Develop Daily P3 Meeting Protocol v0

[trainfarb]

DEG Entreprises - Meeting Memo

MEMO: Develop Daily P3 Meeting Protocol

Start Date: 2024.03.12.TUE
End Date: 2024.03.12.TUE

Purpose

What is your P3 Purpose Statement?
We enable Rwandan Alcoholic Beverage Manufacturers to participate in the future of African Malanga Neutral Alcohol Supply Chains.

Problem

What problem have you identified?
The Go-To-Market Strategy for DEG's Parallel Permaculture Platform depends on transforming meetings into a growth strategy, but we don't have a consistent meeting protocol.

Solution

What solution does your P3 Ecosystem provide?
Daily P3 Meeting Protocol that enables P3 Design Engineers to efficiently transform meetings into engaging Go-To-Market Strategies across 9 different platforms.

Market

What is the market share of your P3 Ecosystem?
10% of Rwanda's $60M/year Neutral Alcohol Imports

Cooperation

What existing ecosystems inspire your platform?

• OWNER: Kafka/ Confluent to Inspire Platform Design Meetings with GitHub Projects
• PRODUCER: Backstage/ Spotify to Inspire AI Assistant Onboarding with HuggingChat
• PROVIDER: Duolingo/ Maven to Inspire Manuf. Owner's Rep Training with three.js
• CONSUMER: Polkadot/ Stacks to Inspire Blockchain Governance with Web5.js

Distribution

What’s the distribution strategy for your platform?

• OWNER: Meeting (Investment) Memo Website Downloads about P3 Memos/ Meetings
• PRODUCER: Twitter (X) Documentation and Design Resources about P3 Agendas/ Onboarding
• PROVIDER: Shortform Instagram and LinkedIn Posts about P3 Minutes/ Training
• CONSUMER: Long-form Substack and YouTube Posts about P3 Debriefs/ Governance

Metrics

What metrics will your P3 Ecosystem track?

• OWNER: Number of Emails Collected from Investment Memo Downloads
• PRODUCER: Impressions on X and Number of Figma Community Files Cloned
• PROVIDER: Followers and Reach on Instagram and LinkedIn
• CONSUMER: Subscribers and Views on Substack and YouTube

Team

What teams manage your P3 Ecosystem?

• OWNER: DEG Entreprises
• PRODUCER: trainfarb
• PROVIDER: hu3agency
• CONSUMER: ourStory

[trainfarb]

DEG Entreprises - Meeting Agenda

AGENDA: Develop Daily P3 Meeting Protocol v0

Start Date: 2024.03.12.MON
End Date: 2024.03.12.MON

PURPOSE

What is the purpose of this meeting? Develop a consistent meeting protocol for DEG's Parallel Permaculture Platform (P3) to effectively transform meetings into an ongoing Go-To-Market Strategy.

PARTICIPANTS

Who is contributing to this meeting?

• OWNER: DEG Entreprises
• PRODUCER: trainfarb
• PROVIDER: hu3agency
• CONSUMER: ourStory

AGENDA

What will we cover in this product meeting?

1. Complete A.2.7.0: deg-entreprises/A.2.7-Meeting-Platform#12
2. Complete A.2.7.1: deg-entreprises/B.0.9-Onboarding-Platform#1
3. Complete A.2.7.2: deg-entreprises/B.9.0-Training-Platform#17
4. Draft Daily P3 Meeting Protocol v0 Outline
5. Transform GitHub Projects into Event Streaming Internal Developer Platform
6. Populate Today's GitHub Issue with Meeting Memo, Agenda, Minutes, and Debrief Templates
7. Populate Meeting Memo, Agenda, Minutes, and Debrief with Today's Values
8. Share completed meeting with trainfarb to onboard into the ecosystem

GOAL

What are the intended outcomes of this meeting?

• Determine a suitable meeting protocol for P3
• Set expectations for involvement in the P3 Ecosystem
• Distribute responsibility and authority across P3 teams

MILESTONES

What milestones do these intended outcomes support?

• [OWNER]: Q1 Milestone: Launch Consistent P3 Meeting Protocol
• [PRODUCER]: Q1 Milestone: Improved Collaboration Across Teams Using P3 Meeting Protocol
• [PROVIDER]: Q1 Milestone: Streamlined Workflow Through Successful Adoption of P3 Meeting Protocol
• [CONSUMER]: Q1 Milestone: Better Engagement with End Users Due to Optimized Decisions Made During P3 Meetings

ATTACHMENTS

What attachments add context to this meeting?

• PDT Opportunity Exploration Guidelines
• An Execs Guide to Generative AI
• Enabling and Ecosystem of Digital Twins
• Rwanda Vision 2050
• P3 Meeting Memo TEMPLATE: deg-entreprises/A.2.7-Meeting-Platform#12
• P3 Meeting Agenda TEMPLATE: deg-entreprises/D.8.1-Management-Platform#90
• P3 Meeting Minutes TEMPLATE: deg-entreprises/F.6.3-Marketing-Platform#1
• P3 Meeting Debrief TEMPLATE: deg-entreprises/H.4.5-Communications-Platform#2
• List of Preferred Communication Tools for P3 Teams (TBD)

RISKS

What risks will be addressed by this meeting?

1. Miscommunication between P3 teams causing delays and misunderstandings
2. Insufficient buy-in from stakeholders leading to poor adoption rates
3. Inefficient decision-making processes affecting productivity

Case Study

What work will prove this meeting addressed the identified risks?

• Situation: DEG Entreprises launches the initial version of the Daily P3 Meeting Protocol
• Complication: Initial resistance from teams, lack of commitment, slow decision-making
• Resolution: Regular usage of P3 Meeting Protocol leads to smoother collaboration, timely decisions, higher stakeholder participation, and overall progress toward stated milestones.

[trainfarb]

DEG Entreprises - Meeting Minutes

MINUTES: Develop Daily P3 Meeting Protocol v0

Start Date: 2024.03.12.TUE
End Date: 2024.03.12.TUE

MEETING MINUTES

What are the notes, risks, and actions associated with this meeting?

• Agenda Item 1: Draft Daily P3 Meeting Protocol v0 Outline

  • NOTES:
  • Defined the basic outline of the protocol
  • Agreed on the importance of simplicity and adaptability
  • ACTIONS:
  • [ ] Write down the initial draft of the protocol
  • [ ] Send the draft to all participants for review
  • RISKS:
  • None identified in this stage
  • Agenda Item 1 Summary: The team drafted a general outline of the Daily P3 Meeting Protocol v0.

• Agenda Item 2: Transform GitHub Projects into Event Streaming Internal Developer Platform

  • NOTES:
  • Explained the concept of Event Streaming and its advantages
  • Demonstrated the applicability to GitHub Projects
  • Created Grouping Structure in GitHub Projects to organize meetings
  • ACTIONS:
  • [ ] Research available technologies for implementation
  • [ ] Plan a workshop for practical exploration
  • RISKS:
  • Technical limitations of chosen technology
  • Learning curve for developers
  • Agenda Item 2 Summary: The team outlined the possibility of converting GitHub Projects into an Event Streaming Internal Developer Platform.

• Agenda Item 3: Populate Today's GitHub Issue with Meeting Memo, Agenda, Minutes, and Debrief Templates

  • NOTES:
  • Selected templates for Meeting Memo, Agenda, Minutes, and Debriefs
  • Assigned tasks for filling in the templates
  • ACTIONS:
  • [ ] Fill in the templates with the respective information
  • [ ] Attach the templates to the GitHub Issue
  • RISKS:
  • Erroneous or insufficient information added to templates
  • Delayed completion
  • Agenda Item 3 Summary: The team worked together to prepare templates for meeting memo, agenda, minutes, and debrief.

• Agenda Item 4: Populate Meeting Memo, Agenda, Minutes, and Debrief with Today's Values

  • NOTES:
  • Recorded the proceedings of the meeting
  • Edited the content for clarity
  • ACTIONS:
  • [ ] Check spelling and grammar
  • [ ] Obtain approvals from the relevant parties
  • RISKS:
  • Mistakes or omissions in the written report
  • Neglecting to get consent from all concerned parties
  • Agenda Item 4 Summary: The team reviewed the meeting minutes and ensured accuracy.

• Agenda Item 5: Share completed meeting with trainfarb to onboard into the ecosystem

  • NOTES:
  • Shared the files with trainfarb
  • Granted editing permissions
  • ACTIONS:
  • [ ] Wait for confirmation from trainfarb regarding receipt and familiarisation with the ecosystem
  • [ ] Schedule another meeting to address potential queries or suggestions
  • RISKS:
  • Poor understanding or retention of information by others on the team
  • Late response or non-response
  • Agenda Item 5 Summary: The team shared the meeting reports with the platform team for onboarding/translating into a Go-To-Market Strategy.

RISK SUMMARY

Consolidated Risks from the Meeting Minutes above:

• RISK: Delayed completion of tasks
• RISK: Mistakes or omissions in the written reports
• RISK: Erroneous or insufficient information in templates
• RISK: Poor understanding or retention of information by recipients
• RISK: Learning curve for developers
• RISK: Technical limitations of chosen technology
• RISK: Neglecting to obtain consent from all concerned parties

ACTION ITEM SUMMARY

Consolidated Action Items from the Meeting Minutes above:

• ACTION: Write down the initial draft of the protocol
• ACTION: Send the draft to all participants for review
• ACTION: Research available technologies for implementation
• ACTION: Plan a workshop for practical exploration
• ACTION: Fill in the templates with the respective information
• ACTION: Attach the templates to the GitHub Issue
• ACTION: Check spelling and grammar
• ACTION: Obtain approvals from the relevant parties
• ACTION: Wait for confirmation from trainfarb regarding receipt and familiarisation with the ecosystem
• ACTION: Schedule another meeting to address potential queries or suggestions

Below are the Rough Draft Notes for the Completed Meeting Minutes Above

[DEG] 2024.03.12.TUE.1521CST_A.2.7.2_Develop Daily P3 Meeting Protocol v0_Draft Meeting Minutes and Create Unified GitHub Project as IDP Event Stream

Duration: 1 hour 4 minutes LOOM Recording: Click Here

• 00:00:00 START - Outline Draft Meeting Minutes - END 00:28:34
• 00:28:41 START - Create Unified Approach to Platform Design Engineering with a Single GitHub Project - END 01:03:00
  • Create v0 title: "[DEG] P3 Ecosystem Meetings"
  • Add v0 description for the GitHub Project: "Event Streaming/ Internal Develop Platform for DEG Entreprises"
  • Add v0 README for the GitHub Project: "Inspired by Apache Kafka and Backstage by Spotify, this GitHub Project is the integrated Event Streaming/ Internal Developer Platform for DEG Entreprises."
  • Add v0 Structure for P3 Ecosystem Meetings Project
  • Group 0: A.2.7.0 Meeting Memos
  • Group 1: A.2.7.1 Meeting Agendas
  • Group 2: A.2.7.2 Meeting Minutes
  • Group 3: A.2.7.3 Meeting Debriefs
  • Group 4: A.2.7 Meetings
    • This is new and will allow us to track all meetings separate from the setup (above)
  • Group 5: B.0.9.0 Onboarding Memos
  • Group 6: B.0.9.1 Onboarding Prompts
  • Group 7: B.0.9.2 Onboarding Documentation
  • Group 8: B.0.9.3 Onboarding Models
  • Group 9: B.0.9 Onboarding Platform
  • Group 10: B.9.0 Training Platform
  • Group 11: C.1.8 Governance Platform
  • Group 12: D.8.1 Management Platform
  • Group 13: E.7.2 Design Platform
  • Group 14: F.6.3 Marketing Platform
  • Group 15: G.5.4 Sales Platform
  • Group 16: H.4.5 Communications Platform
  • Group 17: I.3.6 Story Platform
    • This shows how the structure is repeated, but for now stop at Onboarding since we're only in the 2nd 28-day beatDrop of this 1 year epicPlaylist
    • Continue for each platform and rely on filtering to allow people to focus
  • BENEFIT: Everything is in a single table (application) similar to Backstage and each Issue within the GitHub Project acts as a stream like in Kafka
  • Break at

[DEG] 2024.03.12.TUE.18009CST_A.2.7.2_Develop Daily P3 Meeting Protocol v0_Populate GitHub Issue with Meeting Memo, Agenda, and Minutes Templates

Duration: 51 minutes LOOM Recording: Click Here

• 00:00:00 START - Create GitHub Issue in P3 GitHub Project - END 00:00:07
• 00:0014 START - Create meeting title for the day: Develop Daily P3 Meeting Protocol v0 - END 00:00:25
• Finalize P3 Memo Template at deg-entreprises/A.2.7-Meeting-Platform#12
• Add P3 Memo Template to Issue Description
• 00:14:38 START - Finalize P3 Agenda Template at deg-entreprises/D.8.1-Management-Platform#90
• 00:30:07 START - Add P3 Agenda Template to first comment
• 00:34:52 START - Finalize P3 Minutes Template at deg-entreprises/F.6.3-Marketing-Platform#1
• 00:47:52 START - Add P3 Meeting Minutes Template second comment

[DEG] 2024.03.12.TUE.18009CST_A.2.7.2_Develop Daily P3 Meeting Protocol v0_Populate GitHub Issue with Debrief Templates and Populate Meeting Memo, Agenda, Minutes, and Debrief for the day

Duration: 1 hour 27 minutes LOOM Recording: Click Here

• 00:00:00 Start - Finalize P3 Debrief Template at deg-entreprises/H.4.5-Communications-Platform#2 - END 00:11:20
• 00:11:30 START - Add P3 Meeting Debrief Template to third comment - END 00:12:27
• 00:12:40 START - Populate meeting memo for the day - 00:20:39
  • Make note of the P3 Design Engineer Meetings that will be completed
  • Leave the meeting memo in the single sentence format (past couple of days was turning each section into paragraph format...too much info)
• 00:25:58 START - Populate meeting agenda for the day - END 00:39:25
  • Create prompt for turning meeting memo into an agenda: Act as a Platform Design Engineer with 30 years of experience preparing for and managing effective meetings across a platform ecosystem. Read through the following meeting memo outline and take note of each header, question, and response. Do not provide an output. You are taking in this information so that I can provide you with a meeting agenda markdown outline that you will populate based on the responses of the meeting memo. When I submit the meeting agenda format, you are tasked with populating all of the [RESPONSE] values with relevant information based on the memo. If you understand this request, ask for me to provide you with the agenda format.
  • Save cleaned up agenda to the first comment for the GitHub Issue
  • Use AI assistant to turn agenda into a twitter thread
• 00:39:43 START - Clean up Meeting Agenda based on more in depth knowledge of objectives - END 00:52:51
• 00:53:10 START - Track meeting minutes in the third comment of the day - END 01:18:00
  • Create Prompt for translating notes from the day into structured meeting minutes: Read through the following draft meeting minutes and take note of the various headers and context to the meeting agenda above. Do not provide an output. You are taking in the rough draft meeting notes so that I can provide you with a meeting minutes markdown outline that you will populate based on the rough draft notes being shared now. When I submit the rough draft meeting minutes, you will be responsible for maintaining the high level structure and categorizing each item as a NOTE, RISK, or ACTION. At the end of each section, provide a 3 sentence summary of the work that was completed. Sentence 1 of each summary should be the situation, sentence 2 is the complication, and sentence 3 is the resolution. If you understand this request, ask for me to provide you with the meeting minutes format.
  • Create initial outline as we work through each step
  • Consider taking notes in a separate app until it's time to paste them in after the agenda is done
  • Save cleaned up meeting minutes in the third comment of the GitHub Issue for today's meeting
• 01:18:00 START Use AI Assistant to transform meeting minutes into meeting debrief
  • Paste debrief scripts to the 4th comment of the GitHub Issue for review
  • Use AI assistant to digest the memo, agenda, and minutes to create a longform (30 minutes), midform (9 minutes) and short form (1 minute) script that will be shared to substack and read on YouTube
  • Prompt: I will submit the completed Meeting Memo, Agenda, and Minutes below. After you have digested them, ask me to provide you with a structure for a debrief of the work completed based on the Memo, Agenda, and Minutes. You will provide three different outputs for the debrief. An engaging story script that follows the Dan Harmon Story Structure at a length of 9 minutes, 3 minutes, and 1 minute. These will be turned into blog posts and become scripts for YouTube. If you understand, ask me for the structure that each of the three outputs will follow.

[trainfarb]

DEG Entreprises - Meeting Debrief

DEBRIEF: Develop Daily P3 Meeting Protocol

Start Date: 2024.03.12.TUE
End Date: 2024.03.12.TUE

YOU

Every day, DEG Entreprises conducted routine meetings, but the absence of a consistent meeting protocol left room for miscommunications and inefficiencies. Though comfortable with the current flow, the company knew it had to make a change to grow.

NEED

The need for an efficient and reliable meeting protocol became apparent when attempting to develop a solid Go-To-Market Strategy for DEG's Parallel Permaculture Platform. Without clear guidelines, meetings felt chaotic and unfocused, making it challenging to collaborate and execute plans successfully.

GO

Embracing this necessity, the team embarked on a mission to establish a Daily P3 Meeting Protocol. By incorporating elements inspired by other thriving platforms—such as Kafka/Confluent, Backstage/Spotify, Duolingo/Maven, and Polkadot/Stacks—they hoped to create a coherent framework tailored specifically for their unique requirements.

SEARCH

Throughout the development process, the team experimented with various tools and techniques. From exploring the intricacies of Event Streaming to examining alternative approaches to organizing GitHub Projects, they adapted and honed their abilities in pursuit of building a seamless and intuitive protocol.

FIND

Finally, the Daily P3 Meeting Protocol took shape. While far from perfect, it embodied many desirable qualities necessary for driving success. However, achieving this accomplishment came with sacrifices, including precious time spent away from other pressing matters.

TAKE

Despite gaining a functional meeting protocol, the team paid a steep price. Their relentless dedication to crafting the ideal structure strained resources and delayed progress elsewhere. Nevertheless, the value of a dependable protocol overshadowed temporary inconveniences.

RETURN

With renewed vigor, the team returned to their regular duties, armed with a powerful tool capable of elevating their performance. As they reintroduced consistency into their meetings, colleagues marveled at the noticeable improvements brought forth by this newly adopted structure.

CHANGED

Although skepticism lingered among some members, most embraced the revamped culture wholeheartedly. Armed with a proven framework, the team approached every gathering confidently, knowing they possessed the means to navigate even the stormiest conversations skillfully. Together, they continued to strive for excellence, guided by the Daily P3 Meeting Protocol.

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Below are the shorter versions of the debrief:

DEG Entreprises - Meeting Debrief (3 minutes)

DEBRIEF: Develop Daily P3 Meeting Protocol

Start Date: 2024.03.12.TUE
End Date: 2024.03.12.TUE

DEG Entreprises sought to resolve persistent inefficiencies plaguing their meetings by establishing a Daily P3 Meeting Protocol. Drawing inspiration from esteemed platforms like Kafka/Confluent, Backstage/Spotify, Duolingo/Maven, and Polkadot/Stacks, they succeeded in designing a customizable framework. Although the process demanded considerable sacrifice, ultimately, the payoff proved worthwhile as the team saw marked improvements in communication and execution post-implementation.

---

DEG Entreprises - Meeting Debrief (1 minute)

DEBRIEF: Develop Daily P3 Meeting Protocol

Start Date: 2024.03.12.TUE
End Date: 2024.03.12.TUE

Recognizing recurring meeting struggles, DEG Entreprises introduced a Daily P3 Meeting Protocol, combining elements from respected platforms. Despite substantial investment, the fruitful outcome demonstrated the initiative's merit. Bolstered by enhanced communication and efficiency, the team pressed ahead with renewed fervor.

[trainfarb]

Hey Uncle Felix,

I'm hard at work getting the platform set up, and just wrapped up a Meeting Protocol that you can use with Karl. I still need to make documentation, so please ask any and all questions to help me as I continue to refine the process.

Each meeting is broken into four parts:

1. Meeting Memo: Summary of problem and desired solution for the meeting
2. Meeting Agenda: Outline of what will be discussed
3. Meeting Minutes: Summary of what was discussed, risks, and action items
4. Meeting Debrief: Script that can be used in a blog post/video to tell the story

Here is a template for each:

1. Meeting Memo TEMPLATE
2. Meeting Agenda TEMPLATE
3. Meeting Minutes TEMPLATE
4. Meeting Debrief TEMPLATE.

Here is the intended process:

• You and/or Karl fill out the questions to the meeting memo template on a sheet of paper or word document
• You and/or Karl share the meeting memo with me, and I automatically draft a meeting agenda with the AI Assistant that I created
  • You Review/Edit/Approve the draft Agenda
• You and/or Karl take notes (following the same structure we agreed on in the agenda)
  • Pay special attention to general Notes, Risks, and Action Items
• You and/or Karl share the notes with me, and I finalize them as meeting minutes and generate a summary of the meeting.

Here is an example of all of the steps completed. This will be the output of each meeting from the 2023 trip. Now that I have this process nailed down, I will be able to work through them efficiently: https://github.com/deg-entreprises/A.2.7-Meeting-Platform/issues/11#issue-2182638829.

Have a great flight, and let me know whenever you'd like to talk while you're there so I can support.

Thanks, Jacques