Guest Speaker Question Tracker

[bradyse]

Overview

We need to create issues that collect UI-UX members' questions for guest speakers so that we can help guest speakers know how to prepare for their talks to the UI-UX Community of Practice.

Action Items

• [ ] Click on the link in the resources below to create a new issue
• [ ] Fill out the bracketed information in the issue template
• [ ] After the issue is created, add to the list of created issues below

Resources

• Create new issue for guest speaker questions

Created Issues

• [x] #354
• [x] #356
• [x] #373
• [x] #400
• [x] #427
• [x] #428
• [x] #470
• [x] #512
• [x] #533
• [x] #541
• [x] #552

[bradyse]

@Aparna1Gopal @juliagab56

I created a new template for generating questions for guest speakers ahead of time and created this issue to keep track of all the issues (i.e., questions) that we generate over time.

[Aparna1Gopal]

Slack Announcement Template Example

📣 Mark your Calendars! Helen Lin, UX Researcher will be visiting the UI/UX Community of Practice on November 16th! 💻 Topic: Reflections and experiences as a UX Researcher

❓Please post your questions for Helen in this https://github.com/hackforla/UI-UX/issues/373⬅️ ⬇️

👤About: Helen is a social psychology Ph.D. with a background in academic and healthcare research. After working with Hack for LA's "Brigade Organizers' Playbook" project in 2020, she landed contract roles at well-known social media companies. Her favorite part of UX research is sitting down with a user and really diving deep to learn who they are. 👋 Helen's LinkedIn

Thank you! UI/UX CoP co-leads at Sara Brady at Julia Gab at Aparna Gopal

[Aparna1Gopal]

Email Communication Template Example For Consent, Confirmation, Sending questions that our members generated for speaker (1-2 weeks in advance based on speaker's feedback)

Hello [NAME]!

We are very excited to have you join us in [two weeks/one week] to share your knowledge about [TOPIC]. I will send you the Zoom link info again the day before in case you need it. Below are the questions that our members generated for you. Hopefully this will give you some direction of how to prepare something based upon these questions. Feel free to make it as casual as you would like. However, if you would like to present some formal slides, you are more than welcome!

Consent In lieu of having a proper consent form document, we'd appreciate if you could respond all to this email regarding your consent for the following:

• Recording the presentation
• Storing it on our shared internship drive
• Sharing the link with UI/UX members on our Wiki ( Examples of past speakers shared on our Wiki, given here)

Thanks and have a great day! [NAME: UI/UX CoP Co-lead]

Zoom Details [Link] [Meeting ID & Passcode]

Questions for [SPEAKER NAME] https://github.com/hackforla/UI-UX/issues/355

[Aparna1Gopal]

Notes:

One of the guest speakers ran 1 hour 15 minutes over time (the UI/UX CoP meeting went from 6-8:15PM, Pacific Time). They were super interested and passionate to share their accumulated knowledge in UI/UX, with the HfLA community. Additionally, the CoP community members also had a lot of interactive follow-up questions to/with the speaker. Since the Zoom 3 room closes at 7PM for another meeting, we opened a separate MS Teams (which has an unlimited time frame) to accommodate the rest of the talk.

For future guest speakers, the below steps will be followed and needs further development during the upcoming December break:

Slack Communication: Julia G: maybe we have a small “what to expect” snippet to give to speakers before they come in to present or when they are being asked to come in to speak at Hfla. We should say something like: “the meeting can only run for 1h before we get kicked out” “please keep your presentations to X minutes”

Aparna G I really like the idea of the template/brief/snippet to send to Speakers during our very first interaction with them! Will get to work on this on our GitHub issue.

Sara B feedback: Discuss audience interaction tool for guest speakers (UI/UX CoP needs a Q&A tool; Zoom, Slido, or EasyRetro?)

Additional notes to develop this how-to/what-to expect guide for potential speakers:

Have a Snippet/Brief/Template/Guide of To-dos for guest (first draft)

• 20-25 minutes for talk/presentation
• Questions from audience members will be taken only after the guest speaker’s talk (to be mindful of everyone's time). All participants during the talk will be muted (by HfLA Co-leads) to accommodate the same.
• (OR) Live interaction questions will are taken from the audience during talk using Slide tool. The upvoted questions will be answered after speaker has finished their talk. All participants during the talk will be muted (by HfLA Co-leads) to accommodate the same.
• If guest speaker would like to extend the talk over 20-25 minutes, we are happy to split up the session into two parts, across two separate weeks. We will need advance notice of this to make the necessary arrangements.
• After 7PM, the Zoom room will close to accommodate another meeting. Hence to be mindful of everyone’s time, we will be wrapping up our meeting at 6:55PM, Pacific Time. Thank You!

[juliagab56]

Hi Aparna! Just tagging you on this issue because it seems like you started working on consent form here and it looks great. Maybe we can build on top of that and create a template. @Aparna1Gopal

[Aparna1Gopal]

Notes

DOCUMENTATION: Tasks/Steps to follow for each Guest Speaker by UI/UX CoP Co-Leads

Record the following details on each of the Guest Tracker issues, moving forward:

• Questions for guest speaker
• Resources shared by speaker
• Recording of talk – link to Google drive in the issue
• Slack Announcement, all announcements
• TO DO Guide/Speaker Kit, if sent
• Update Wiki: by linking to all the sections in the respective GITHUB ISSUE (example: resources, video etc.)

[Aparna1Gopal]

NOTES

Slack Communication with Admin For Zoom Webinar Calendar Invite and Meetup Event

https://github.com/hackforla/UI-UX/issues/541#issuecomment-1886550474