Discussion: Coffee break alternating in timezones

[nalininsbs]

The team has previously rotated coffee breaks and held short coffee chats after planning meetings in earlier timezones to try and include as many people as possible. These were not able to be sustained due to a shortage of volunteers to support the coffee breaks. It has also been difficult sometimes to get volunteers for the 18:30 UTC coffee break.

There is an idea to alternate the coffee breaks if there is sufficient demand and volunteers between an early slot, eg 09:00 UTC and 18:30 UTC. Another time has been suggested of 14:30 UTC which was a regular slot previously.

Coffee breaks are informal get-togethers for the team and visitors from other teams. They are not recorded or used for social media, and are just a chance to get to know others and build team spirit. They also help the team stay connected.

The coffee breaks follow the code of conduct about respecting each other. More can be read in the handbook guide on facilitating a coffee break.

In the past, the team has found it can be helpful to have two people helping to facilitate the coffee break or help newer people volunteer.

[nalininsbs]

Highlighted card in the marketing team meeting on November 2, 2022, and idea proposed in previous meetings.

[nalininsbs]

Highlighted at marketing team meeting on November 9, 2022.

Update: we highlighted this card discussion again on November 16 and @eidolonnight also encouraged people to add comments during the meeting.

November 22, 2022 highlighted in weekly reminders on Slack.

Added link to agenda for November 30 meeting too.

[santanainniss]

Yesterday, Dec 15, I offered a coffee break at 9:30 AM UTC. For quite a bit of time, I was alone on the call. I was joined by one other person! Though given the low adoption, I'm not sure if there is much interest in this particular time offering.

[nalininsbs]

Thank you @santanainniss for trying this time.

[becreativemkt]

Hi guys, I'm happy to take a coffee break in the UTC timezone. Likely a good time could be 11 AM or 4 PM. These are the hours when usually those 'working' take a pause. 9:00 is a bit early for my face. :)

[nalininsbs]

Related to coffee breaks alternating in timezones, there is this discussion about meeting times and alternating them. @abhansnuk has summarized one of the previous cards on the research, findings and discussion in the team on Slack. To assist with organizational history/ previous work done on this, I am adding it to this card for reference.

[sereedmedia]

I was not part of the coffee break's origins, nor have I attended one. I wonder, though, if maybe it's less of a time-zone issue and more of a purpose issue?

From the original post here, the purpose of the coffee break is to provide a chance for the team to:

1. get to know others on the team
2. build team spirit
3. help the team stay connected

I wonder if there are ways we could facilitate the coffee break to more directly achieve those goals? In-person time is valuable for all of us, let alone social in-person time, let alone if you're a volunteer. I think if we are going to do the coffee break, its value should be clear to any attendees (or potential attendees).

For example, I know that for me, having a structure (even a loose one) helps me understand what I'm participating in and why. And not everyone is comfortable making conversation or being on video just for fun (also me), so I think providing extra value would increase attendance.

Some ideas to directly achieve the goals within the coffee break structure:

• Each host chooses a non-WP topic to discuss/facilitate a discussion on. (goals 1 & 3)
• A roundtable where folks share marketing projects they are working on (in or outside of WordPress) (goals 1 & 3)
• The coffee break alternates each time from social meetup to a marketing co-working session and pick a ticket (or two) to work on (goals 1, 2 & 3)

For what its worth, I would totally attend a video call where I was working on tickets. I would also attend a video call to hear someone talk about why tarantulas shouldn't be in large cages because they can fall and hurt themselves (just as an example).

(I also think it is worth getting into some of the underlying topics about what makes a team, or how to know if you are part of team. But that isn't this ticket.)

[sereedmedia]

These have proven helpful in the past few months for collaboration and going a little deeper on some issues. This ticket is about time zones specifically, but perhaps coffee breaks should be more co-working break instead?

[nalininsbs]

I like the idea of it being a collaborative space. My suggestion would be to not call it "co-working" as not everyone will be someone who is currently working or at the particular timezone. Not all people who contribute work in WordPress. Perhaps we could list the different things eg, space for getting together, collaborating, co-working etc.

[sereedmedia]

Hi! I absolutely see where the confusion would come from, because co-working has a common meaning of working on different things in the same space. I meant that we would all be working on or discussing one or two WordPress marketing issues, specifically!

For example, we are going to host (and I will put it on the calendar!) a session where we look at Jetpack Stories to consider how it could function as a new tool for marketing LearnWP tutorials for #187

But, given that the term "co-working" is inherently confusing, and because what I am proposing is more collaborating than co-working, and it's not really a "break" ... I totally agree!

I think Marketing Team Collaboration Session or even Marketing Team Sync Session would be an accurate name for it. Thoughts? I can make a poll! :)

[nalininsbs]

Thanks Se. I suggest Marketing Team Collaboration Session may be a better second descriptor. 'Sync session' will not be understood by everyone especially as it is an abbreviation. In the team we used to have very successful online and using Slack (for those who could not do video) collaboration sessions.

[sereedmedia]

Okay, so two full actual name proposals (one more in jest than the other):

1) Coffee and Collaboration Session

2) Collaboration and Social Session (fellow frontends geeks will appreciate my CSS nod here lol)

What do you all think?

[sereedmedia]

I think that the current format of hosting these as a task/topic collaboration sessions once or twice a month as needed is working. Essentially we schedule it every two weeks, but only hold it if there is something specific to work on and someone to host it. That way team reps aren't just showing up and hanging out alone in a Zoom meeting.

I also think it would work well for each Collaboration Session to have its own GitHub card with the details and any relevant links and discussion. I can make one for the upcoming 15 June 2023 session (focusing on the marketing team's use of GitHub).

It makes sense to me to alternate times to accommodate more folks. However, I can only host the 18:30 UTC one consistently, and the others who have stepped in to host it this year are also based in the US. What if we hold it at 18:30 about if someone wants to volunteer to host for another time once a month, we alternate?

I think with our new approach to collaborating on a task or topic as opposed to a social hangout we will need to revise the purpose/hosting guidelines/instructions that are in the Handbook.

@nalininsbs do you have any thoughts on the above?

[nalininsbs]

Hello Se. I like the idea of going back to a task/topic collaboration session, especially if they can be shared at least a week ideally two before. It is certainly a better use of team reps or host times rather than continuing with a low attendance sessions.

I think there may need to be tips or may be even guidelines if people want to dedicate part or all of a session to what they are working on outside the WordPress project in Make teams. There also needs to be thoughts to respect people's cultural needs on cameras or sharing anything on social media. I can offer a review of updates to the handbook Se. I will send you a message too.

[becreativemkt]

I’m happy to host one ending late as 4:30PM UK. If that helps!Francisco On Jun 6, 2023, at 10:49 AM, Nalini @.***> wrote: Hello Se. I like the idea of going back to a task/topic collaboration session, especially if they can be shared at least a week ideally two before. It is certainly a better use of team reps or host times rather than continuing with a low attendance sessions. I think there may need to be tips or may be even guidelines if people want to dedicate part or all of a session to what they are working on outside the WordPress project in Make teams. There also needs to be thoughts to respect people's cultural needs on cameras or sharing anything on social media. I can offer a review of updates to the handbook Se. I will send you a message too.

—Reply to this email directly, view it on GitHub, or unsubscribe.You are receiving this because you commented.Message ID: @.***>

[jennimckinnon]

Given the goals of the coffee breaks, why don't we just create a monthly, independently-run Marketing Team online Contributor Day? We can meet on Zoom and Slack. The Docs Team has started doing this for a 3 hour window and we get a lot done, and we also have a lot of fun at the same time.

[jennimckinnon]

I think it would also be amazing to have the Contributor Day right after the meeting, maybe for a couple of hours? We could actually work on some of the issues while they're fresh in our minds. It could help us all at least contribute to the discussions.

[Lennair19]

Hello, I believe the name Coffe and Collaboration is good because it illustrates what people will do during the meeting. Also, I will consider making more visible the fact that this is a video session where you get to talk to other collaborators. This format is engaging for many people, but not all collaborators realize at first that they will be using video and making social contact.

I would like to propose adding the following to the name:

Coffee & Collaboration (Video Meeting)

[nalininsbs]

People can join on audio only and for some places this will allow them to join due to broadband availability and timezones.

------ Original Message ------ From: "Lennair19" @.> To: "WordPress/Marketing-Team" @.> Cc: "Nalini" @.>; "Mention" @.> Sent: Tuesday, 20 Jun, 23 At 18:03 Subject: Re: [WordPress/Marketing-Team] Discussion: Coffee break alternating in timezones (Issue #137)

Hello, I believe the name Coffe and Collaboration is good because it illustrates what people will do during the meeting. Also, I will consider making more visible the fact that this is a video session where you get to talk to other collaborators. This format is engaging for many people, but not all collaborators realize at first that they will be using video and making a social contact. I would like to propose adding the following to the name: Coffee & Collaboration (Video Meeting) — Reply to this email directly, view it on GitHub https://github.com/WordPress/Marketing-Team/issues/137#issuecomment-1599181608 , or unsubscribe https://github.com/notifications/unsubscribe-auth/AWBTAK7FV4OWMWTXEO4ZFBLXMHJU5ANCNFSM6AAAAAART7Q3SI . You are receiving this because you were mentioned.Message ID: @.***>

[nalininsbs]

Rather than calling it a contributor day, can we call it a contributor event. This will avoid confusion with whole day events which tend to be related to WordCamps. People wanting to join will not think they have to give up time for a whole day too.

------ Original Message ------ From: "jennimckinnon" @.> To: "WordPress/Marketing-Team" @.> Cc: "Nalini" @.>; "Mention" @.> Sent: Tuesday, 20 Jun, 23 At 16:28 Subject: Re: [WordPress/Marketing-Team] Discussion: Coffee break alternating in timezones (Issue #137)

Given the goals of the coffee breaks, why don't we just create a monthly, independently run Marketing Team online Contributor Day? We can meet on Zoom and Slack. The Docs Team has started doing this for a 3 hour window and we get a lot done, and we also have a lot of fun at the same time. — Reply to this email directly, view it on GitHub https://github.com/WordPress/Marketing-Team/issues/137#issuecomment-1599017602 , or unsubscribe https://github.com/notifications/unsubscribe-auth/AWBTAK2ZRL6GZR5YTEJ7QHLXMG6SFANCNFSM6AAAAAART7Q3SI . You are receiving this because you were mentioned.Message ID: @.***>

[Lennair19]

Why audio only? Thanks.

People can join on audio only and for some places this will allow them to join due to broadband availability and timezones. … ------ Original Message ------ From: "Lennair19" @.> To: "WordPress/Marketing-Team" @.> Cc: "Nalini" @.>; "Mention" @.> Sent: Tuesday, 20 Jun, 23 At 18:03 Subject: Re: [WordPress/Marketing-Team] Discussion: Coffee break alternating in timezones (Issue #137) Hello, I believe the name Coffe and Collaboration is good because it illustrates what people will do during the meeting. Also, I will consider making more visible the fact that this is a video session where you get to talk to other collaborators. This format is engaging for many people, but not all collaborators realize at first that they will be using video and making a social contact. I would like to propose adding the following to the name: Coffee & Collaboration (Video Meeting) — Reply to this email directly, view it on GitHub <#137 (comment)> , or unsubscribe https://github.com/notifications/unsubscribe-auth/AWBTAK7FV4OWMWTXEO4ZFBLXMHJU5ANCNFSM6AAAAAART7Q3SI . You are receiving this because you were mentioned.Message ID: @.***>

[nalininsbs]

Not everyone has the broadband package or capability to join using video, and if their signal is weak they may need to switch off receiving or viewing video to be able to listen. Internet access can be very costly in some places , and in some areas electricity is not continuous throughout the day. Fir inclusion contributors should be able to join with or without video. So if they can only join by audio, be it on the same  link but without camera or on a call number, this should be available without highlighting different access or needs. It may not be possible to have video on if someone is in a public area, have family life going on in the background, or it is the middle of the night where they are joining from and video may disrupt the rest of the household with the lights needed. Over the years in marketing team, all of these scenarios and different needs have been highlighted, and people welcomed and encouraged to join in what is possible for them at that time. If the coffee break is listed as a video meeting, then this may put some off who can not do that. If there is a need to list ‘video’, then adding ‘optional’ would be better after it could help. Or ‘video or audio’. It is important to be clear whether it will be recorded or shared on social media too as this is also part of inclusion and recognising that there may be cultural or family related needs that may make attendees uncomfortable about sharing video. ------ Original Message ------ On Wednesday, 21 Jun, 23 At 11:06, @.***> wrote:

Why audio only? Thanks. People can join on audio only and for some places this will allow them to join due to broadband availability and timezones. … http://# ------ Original Message ------ From: "Lennair19" @.> To: "WordPress/Marketing-Team" @.> Cc: "Nalini" @.>; "Mention" @.> Sent: Tuesday, 20 Jun, 23 At 18:03 Subject: Re: [WordPress/Marketing-Team] Discussion: Coffee break alternating in timezones (Issue #137 https://github.com/WordPress/Marketing-Team/issues/137 ) Hello, I believe the name Coffe and Collaboration is good because it illustrates what people will do during the meeting. Also, I will consider making more visible the fact that this is a video session where you get to talk to other collaborators. This format is engaging for many people, but not all collaborators realize at first that they will be using video and making a social contact. I would like to propose adding the following to the name: Coffee & Collaboration (Video Meeting) — Reply to this email directly, view it on GitHub <#137 (comment) https://github.com/WordPress/Marketing-Team/issues/137#issuecomment-1599181608

, or unsubscribe https://github.com/notifications/unsubscribe-auth/AWBTAK7FV4OWMWTXEO4ZFBLXMHJU5ANCNFSM6AAAAAART7Q3SI https://github.com/notifications/unsubscribe-auth/AWBTAK7FV4OWMWTXEO4ZFBLXMHJU5ANCNFSM6AAAAAART7Q3SI . You are receiving this because you were mentioned.Message ID: @.> — Reply to this email directly, view it on GitHub https://github.com/WordPress/Marketing-Team/issues/137#issuecomment-1600559189 , or unsubscribe https://github.com/notifications/unsubscribe-auth/AWBTAK7JGTNDLFPHOZJUNG3XMLBS7ANCNFSM6AAAAAART7Q3SI . You are receiving this because you were mentioned.Message ID: @.>

[sereedmedia]

@jennimckinnon A longer Marketing Contributor Day every so often is a great idea, and I think we should work to make that happen, but that will need to be separate from the short bi-weekly coffee and collaboration session.

[sereedmedia]

Most comments here are in FAVOR of moving the coffee break toward a collaboration/work session. I am going to close this issue and we can continue to test the Coffee and Collaboration meeting name and format.

[Lennair19]

Most comments here are in FAVOR of moving the coffee break toward a collaboration/work session. I am going to close this issue and we can continue to test the Coffee and Collaboration meeting name and format.

Thanks