UI/UX CoP Audit

[juliagab56]

Overview

We want to audit the UI/UX CoP drive, wiki and github project boards to make sure all of our resources are accessible and navigation is clear and efficient.

Action Items

• [ ] Audit Google Drive
  • [ ] Figure out IA categories (folders)
  • [ ] Audit members
  • [ ] Rearrange files based on improved IA
  • [ ] Prioritize important files
  • [ ] Archive outdated files
  • [ ] Note what information needs updating
  • [ ] Update all outdated info
• [ ] Audit Wiki
  • [ ] Simplify IA categories on landing page/index
  • [ ] Review all pages and content within wiki
  • [ ] Rearrange content within the right page
  • [ ] Archive outdated files
  • [ ] Note what information needs updating
  • [ ] Update all outdated info
  • [ ] Audit branding assets (size, colors, etc.)
  • [ ] Link speaker events with meetup page
    • [ ] Subpage with speaker info? (as a user I always want to know more about the speaker, should we create a subpage in the wiki with some info and resources from the speaker?)
• [x] Audit Github Project Boards
  • [x] Check all issues
  • [x] Check assignee activity
  • [x] Review each project board
    • [x] Template and Guides
      • [x] https://github.com/hackforla/UI-UX/projects/1#column-12351489 [Aparna G]
      • [x] https://github.com/hackforla/UI-UX/projects/1#column-12351488 [Aparna G]
      • [x] https://github.com/hackforla/UI-UX/projects/1#column-12351487 [Julia G]
      • [x] https://github.com/hackforla/UI-UX/projects/1#column-12351486 [Julia G]
      • [x] https://github.com/hackforla/UI-UX/projects/1#column-12351484
      • [x] https://github.com/hackforla/UI-UX/projects/1#column-12351485
      • [x] https://github.com/hackforla/UI-UX/projects/1#column-17285744
    • [x] UI/UX Design Open Roles
    • [x] UI/UX Research Open Roles
    • [x] UI/UX Content Design/Writing Open Roles
    • [x] In-House UI/UX CoP Projects
    • [x] CoP Management
• [ ] Audit Figma files
  • [ ] Define better organization system
    • [x] Public vs Private
    • [ ] Color code projects
  • [ ] Cover pages
  • [ ] Apply UI/UX CoP Branding to Figma files and covers
  • [ ] Add about and descriptions for each project board and files

Resources/Instructions

• Wiki
• Drive
• Internship project wiki, as an example
• Data Science wiki, as an example
• In-House UI/UX CoP Projects
• CoP Management
• UI/UX Design Open Roles
• UI/UX Research Open Roles
• UI/UX Content Design/Writing Open Roles
• UI/UX Templates and Guides
• Guides Wiki

Notes to add on individual guides during audit

    - Volunteers with over 3 weeks of inactivity are unassigned from their "guides" issue
    - Unassigned guide is moved back to prioritized backlog

Meeting Dates

March 01,2024 March 06, 2024 March 14, 2024 March 29, 2024 April 04, 2024 April 04, 2024 April 05, 2024 Guides Team Meeting April 18, 2024

[Aparna1Gopal]

Notes: Meeting: March 01,2024

• Mapped out this issue. Identified all the clean-up activity required
• Above instructions regarding "guides" were updated on the UI/UX Templates and Guides project board here

[Aparna1Gopal]

Notes: Meeting: March 06,2024

• Mapped out a plan of action to clean-up the guides and templates board

Step 1

• For guides that have not been worked on for 6+ months, the following steps are followed: Volunteers are unassigned and the following note is made on the guide:
  • Volunteers with over 3 weeks of inactivity are unassigned from their "guides" issue
  • Unassigned guide is moved back to prioritized backlog

Step 2

• If there has been some progress on the guides in the last 6 months, then the following steps are followed: (based on feedback during all-Leads meeting on March 06,2024)
  • Click +Saved replies - (at) person for an update - add labels (to update! & 2 weeks label) - and of there is no update in two weeks, follow Step 1

[juliagab56]

Added another checklist item: audit Figma files.

Change Log and Proposals:

1. Figma allows for multiple projects within an account. We can separate our files into separate projects for better organization and navigation.
2. Public vs Private: a. One project will contain all public files we share with our CoP, where they can view and edit. (workshops, exercises, icebreakers...) b. The other project will contain all private files leadership will use to prepare workshops, house the CoP design system, work on any in-house project for the CoP (onboarding project...)
3. Opened a new project called "UI/UX CoP Management" for all private files
4. Renamed "HfLA CoP: Design" to "UI/UX Community of Practice" for all public, volunteer facing files (names can be improved).
5. Improved naming system:
   • UI/UX CoP Management
     • All internal files for co-leads
       • NAME OF PROJECT (UI/UX CoP Internal)
   • UI/UX Community of Practice
     • All shared files for volunteers
       • NAME OF PROJECT (UI/UX CoP)
         • [DATE] Name of Project
6. Added iconography for better, faster recognition
7. Changed "UI/UX CoP Design System" name to "Design System (UI/UX CoP Internal)" and moved it to "UI/UX CoP Management"
8. Structured meeting scopes so we can better organize assets:
   • Workshops: Structured sessions that include a combination of teaching, demonstration, and guided practice. Designed to teach specific skills or tools with a clear learning goal.
   • Challenges or Exercises: Sessions that are more focused, with the aim of applying knowledge or skills in a specific context. They can be collaborative or competitive.
   • Ice Breakers or Games: Casual sessions designed to facilitate networking, foster kinship and familiarity within the community, and personal connections among volunteers.
9. FigJam files have border constraints. How do we scale?
   • Run activities on FigJam and store files in a Figma design file since we can duplicate many more pages?
10. Moved "Design Critique" activity/asset to FigJam (UI/UX CoP) and deleted original file. Added a link to the Figjam board on the issue 539.
11. Created a "Challenges & Exercises (UI/UX CoP) Figma file.

[Aparna1Gopal]

Notes: Meeting: March 29,2024

• Use each meeting to:
  • Formulate guidelines/policies on how to carry-out a particular task. Such that there is a standardised procedure when the work is being distributed/assigned and the co-leads are working async.
  • Review work conducted async. Work through any doubts/questions/corrections/feedback.
  • Plan out async work for next week/next meeting
  • Assign work for next week/next meeting
• Distributed the tasks on the Audit Github Project Boards - Templates and Guides Board
• Julia G did a walkthrough of the Figma file ideas/steps
  • Need to create a Cover Page/Instruction page/Landing Page for the Private and Public Figma files (especially Naming conventions, iconography, how to use the pages etc.)
• Next week
  • Review async progress from this week
  • Review remaining issues under Audit Github Project Boards - Templates & Guides
  • Review tasks from the Figma Files + create guidelines for work + distribute tasks

[Aparna1Gopal]

Notes: Meeting: April 04, 2024

• Aparna G completed assigned tasks under 'Action Items - Template and Guides.' Guides have been reviewed as per Instructions and moved to prioritized Backlog accordingly.

[juliagab56]

Notes: April 04, 2024

• Completed assigned tasks under 'Action Items - Template and Guides.' Guides have been reviewed as per Instructions and moved to other columns accordingly.
• Where can we note questions for Bonnie?
  • Guide Tracker project board
• How can we communicate through this issue (Aparna & Julia)?
• Check if info is documented #2
• Ask Bonnie is this is an active issue #121 or what are the next steps.
• When volunteers open and close issues by accident they automatically go into "in progress," even if they weren't there to begin with.
• Bonnie to invite Julia G to Guides team meeting (Friday at 7:30am PST)
  • Gather Qs for guides team

[juliagab56]

Notes: April 05, 2024 Guides Team Meeting

• Teaching volunteers how to use Github will have the biggest impact when it comes to keeping the projects boards and issues updated and tidy.
  • To be discussed with co-leads if we should hold the github training sooner, in April 24 instead of May 15.
• All guide issues to go into one repo, and have a label for each CoP
  • the intership team, is working on issue templates for the guides
  • we need to make guides that match the templates and viceversa
• Add 'good first issue' to any guides that are simple and yet to be worked on, put labels so we know what's going on in each guide and that vounteers can easily navigate the board.
  • use the saved replies

[Aparna1Gopal]

Notes: Meeting: April 18, 2024

• Reviewed details from https://github.com/hackforla/UI-UX/issues/553#issuecomment-2040548689
• Action items expanded under 'Audit Github Project Boards' to include links to all the Project Boards to help with tracking the boards
• Plan of action for next meeting finalized
  • Co-work on the action items under Audit Github Project Boards
  • Add 'good first issue' to the appropriate guides
  • Review UI/UX Design, Research & Writing Project Boards

[Aparna1Gopal]

Notes: Meeting: April 25, 2024

• Use 'good first issue' label to sort out the guides in the backlog for new volunteers

• 'Good first issue' label used for guides that have good & simplified documentation. The history of the issue should be simplified and easy to grasp by the co-leads. In order for it to be understandable and easy to grasp by new members

• Working on labelling the backlog:

  • [ ] Julia working on - #280 to #45
  • [x] Aparna working on - #182 to #47

• Aparna: Have completed reviewing the Backlog Guides and labelling with the 'good first issue.' Had to move #27 & #14 to Ice-box due to the complexity of the issue.

[Aparna1Gopal]

Notes: Meeting: May 09, 2024

• Collect best practices and processes through May & June. Focus on best practices in Google drive arrangement & Wiki IA.
• Applying brand assets. Example: Cover on Google drive, Logo on Google drive, Meetup events.
• Julia G & Aparna G come back in July. Will workshop on the audit (of Wiki & Google drive).
• A public/open source folder/assets that could be accessed (example: how to conduct ethical research and publish it on a publishing site like ISSU - keeping it open source) - Drive better engagement to the CoP. Make resources more accessible.
• Make a list of open issues that UX'ers joining the CoP can work on right away (example: publications on open source platforms - converting pdf to uploading on ISSUE etc.). Following the model of developers working on open tickets on teams.
• To meet in last week of May to clean-up open role Project Boards.

[Aparna1Gopal]

Due to migration to new GitHub Project Board, the Audit Github Project Boards section is complete