Onboarding Project: Weekly Meeting Agenda

InbalRL commented 1 year ago

Overview

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

Action Items

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

Resources/Instructions

Template

## [DATE] Meeting Agenda

### Prework to prep for meeting

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

### Recurring items: 
 - [ ] Accountability and Support Check.
 - [ ] Review assignments for each Lead and team member

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

### Notes from meeting

### Tasks

### Items for next week's agenda

Prior and upcoming meetings

2023-03-23 2023-03-31

InbalRL commented 1 year ago

2023-03-23 Meeting Agenda

Prework to prep for meeting

[x] Go over HfLA Kanban guide
[x] Resources for analyzing survey data :
- Analyzing qualitative data
  - Qualitative Data Analysis by Jennifer Taylor, PhD
- Analyzing quantitative data
  - Analysing Quantitative Data: Variable-based and Case-based Approaches to Non-experimental Datasets (Chapter 2: Data Preparation) by Raymond A. Kent
  - How to Tally, Encode, and Analyze your Data using Microsoft Excel (Chapter 4: Quantitative Research) by Dorina Mae

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

[x] Present current Github issues to the team, go through them, and assign people
[x] Creating research plan
[x] Discuss best practices for analyzing survey data (TWE RP6 is good for survey analysis)
[x] Create survey analysis slide deck for the team?
[x] Creating Wiki for the Onboarding Project

Recurring items:

[x] Accountability and Support Check
[x] Review assignments for each Lead and team member

New Items

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

Notes from meeting

Kevin said he would create pages for the different components of the project in the Google Drive folder
Kevin went through UI/UX kanban and demo-ed/explained some of the components of kanban best practices
Discussion re: deciding the research plan - to combine surveys & interviews or not. discussion also about scope of the roadmap. at the current time the decision was to do the research plan and roadmap together
individuals will be assigned to their own sections of the research plan
it was decided that for the time being, we would hold off on creating a survey analysis how-to slide deck
Assignment of duties:
- Qualitative analyses - Jordan & Kevin
- Quantitative analyses - Brian. will recruit Golsum if necessary.
- Roadmap/research plan - Inbal & Leah
- Wiki - Evan

Tasks

Items for next week's agenda

[ ] Creating Wiki for the Onboarding Project

InbalRL commented 1 year ago

2023-03-31 Meeting Agenda

Prework to prep for meeting

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

[x] Go over the research plan before turning to Julia and Jennifer
[ ] Go over survey data analysis
[ ] Creating Wiki for the Onboarding Project

Recurring items

[x] Accountability and Support Check
[x] Review assignments for each team member

New Items

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

Notes from meeting

During the week we decided to work on RP only and not create a research roadmap
Riccardo joined the meeting and wants to join the team
Leah presented the RP, and we made modifications to the background, goals, data collection, and summary sections
We had a discussion about the response rate in every onboarding session

Tasks

[ ] Check w/ Julia or Jennifer if someone keeps track of how many participants join each onboarding session
[ ] Edit RP according to Kevin's comments by Apr 2, share with the team then send to Jennifer - Inbal, Leah, Golsum, Evan
[ ] Finish survey data analysis and present to the team next week - Jordan, Kevin, Brian
[ ] Add Riccardo to slack, share team materials with him, and add him to the onboarding team roster

Items for next week's agenda

[ ] Go over survey data analysis
[ ] Creating Wiki for the Onboarding Project

kevinmoutoucarpin commented 1 year ago

2023-04-07 Meeting Agenda

Prework to prep for meeting

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

[ ] Go over survey data analysis (Kevin & Brian)

Recurring items

[x] Accountability and Support Check
[x] Review assignments for each team member

New Items

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

Notes from meeting

Kevin shared his screen to Brian to discuss the closed-ended question analyses
Kevin will transfer the data and formulas from the “Closed-ended analyses” tab into the corresponding tab for each closed-ended question, clean up the data and input the formula (once it’s done, he will let Brian know so that he creates the graph)
Brian created the data specifically for Devs roles and UX/UI roles because those are the ones with the most responses and they have a few differences in the data that might be interesting in presenting to Bonnie & UI/UX Community of Practice
Gulsum mentioned that she didn’t receive an invitation by email to the weekly meeting so going forward, Kevin will post the agenda (and include the link of the Zoom invite) in the Slack channel each week

Tasks

Items for next week's agenda

[ ] Go over survey data analysis

kevinmoutoucarpin commented 1 year ago

2023-04-14 Meeting Agenda

Prework to prep for meeting

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

[x] Announcement : New member (@chakratal)
[x] Go over survey data analysis

Recurring items

[x] Accountability and Support Check
[x] Review assignments for each team member

New Items

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

Notes from meeting

Talia introduced herself and talked her background and experiences
Talia mentioned that the survey on HfLA's website is different from the one given during the onboarding. Kevin will ask whether (or not) Karen is aware that these surveys are different, and if not what we need to do about this
Kevin & Brian presented the analysis of the survey's responses
Karen will talk to Bonnie on Monday and will tell Kevin if, for the presentation, we only need to focus on identifying the pain points / challenges faced by new volunteers throughout the onboarding session or we also tackle other questions (e.g. understanding goals and motivations for new members to volunteer at Hack for LA, understanding previous experiences and skills of new members before joining Hack for LA, understanding how new members select a project when volunteering at Hack for LA, evaluate the level of commitment of new Hack for LA volunteers and the amount of time they plan to dedicate to volunteer with Hack for LA)
Once the previous point is clear, we will work on the presentation

Tasks

Items for next week's agenda

kevinmoutoucarpin commented 1 year ago

2023-04-21 Meeting Agenda

Prework to prep for meeting

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

[x] Discuss next steps based on the feedback provided by Bonnie during this week's CoP meeting

Recurring items

[x] Accountability and Support Check
[x] Review assignments for each team member

New Items

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

Notes from meeting

We discuss about the feedback given by Bonnie during the CoP meeting this Wednesday
For next week, we need to work on a roadmap as suggested by Bonnie and then we will discuss what we have done during next week's weekly meeting
A good example of a roadmap from the Internship Project : Mentor Research Roadmap

Tasks

Items for next week's agenda

kevinmoutoucarpin commented 1 year ago

2023-05-05 Meeting Agenda

Prework to prep for meeting

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

[x] Take a look at all the roadmaps done by the Internship's project

Recurring items

[x] Accountability and Support Check
[x] Review assignments for each team member

New Items

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

Notes from meeting

Based on our understanding, the idea is that once we finalize the roadmap, we send it to Bonnie to get her feedback and see if she is ok with it. If that's the case, and then after each research plan, she will check with the roadmap to see if it fits (of course the roadmap is iterative so there might be some changes over time)
Next onboarding session is next Monday (May 8th) so there a possibility that a product manager might come but either way, we can work on the roadmap asynchronously for the time being in order to move forward with this project
We can think about additional research plans that we can add to the roadmap (Bonnie dropped some ideas during UI/UX CoP meeting (April 19th)
Brian will be in vacation 2 weeks in June

Tasks

Items for next week's agenda

kevinmoutoucarpin commented 1 year ago

2023-05-12 Meeting Agenda

Prework to prep for meeting

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

[x] Work on our roadmap

Recurring items

[x] Accountability and Support Check
[x] Review assignments for each team member

New Items

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

Notes from meeting

We went over the roadmap, reviewed the comments and made changes when necessary

Tasks

Items for next week's agenda

kevinmoutoucarpin commented 1 year ago

2023-05-19 Meeting Agenda

Prework to prep for meeting

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

[x] Work on our roadmap

Recurring items

[x] Accountability and Support Check
[x] Review assignments for each team member

New Items

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

Notes from meeting

We went over the roadmap, reviewed the comments and made changes when necessary

Tasks

Items for next week's agenda

kevinmoutoucarpin commented 1 year ago

2023-05-26 Meeting Agenda

Prework to prep for meeting

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

[x] Work on our roadmap

Recurring items

[x] Accountability and Support Check
[x] Review assignments for each team member

New Items

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

Notes from meeting

We went over the roadmap, reviewed the comments and made changes when necessary
In our roadmap, we proposed to include a research plan (RP004) where we would improve the current onboarding survey by testing its validity and remove/change some questions (when it's needed)
Everyone will review one last time before sending our roadmap to Bonnie
Explain to @Yeslindy about our project and answer her questions

Tasks

Items for next week's agenda

kevinmoutoucarpin commented 1 year ago

2023-06-09 Meeting Agenda

Prework to prep for meeting

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

[x] Think about how we can structure our Wiki (by using the Wiki of the Internship project as a reference).

Recurring items

[x] Accountability and Support Check
[x] Review assignments for each team member

New Items

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

Notes from meeting

Bonnie is off in June
Having a heavy interest in the improvement of the HfLA onboarding process and this project, @mxajPrice (the PM on Access the Data and co-lead the Engineering CoP) joined our meeting
Kevin presented the draft he has done about how we could structure the Wiki
aj provided some advice (e.g. don't need to spend too much time on the Wiki, it's a living thing, it's a work in progress)
Kevin will put the work done with the Wiki structure and put it in #431
Kevin suggested to use milestone to track progress in our project but @mxajPrice said to use it only it makes sense (it will need to be discussed with our PM, @Yeslindy)
aj discussed about the issues with the CoP Engineering (not enough senior engineers vs. lots of juniors, make the onboarding easier and more efficient)
@StephanieRoncone and @sallyjyang joined the team, respectively as a Co-Lead UX Researcher and UX Researcher
No meeting next week

Tasks

Items for next week's agenda

kevinmoutoucarpin commented 1 year ago

2023-08-05 Meeting Agenda

Prework to prep for meeting

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

July 13 : Karen said that Bonnie and she reviewed the Reach Bonnie form and Bonnie mentioned that due to some more pressing priorities (off boarding Hack for LA from Code for America) Bonnie had to deprioritize a few things such as this project. Karen will be seeing Bonnie this Saturday and will see if this can be reprioritized or if not, how Bonnie can help us all move forward.
July 18 : Bonnie said that the team should first work on creating a presentation with the summary and recommendations based on the responses from onboarding survey because she wants to understand what came of this work and then she would be more ready to chat about our new research (i.e. our research roadmap). By the way, no need to do the research plan, we can directly jump into the analysis.

Recurring items

[x] Accountability and Support Check
[x] Review assignments for each team member

New Items

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

Notes from meeting

Kevin summarized where we are in the project and what the next steps are
Kevin showed the analysis he started doing on the questions 16 & 17 (see Data Analysis Matrix)
Kevin answered some questions about the project to @StephanieRoncone & @ngadoq
Next meeting will be on August 25th

hackforla / UI-UX