UI/UX Cop Lead / Org Agenda

[ExperimentsInHonesty]

Overview

This issue tracks the agenda and notes for the UI/UX Cop Leads and Org meeting

Weekly Agenda, Recordings, and Meeting Notes

[2025]() 2024 2023 2022 2021

Action Items

• [ ] Add the Date of the next meeting below
• [ ] Link the Agenda/Notes from meeting

Resources/Instructions

Template

## [DATE] Meeting Agenda

### Who was there

- [ ] Aparna G.
- [ ] Julia G.
- [ ] Peter G.
- [ ] Leo P.

### Prework to prep for meeting
(Collect any queries/blockers arising during the course of the week. Add to Agenda)

#### FYIs 
(Nothing needs to be done, just keeping each other informed)

### Recurring items: 
 - [ ] Review current issues on the [CoP Management board](https://github.com/hackforla/UI-UX/projects/6)
 - [ ] Accountability and Support Check
    - [ ] Review assignments for each co-lead (and Org reps, if applicable)
       - [ ] Aparna G.
       - [ ] Julia G.
       - [ ] Peter G.
       - [ ] Leo P.

### New Items 
(Brainstorm new topics or continue discussions. Add issue numbers and/or any notes)

### Notes from meeting

### Tasks

### To be discussed..

---
[Link back to top of issue](https://github.com/hackforla/UI-UX/issues/187)

[ExperimentsInHonesty]

2021-12-28 Agenda and Notes

Prework to prep for meeting

FYIs (nothing needs to be done, just keeping each other informed)

Recurring items:

• [x] review any issues that are in the new issue approval column
• [x] Accountability and Support Check.
  • [x] Review assignments for each Lead and Org rep
    • [x] Kevin Wang
    • [x] Bonnie
  • [ ] https://github.com/hackforla/UI-UX/issues/188

New Items

• [ ] We need to annotate what we decided to do on this https://github.com/hackforla/UI-UX/issues/43
• [ ] Add labels to the repo and define how we will use them (specifically missing the missing labels)
• [ ] Define Prework
• [ ] Talk about how we are going to check to see how practice area members are doing
  • [ ] Can we improve the experience template based on something we see as a pattern?
  • [ ] A draft of an updated UX CoP-wide survey. Link
• [x] sanjana.ajitkumar@gmail.com requested to be remove from 1Password uiux.hackforla.org group.

Notes from meeting

Tasks

• Kevin Add new members to new Google Drive.
• Bonnie Make issue to define and create lables for UI/UX community of practice
  • review existing labels
  • Review labels on other cops
  • devise new label schema
  • add labels
  • add lables to issues
  • create audit issue
• Bonnie Make an issue for creating a prework template
  • Once issue is made, put a link in the dependency of this issue https://github.com/hackforla/knowledgebase-content/issues/53
  • see the hackforla templates https://github.com/hackforla/website/issues/new/choose
  • note: the issue will be worked on by people after they are auto onboarded by the form.
• Kevin to add this issue for discussion at the next cop

  Items for next week's agenda

[ExperimentsInHonesty]

• https://github.com/hackforla/UI-UX/issues/43#issuecomment-1005849216
• https://github.com/hackforla/knowledgebase-content/issues/125

[ExperimentsInHonesty]

2022-01-05 Meeting Agenda

Prework to prep for meeting

FYIs (nothing needs to be done, just keeping each other informed)

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each Lead and Org rep
    • [ ] Kevin Wang
    • [ ] Bonnie

Items carried over from last meeting

• [x] We need to annotate what we decided to do on this https://github.com/hackforla/UI-UX/issues/43
• [ ] Add labels to the repo and define how we will use them (specifically missing the missing labels)
• [ ] Define Prework
• [ ] Talk about how we are going to check to see how practice area members are doing
  • [ ] Can we improve the experience template based on something we see as a pattern?
  • [x] A draft of an updated UX CoP-wide survey. Link
• [x] sanjana.ajitkumar@gmail.com requested to be remove from 1Password uiux.hackforla.org group.

New Items

• https://github.com/hackforla/UI-UX/issues/43#issuecomment-1005849216
• https://github.com/hackforla/knowledgebase-content/issues/125

Notes from meeting

• removed Sanjana from the personal vault she created
• revised the onboarding issue hackforla/UI-UX#43

• Tasks

Items for next week's agenda

[kvnw2020]

2022-01-12 Meeting Agenda

Prework to prep for meeting

FYIs (nothing needs to be done, just keeping each other informed)

Recurring items:

• [x] review any issues that are in the new issue approval column
• [x] Accountability and Support Check.
  • [x] Review assignments for each Lead and Org rep
    • [x] Kevin Wang
    • [x] Bonnie

Items carried over from last meeting

• [x] We need to annotate what we decided to do on this https://github.com/hackforla/UI-UX/issues/43
• [ ] Add labels to the repo and define how we will use them (specifically missing the missing labels)
• [ ] Define Prework
• [ ] Talk about how we are going to check to see how practice area members are doing
  • [ ] Can we improve the experience template based on something we see as a pattern?
  • [x] A draft of an updated UX CoP-wide survey. Link

New Items

• https://github.com/hackforla/UI-UX/issues/43#issuecomment-1005849216
• https://github.com/hackforla/knowledgebase-content/issues/125
• https://github.com/hackforla/UI-UX/issues/188

Notes from meeting

• revised the onboarding issue hackforla/UI-UX#43
• We decided to make the slide deck align with the guide template but before we do that we have to figure out what is missing from the overview (which is what the experience profile is)

• Tasks

Items for next week's agenda

• get Kevin to move all the files that he is an owner of. https://drive.google.com/drive/u/0/search?q=owner:wkevg12%40gmail.com

[kvnw2020]

01/19/2022 Meeting Agenda

Prework to prep for meeting

FYIs (nothing needs to be done, just keeping each other informed)

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each Lead and Org rep
    • [ ] Kevin Wang
    • [ ] Bonnie

Items carried over from last meeting

• [ ] Add labels to the repo and define how we will use them (specifically missing the missing labels)
• [ ] Define Prework
• [ ] Talk about how we are going to check to see how practice area members are doing
  • [ ] Can we improve the experience template based on something we see as a pattern?

New Items

• sanjana.ajitkumar@gmail.com requested to be remove from 1Password uiux.hackforla.org group.
• https://github.com/hackforla/knowledgebase-content/issues/125
• https://github.com/hackforla/UI-UX/issues/188

Notes from meeting

Tasks

Items for next week's agenda

[kvnw2020]

01/26/2022 Meeting Agenda

Prework to prep for meeting

FYIs (nothing needs to be done, just keeping each other informed)

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each Lead and Org rep
    • [ ] Kevin Wang
    • [ ] Bonnie

Items carried over from last meeting

• [ ] Add labels to the repo and define how we will use them (specifically missing the missing labels)
• [ ] Define Prework
• [ ] Talk about how we are going to check to see how practice area members are doing
  • [ ] Can we improve the experience template based on something we see as a pattern?

New Items

• sanjana.ajitkumar@gmail.com requested to be remove from 1Password uiux.hackforla.org group.
• https://github.com/hackforla/knowledgebase-content/issues/125
• https://github.com/hackforla/UI-UX/issues/188

Notes from meeting

Tasks

Items for next week's agenda

[kvnw2020]

02/09/2022 Meeting Agenda

Prework to prep for meeting

FYIs (nothing needs to be done, just keeping each other informed)

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each Lead and Org rep
    • [ ] Kevin Wang
    • [ ] Bonnie

Items carried over from last meeting

• [ ] Add labels to the repo and define how we will use them (specifically missing the missing labels)
• [ ] Define Prework
• [ ] Talk about how we are going to check to see how practice area members are doing
  • [ ] Can we improve the experience template based on something we see as a pattern?

New Items

• sanjana.ajitkumar@gmail.com keeps getting spam emails from guests accepting/declining CoP meeting.
• hackforla/engineering#41 "@ExperimentsInHonesty Asked me to add this to your agenda to reach out to Stella Park to ask how she got the link to onboarding on 1/27/22 when the onboarding was on 1/24/22." Reached out to Stella Park and still awaiting reponse.
• https://github.com/hackforla/UI-UX/issues/188

Notes from meeting

Tasks

Items for next week's agenda

• update roster with prefilled answers. Bonnie will demo from website team
• Finish going over On/Off boarding procedure with Bonnnie hackforla/UI-UX#244

[Aparna1Gopal]

03/23/2022 Meeting

Notes from meeting

• Met with Bonnie regarding rebooting the COP-UX/UI

• Interested: Aparna G, Maria E, Paul B were given access to all the google drives and vaults (for zoom calendar)

• Will need few more agenda meetings to get set-up and reboot again

• Reviewed existing old google drive, went over the process of adding existing resources to the UI-UX Wiki. Current priority for UX/UI COP is to migrate from old to the new system. Document on UI/UX Cop Wiki before migrating.

• Allocated Zoom 3 account for this COP weekly meeting. Also added Aparna G, Maria E, Paul B to the monthly all COP Meeting.

• Proposal for a mentorship program. Can discuss various formats for this mentorship program during agenda meeting.

@Aparna1Gopal ,

• [ ] Testing out this above mentorship model first with the COP and then expand for all UX/UI roles. Need to discuss further with rest of Co-Lead team.

• [ ] Contact Danielle.N and Tan.Z who have agreed to provide mentorship to COP UX/UI Co-Leads.

• [x] Work on the migration from old google drive to wiki, work on some of the migration this week

• [x] Ask about a common channel (during next week's meeting) where UX/UI COP Leads can communicate instead of the common UX/UI Channel or private DMs for better record keeping.

[Aparna1Gopal]

04/13/2022 Meeting

Notes from meeting

• Assisted new volunteers with roles and projects they could join, based on their experience and interests

• Assisted new volunteers with navigating creation and maintaining their Experience Profile on GitHub

• Shadowed Bonnie as the above tasks were completed. This will serve as a guide for current and future UI/UX Co-Leads in assisting new volunteers

• The current Zoom link on the UI/UX CoP GitHub was updated (by Paul.B) based on Zoom room currently being used Under .. (UI/UX Community of Practice..Step 3. Join the CoP Meeting - Come meet everybody!)

@Aparna1Gopal

• [x] Wanted to know where more information regarding each project could be accessed, such that UI/UX CoLeads could assist new volunteers better with their project selection. Bonnie suggested reaching out to Team Leads of the projects to get an overview.
• [x] Self assigned a Guide (Create a Guide/Template: Interviews hackforla/knowledgebase-content#62). This will serve the dual purpose of creating/working on a guide and also reaching out to respective team leads for project overview to gain a more in-depth understanding of all projects.

[Aparna1Gopal]

04/21/2022 Meeting 6PM PST

Notes from meeting

Met with Bonnie and one other new volunteer

New volunteer was interested in looking around and learning the ropes before they joined a specific project. Shadowed Bonnie, as volunteer was directed to the Guides page and showed the ropes of how the Guides could be self-assigned and worked on as a good starter project. This case was a good example for Co-Leads regarding the different types of queries/guidance new volunteers would have and require.

Bonnie mentioned she would not be available next week ( last week of the month). And that one of the co-leads will need to lead the meeting.

@Aparna1Gopal https://github.com/hackforla/knowledgebase-content/issues/62

[Aparna1Gopal]

04/27/2022 UI/UX CoP Meeting 6PM PST

Attendees were Sara B and Aparna G

Bonnie is away this week, had mentioned last week for the Co-leads to lead this meeting

Since no other volunteers attended this meeting, Co-Leads took the time to review their individual progress and brainstorm on next steps moving forward for the CoP

List of tasks to focus on was discussed:

• Migrating files from Old to New Google Drive

• Mentorship program for Co-Leads

• Discussion on skills to develop while transitioning from Academia to UXR

https://github.com/hackforla/UI-UX/issues/188

https://github.com/hackforla/UI-UX/wiki

https://github.com/hackforla/UI-UX/issues/276

[bradyse]

Scheduling UI/UX Meeting for August 10, 2022:

• Laura (they/them) is a UXR with Google.
• Contact came from Maria Elizabeth (Aparna and Sara are emailing).
• They are on EST and cannot meet at 6 pm PST.
• We need to move the meeting to 5 pm PST.
• Zoom 1 and Zoom 4 are open (see spreadsheet).

[Aparna1Gopal]

Update:

The Speaker has emailed and is unable to make it on August 10, 2022 due to health reasons. The UI/UX CoP Co-Leads will be circling back in two/three weeks to reschedule.

Scheduling UI/UX Meeting for August 10, 2022:

• Laura (they/them) is a UXR with Google.
• Contact came from Maria Elizabeth (Aparna and Sara are emailing).
• They are on EST and cannot meet at 6 pm PST.
• We need to move the meeting to 5 pm PST.
• Zoom 1 and Zoom 4 are open (see spreadsheet).

[bradyse]

@Aparna1Gopal @juliagab56 Bonnie mentioned that Dr. Sandy (@ Hyun Joo Sandy Oh on Slack) at UC Irvine would be a good guest speaker (maybe around January). Rabia has her info. We should record it (with her permission) and do it as a webinar and put it on MeetUp.

Elizabeth Pierotti should also give a talk about what it's like pivoting from psych (academia) to Product Manager (same specs above). PhD to not UXR

[Aparna1Gopal]

2022-11-02 Meeting Agenda

UI/UX Co-Leads Meeting, after All COP Leads meeting

Prework to prep for meeting

Add any questions/suggestions to brainstorm with UI/UX Co-leads under 'New Items'

FYIs (nothing needs to be done, just keeping each other informed)

N/A

Recurring items:

• [x] Scheduling planned for upcoming month and beyond
• [x] Discuss schedule for November 2022 with UI/UX CoP Leads, confirm schedule 11/2/2022: All Co-leads Planning Week 11/9/2022: Briel Kobak Talk - Value of creating a guide (In-house member speaker series) 11/16/2022: Helen Lin, UX Researcher (Guest Speaker Series) 11/23/2022: No CoP Meeting 11/30/2022: No CoP Meeting
• [ ] Offboarding member from invites: to cleanup your Community of Practice invite, so that you can make space for new members

New Items

• [ ] Double check that open roles cards are updated (e.g., UI Designer for Civic Tech Jobs)(CREATE GITHUB ISSUE)
• [ ] Branding and cleaning-up the Interview Workshop Document UI/UX CoP: Interview Questions (CREATE GITHUB ISSUE)
• [ ] Updating all questions from the 'Create UX Interview Questions Repository' GitHub Issue to UI/UX CoP: Interview Questions google doc hackforla/UI-UX#351 -------------------->>>> UI/UX CoP: Interview Questions (UPDATE GITHUB ISSUE)
• [x] Removing inactive UI/UX CoP Leads from meeting agenda GitHub issues
• [ ] How to reorganize/restructure/close this issue? Restructure this as epic issue for UI/UX CoP branding? hackforla/UI-UX#311 (UPDATE GITHUB ISSUE)
• [ ] Hire dedicated UI Designer for Logo Design? (CREATE GITHUB ISSUE)
• [ ] Hire dedicated UX Writer/ Content Designer for the YouTube Channel? (CREATE GITHUB ISSUE)
• [ ] Review Consent Form (to send to past and current guest speakers), revise if needed (Hire dedicated UX Researcher to work on this?) (OR) Could use the consent form template from ReOps template of TWE'22/ Currently seek consent from Speakers (CREATE GITHUB ISSUE?)
• [x] Sara B has created a template issue for the Guest Speaker Question Tracker

Notes from meeting

• Sara B will be off boarding soon as UI/UX CoP Co-Lead. Sara B is happy to come in as advisor during the All-leads Planning meeting and UI/UX COP Planning meetings.

• Need to find a new Co-Lead (replacement for Sara B). We had a few suggestions and will be reaching out to them via Slack. Will also be making an announcement for need for new Co-lead during next week’s UI/UX CoP meeting if our Slack outreach is not successful.

• There will be no UI/UX CoP meetings in late November and December as decided during all-Leads planning meeting. Updated the November 2022 schedule accordingly.

• Keep the pace of current clean-up & improving GitHub Health of the CoP. The UI/UX CoP Leads will be meeting as per usual on Wednesdays ( in late November & December, depending on individual schedule) to work on this in real time and progress with required clean-up.

• Discuss other items on this agenda as and when UI/UX CoP Leads meet next week. Taking one task at a time and working on the GitHub clean-up and restricting current issues/tasks.

• Create a Kanban board/list of issues for the UI/UX CoP Leads to work on. This will help streamline the workflow.

• Bonnie mentioned a Research Ops project at the HfLA scale. To create templates and issues that can be replicated & reused at the org scale. Similar to the work being conducted at TWE (Tech Work Experience). Could explore using MkDocs to host this 'Research' ReOps (https://www.mkdocs.org). This will be explored in early 2023 once the general templates from TWE are ready. This could function as its own ReOps project within the CoP and could lead to more open roles for new onboarding UX Researchers.

Tasks

• [x] Need to create Slack group with Co-leads and reach out to Briel Kobak regarding Guides talk during next week’s UI/UX CoP meeting (Assigned to @Aparna1Gopal )

• [x] Need to cancel the UI/UX CoP meetings on Google Calendar (Assigned to @juliagab56)

Items for next week's agenda

• UI/UX Co-leads to add any other tasks/discussion to add to this agenda, if they have ideas or come across something they would like to discuss.

---

Link back to top of issue

[ExperimentsInHonesty]

Please see the guidance about how to handle calendar invites here: https://github.com/hackforla/admin/wiki/Gmail:-Setup-email-filters-for-Calendar-invites

Then go to the CoP email account and revise this. https://mail.google.com/mail/u/0/?tab=rm&ogbl#settings/filters

The reason why we don't delete the declines, is because sometimes people don't remove themselves they only decline every meeting, and we will need to remove them from the invites to make room for more people.

[juliagab56]

Jan 5, 2023 Meeting Agenda

Who was there

@Aparna1Gopal @juliagab56

Prework to prep for meeting

n/a

FYIs (nothing needs to be done, just keeping each other informed)

The next UX CoP meeting is on Jan 11th at 6pm PST

Recurring items:

• [ ] Double check that open roles cards are updated (e.g., UI Designer for Civic Tech Jobs)(CREATE GITHUB ISSUE)
• [ ] Review Consent Form (to send to past and current guest speakers), revise if needed (Hire dedicated UX Researcher to work on this?) (OR) Could use the consent form template from ReOps template of TWE'22/ Currently seek consent from Speakers (CREATE GITHUB ISSUE?)

New Items

• [ ] Plan and schedule speaker events and create a calendar
• [ ] Figure out how to keep volunteers from deleting docs on the drive
• [ ] Open roles in the UI/UX CoP? for ex.:
  • [ ] UX Researcher for speaker consent forms
  • [ ] UI Designer for logo/branding
  • [ ] UX Writer to set-up YouTube Channel (with past speakers' talks)

Notes from meeting

• Aparna and I met Jan 5th to discuss CoP matters and how to improve volunteers' experiences
• We talked about speaker and workshop topics we want to focus on such as harassment training and how to avoid harassment, diversity and inclusion, and how to give and receive feedback
• We discussed the need for more templates such as emails to speakers, consent forms, etc.
• The open role cards need to be updated to ensure the volunteers get the latest information and are able to join the project they want
• We need to look at our current files on the google drive and github to see what is still relevant and what's not. Then we need to organize it so the leads and volunteers have the latest, most up to date information and resources at all times.
• Documenting issues which have relevant information that can be re-used
  • Consent Forms (Data collection & data storage): https://github.com/hackforla/UI-UX/issues/311#issuecomment-1308213558
  • Consent Forms (Current Email Template): https://github.com/hackforla/UI-UX/issues/311#issuecomment-1308217257
  • Youtube Channel/LOGO Creation Action Items: https://github.com/hackforla/UI-UX/issues/311#issuecomment-1376826456
  • Template/Guide of To-dos for Guest Speaker (first draft): https://github.com/hackforla/UI-UX/issues/355#issuecomment-1318225633

Tasks

• [ ] Reach out to upcoming speakers
• [ ] Create template for email to send to speakers including consent form for recording and distributing and rules
• [ ] Google drive clean out
• [ ] Open Roles audit
  • [ ] Reach out to teams to make sure the current cards are updated and encourage them to open new roles
  • [ ] Create issues for the UI/UX CoP that can be handled by volunteers. Open roles within the CoP?
• [ ] Google Calendar Invite (review & make space for new members)
• [ ] Create new issue under UI/UX CoP Projects to track this issue https://github.com/hackforla/UI-UX/issues/351. This issue is depreciated and is currently being closed. The new corresponding issue will be created under UI/UX CoP Projects. It will be managed by the CoP Co-Leads. The new interview questions will be collected in the GitHub Issue & transferred to Google Docs by the UI/UX CoP Co-Leads. This is an ongoing issue and will be used during the monthly 'Interview Workshop Series' of the UI/UX Community of Practice.

Items for next week's agenda

• [ ] Continue talking about recurring items and start creating issues to work on all action items.

[Aparna1Gopal]

Feb 08, 2023 Meeting Agenda

Who was there

@Aparna1Gopal @juliagab56 @nguyen-jenn

Prework to prep for meeting

n/a

FYIs (nothing needs to be done, just keeping each other informed)

The Co-Leads met on February 08, 2023 from 7-8:30PM PST Onboarded new Co-Lead Jennifer N

Recurring items:

• Brainstormed ideas for UI/UX CoP: Youtube channel, Consent forms, Logo Design & verifying new/existing roles across all projects at HfLA

New Items

• Brainstormed ideas & structure for Portfolio review workshops; Guest speakers

Notes from meeting

• Completed all the required Onboarding steps for Jennifer N
• Reached out to admin Slack channel to add Jennifer N to 1Password & vaults

Tasks

• The Co-leads have divided tasks based on the brainstorming. Next few weeks, will fine tune each task to open as open roles within the UI/UX CoP

Items for next week's agenda

Next meeting of Co-Leads on Feb 15, 7PM PST onwards

[Aparna1Gopal]

Feb 15, 2023 Meeting Agenda

Who was there

Aparna G Julia G Jennifer N

Prework to prep for meeting

n/a

FYIs (nothing needs to be done, just keeping each other informed)

The Co-Leads met on February 15, 2023 from 7-8:30PM PST

Recurring items:

• Brainstormed ideas for UI/UX CoP: UX Research Onboarding project, Youtube channel, Consent forms, Portfolio Workshop, Collaborative activity for next week's office hours

New Items

• Brainstormed ideas & structure for UX Research Onboarding project

Notes from meeting

• Best way to proceed for the UXR Onboarding project was discussed. Decided on a mini end-to-end project for UXRs. The Research Plan Roadmap can be provided to UXRs & they can flesh out & fine-tune the Research Plan, Interview Guide etc. https://docs.google.com/presentation/d/1bueC40PkklLSJVPttiFeYJvcB69PgJx8pxZK5G7gzzo/edit#slide=id.gd0de62c6b7_0_211 To do a follow up with volunteers to see what their pain points and successes are after onboarding and the following weeks
• For YouTube channel: Consent from attendees- for this case we can post an open role for Content Designer/UX Writer who can help with blurring out faces & names from the videos before posting on YouTube. They can function as a social media community manager/content creator of sorts. Also write the titles/captions that go under YouTube videos
• Portfolio Workshop: Pushed it back to March to accomodate the new UXR Onboarding project. Create a stronger Portfolio Workshop structure & deploy it next month.
• Create FigJam/Miro collaborative activity for next week's UI/UX CoP Office hours.
• Discussed Photo release waiver during Onboarding. 'Can be used for promotional purposed etc.'Discuss further with Bonnie during all-Leads planning meeting. If this waiver is obtained during onboarding, then YouTube content can be uploaded easily due to ethical & repsonsible consideration of attendees.

Tasks

• The Co-leads have divided tasks based on the brainstorming.
• Aparna G working on the GitHub issue for the UXR Onboarding project. Review with Co-Leads via Slack once done, & review with Bonnie once Co-Leads feedback obtained
• Julia B & Jennifer N working on the office hours FigJam/Miro activity for next week

Items for next week's agenda

Next meeting of Co-Leads on Feb 22, 7PM PST onwards

[Aparna1Gopal]

Feb 22, 2023 Meeting Agenda

Who was there

Jennifer N Aparna G

Prework to prep for meeting

n/a

FYIs (nothing needs to be done, just keeping each other informed)

The Co-Leads met on February 22, 2023 from 7-8PM PST

Recurring items:

• Brainstormed ideas for UI/UX CoP: UX Research Onboarding project, Portfolio Workshop, Reaching out to Guest Speakers, Updating Wiki, Schedule for March 2023

New Items

• Brainstormed ideas & structure for UX Research Onboarding project - workshops & schedule to prep
• Reaching out to potential guest speakers for March/April

Notes from meeting

• Discussed agenda & structure to deploy the UXR Onboarding project
• Arrange for presentation of findings & insights from above UXR Onboarding project on March 08, 2023 (before next onboarding)
• One of the UI/UX members, Evan S has completed a guide & needs peer review. Discussed having one UI/UX CoP meeting for peer review. Such that Evan S can get peer review in real-time. Also would be a good way for others to see the value & benefits for working on Guides.
• Create MS Teams Invite for workshopping the UXR Onboarding project tomorrow. Have collected the Email addresses of interested UXRs via UI/UX Slack. Creating the meeting room.
• Brainstormed Guest Speakers to reach out to: Based on Bonnie's feedback on wanting to get the Nielson Norman experts to speak on Research Ops brainstormed ideas on reaching out to them. The ReOps experts are documented here in these articles. Another speaker is Ciara(Kiki) Salmon (Hack for LA Alumni), Employer: Google, Topic: UX and Accessibility
• Walked Jennifer N through the process of updating Wiki (updated the activity conducted this week), Guest Speaker Question tracker etc.
• Tentative Schedule for March 2023

March 1: Planning Week March 8: UXR Onboarding Project, Findings Presentation March 15: Evan S, Peer Review of Guide March 22: Office Hours/Portfolio Workshop/Guest Speaker TBD March 29: Office Hours/Portfolio Workshop/Guest Speaker TBD

Tasks

The Co-leads have divided tasks based on the brainstorming.

• Jennifer N reaching out to potential speakers (Neilson Norman speakers & Kiki Salmon).
• Aparna G working on the ReOps & Research Management for the UXR Onboarding project. Jennifer N is able to join the meetings/workshops for this project & provide ReOps/Research Management support.

Items for next week's agenda

Next meeting of Co-Leads on March 1, 7PM PST onwards

[Aparna1Gopal]

March 01, 2023 Meeting Agenda

Who was there

Jennifer N Aparna G Julia G

Prework to prep for meeting

n/a

FYIs (nothing needs to be done, just keeping each other informed)

The Co-Leads met on March, 2023 from 7-8:30PM PST

Recurring items:

• Brainstormed ideas for UI/UX CoP: UX Research Onboarding project, Portfolio Workshop, Reaching out to Guest Speakers, Updating Wiki, Schedule for March 2023

New Items

• Brainstormed next steps for UX Research Onboarding project. On ways to make this an independent research team to be housed within the UI/UX CoP.
• Reaching out to potential guest speakers for March/April

Notes from meeting

• Discussed agenda & structure for the UXR Onboarding project. Structure of the project moving forward.
• Discussed ideas for the workshop series
• Complete issue to add Jennifer N to the website
• One of the UI/UX members, Evan S has completed a guide & needs peer review. Discussed having one UI/UX CoP meeting for peer review. Such that Evan S can get peer review in real-time. Also would be a good way for others to see the value & benefits for working on Guides.
• Create Zoom room using HfLA zoom account to provide consistent meeting dates for the UXR Onboarding project. Identified meetings days & timings for weekly meetings.
• Brainstormed Guest Speakers to reach out to: Based on Bonnie's feedback on wanting to get the Nielson Norman experts to speak on Research Ops brainstormed ideas on reaching out to them. The ReOps experts are documented here in these articles. Another speaker is Ciara(Kiki) Salmon (Hack for LA Alumni), Employer: Google, Topic: UX and Accessibility
• Schedule for March/April 2023

March 1: Planning Week March 8: Evan S, Peer Review of Guide March 15: Portfolio Series (Feedback from UI/UX CoP Members/pilot test this idea) March 22: Start Portfolio Series March 29: Office Hours/Portfolio Series/Guest Speaker TBD

Tasks

Items for next week's agenda

Next meeting of Co-Leads on March 8, 7PM PST onwards

[juliagab56]

MARCH, 8, 2023 Meeting Agenda

Who was there

Aparna G Jennifer N Julia G

FYIs (nothing needs to be done, just keeping each other informed)

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each Lead and Org rep

New Items

add issue numbers to be discussed and any notes that will be helpful

Notes from meeting

• We talked about future CoP's meetings and brainstormed ideas
• We decided to join Friday's meeting to give the uxr group guidance
• Brainstormed ideas for new speakers: Ying O (3/15) Kiki (4/26)
• Jennifer got an answer from Kiki and will email her
• We decided to try to meet Saturday to continue this meeting and chat about the portfolio workshop

Tasks

Items for next week's agenda

[Aparna1Gopal]

MARCH, 15, 2023 Meeting Agenda

Who was there

Aparna G Jennifer N Julia G

FYIs (nothing needs to be done, just keeping each other informed)

The Co-Leads met on March 16, 2023 from 7-8:40PM PST

Recurring items:

• [ ] review any issues that are in the new issue approval column
• [x] Accountability and Support Check.
  • [x] Review assignments for each Lead and Org rep

New Items

• [x] Discuss ideas for the UI/UX CoP
• [x] Open Issues for Guest Speakers (Kiki Salmon, TWE Project - Sara B & Ying O)
• [x] Design Systems GitHub Issue

If there is time later, discuss:

• [x] Create Project Board – Classic Project Board to push in-house projects of CoP to this Repo/folder
• [x] Consent form issue (contact TWE team for template) (starting next week)

Notes from meeting

• Recruit UX Researchers (2-3) for Onboarding project. As per UXR Lead Inbal L on Onboarding project. Will be posting on Slack & announcing at next onboarding. For UXR open role.
• Recruit UI/UX CoP AMBASSADORS, to help during Onboarding. Not a regular role, but the individual will serve as a representative/ambassador for the UI/UX CoP & attend/assist with onboarding(s) when available & possible. This will develop a steady streamline of members who can assist during Onboarding. And also help these ambassadors develop soft skills in addition to technical UX skills.
• Work towards creating learning/training modules for ReOps within the UI/UX CoP. A knowledge transfer from the TWE Project to the wider UI/UX CoP. Such that best practices can be replicated org wide. First step, UI/UX Co-leads are arranging with Sara B & Ying O of TWE to have talks/workshops in the upcoming weeks to close this gap.
• This type of above knowledge transfer & training modules will help new projects like 'Onboarding project' & their UXRs get upto speed with ReOps requirements right away. And have efficient ramping up of capabilities within new UXR teams.

Tasks

We distributed the tasks & next action items based on discussions/brainstorming during the meeting

• Aparna G: Open TWE Best practices guest tracker issue, Connect with Admin to set-up Webinar for Kiki Salmon talk, Guest Speaker Consent form

• Jennifer N: Open Kiki Salmon guest tracker issue & follow-up, Zoom Link for UI/UX Co-Leads meetings, To contact Design systems team & TWE for best practices - for Branding of UI/UX CoP

• Julia G: Spreadsheet to sign-up for office hours, Liaise with Sara B & Ying O for two-part series & workshops in the coming weeks

Items for next week's agenda

• Follow-up on assigned Tasks
• Next meeting of Co-Leads on March 22, 7PM PST onwards.
• The Engineering CoP Co-Leads got in touch with UI/UX CoP Co-Leads via Slack. To discuss: 'best practices for organizing speakers'. Will be meeting with them next week during this time/date for a further chat.

[Aparna1Gopal]

MARCH, 22, 2023 Meeting Agenda

Who was there

Aparna G Jennifer N Julia G

Prework to prep for meeting

Collect any queries/blockers arising during the course of the week. Add to Agenda.

FYIs (nothing needs to be done, just keeping each other informed)

The Co-Leads met on March 22, 2023 from 7-8:30PM PST

Recurring items:

• [x] Review any issues that are in the new issue approval column
• [x] Accountability and Support Check.
  • [x] Review assignments for each Lead and Org rep

New Items

• [x] Meeting with Eng CoP Co-Leads to transfer best practices : https://github.com/hackforla/engineering/issues/40
• [x] Talk by TWE UXRs & training modules - debrief : https://github.com/hackforla/UI-UX/issues/427
• [x] Housekeeping of Onboarding Project - debrief : https://github.com/hackforla/UI-UX/issues/420
• [x] Regarding speaker’s Zoom Webinar : https://github.com/hackforla/UI-UX/issues/428
• [x] Deleting of the UI/UX CoP files. Co-lead action items to prevent this from happening again
• [x] In-house Design Systems Project : https://github.com/hackforla/UI-UX/issues/423

Notes from meeting

• Met with Eng CoP Co-Leads to transfer best practices & answer any questions. Shared resources to GitHub issues, Wiki, Slack/Email templates, process of reaching out to speakers, obtaining speakers, selecting types of speakers etc.
• TWE UXRs & training modules: Discussed hosting the videos in the Wiki. And then recruiting a content writer once all videos in the series were ready. And making these training modules into series of easily accessible blogs at the UI/UX CoP. The blogs will provide textual training, the videos will provide visual training.
• Debriefed on Housekeeping of Onboarding Project , notes in the Onboarding Issue
• Discussed the Sign-Up sheet for office hours. And ideas to regulate activities of the office-hours. This could also pivot to a more relaxed, community building exercises like games night. Also have open design crits etc.
• Regarding speaker’s Zoom Webinar: Jennifer following up with Admin on availability
• Deleting of the UI/UX CoP files. Co-lead action items to prevent this from happening again: Jennifer N has reduced permissions for everyone but Co-leads to Contributor which will prevent people from deleting files.
• In-house Design Systems Project : Discussed goals & timelines for this project

---

Message from Bonnie on Slack: at channel a member of this CoP accidentally deleted the whole UI/UX community of practice folder (I know who did it, there is no reason to name them here and I already wrote to them privately). I have restored it. But this seems like a good time to point out that Members If you want to cleanup your personal google drive. Just disconnect from the shared drive, or ask to be removed. Please do not delete the files. It deletes them for everyone. Just cause you can see them, does not mean they are your files. CoP leads: at Julia Gab at Aparna Gopal at Jennifer Nguyen

Please reduce permissions for everyone but yourselves to Contributor which will prevent people from deleting files. I will talk with the tables team to get the permissions people come in (from onboarding) lowered to the contributor level instead of them getting added with Content Manager.

---

Tasks

Aparna G: Guest Speaker Consent form, since TWE UXR Leads would be more free now after their Workshop/talk, will be connecting with them to request best practices resources from them

Jennifer N: Work on Design Systems Issue (Branding & Logo for UI/UX CoP). Recruiting new UX/UI Designers to work on this.

Julia G: Spreadsheet to sign-up for office hours

Items for next week's agenda

---

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[Aparna1Gopal]

04-05-2023 Meeting Agenda

Who was there

Julia G Aparna G Jennifer N

Prework to prep for meeting

Collect any queries/blockers arising during the course of the week. Add to Agenda.

FYIs (nothing needs to be done, just keeping each other informed)

The Co-Leads met on April 5, 2023 from 7:30-8:30PM PST

Recurring items:

• [x] Review any issues that are in the new issue approval column
• [x] Accountability and Support Check.
  • [x] Review assignments for each Lead and Org rep

New Items

SDG Goals discussed at All-Leads meeting

Notes from meeting

• Work on SDG Goals, first Co-Leads then workshop with Community
• Streamline the online process. Recruit UI/UX Ambassadors, post availability of Onboarding members support a few days before the next onboarding
• Record training video for UI/UX Ambassadors for prep (using Zoom record)
• Open new Figma account for UI/UX CoP
• Prep for guest speakers next week. Follow-up with them & finalise arrangements

Tasks

• Open issues for SDG Goals, tracking UI/UX Ambassadors
• Branding/Design systems for UI/UX CoP
• Open issue to clean-up the UI/UX CoP Google Drive

Items for next week's agenda

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[Aparna1Gopal]

04-19-2023 Meeting Agenda

Who was there

Aparna G Jennifer N

Prework to prep for meeting

Collect any queries/blockers arising during the course of the week. Add to Agenda.

FYIs (nothing needs to be done, just keeping each other informed)

The Co-Leads met on April 19, 2023 from 7:30-8:30PM PST

Recurring items:

• [x] Review any issues that are in the new issue approval column
• [x] Accountability and Support Check.
  • [x] Review assignments for each Lead and Org rep

New Items

https://github.com/hackforla/UI-UX/issues/457

Notes from meeting

• Debrief from the SGD community Workshop
• Zoom Webinar for next week's guest speaker - reviewed & worked on the following based on Bonnie's request regarding security/privacy for participating members: "manual, and approve anyone who does not have that email address or the name" + "and if its possible to lock down the chat, and just have the q&A please do that"
• Brainstormed ideas for next speakers in June/July. UX Designers, UX Recruiters is preferred direction for the next speaker. Co-leads reaching out to potential speakers via LinkedIn & Email. Will update the 'Potential Speakers' Wiki

Tasks

Reach out to potential speakers via LinkedIn & Email

Items for next week's agenda

Analyse data from the SDG Workshop. Make a short presentation to walkthrough at the next all-Leads meeting in early May.

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[Aparna1Gopal]

05-03-2023 Meeting Agenda

Who was there

Aparna G Jennifer N

Prework to prep for meeting

Collect any queries/blockers arising during the course of the week. Add to Agenda.

FYIs (nothing needs to be done, just keeping each other informed)

The Co-Leads met on May 03, 2023 from 7:40-9:00PM PST

Recurring items:

• [x] Review any issues that are in the new issue approval column
• [x] Accountability and Support Check.
  • [x] Review assignments for each Lead and Org rep

New Items

Notes from meeting

• In the month of May only one UI/UX Co-lead is available since other Co-Leads are either traveling or on sabbatical. Need to plan May events keeping this reduced headcount in mind. Scale back on larger events, instead have more interactive/workshop type office hours.
• Debriefed on SDG Presentation at All-Leads May meeting.
• Identified different ideas for future CoP meetings
• Discussed guest speakers - UI/UX Recruiters, Ethics & AI
• Using ChatGPT as an effective AI tool to build personalised resumes.
• Format for Training Modules speaker series (templates for workshops - consent form & focus groups for branding). Using FigJam for focus groups by UI/UX CoP leads for branding exercise/voting process from the community.
• In-house speakers to discuss ways to get into UX/transition careers into UX. Doing a graduate masters program/bootcamp/self-taught. Discuss on tips & best practices for maximum advantage.

Tasks

• Identify articles & authors specialising in Ethics & AI
• Slack message Sara & Ying, for next Workshop on the Training Modules series. Templates on for consent form & focus groups for branding.
• Disseminate research findings from the SDG Participatory Action Research Workshop to the community via Slack UI/UX channel.
• Post on Slack for UI/UX Ambassadors for next Onboarding. Update Admin.

Items for next week's agenda

• Interview Prep series in May. Prep for it by creating issues for Behavioural Interviews, Whiteboard challenges, Portfolio/Case Study Presentation
• Prep FigJam

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[juliagab56]

06-07-2023 Meeting Agenda

Who was there

@Aparna1Gopal @nguyen-jenn @juliagab56

Prework to prep for meeting

(Collect any queries/blockers arising during the course of the week. Add to Agenda)

FYIs (nothing needs to be done, just keeping each other informed)

Recurring items:

• [ ] Review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each Lead and Org rep

New Items

Add issue numbers to be discussed and any notes that will be helpful

• [x] Talk about CoP June and July schedule and future events

July WED, 12 - Office Hours/Game Night WED, 19 - Guest Speaker: Jessa Anderson WED, 26 - Office Hours/Game Night

Notes from meeting

• The co-leads spoke about reorganizing our wiki and changing some page's formats
• The google drive migration is currently on pause but we need to figure out if to audit the drive or not
• We talked about and confirmed June's schedule of events for the CoP
• We would like to learn more from Engineering CoP, specifically the Mentor nights and 25 min meeting they incorporated
• We messaged AJ to ask if we could shadow the following 25 min meeting and we will most likely compile a list of questions to ask them async

Schedule:

June 2023

• Workshop : Sara & Ying Consent Form Template
• Focus group for UI/UX CoP Logo
• Using Chat GPT for Resume

July 2023

• Accessibility Images
• Guest Speaker

Tasks

Items for next week's agenda

• [ ] Reorganize Wiki
• [ ] Come up with questions about Mentor nights
• [ ] Update agenda template (check links are correct)

• [ ] Discuss migrating to new Slack channel

  Link back to top of issue

[juliagab56]

07-06-2023 Meeting Agenda

Who was there

• [x] Aparna G.
• [x] Jennifer N.
• [x] Julia G.

Prework to prep for meeting

FYIs (nothing needs to be done, just keeping each other informed)

Recurring items:

• [ ] Review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each Lead and Org rep

New Items

• [x] Roll call of available co-leads for next onboarding
  • [x] Ask Admin about when the next onboarding is
  • [x] Inform Admin of co-leads availability for onboarding
• [x] Reply to Karen (what photo?)
  • [x] Double check consent form
• [x] Recruit new co-lead
  • [x] open new role on board and announce on channels
• [x] CoP schedule
  • [x] July
  • [ ] August
  • [ ] September
• [ ] Volunteer retention
  • [x] Survey: 'Volunteer Satisfaction'
  • [x] Attendance tracker to gauge volunteer satisfaction
• [ ] Board clean up
  • [ ] Audit current issues
  • [ ] Audit current labels
• [ ] Make a plan for CoP Housekeeping
  • [ ] Google Drive
  • [ ] Github (Wiki + ReadMe)
    • [ ] CoP Schedule (check engineering cop for ideas)
  • [ ] Guides and Templates

Notes from meeting

• Co-lead onboarding availability
  • Aparna G: July 10th AVAIL., 17th TBD, 25th UNAVAIL.
  • Jennifer N: July 10th TBD, 17th AVAIL., 25th UNAVAIL.
  • Julia G: July 10th TBD, 17th UNAVAIL. 7-8pm pst, 25th AVAIL.

Tasks

• [x] Gather info about onboarding from Admin @juliagab56
• [x] Inform Admin of co-leads availability for onboarding @Aparna1Gopal
• [x] Send Jessa the consent form @nguyen-jenn
• [x] Send photo to Karen @nguyen-jenn
• [x] Write down some questions for Jessa @juliagab56 @Aparna1Gopal hackforla/UI-UX#470
  • [x] Remind the CoP about the talk and nudge them for more questions @nguyen-jenn
• [ ] Reach our to potential speakers for AUGUST and SEPTEMBER @juliagab56 @nguyen-jenn @Aparna1Gopal
  • [ ] Try to get UX Designers and UX Writers and diversify the pool of speakers
• [x] Update the wiki to include a draft of "Schedule" page @juliagab56
• [ ] Open new roles for the CoP
  • [x] Co-lead @juliagab56 + @Aparna1Gopal @nguyen-jenn
  • [ ] Content designer/UX writer for Youtube @Aparna1Gopal [ON HOLD, task being followed up by Co-Lead]
• [x] Attendance Tracker (for meetings) @nguyen-jenn
  • [x] Figure out if there are any current documents or processes
  • [x] Research and implement new documents or processes
• [x] Survey @juliagab56 @nguyen-jenn @Aparna1Gopal
  • [ ] Check who are the active volunteers in the CoP to send them the survey to
  • [ ] Quantitative: What are the stats of our current volunteers?
  • [ ] Qualitative: What are the pain points and needs?

Items for next week's agenda

• Finish discussing leftover items
• Go over current tasks and updates
  • [ ] Aparna
  • [ ] Jennifer
  • [ ] Julia
• Julia to share 30 min meeting overview draft
• Email blast to promote meetings?
• Discuss why Speaker Jessa's consent form is being recorded in the template google consent form & not on their individual forms/folders (correct folder/email/links?). How to move this to PII folder efficiently after updating required GitHub issue links? Update the TWE Reops Training Modules Instructors (Sara & Ying) with any updates to the Consent form template

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[juliagab56]

07-12-2023 Meeting Agenda

Who was there

• [x] Aparna G.
• [x] Jennifer N.
• [x] Julia G.

Prework to prep for meeting

(Collect any queries/blockers arising during the course of the week. Add to Agenda)

FYIs (nothing needs to be done, just keeping each other informed)

Recurring items:

• [ ] Review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each Lead and Org rep

New Items

• [x] CoP schedule
  • [x] July
  • [ ] August
  • [ ] September
• [ ] Volunteer retention
  • [x] Survey: 'Volunteer Satisfaction'
  • [x] Attendance tracker to gauge volunteer satisfaction
  • [ ] Email blast
• [ ] Board clean up
  • [ ] Audit current issues
  • [ ] Audit current labels
• [ ] Make a plan for CoP Housekeeping
  • [ ] Google Drive
  • [ ] Github (Wiki + ReadMe)
    • [ ] CoP Schedule (check engineering cop for ideas)
  • [ ] Guides and Templates
• [x] Information about next onboarding
• [x] Consent form
• [ ] 30 min meeting overview

Notes from meeting

Tasks

• [ ] Reach our to potential speakers for AUGUST and SEPTEMBER @juliagab56 @nguyen-jenn @Aparna1Gopal
  • [ ] Try to get UX Designers and UX Writers and diversify the pool of speakers
• [x] Get information about next onboarding @Aparna1Gopal
• [x] Reach out to Sara and Ying about consent form updates
  • [x] Document changes made to the consent form on test issue template

Items for next week's agenda

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Link back to top of issue

[nguyen-jenn]

07-19-2023 Meeting Agenda

Who was there

• [x] Aparna G.
• [x] Jennifer N.
• [ ] Julia G.

Prework to prep for meeting

(Collect any queries/blockers arising during the course of the week. Add to Agenda)

FYIs (nothing needs to be done, just keeping each other informed)

WEEKLY Co-Leads meeting & debrief

Recurring items:

• [ ] Review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each Lead and Org rep

New Items

• [x] CoP schedule
  • [x] July
  • [ ] August
  • [ ] September
• [ ] Volunteer retention
  • [x] Survey: 'Volunteer Satisfaction'
  • [x] Attendance tracker to gauge volunteer satisfaction
  • [ ] Email blast
• [ ] Board clean up
  • [ ] Audit current issues
  • [ ] Audit current labels
• [ ] Make a plan for CoP Housekeeping
  • [ ] Google Drive
  • [ ] Github (Wiki + ReadMe)
    • [ ] CoP Schedule (check engineering cop for ideas)
  • [ ] Guides and Templates
• [x] Information about next onboarding
• [x] Consent form
• [ ] 30 min meeting overview

Notes from meeting

• Debriefed after guest speaker event
• Updated: audiences questions & resources from guest speaker event https://github.com/hackforla/UI-UX/issues/470
• Updated Guest Speaker Wiki https://github.com/hackforla/UI-UX/wiki/past-speakers
• Consider potential guest speakers from different industries (healthcare, gaming, e-commerce). Wiki updated https://github.com/hackforla/UI-UX/wiki/potential-speakers
• Consider doing workshops
  • Figma
  • Use FigJam for user research workshops ie affinity mapping

Tasks

• [ ] Reach our to potential speakers for AUGUST and SEPTEMBER @juliagab56 @nguyen-jenn @Aparna1Gopal
  • [ ] Try to get UX Designers and UX Writers and diversify the pool of speakers
• [x] Do a roll-call for next Onboarding on July 25 & send details to admin
• [x] Discuss updates from Sara and Ying about consent form template
  • https://github.com/hackforla/UI-UX/issues/471#issuecomment-1633868214
  • https://github.com/hackforla/UI-UX/issues/471#issuecomment-1635212735

Items for next week's agenda

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[juliagab56]

07-20-2023 Meeting Agenda

Who was there

• [x] Aparna G.
• [x] Jennifer N.
• [x] Julia G.

Prework to prep for meeting

(Collect any queries/blockers arising during the course of the week. Add to Agenda)

FYIs (nothing needs to be done, just keeping each other informed)

UI/UX CoP HOUSEKEEPING Meeting

Recurring items:

• [ ] Review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each Lead and Org rep

New Items

• [x] CoP schedule
  • [x] July
  • [ ] August
  • [ ] September
• [ ] Volunteer retention
  • [x] Survey: 'Volunteer Satisfaction'
  • [x] Attendance tracker to gauge volunteer satisfaction
  • [ ] Email blast
• [ ] Board clean up
  • [ ] Audit current issues
  • [x] Audit current role cards
  • [x] Audit current role columns
  • [ ] Audit current labels
• [ ] Make a plan for CoP Housekeeping
  • [ ] Google Drive
  • [ ] Github (Wiki + ReadMe)
    • [x] CoP Schedule (check engineering cop for ideas)
  • [ ] Guides and Templates
• [x] Information about next onboarding
• [x] Consent form
• [ ] 30 min meeting overview

Notes from meeting

• Brainstormed ideas/plans to clean-up UI/UX CoP Project Boards & wiki
• Posted CoP Co-Lead Open Role to all 3 project boards - Research, Design, Writing
• Collected best practices from other CoPs for clean-up
• Discussed ideas/tools/Zoom Analytics to track attendance numbers during CoP weekly meetings & webinars
• Updating guideline: Updating notes from Guest Speaker in the case no permission to record (based on consent)m+ how a member can be working on a project & also be a Co-Lead at the UI/UX CoP. For more leadership experience & opportunities: https://docs.google.com/document/d/1aFnPCY9PS8dXpOikM4yNSvCXyZF5XUQWTNPGldJ5dio/edit
• Discussed opening of epic issue to track YouTube channel
• Opening a role card for Content Designer for UI/UX CoP - to work on Information Architecture of Wiki

Tasks

• [ ] Use Content Design/UX Writing project board as a template after clean-up. Replicate this process for Research & Writing project boards @nguyen-jenn @juliagab56 @Aparna1Gopal
• [ ] Do a review of duplicated UX Writing cards on Research & Design boards. Earmark it for next week’s meeting & clean-up @nguyen-jenn @juliagab56 @Aparna1Gopal
• [ ] Clean-up UX Writing project Board. Remove extra/duplicated role cards & descriptions. @juliagab56
• [ ] Draft a role card for Content Designer for UI/UX CoP - to work on Information Architecture of Wiki @nguyen-jenn
• [ ] Start creating sub-issues to track YouTube channel content [Guest Speakers & Consent forms] @Aparna1Gopal
• [x] Roll call for next Onboarding on July 25, update Admin slack & roll-call tracker @Aparna1Gopal

Items for next week's agenda

Best Practices/Templates to replicate:

• [ ] Wiki Data Science Engineering

• [ ] Project Board Engineering

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[Aparna1Gopal]

08-02-2023 Meeting Agenda

Who was there

• [x] Aparna G.
• [x] Jennifer N.
• [ ] Julia G.

Prework to prep for meeting

(Collect any queries/blockers arising during the course of the week. Add to Agenda)

FYIs (nothing needs to be done, just keeping each other informed)

UI/UX CoP HOUSEKEEPING Meeting

Recurring items:

• [ ] Review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each Lead and Org rep
  • [ ] Review these notes

New Items

• [x] Prep August Schedule
• [x] Finalize Guest Speaker for August

Notes from meeting

• Finalised August Schedule. Updated on Wiki AUGUST WED, 9 - Workshop: Interview Questions WED, 16 - Office Hours/Game Night WED, 23 - Portfolio Review/Design Crit/Case Study Review/ Any kind of WIP for review & feedback WED, 30 - Office Hours/Game Night (OR) Guest Speaker

• Julia traveling overseas & on leave

Tasks

• Reach out to Admin regarding Alumni network

Items for next week's agenda

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[Aparna1Gopal]

08-02-2023 Meeting Agenda

Who was there

• [x] Aparna G.
• [x] Jennifer N.
• [x] Julia G.
• [x] Peter G

Prework to prep for meeting

(Collect any queries/blockers arising during the course of the week. Add to Agenda)

FYIs (nothing needs to be done, just keeping each other informed)

UI/UX CoP HOUSEKEEPING Meeting (at 5-6PM PST & 7-8PM PST)

Recurring items:

• [ ] Review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each Lead and Org rep

New Items

• [x] Prep September Schedule
• [x] Onboard new UI/UX CoP Co-Lead, Peter Gwon

Notes from meeting

• Onboarded Peter G as UI/UX CoP Co-Lead : https://github.com/hackforla/UI-UX/issues/244#issuecomment-1700025980

• Finalised September Schedule. Updated on Wiki

SEPTEMBER WED, 6 - Planning meeting (no CoP) WED, 13 - Workshop: Whiteboard Challenges TUE, 19 - Guest Speaker (no CoP meeting on Wed) WED, 27 - Office Hours/Game Night

• Co-leads traveling/relocating/in a different timezone in September. The UI/UX CoP schedule is being managed accordingly.

Tasks

• Walkthrough of 'Train How To' section/1Password requirements. Once admin gives required permissions to Peter G

Items for next week's agenda

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[juliagab56]

09-13-2023 Meeting Agenda

Who was there

• [x] Aparna G.
• [x] Jennifer N.
• [x] Peter G.
• [x] Julia G.

Prework to prep for meeting

(Collect any queries/blockers arising during the course of the week. Add to Agenda)

FYIs (nothing needs to be done, just keeping each other informed)

Recurring items:

• [ ] Review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each Lead and Org rep

New Items

Add issue numbers to be discussed and any notes that will be helpful

Notes from meeting

Tasks

• [x] Update calendar on read me page, github
• [x] Change the invitation on Gcal for next week's speaker to Tuesday
• [ ] Change the zoom link for the co-lead call
  • [x] Decide on new meeting date
• [ ] Brainstorm: how do we predict how many people will show up and how many minutes could we allocate to each member for workshops and other activities?
  • [ ] What if volunteers join late?
• [ ] Figma/FigJam workshop
• [ ] Provide feedback on FigJam for the whiteboard challenge

Items for next week's agenda

---

Link back to top of issue

[juliagab56]

09-28-2023 Meeting Agenda

Who was there

• [x] Aparna G.
• [x] Jennifer N.
• [x] Julia G.
• [x] Peter G.

Prework to prep for meeting

(Collect any queries/blockers arising during the course of the week. Add to Agenda)

FYIs (nothing needs to be done, just keeping each other informed)

• I made some changes to the agenda template (see in the issue on the top, this is the old template)
  • I updated the "new issue approval" link. It was taking you to Templates and Guides board.
  • I also cleaned up the template a bit. I'll give updates during our call.

Recurring items:

• [ ] Review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each Lead and Org rep
    • [ ] Updates on Agenda Template

New Items

Add issue numbers to be discussed and any notes that will be helpful

• [x] New co-lead meeting time
  • [x] Does it work for everyone?
  • [x] Change the Zoom link
    • We will continue using Jennifer's link for now and make changes when necessary
  • [x] Update cal invite
• [ ] Whiteboard challenge and future activities
  • [ ] How do we predict how many people will show up?
  • [ ] What if someone is late?
  • [ ] What's the minimun amount of minutes we can allocate to each member for workshops and other activities?
  • [ ] How do we check on co-leads availabilities and assign roles?
• [x] October schedule
  • [x] Figma/Figjam workshop/s
    • [ ] Documentation!
  • [x] Speakers
  • [x] Update schedule on Read Me and Wiki
• [x] From All-Leads Meeting (on Oct 4, planning week)
  • [x] Advertise for open Logo Designer roles
  • [x] Industry Sampling across industries for guest speakers - example: Finance, Automotive, AI, EVs, Aircraft (example: Boeing) | polling across UI/UX CoP for dream guest speakers/industries
  • [x] Next Guest Speaker: Shipra Kayan, Employer: Principal Evangelist, MIRO (discuss with Co-Leads)

Notes from meeting

• Bonnie plans on giving all the CoPs, Wednesdays 6pm PST, a talk at the beginning (first 2 weeks) of December about how to best utilize Linkedin. This will be made into a 2 part series.

Tasks

• [x] Polling across UI/UX CoP for dream guest speakers/industries (Peter)
  • [ ] Survey
• [x] Plan Figma workshops (Julia)
  • [ ] Open issues for each workshop
• [ ] Find speakers for November (all)
• [x] Make announcement about December break and Bonnie's workshops

Items for next agenda

• [ ] Whiteboard challenge and future activities
  • [ ] How do we predict how many people will show up?
  • [ ] What if someone is late?
  • [ ] What's the minimun amount of minutes we can allocate to each member for workshops and other activities?

  • [ ] How do we check on co-leads availabilities and assign roles?

    Link back to top of issue

[juliagab56]

11-02-2023 Meeting Agenda

Who was there

• [x] Aparna G.
• [ ] Jennifer N.
• [x] Julia G.
• [x] Peter G.

Prework to prep for meeting

(Collect any queries/blockers arising during the course of the week. Add to Agenda)

FYIs

(Nothing needs to be done, just keeping each other informed)

• Aparna traveling and Not Available Nov 11 to 18.
• Julia Not Available Monday Nov 6 and traveling the month of Nov, TBD.

Recurring items:

• [x] Review current issues on the CoP Management board
• [x] Accountability and Support Check
  • [x] Review assignments for each co-lead (and Org reps, if applicable)
    • [x] Aparna G.
    • [ ] Jennifer G.
    • [x] Julia G.
    • [x] Peter G.

New Items

(Brainstorm new topics or continue discussions. Add issue numbers and/or any notes)

• [x] January's Guest Speaker Sara Gabriele topic
  • [ ] Peter to reach out to speaker and give topic ideas
• [x] November updates and schedule
  • [x] Update Wiki schedule
  • [x] Update Read me schedule
• [x] December meeting?
  • [ ] We are meeting during the first week of January, planning week
• [x] Workshop feedback

Notes from meeting

• Sara Gabriele, to be a guest speaker Jan 10
• Shipra Kayan, to be a guest speaker Feb 21 TOPIC and Talk: Guest Speaker's Paper: '5 principles for using AI in UX Research.’ Starting the talk with a broad introduction on the day-to-day in the life of a product evangelist. And then deep diving into guest speaker's AI-UXR paper & discussion.

November Schedule

• 8 Fireside chat
• 15 Portfolio Workshop
• 22 Thanksgiving activity
• 29 Holiday online party

Tasks

To be discussed..

---

Link back to top of issue

[juliagab56]

01-03-2024 Meeting Agenda

Who was there

• [ ] Aparna G.
• [ ] Jennifer N.
• [ ] Julia G.
• [ ] Peter G.

Prework to prep for meeting

(Collect any queries/blockers arising during the course of the week. Add to Agenda)

FYIs

(Nothing needs to be done, just keeping each other informed)

Recurring items:

• [ ] Review current issues on the CoP Management board
• [ ] Accountability and Support Check
  • [ ] Review assignments for each co-lead (and Org reps, if applicable)
    • [ ] Aparna G.
    • [ ] Jennifer N.
    • [ ] Julia G.
    • [ ] Peter G.

New Items

(Brainstorm new topics or continue discussions. Add issue numbers and/or any notes)

• [x] Leo Peng is interested in becoming a co-lead, we will use the first 10-15 min to answer questions
• [x] Bonnie's feedback on the DS files
• [x] Team headcount, update board with new roles
  • [ ] Create a Slack message template
  • [ ] List of active projects
  • [ ] Join Slack channels, general, cop-leads, and then for each team
• [x] Share details from all-Leads meeting
  • [x] Use Image/banner for Guest Speaker or use general UI/UX CoP Branding (on Meetup)
  • [x] Bonnie to provide with ‘Thank You & Sponsorship letter from Executive Director’ to send out to Guest Speakers (example: company matching, matching volunteer time)
  • [x] Hack for LA taking a break in July
• [x] Plan Schedule for January 2024
  • [x] Onboarding on the 16th, hold Office Hours Wed 17th
• [x] Update Jan Schedule on Wiki & Readme
• [x] Update branding/logo on our Wiki? Starting 2024 with new logo!

Notes from meeting

Tasks

To be discussed..

Feedback on UI/UX CoP Branding Kit

• Julia G and Aparna G attended all-Leads meeting on January 03, 2024 and presented/reviewed all details in the branding kit for Bonnie’s sign-off
• As per Jennifer N’s questions, we asked "if it's ready to go? Or are we missing anything?"
• Walked Bonnie through all the templates and the different methods & iterations used to arrive at these final designs
• Bonnie has signed off of the UI/UX CoP Templates & branding kit. Was happy with the outcome & design assets! We can start using the kit in 2024!
• Made minor edits/changes based on Bonnie’s feedback. Made a copy of the survey template. Changed the background to white. Since existing pink background did not go with the Hack for LA brand. Advised on white or yellow background from logo.
• Slide Deck images might be too large as we start filling it with text. But the final decision on the size of these images rests with the Co-Leads.
• For Spreadsheets within the UI/UX CoP, Use examples from the TWE project
• Use this banner/logo for Guest Speakers on Meetup in the case they donot provide us with an image.
• Make certain to promote these templates as the goto when any work within the Community of Practice is being conducted. Make it a habit & practice within the members of the UI/UX CoP (as knowledge transfer & muscle memory)
• Update the Wiki based on the TWE project’s Wiki including the slide deck, spreadsheet etc. Use the updated UI/UX CoP branding template wiki as the single source of truth, moving forward.
• Start building on the existing branding kit to further flesh & detail it out – akin to TWE slide deck templates etc.
• Remove ‘Hack for LA is an official brigade of Code for America’ from all branding kit (due to transition)

---

Link back to top of issue

[juliagab56]

02-08-2024 Meeting Agenda

Who was there

• [x] Aparna G.
• [ ] Jennifer N.
• [x] Julia G.
• [x] Peter G.
• [x] Leo P.

Prework to prep for meeting

(Collect any queries/blockers arising during the course of the week. Add to Agenda)

FYIs

(Nothing needs to be done, just keeping each other informed)

Recurring items:

• [ ] Review current issues on the CoP Management board
• [ ] Accountability and Support Check
  • [ ] Review assignments for each co-lead (and Org reps, if applicable)
    • [ ] Aparna G.
    • [ ] Jennifer N.
    • [ ] Julia G.
    • [ ] Peter G.
    • [ ] Leo P.

New Items

(Brainstorm new topics or continue discussions. Add issue numbers and/or any notes)

Notes from meeting

• We deleted every UI/UX CoP meeting from the calendar for the first week of every month since it is planning week.
• Made a comment with updates on this issue hackforla/UI-UX#401
• We want to find other ways to promote our design roles, specially the logo/UI Design ones since they have been open for a while.
• Coffee Chats with Project Leads
• 5-10 min for project reps to talk about their project "elevator pitch" at the beginning of the meeting. Open the discussion for all for questions and next steps.
  • Julia to reach out to Chelsea from DevOps and Sarah from Guides, about coming in Feb, 21 to pitch the open role (logo design). Peter to reach Bonnie from people-depot, Leo to reach Micah from Engineering, Aparna to reach out to Rabia from MERL and Sophia from Data Science.
  • Leo to reach out to speaker to join March.

February schedule

14 - Fireside chat: Let's talk about AI! 21 - Coffee Chat with Project Leads 28 - Guest Speaker: Shipra Kayan, Principal Evangelist at MIRO

Tasks

• [ ] Reach out to project leads for Coffee Chat with Project Leads
  • [x] @juliagab56 to reach out to Chelsea from DevOps and Sarah from Guides
  • [x] Peter to reach Bonnie from people-depot
  • [x] Aparna to reach out to Rabia from MERL and Sophia from Data Science
  • [ ] Leo to reach Micah from Engineering
  • [ ] Leo to reach out to speaker to join March.

To be discussed..

• Updated Agenda meeting template: "link back to top of issue" link. It used to link to past agendas from 2023.

  Link back to top of issue

[juliagab56]

02-29-2024 Meeting Agenda

Who was there

• [x] Aparna G.
• [ ] Jennifer N.
• [x] Julia G.
• [x] Peter G.
• [x] Leo P.

Prework to prep for meeting

(Collect any queries/blockers arising during the course of the week. Add to Agenda)

FYIs

(Nothing needs to be done, just keeping each other informed)

Recurring items:

• [x] Review current issues on the CoP Management board
• [x] Accountability and Support Check
  • [x] Review assignments for each co-lead (and Org reps, if applicable)
    • [x] Aparna G.
    • [x] Julia G.
    • [x] Peter G.
    • [x] Leo P.
    • [x] Jennifer N.

New Items

(Brainstorm new topics or continue discussions. Add issue numbers and/or any notes)

• [x] Drive and Wiki IA audit
• [x] Github boards audit
  • [x] Design Roles
  • [ ] Guides & Templates
  • [ ] UX Architect open role (for UI/UX Wiki) found on CoP Management Board. Move this to Content Design/UX Writing Project Board and recruit?
• [x] March schedule planning
  • [ ] 13 Design Challege w/ Designercize
    • 3 deliverables: Research Study, User Flow or Journey, Screens.
  • [ ] 20 Guest Speaker Shipra
  • [ ] 27 Guest Speaker Brian *(needs confirmation)
    • Office hours as a back up
• [x] April schedule planning
  • [ ] 10 Things I wish I knew...Share your background education and work experience
  • [ ] 17 Design Challege w/ Designercize
  • [ ] 24 Feedback Figjam session
• [x] New/Future Projects
  • [ ] Hackathon
  • [ ] YouTube channel/playlist with UI/UX CoP Guest Speakers

Notes from meeting

• We plan on running the feedback session again in April. Ideally we want to run these once in a while and map out results. hackforla/UI-UX#544
• We need to ask Bonnie about this issue hackforla/UI-UX#188
• @juliagab56 open issue for Design Challenge March 13th
• @pogwon open issue for Thing I wish I knew... April 10th
• Cleaned up UX Design and UX Research Project Boards. Simplified the IA. Moved duplication of UX Writing/Content Design roles to the Content Design/UX Writing Project Board.
• Updated Wiki & UI/UX Readme with the March & April Schedule
• Julia G and Aparna G met again on 03/01/2024 to start working on hackforla/UI-UX#553

Tasks

To be discussed..

---

Link back to top of issue

[juliagab56]

04-04-2024 Meeting Agenda

Who was there

• [x] Aparna G.
• [ ] Jennifer N.
• [x] Julia G.
• [x] Peter G.
• [x] Leo P.

Prework to prep for meeting

(Collect any queries/blockers arising during the course of the week. Add to Agenda)

• Check co-leads upcoming availability (time and contributions)

FYIs

(Nothing needs to be done, just keeping each other informed)

• Aparna and Julia to give updates from all lead meeting yesterday
  • HfLA is on break in July
  • Updating UI/UX CoP from Mentor led to Community led on the website
  • Need to add UI/UX CoP Branding while submitting Guest Speakers' images to Admin for the Meetup Invite
• Julia, Not Available for onboarding April 8th, Available for onboarding April 23, UI/UX CoP: May 29 maybe, Not Available June 5 and 12
• Leo, UI/UX CoP: Not available from May 6 to June 7
• Peter Available onboardings in April, UI/UX CoP: Not Available May 15 to 21
• Aparna, Available for onboarding April 8th, Not Available April 23, UI/UX CoP: Available in May & June

Recurring items:

• [ ] Review current issues on the CoP Management board
• [ ] Accountability and Support Check
  • [ ] Review assignments for each co-lead (and Org reps, if applicable)
    • [ ] Aparna G.
    • [ ] Jennifer N.
    • [ ] Julia G.
    • [ ] Peter G.
    • [ ] Leo P.

New Items

(Brainstorm new topics or continue discussions. Add issue numbers and/or any notes)

• 7 CoP meetings left until July
• Jennifer N. leave of absence or off boarding
• [ ] @leopeng101 to get consent form Brian Daniels, Consent Form Template
• [ ] @pogwon to open issue for April 10 CoP meeting.

Notes from meeting

• May 8 (Potential guest speaker or workshop tbd)(Peter)
• May 15 Github training (julia)
• May 22 and June 26 Feedback session (Aparna)
• May 29 Office Hours
• Updated Wiki and Readme with schedule for April, May, June, July - https://github.com/hackforla/UI-UX/wiki#upcoming-meetings

Tasks

To be discussed..

---

Link back to top of issue

[juliagab56]

05-02-2024 Meeting Agenda

Who was there

• [x] Aparna G.
• [ ] Jennifer N.
• [x] Julia G.
• [x] Peter G.
• [ ] Leo P.

Prework to prep for meeting

(Collect any queries/blockers arising during the course of the week. Add to Agenda)

FYIs

(Nothing needs to be done, just keeping each other informed)

Recurring items:

• [ ] Review current issues on the CoP Management board
• [ ] Accountability and Support Check
  • [ ] Review assignments for each co-lead (and Org reps, if applicable)
  • [ ] May 8 (Potential guest speaker or workshop tbd)(Peter)
  • [ ] May 15 Github training (julia)
  • [ ] May 22 and June 26 Feedback session (Aparna)
  • [ ] May 29 Office Hours
    • [ ] Aparna G.
    • [ ] Jennifer N.
    • [ ] Julia G.
    • [ ] Peter G.
    • [ ] Leo P.

New Items

(Brainstorm new topics or continue discussions. Add issue numbers and/or any notes)

• [x] Remove all the members from the UI/UX CoP Drive before May 6 (next Onboarding). Create a Google Form to collect info from old members who still want to be active on the Drive. Co-leads will manually add these email addresses from the Google form onto the Google Drive.
• [x] Set May 8th, June 12 dates
  • Ask volunteers for feedback/Host Brainstorming session on May 8th?
    • Have volunteers present something? ("build your own workshop")
    • Design Critique/Feedback night: get feedback on any design work
    • Career assets review: portfolios, case studies, presentations, resume, Linkedin...
    • Workshop on research methods: UX vs UXR
• [x] Switch meeting dates from May 15 to May 22
• [x] Recruit co-lead/s
• [x] CoP Audit
  • Next steps
• [x] Apply branding assets to the CoP
• [ ] Meetup
• Facilitate guest speaker's talks
• [ ] Newsletter
  • ie: “Julia at Hack for LA”
• [x] Create reusable assets and templates for different CoP meetings
• [ ] Define meetings and how they are run
• [ ] Rotate thru co-leads as facilitators of the co-lead call
• [x] Add About page on Wiki with info of Co-leads - https://github.com/hackforla/data-science/wiki/About-us - https://github.com/hackforla/data-science/issues/198

Notes from meeting

Onboarding Availability May 6 - Aparna, Peter May 21 - Julia

Tasks

• To be completed before MAY 6 (Next Onboarding): Remove all the members from the UI/UX CoP Drive before May 6 (next Onboarding). Create a Google Form to collect info from old members who still want to be active on the Drive. Co-leads will manually add these email addresses from the Google form onto the Google Drive.

To be discussed..

Guides Instructions

• https://github.com/hackforla/guides/wiki/Guide-Resources#where-to-start
  • https://github.com/hackforla/guides/wiki/Why-Should-I-Stop-After-I've-Gathered-Examples-for-my-Guide%3F - Members stop at the gather examples phase. But they still need to document all the examples/communication collected on Slack in the Guides issue. Create a slide deck with the info. And the examples will need to go through peer review, sign-off by Leadership. The guide will still need to go through the review stage.
• Inactive members removed from Drive and Repo using this issue by website team - https://github.com/hackforla/website/issues/6554 - https://github.com/hackforla/open-source-automations-for-org/issues/10
• Remove all the members from the UI/UX CoP Drive before May 6 (next Onboarding). Create a Google Form to collect info from old members who still want to be active on the Drive. Co-leads will manually add these email addresses from the Google form onto the Google Drive.

---

Link back to top of issue

[Aparna1Gopal]

05-29-2024 Meeting Agenda

Who was there

• [x] Aparna G.
• [ ] Jennifer N.
• [ ] Julia G.
• [x] Peter G.
• [ ] Leo P.

Prework to prep for meeting

(Collect any queries/blockers arising during the course of the week. Add to Agenda)

FYIs

(Nothing needs to be done, just keeping each other informed)

Recurring items:

• [ ] Review current issues on the CoP Management board
• [ ] Accountability and Support Check
  • [ ] Review assignments for each co-lead (and Org reps, if applicable)
    • [ ] Aparna G.
    • [ ] Jennifer N.
    • [ ] Julia G.
    • [ ] Peter G.
    • [ ] Leo P.

New Items

• [x] Review June schedule
  • June 12- Peter G to conduct UI Design Workshop (more focussed on Graphic Illustration using Figma). This workshop will be recorded to add to training videos on the UI/UX YouTube channel. Make consent form to record the video.
  • June 26- Aparna G to conduct a casual fireside chat on content creation. Discuss different ideas with the community on tips & tricks for content creation that can be used on UI/UX CoP's Youtube channel.
• [x] Co-leads' Onboarding Availability
  • Peter G - Available on June 03 & June 18
  • Aparna G - Available on June 03
• [x] Remove the UI/UX CoP meetings from the UI/UX Calendar Invite for July 2024

Notes from meeting

• Met on 05-29-2024 (between 6:30-7PM PST). Due to low turn-out during Office hours scheduled that week (only Co-Leads) were present, the Co-Leads conducted their monthly planning meeting during that time.
• Follow-up Admin tasks for July (during July break), next meeting with Co-leads first week of July
• Julia G (Co-lead) traveling from late-May to mid-June.
• Contact Guest Speakers to have the next guest speaker attend in August or September.

Tasks

Admin tasks for July (during July break)

• Complete UI/UX CoP Audit
• Review & clean-up 1Password & other assets similar to the Google Drive clean-up. Only current active Co-Leads on 1Password & other assets (check & do a complete sweep). Review 1Password, private UI/UX Co-Leads Slack Channel, Website, Assigned Agenda Issues.
• Review open issues under In-house UI/UX CoP Projects Board. Close issues that no longer come under the purview of UI/UX. Clean-up Board.
• Discuss results & findings from Participatory Design Workshop to discuss ideas & activities for August + September.

To be discussed..

---

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[Aparna1Gopal]

06-12-2024 Meeting Agenda - GitHub Project Migration

Who was there

• [x] Aparna G.
• [ ] Jennifer N.
• [ ] Julia G.
• [x] Peter G.
• [ ] Leo P.
• [x] Bonnie W

Prework to prep for meeting

(Collect any queries/blockers arising during the course of the week. Add to Agenda)

FYIs

(Nothing needs to be done, just keeping each other informed)

Recurring items:

• [ ] Review current issues on the CoP Management board
• [ ] Accountability and Support Check
  • [ ] Review assignments for each co-lead (and Org reps, if applicable)
    • [ ] Aparna G.
    • [ ] Jennifer N.
    • [ ] Julia G.
    • [ ] Peter G.
    • [ ] Leo P.

New Items

Notes from meeting

Notes from monthly all-Leads meeting June 05, 2024 reg GITHUB PROJECT BOARD MIGRATION

• TEMPLATES
  • GitHub Project Board Migration Issue
  • EXAMPLE - Prep project boards for Migration
  • Code: -is:issue -is:pr (to search project board issues)
• Labels for separate projects/boards - ui-ux cop [name of project, example research, design, experience profile etc]

Tasks

Notes from Bonnie & UI/UX CoP Leads meeting June 12, 2024 reg GITHUB PROJECT BOARD MIGRATION STEPS to follow

• [x] Create Template (accounting for all the different project boards) - Project board migration prep [Bonnie W]
• [x] Label all the separate issues on each project board. To be able to filter out respective issues to each board (example: -experience profile) [Aparna G]
• [x] Transfer the introductory info/cards onto the Wiki from Project board migration prep- Update the open roles page in the ReadMe & Wiki [Peter G]
• [x] Clean-up the In-House UI/UX CoP & CoP Leads Project Boards (close completed projects, agendas, etc.) Review & check if they are in the correct columns. [Aparna G]
• [x] UI/UX Co-leads Not required to work on 'open roles' and 'templates and guides.' This task will be undertaken by respective teams. Example

To be discussed..

---

Link back to top of issue

[Aparna1Gopal]

06-20-2024 Meeting Agenda - GitHub Project Migration

Who was there

• [x] Aparna G.
• [ ] Jennifer N.
• [ ] Julia G.
• [x] Peter G.
• [ ] Leo P.

Prework to prep for meeting

• Review details from last meeting on GitHub Project Migration

FYIs

(Nothing needs to be done, just keeping each other informed)

Recurring items:

• [ ] Review current issues on the CoP Management board
• [ ] Accountability and Support Check
  • [ ] Review assignments for each co-lead (and Org reps, if applicable)
    • [ ] Aparna G.
    • [ ] Jennifer N.
    • [ ] Julia G.
    • [ ] Peter G.
    • [ ] Leo P.

New Items

• Review details from last meeting on GitHub Project Migration

Notes from meeting

• Review details from last meeting on GitHub Project Migration

• New Member Experience Profile not migrating correctly to the new project board. Issue is being opened during Onboarding but it does add to the new project board. Will be reviewing this question in the all-leads Slack channel for troubleshooting. Example Issue. Image attached

  

• Some 'closed issues' in the old project board did not move the issue to the 'done' column in the new project board during migration. They are in the 'new issue review' column in the new project board. Will be manually moving these issues to the respective columns. Need to bring this up & troubleshoot during the new all-leads meeting (or) in the all-leads Slack channel.Example Issue

• Similarly, as above, issue when closed with the 'close' button on GitHub did not automatically move it to the 'done' column. It had moved to 'new issue review'. Had to manually move it to 'done' under Projects - Status. Example Issue. Image attached

  

Tasks

• [x] Label all the separate issues on each project board. To be able to filter out respective issues to each board (example: -experience profile) [Aparna G]
• [x] Transfer the introductory info/cards onto the Wiki from Project board migration prep- Update the open roles page in the ReadMe & Wiki [Peter G]
• [x] Clean-up the In-House UI/UX CoP & CoP Leads Project Boards (close completed projects, agendas, etc.) Review & check if they are in the correct columns. [Aparna G]

To be discussed..

• To automatically add a new issue opened to the UI/UX CoP Project Board - follow instructions here. Implications of this to the new members' Experience Profile. Does the onboarding instructions for the new experience profile need to be updated?

• Have reviewed & updated the workflows automation. Need to review this with the Co-leads during next planning meeting.

  Link back to top of issue

[juliagab56]

07-02-2024 Meeting Agenda

Who was there

• [x] Aparna G.
• [x] Julia G.
• [x] Peter G.
• [x] Leo P.

Prework to prep for meeting

(Collect any queries/blockers arising during the course of the week. Add to Agenda)

FYIs

(Nothing needs to be done, just keeping each other informed)

• Upcoming onboardings
  • August 5th, August 20th
  • September 9th, September 24th

Recurring items:

• [ ] Review current issues on the CoP Management board
• [ ] Accountability and Support Check
  • [ ] Review assignments for each co-lead (and Org reps, if applicable)
    • [ ] Aparna G.
    • [ ] Julia G.
    • [ ] Peter G.
    • [ ] Leo P.

New Items

(Brainstorm new topics or continue discussions. Add issue numbers and/or any notes)

• [ ] August Schedule
  • 7: All lead meeting
  • 14 : Office Hours
  • 21 : Content creation discussion
  • 28 : Portfolio & Resume Review
• [ ] September Schedule
  • 4 : All lead meeting
  • 11 : Office Hours
  • 18 : TBA
  • 25 : Design Thinking Workshop

Notes from meeting

• Discussed & planned schedule for August & September
• Reaching out to Guest Speakers for August & September
• Discussed creating a mini survey/feedback during every onboarding in the UI/UX breakout room. To capture the feedback & expectations of new members and plan monthly events accordingly.
• Aug & Sept focus on increasing community engagement (for & by the community type of setup). Focus on 'back to the basics' type of activities (example: design thinking, portfolio feedback etc.). More broad scale, foundational activities & skill building for community engagement instead of getting into teaching specific technical skills (example: Figma, Github etc.).
• Reviewed changes/edits to be made to - Wiki, ReadMe, new GitHub Project Board
• Updating the website with current, active Co-leads - so as to help out current & new members reach out to appropriate Co-leads when necessary. (Details from UI/UX: Onboard & Offboard: CoP Lead)
  • [x] Remove Co-lead from HfLA website
    • [x] Open issue
    • [ ] Remove co-lead from website, by website team

Tasks

Julia:

• [x] Update read me on Github
• [ ] Organize google drive

To be discussed..

---

Link back to top of issue

[juliagab56]

08-14-2024 Meeting Agenda

Who was there

• [x] Aparna G.
• [x] Julia G.
• [x] Peter G.
• [x] Leo P.

Prework to prep for meeting

(Collect any queries/blockers arising during the course of the week. Add to Agenda)

FYIs

(Nothing needs to be done, just keeping each other informed)

• [x] Updates from onboarding Aug 5th

  Recurring items:

  • [ ] Review current issues on the CoP Management board
  • [ ] Accountability and Support Check
  • [ ] Review assignments for each co-lead (and Org reps, if applicable)
    • [ ] Aparna G.
    • [ ] Julia G.
    • [ ] Peter G.
    • [ ] Leo P.

New Items

(Brainstorm new topics or continue discussions. Add issue numbers and/or any notes)

• New co-lead
• Onboarding process for the CoP
  • Read me updates. Link to process/progress on updating ReadMe
  • New introduction "rules" to encourage them to engage. (ie: "why did you join the cop?")
• Google Drive audit
• UI/UX CoP active Design System

Notes from meeting

• Guest speakers outreach initiative. Ask volunteers if they know anyone in their circle to come in for 'mentor night' or 'guest speakers'
• Training module. Record 'how-to' for any topics ie: Guest speakers.
• TWE might be working on a design system project that could be the foundation for the DS of the org. Open role specifying DS '.....to build the design system components and documentation. This will be the foundation for all HFLA products.' Link to Open role

Tasks

To be discussed..

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[Aparna1Gopal]

09-05-2024 Meeting Agenda

Who was there

• [ ] Aparna G.
• [ ] Julia G.
• [ ] Peter G.
• [ ] Leo P.

Prework to prep for meeting

(Collect any queries/blockers arising during the course of the week. Add to Agenda)

FYIs

(Nothing needs to be done, just keeping each other informed)

Recurring items:

• [ ] Review current issues on the CoP Management board
• [ ] Accountability and Support Check
  • [ ] Review assignments for each co-lead (and Org reps, if applicable)
    • [ ] Aparna G.
    • [ ] Julia G.
    • [ ] Peter G.
    • [ ] Leo P.

New Items

• October Schedule
• Onboarding Availability in September

Notes from meeting

• Walkthrough of Wiki updates by Peter G- UI/UX CoP Audit. Discussed simplifying the navigation of Wiki & trimming down the duplicates & depreciated items (archiving them). And retaining the most current items. Also cross-checking with the Google Drive links connected to the Wiki and confirming the links match-up & are current.
• October Schedule
  • Oct 2 - All-Leads Meeting (No UI/UX CoP meeting)
  • Oct 9 - Office hours
  • Oct 16 - Career Development: TBD (Portfolio review/Interview practice/based on the community feedback on Sept 11)
  • Oct 23 - Technical Skills: Getting started with GitHub!
  • Oct 30 - Technical Skills: Figma Vectors - Spooky edition 👻
• Onboard Schedule & Availability
  • Sept 09 (Monday) - Peter G
  • Sept 24 (Tuesday) - Julia G, Aparna G
• Discussed creating a template for monthly UI/UX CoP Meetings. Covering regular career, professional & technical skills development.

Tasks

• Revise the activity/workshop Workshop: Your UX Journey with us! into a Google Form (a simple google form taking 1-2 minutes to complete & introduced during every UI/UX CoP meeting).
  • Such that there can be weekly/monthly feedback from the community and the activities can planned based on this feedback.
  • There is consistent data & metrics to track community's feedback, activities & preferences
• Once Wiki is further updated, identifying a tracking tool (similar to Google Analytics) and plugging it into the UI/UX CoP Wiki. Such that traffic on the Wiki can be tracked based on the usage of the Wiki.
  • View Github Docs - Viewing traffic to a repository
  • Viewing traffic on the UI/UX CoP Repo

To be discussed..

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[Aparna1Gopal]

10-03-2024 Meeting Agenda

Who was there

• [x] Aparna G.
• [ ] Julia G.
• [x] Peter G.
• [ ] Leo P.

Prework to prep for meeting

(Collect any queries/blockers arising during the course of the week. Add to Agenda)

FYIs

(Nothing needs to be done, just keeping each other informed)

Recurring items:

• [ ] Review current issues on the CoP Management board
• [ ] Accountability and Support Check
  • [ ] Review assignments for each co-lead (and Org reps, if applicable)
    • [ ] Aparna G.
    • [ ] Julia G.
    • [ ] Peter G.
    • [ ] Leo P.

New Items

(Brainstorm new topics or continue discussions. Add issue numbers and/or any notes)

Notes from meeting

• Template for monthly UI/UX CoP Meetings. Covering regular career, professional & technical skills development.
• October Schedule Oct 02 : All-Leads Meeting (No UI/UX CoP Meeting) Oct 09 : Office hours Oct 16 : Career Development: Interview Prep: Elevator Pitch (Soft skills based & best practices)
  Oct 23 : Technical Skills: Getting started with GitHub! Oct 30 : Technical Skills: Figma Vectors - Spooky edition 👻🎃
• November Schedule Nov 06: All-Leads Meeting (no UI/UX CoP meeting) Nov 13: Career Development: Interview Prep (Technical skills based) Nov 20: End of the year Town Hall Nov 27: Office Hours Thanksgiving edition 🍂🍗🦃

Tasks

• Reach out to guest speakers (for mid-November or early December talk)
• Update to Wiki being completed

To be discussed..

• Onboarding Schedule & Availability (to discuss via Slack async with Co-Leads) Oct 07 Oct 22

General Notes

• Copy of Slack communication from previous member who has contributed to HfLA in 2021 and is requesting an experience letter/evaluation letter

• A good example of an experience letter request of a past HfLA volunteer and contributor :arrow_right: https://github.com/hackforla/expunge-assist/issues/916

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[Aparna1Gopal]

11-07-2024 Meeting Agenda

Who was there

• [x] Aparna G.
• [ ] Julia G.
• [x] Peter G.
• [ ] Leo P.

Prework to prep for meeting

FYIs

(Nothing needs to be done, just keeping each other informed)

Recurring items:

• [ ] Review current issues on the CoP Management board
• [ ] Accountability and Support Check
  • [ ] Review assignments for each co-lead (and Org reps, if applicable)
    • [ ] Aparna G.
    • [ ] Julia G.
    • [ ] Peter G.
    • [ ] Leo P.

New Items

• November Schedule
• December Break - cancel from calendars

Notes from meeting

• Onboarding on Nov 19 - availability Peter G & Aparna G
• Nov 13: Career Development: Interview Prep (Technical skills based) - Discussed format. Brainstorming. On FigJam with technical questions on UXR & UXD.
• Nov 20: End of the year Town Hall - Discuss wins of the year for the CoP, what the members would like to see in the new year, review what worked/what did not work etc. Discuss at the Town Hall
• JANUARY SCHEDULE
• Jan 08 - Office Hours & Icebreaker activity
• Jan 15 - Career Development: Interview Prep (Technical skills based)
• Jan 22 - TBD
• Jan 29 - Fireside Chat: Getting real world experience for your Portfolios!

Tasks

• Prep for the Career Development: Interview Prep (Technical skills based) Workshop on FigJam
• Remove guests from google calendar invite since guest list is 500+ and it is currently read-only. The additional challenge is Co-leads are unable to view/edit/remove any of the guests (we have also had requests from previous members to remove them from this recurring calendar invite list but we are unable to do so). Solution is to clean-up the google calendar invite similar to the Google drive clean-up we carried out in May 2024 - Details here - UI/UX CoP Lead/Org Agenda 05-02-2024 Meeting Agenda
  • Issue has been created. Will be updating Calendar starting January 2025. The calendar needs to match with current active members in the shared Google Drive (invites overlap with members onboarded on/after May 2024)
• Deleted UI/UX CoP & CoP Leads Calendar invites for December 2024 due to break.

To be discussed..

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