Survey: What have they learned from the workshops?
  • RP. 7 - Post Workshop Survey: Has what they learned been useful to their work at Hack for LA?

Created new survey for participants after each workshop, set up issue #167 for new surveys

  • Key action item is to identify points in the gather examples workshops where we want to evaluate their progress in a particular skill
    Will need to create a survey for whether or not they've finished the work between workshops as well

Items for next agenda

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Date 2024-05-10

Prework

  • Review any open questions and if answers are needed by person other than the one doing the review, add to agenda Team Questions #149

Attendance

  • Bonnie
  • Sarah E
  • Rhoda

Recurring Items

Review work by each team member

Agenda

  • [ ]
  • Add anything we did not get to today, to next weeks agenda

Meeting Minutes

  • Ask Bonnie about access to research roadmaps on internship team slack + via text, so Rhoda can finish the research roadmap
  • Rhoda will come up with some alternative wording for questions to make sure volunteers aren't confused about the difference between 2.1 + 2.2
  • Sarah will look at the different topics in the workshop presentations to identify clear sections to evaluate confidence + competency in for the interim surveys

Items for next agenda

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edwardsarah commented May 17, 2024 •
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Date 2024-05-17

Prework

  • Review any open questions and if answers are needed by person other than the one doing the review, add to agenda Team Questions #149

Attendance

  • Bonnie
  • Sarah E
  • Rhoda

Recurring Items

Review work by each team member

Agenda

  • [ ]
  • Add anything we did not get to today, to next weeks agenda

Meeting Minutes

  • Meeting cancelled due to team absences

Items for next agenda

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edwardsarah commented May 17, 2024 •
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Date 2024-05-24

Prework

  • Review any open questions and if answers are needed by person other than the one doing the review, add to agenda Team Questions #149

Attendance

  • Bonnie
  • Sarah E
  • Rhoda

Recurring Items

Review work by each team member

Agenda

  • Research Roadmap:
    • Can we get access to the internship team's documents? If not, how do we move forward?
  • Survey Points for Gather Examples Workshop Participants #167
    • Review suggested sections - does this cover everything?
    • Discuss if we want another survey for soft skills
    • Questions for additional form evaluating work done between sessions
  • Offboarding Ayma - removal from 1Password
    • Impact on the team? Do we have her responsibilities covered?
  • Add anything we did not get to today, to next weeks agenda

Meeting Minutes

  • Sarah will make an issue to remove old PMs from website
  • Remove her from resources
  • All past team members should be removed from write team but maintain access to read team, use roster to check this
  • Check email & figma to make sure everyone is correctly offboarded
  • internship team is working on issues that will be the foundation of our work, check here: TWE: template for revising issue templates [name of template] internship#530
  • when closed, we will customize them for the guides team, approx 1 issue per week
  • Rhoda unable to make the meeting time for June, we will re-evaluate after next week to see if we should shift the meeting time

Items for next agenda

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edwardsarah commented May 31, 2024 •
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Date 2024-05-31

Prework

  • Review any open questions and if answers are needed by person other than the one doing the review, add to agenda Team Questions #149

Attendance

  • Bonnie
  • Sarah E
  • Rhoda

Recurring Items

Review work by each team member

Agenda

Meeting Minutes

Project Boards

  • Guides Board Migration #168
  • GitHub is sunsetting old project boards, so we need to review our project boards and figure out what we're doing with them
  • Cards are converted to draft issues, which cannot be edited only turned into issues
    • Content should be moved to the wiki before we migrate it
  • Copy all project board card text into a new issue, migrate the board, then figure out where everything goes
  • identify anything that will break/not work anymore
  • Column headers still exist on new project boards
    • headers cannot be too long before they make the column useless, as they're frozen at the top of the column
    • headers also cannot have any formatting in them
  • Wiki pages may be suitable for much of the project board card info

CoP Guides + Templates Boards

  • We will move the issues, but CoPs will have to manage putting their project board cards in their own wikis
  • Bonnie has migrated the old Guides Tracker Board
    • Guides Tracker Classic
    • Guides Tracker New
  • CoP Templates and Guides Board Migration #169
  • Use Guides Tracker Completeness to make sure all guides are on both boards
    • Don't forget to check closed issues!
  • For each repo, add the label of the COP (from kb-c) to each issue, so we can sort by that label
  • place it on their issues\make sure their issues are on all the right boards
  • Delete their old boards when done
  • We tested transferring an issue from the UI/UX repo, and it was fine
  • Deliverables: add labels to CoPs, use the wiki links to make sure the guide issues are on all three boards, create the next view
  • Get it done before Wednesday of next week
  • Bonnie will check with CoP leads on Wednesday what the leads want to do

Items for next agenda

  • Transfer Guides team board
  • Review transfer of CoP boards

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edwardsarah commented Jun 11, 2024 •
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Date 2024-06-11

Prework

  • Review any open questions and if answers are needed by person other than the one doing the review, add to agenda Team Questions #149

Attendance

  • Bonnie
  • Sarah E
  • Rhoda
  • Jesus

Recurring Items

Review work by each team member

Agenda

Meeting Minutes

Items for next agenda

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edwardsarah commented Jun 14, 2024 •
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2024-14-06

Prework

  • Review any open questions and if answers are needed by person other than the one doing the review, add to agenda Team Questions #149

Attendance

  • Bonnie
  • Sarah E
  • Rhoda
  • Jesus

Recurring Items

Review work by each team member

Agenda

  • Review progress on CoP Templates and Guides Board Migration #169 + more clear instructions
  • Discuss templates and guides for Data Science and Ops - what do we do with them?
  • Guides team board migration
  • Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Whole meeting’s worth of time for the open roles, Bonnie is still working out the kinks for unifying them across the system

option 1:

  • create an issue with all of the titles as potentially new guides
  • (Sarah will do this)
    • checkbox list for each of these
      option 2:
  • migrate it to a new board to make draft issues, downside is all of these draft issues not triaged which then have to be turned into issues
  • do we think all of these things should be made into issues?
  • these are things that CoP leads (awhile ago) thought might be useful as guides
  • don’t really have time

Data Science and Engineering: they will make more wiki pages, not guides,

Create an epic for managing migration of the CoPs

  • individual boards for project board cards that go somewhere
    At some point, will need to figure out what guides need to be labeled with multiple communities of practice

Jesus has confirmed all of the project board card text has been copied

Guides team migration needs to follow the format listed here: https://github.com/hackforla/product-management/wiki/GitHub-Project-Board-Migration-Issue

Guide boards checked:

  • product
  • ui/ux
  • ops
  • data science
  • revenue
  • marketing
  • engineering
  • marketing
  • admin

All projects should have a link to the CoP or repo

look at all of the cards from all of the templates and guides boards, so we can decide what we want the headings to be

  • show up on every view for each status, so we need to figure out the generic thing we want to say
  • see what formatting we can use for the column headers

Items for next agenda

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edwardsarah commented Jun 21, 2024 •
edited by ExperimentsInHonesty
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2024-06-21

Prework

  • Review any open questions and if answers are needed by person other than the one doing the review, add to agenda Team Questions #149

Attendance

  • Bonnie
  • Sarah E
  • Rhoda
  • Jesus

Recurring Items

Review work by each team member

Agenda

Meeting Minutes

Notes from Sarah:

  • Top Priority: migrating the Guides Team Project Board
  • To Jesus: very sorry I wasn't able to update last week's meeting minutes or get action items in time for you to do much this week, I'll be better about this in the future!
  • Issue Guides Board Migration #168 has been updated so each project board card is a separate comment, and is ready for us to go through them and make decisions on where each should end up
  • The UI/UX guide suggestions have been added to issue Guide Suggestions: UI/UX #172, so the old UI/UX project board can be deleted. All of its project board cards have now been preserved either in this issue or in CoP Templates and Guides Board Migration #169
  • Converting CoP Templates and Guides Board Migration #169 into an epic that tracks the project board cards across the different COPs is a work in progress, if there are any updates before the meeting I will add them here

Items for next agenda

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2024-06-28

Prework

  • Review any open questions and if answers are needed by person other than the one doing the review, add to agenda Team Questions #149

Attendance

  • Bonnie
  • Sarah E
  • Rhoda
  • Jesus

Recurring Items

Review work by each team member

Agenda

  • [ ]
  • Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Items for next agenda

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edwardsarah commented Aug 2, 2024 •
edited by JesseTheCleric
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2024-08-02

Prework

  • Review any open questions and if answers are needed by person other than the one doing the review, add to agenda Team Questions #149

Attendance

  • Bonnie
  • Sarah E
  • Rhoda
  • Jesus

Recurring Items

Review work by each team member

Agenda

  • [ ]
  • Add anything we did not get to today, to next weeks agenda

Meeting Minutes

  • Tour of CoP boards
    • All boards are named CoP now for the CoPs
    • Confirmed all previous CoP guides boards have been deleted, everything has been migrated to
  • Knowledgebase-content board
    • Everything in Needs to Be Triaged needs to be cleaned up (comments hidden if they are no longer relevant, action items taken, etc.)
    • Jesus can hide irrelevant comments, Sarah and Bonnie will handle the higher-level work
    • Keep a list of the things that need to be done per issue
      • Hiding irrelevant comments
      • Moving the documents to the new folder
  • Guide: How to Format a Guide needs to be updated with correct info on where to put documents
    • We will need to check across our content for other places this might come up
  • Website team is migrating automations to new project boards and make label changes easy to manage by having a variable file with a list of labels attached to specific GitHub actions
  • Reviewing Migrating PRODUCT Guides to New Repo #139 (comment) to prepare it for Jesus to take over
  • No longer making new guides in CoP, kb-c is the only place there should be templates for new guides
  • Closed issues only relevant to CoP guides boards as not planned, with comments from Bonnie

Items for next agenda

  • Show Jesus to hide irrelevant comments

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edwardsarah commented Aug 9, 2024 •
edited by JesseTheCleric
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Date 09-08-2024

Prework

  • Review any open questions and if answers are needed by person other than the one doing the review, add to agenda Team Questions #149

Attendance

  • Bonnie
  • Sarah E
  • Rhoda
  • Jesus

Recurring Items

Review work by each team member

Agenda

Meeting Minutes

  • Updated the guides team project page on the website Create issues to update Project Profile: Guides Team website#7259
  • Completed France's onboarding & reviewed how to use the zoom spreadsheet and 1password to set up additional meetings
  • Reviewed guides in the Product shared drive, migrated folders and some documents to the knowledgebase-content drive, decided it would be too complicated to France and Jesus to take over the work Ayma was doing
  • Sarah will create guidance on how to clean up guides for triage, for Jesus and France to work on before next Friday

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@edwardsarah
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edwardsarah commented Aug 16, 2024 •
edited by JesseTheCleric
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2024-08-16

Prework

  • Review any open questions and if answers are needed by person other than the one doing the review, add to agenda Team Questions #149

Attendance

  • Bonnie
  • Sarah E
  • Rhoda
  • Jesus
  • France

Recurring Items

Review work by each team member

Agenda

Meeting Minutes

Notes from Sarah:

  • Wrote instructions on cleaning up issues in How to Clean Up a Guide for Triage
  • Assigned @fchan218 and @JesseTheCleric to issue Clean Up Guide Issues for Triage #174 to work on clean up for triage, haven't had much time to review progress but France and I touched base this week to clarify how to set up folders and edit documents
  • I also updated How to Move Guides to a New Repo but I think there's further work to be done here clarifying the process of creating folders and shortcuts, so I will continue to work on that this week.
  • Aditya has filled out the roster and I am working on onboarding, progress noted here.
    • I will leave creating the issues for VRMS and the website team because I think it could be good practice for Jesse to handle that this time

Notes from Bonnie:

  • I met with Jesus and Aditya today and we went over the instructions. Some of it is missing from the document so we determined that having them check the folders and add a label "Folder checked" was the most effective use of their time. I did not have time to update the agenda.

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@edwardsarah
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edwardsarah commented Aug 23, 2024 •
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2024-08-23

Prework

  • Review any open questions and if answers are needed by person other than the one doing the review, add to agenda Team Questions #149

Attendance

  • Bonnie
  • Sarah E
  • Rhoda
  • Jesus
  • France
  • Aditya

Recurring Items

Review work by each team member

Agenda

Meeting Minutes

VRMS PM Admin Access

  • No view in VRMS to see who already has access, so Bonnie will check the spreadsheet for who needs to be removed
  • Bonnie is adding folks to VRMS manually, so we will not set up a new issue for this.
    • Adding another step to our onboarding so we ask people to create profiles in VRMS - Sarah will do this
    • France and Aditya created new profiles
    • Bonnie reviewed what VRMS is good for
    • Don't put anything into the meeting description in VRMS unless the meeting is irregular (ex. every other week)
    • VRMS wiki page has instructions on adding meeting times (though it's a little wrong)
  • Having a folder with all of the videos of processes would be helpful for France
    • Challenge with videos is changing the process is very difficult later, so if we can keep instructions in documents, that's great
  • Bonnie hasn't enforced people using check-ins. She can suggest to PMs to do it, if there's incentives. It's useful to have useful stats about active volunteers for Hack for LA
    • Incentive structure is that google calendar invites will link to VRMS, which will give you the zoom link. this allows us to skip the zoom setup spreadsheet thing and instead set up the meetings in VRMS which can automatically assign zoom slots and approve times.
  • Check the roster for inactive PMs and check if they're in VRMS? But it's really time-consuming to do that. Ideally, VRMS creates a feature that allows Bonnie (at least) to check who has PM access for a given team, and remove them
    • Bonnie says its a PM COP issue, not just a guides team issue. We won't necessarily follow up on that here.

UI/UX Shortcut Clarification

  • Moving forward, going to change the label for UI/UX to 'Design' or 'Research' so that it's easier to identify what folder it goes into

Website Issue

  • Still not dealt with, no movement here

  • France has done a really good job cleaning things up, I think we're ready for team triage on most issues

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@edwardsarah
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edwardsarah commented Aug 23, 2024 •
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2024-08-30

Prework

  • Review any open questions and if answers are needed by person other than the one doing the review, add to agenda Team Questions #149

Attendance

  • Bonnie
  • Sarah E
  • Rhoda
  • Jesus
  • France
  • Aditya

Recurring Items

Review work by each team member

Agenda

Meeting Minutes

  • Guides meeting shifting to hour and a half later

  • Going to keep issue for PMs open so that new HfLA PMs in EMEA and APAC time zones have a team open for them to join

  • A future time, we will have a lot of volunteers at once that need 20 hrs/week, students on F1 visas

    • Pilot potentially when the next semester ends, approximately in January at next year

  • Overview of Weekly Label Check

    • Went over how the website team does it because there are many labels
    • Point of weekly label check is to make sure all of the issues are labeled with things like size, CoP, etc.
      • don't have to add the correct label, just add [label type]: missing, and then count how many are labeled with the missing
      • if any labels show up that shouldn't figure out if that label needs to be added to the filter, or deleted because it's irrelevant or a duplicates
      • if you make any edits to the filter, update the url in the label check issue
      • it should be 0 open 0 closed without labels

  • Copy template at the bottom of the issue to do the audit, leaving comments on what you changed and what the count of 'missing' is for that particular label

  • If the same person is consistently creating new issues with errors in them, go over with them how to correctly label things

  • once done with an audit, check it against the last time you did it - has any progress been made? or is the issue getting worse?

  • Need to add all Complexity labels to our project, then update weekly label check

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@edwardsarah
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edwardsarah commented Sep 6, 2024 •
edited by fchan218
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2024-09-06

Prework

  • Review any open questions and if answers are needed by person other than the one doing the review, add to agenda Team Questions #149

Attendance

  • Bonnie
  • Sarah E
  • Rhoda
  • Jesus
  • France
  • Aditya

Recurring Items

Review work by each team member

Agenda

  • Review Aditya's weekly label check
  • Triage issues from Knowledgebase-content's Needs to Be Triaged Column
    • Discuss as a team what needs to be changed about the issue to make it ready for the Prioritized Backlog
  • Division of Team Responsibilities
  • Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Triaging Issues

Suggested Questions:

  • Does the issue have appropriate labels?
    • Most issues will not have size or complexity labels, so this is a necessary step of triage
    • Should this be a guide? If so, is it properly scoped or does it need to be split up?
    • Are the resources listed still relevant? Are there any that have been deleted or rendered outdated?
    • If there are files to be transferred, does the team have appropriate access to do this?
  • Please document any changes you make to an issue so we can identify any steps or processes important to include in the prep for triage in the future

Division of Team Responsibilities

Here's what I see as the main priorities for Guides Team PMs moving forward:

  • Things everyone should get up to speed on

    • Creating and assigning issues of appropriate scope. Adding milestones, size labels, feature labels, and adding them to the project board properly
    • Working on issues: How to do status updates on issues in progress, when to unassign yourself or someone else from an issue, when & how to close issues
    • Managing the project board
    • Weekly tasks: label checks, team meeting agendas and minutes, checking the icebox for issues with dependencies, onboarding and offboarding

  • Moving Guides from COPs to Knowledgebase-content

    • Since we're transferring issues from all of the COPs, not just product, someone needs to be in charge of the transfer process. Similar to Ayma's role on the team

  • Triaging Guides that Have Been Transferred

    • Similar to what has been done already, but ideally to a standard where the team check is really a final sign-off. All straightforward issues should be caught and dealt with before presenting a guide issue to the team for review, and meeting time devoted to sticky or ambiguous questions with the guide issue

  • UX Research Plan (slightly lower priority)

    • Someone should be familiar enough with the guides presentations and the goals of the workshop to liaise with the UX research lead on what we're trying to get out of the research process
    • Keeping on top of where the TWE team is with their templates, so we can copy them
    • If Rhoda does not return, someone needs to be thinking about UX Research lead recruitment
    • Timeline: how much structural work (setting up issues and issue templates, transferring guides) needs to be done before we can focus more on the research element? How much of the research plan needs to be put in place before we can take any action on the workshops?

  • Things that aren't really front of mind, but useful nonetheless?

    • Reviewing Guide instructions (both presentations and wiki) to highlight any content that has changed as GitHub and the Guides team processes have changed (ex. where to find Guides is different now because it's not going to be in the COPs)
    • Making sure our wiki is up-to-date
    • Auditing old issues so we can review and close any that are no longer relevant (like any that focus on Guides being in COPs)

These are just notes, I'm looking to hear other perspectives as well!

Items for next agenda

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fchan218 commented Sep 6, 2024 •
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2024-09-13

Prework

  • Review any open questions and if answers are needed by person other than the one doing the review, add to agenda Team Questions #149

Attendance

  • Bonnie
  • Sarah E
  • Rhoda
  • Jesus
  • France
  • Aditya

Recurring Items

Review work by each team member

Agenda

  • Review France's weekly label check
  • Triage issues from Knowledgebase-content's Needs to Be Triaged Column
    • Discuss as a team what needs to be changed about the issue to make it ready for the Prioritized Backlog
  • Division of Team Responsibilities
  • Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Triaging Issues

Suggested Questions:

  • Does the issue have appropriate labels?
    • Most issues will not have size or complexity labels, so this is a necessary step of triage
    • Should this be a guide? If so, is it properly scoped or does it need to be split up?
    • Are the resources listed still relevant? Are there any that have been deleted or rendered outdated?
    • If there are files to be transferred, does the team have appropriate access to do this?
  • Please document any changes you make to an issue so we can identify any steps or processes important to include in the prep for triage in the future

Division of Team Responsibilities

Here's what I see as the main priorities for Guides Team PMs moving forward:

  • Things everyone should get up to speed on

    • Creating and assigning issues of appropriate scope. Adding milestones, size labels, feature labels, and adding them to the project board properly
    • Working on issues: How to do status updates on issues in progress, when to unassign yourself or someone else from an issue, when & how to close issues
    • Managing the project board
    • Weekly tasks: label checks, team meeting agendas and minutes, checking the icebox for issues with dependencies, onboarding and offboarding

  • Moving Guides from COPs to Knowledgebase-content

    • Since we're transferring issues from all of the COPs, not just product, someone needs to be in charge of the transfer process. Similar to Ayma's role on the team

  • Triaging Guides that Have Been Transferred

    • Similar to what has been done already, but ideally to a standard where the team check is really a final sign-off. All straightforward issues should be caught and dealt with before presenting a guide issue to the team for review, and meeting time devoted to sticky or ambiguous questions with the guide issue

  • UX Research Plan (slightly lower priority)

    • Someone should be familiar enough with the guides presentations and the goals of the workshop to liaise with the UX research lead on what we're trying to get out of the research process
    • Keeping on top of where the TWE team is with their templates, so we can copy them
    • If Rhoda does not return, someone needs to be thinking about UX Research lead recruitment
    • Timeline: how much structural work (setting up issues and issue templates, transferring guides) needs to be done before we can focus more on the research element? How much of the research plan needs to be put in place before we can take any action on the workshops?

  • Things that aren't really front of mind, but useful nonetheless?

    • Reviewing Guide instructions (both presentations and wiki) to highlight any content that has changed as GitHub and the Guides team processes have changed (ex. where to find Guides is different now because it's not going to be in the COPs)
    • Making sure our wiki is up-to-date
    • Auditing old issues so we can review and close any that are no longer relevant (like any that focus on Guides being in COPs)

These are just notes, I'm looking to hear other perspectives as well!

Items for next agenda

@edwardsarah
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edwardsarah commented Sep 20, 2024 •
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Date 2024-09-20

Prework

  • Review any open questions and if answers are needed by person other than the one doing the review, add to agenda Team Questions #149

Attendance

  • Bonnie
  • Sarah E
  • Rhoda
  • Jesus
  • France
  • Aditya

Recurring Items

Review work by each team member

Agenda

  • Division of Team Responsibilities
    • What are our current priorities
    • Sarah is leaving / transitioning team leadership
  • Triaging Issues + Defining that Process
  • Add anything we did not get to today, to next weeks agenda

Meeting Minutes

  • Ask Rhoda to take a break until the rest of the team is up to speed on everything
  • Discussed next steps for guides team created issues to migrate all of the guides to new repos
  • Aditya and Jesus to work on prepping guides for migration from UI/UX and Ops, respectively, then get the OK from Sarah to actually transfer those issues once the first five steps have been done correctly
  • Bonnie to make an issue to create a new board with an automation that puts all issues on that board, and filter out anything that's labeled as a guide

Items for next agenda

@edwardsarah
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edwardsarah commented Sep 27, 2024 •
edited by ExperimentsInHonesty
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2024-09-27

Prework

  • Review any open questions and if answers are needed by person other than the one doing the review, add to agenda Team Questions #149

Attendance

  • Bonnie
  • Sarah E
  • Rhoda
  • Jesus
  • France
  • Aditya

Recurring Items

Review work by each team member

Agenda

  • Check in about Guide Migration - where is everyone at with this process
  • Reminder about Team Questions #149
  • Add anything we did not get to today, to next weeks agenda

Meeting Minutes

  • There's an error in the video instructions with respect to the project board it needs to be attached to. Jesus and Sarah will fix this
  • Folks were busy this week, hopefully we will make more progress on migration this weekend
  • Jesus and Sarah will touch base sometime next week
  • Team check-ins throughout the week they will set up a when2meet
  • France will work on migrating Product guides
  • Jesus will do UI/UX, Aditya Engineering - up until step 5. then check in with Sarah, proceed to the rest of the steps

Items for next agenda

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ExperimentsInHonesty commented Sep 27, 2024 •
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Date 2024-10-04

Prework

Attendance

  • Bonnie
  • Sarah E
  • Rhoda
  • Jesus
  • France
  • Aditya

Recurring Items

Review work by each team member

Agenda

Meeting Minutes

Items for next agenda

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