YJN: Team Meeting Agenda

Olivia-Chiong commented 3 years ago

Overview

We are using this issue to track meeting agenda for HfLA internal team meetings

Action Items

Update agenda items every week as a comment Copy the template to a new comment Add date

### Date: 

### Roll Call
- [ ] Bonnie
- [ ] Rabia
- [ ] Megan
- [ ] Taylor
- [ ] Leroy
- [ ] Sandy

### New Agenda Items

### Items Carried Forward
- [ ]

### Notes

### Tasks items from meeting

Resources/Instructions

Week of 09/20/2021

Client meeting agenda see #61

Agenda by date

2022-05-03 2022-05-20 2022-05-24 2022-05-30 2022-06-03

2022-10-17 2022-10-21 2022-10-24 2022-10-31 2022-11-07 2022-11-14

Olivia-Chiong commented 3 years ago

Week of 9/20/2021

Agenda Items

Review documents shared by Doreen
Review logo usability hub
Come up with roadmap plan for next 6 months

ExperimentsInHonesty commented 2 years ago

The team does not currently have a running agenda for the team meeting

ExperimentsInHonesty commented 2 years ago

@Olivia-Chiong Please add to next team meeting or an issue

[ ] Update open role postings
- [ ] https://github.com/hackforla/UI-UX/projects/2#card-75701824
- [ ] https://github.com/hackforla/UI-UX/projects/2#card-75701803
  - [ ] Add YJN logo from hackforla.org website to the above open role postings (not the logo blue logo).
  - [ ] Add between Project Name and Volunteer Opportunity to the above
- About the Project: [your brief description replaces these brackets]

ExperimentsInHonesty commented 2 years ago

Please add this to this week's agenda and get it done during the meeting

[ ] Taking a picture of the team CTA Instructions

Rabia2219 commented 2 years ago

2022-04-26

[x] Have Wendy give an update on the FigJam setup
[x] Have Wendy create a new issue

Rabia2219 commented 2 years ago

2022-05-03

[ ] Wendy's presentation
[x] clean up FigJam file
[x] update the instructions accordingly
[ ] setup an email for just the stakeholders

Resources

Notes

I got stood up 👎
I worked on cleaning up the FigJam file and the instruction doc 👍

wendytran1 commented 2 years ago

[ ] Wendy to be updated on last Friday's meeting

Rabia2219 commented 2 years ago

2022-05-06

Have Chali work on the on the communication assets
Organize the drive
Use this template for creating the stakeholder agenda
Use these as examples (We do not have access to the slide decks linked in the comments)

Rabia2219 commented 2 years ago

Date: 2022-05-17

Roll Call:

Rabia
Leroy
Chali
New Items:
If Wendy attends, have her present her FigJam session
If Chali attends, update her on the image requirements for the Presentation Template
I cleaned up the mailbox quite a bit. If anyone wants a tutorial, I can give one.
Brainstorm on creating a meeting agenda
- Example: Internship Meeting Agendas
  Notes:
Gave update to Chali on the images for the slide deck
Gave Leroy the update on the cleaner inbox
Gave Leroy examples of agendas to brainstorm with

Rabia2219 commented 2 years ago

Date: 2022-05-20

Roll Call

[x] Bonnie
[x] Rabia
[x] Leroy
[x] Wendy
[ ] Chali

Items Carried Forward

[ ] Setup email for stakeholders

New Items

[x] Wendy will provide an update on her assignment
[x] Two people (one UX and the other is unknown) are interested in joining the team. We need to decide which meeting to invite them to.
[x] Check on update on #27 from Chali

Notes

Rabia2219 commented 2 years ago

Date: 2022-05-24

Roll Call

[x] Bonnie
[x] Rabia
[ ] Leroy
[x] Wendy
[ ] Chali
[ ] Megan
[ ] Taylor

Items Carried Forward

[ ] Setup email for stakeholders

New Items

[ ] Introductions for Megan and Taylor
[ ] Overview of where the project stands
[ ] What we need from the UX research side
[x] Wendy can give an overview of the 6-3-5 FigJam session #69
[ ] Rabia can give an overview of the Collabathon ideas FigJam #68

Notes

We will cancel stakeholder meetings till Rabia is onboard
Wendy needs more time to update the FigJam session
Rabia will watch the vdos uploaded by Roger (Folder)
We have moved the All Team meeting to Mondays at 4 pm
New members were not able to make the meeting today

Rabia2219 commented 2 years ago

Date: 2022-05-30

Roll Call

[x] Bonnie
[x] Rabia
[ ] Leroy
[ ] Wendy
[ ] Chali
[x] Megan
[x] Taylor

Agenda

[x] Introductions for Megan and Taylor
- Megan's LinkedIn Profile
- Taylor's LinkedIn Profile
[x] Overview of where the project stands
- Collabathon Session
- YJN 6-3-5 Brainstorm
[x] Outline what we need from the UX research side
[ ] Onboard new members
- Google Dirve
- Team Roster
- See resources below for templates
[ ] Update from Chali #27
[ ] Setup a recurring check-in meeting for Bonnie and Rabia
[ ] Setup email for stakeholders

Resources

Template to onboard UI/UX Lead
```
#### Onboard
```
[ ] Google Drive
- [ ] Add to drive as Manager
[ ] Roster
- [ ] Send link
- [ ] Team member adds themselves
- [ ] Check for Public
- [ ] Check for 2FA
[ ] GitHub
- [ ] Add to team write team
  - [ ] Change membership to maintainer
- [ ] Add to read vault
  - [ ] Change membership to maintainer
- [ ] Confirm that their name is on their Github
[ ] Figma
- [ ] invite
- [ ] acceptance
[ ] 1password
- [ ] invitation
- [ ] acceptance
- [ ] add to vaults
  - [ ] Internship- ux program
  - [ ] Zoom vault
[ ] Grant access to Zoom Meeting Setup spreadsheet
[ ] Add to team page on Wiki
[ ] Add to email address(s)
- [ ] internship-ux@hackforla.org
[ ] Train how to
- [ ] login to team email account
- [ ] setup chrome extension shortcut
- [ ] use zoom spreadsheet, vault and accounts
- [ ] calendar invite
Template to onboard team member
```
#### Onboard
```
[ ] Slack channel membership
- [ ] #internship
- [ ] #interns (if necessary)
  - [ ] not needed
[ ] Add to Google calendar invites
- [ ] Tuesday BA meeting (if necessary)
  - [ ] not needed
- [ ] Tuesday UX Research meeting (if necessary)
  - [ ] not needed
- [ ] Thursday All-team meeting
[ ] Google Drive
- [ ] Add to drive as Content Manager
[ ] Roster
- [ ] Send link
- [ ] Team member adds themselves
- [ ] Check for Public
[ ] GitHub
- [ ] Add to team write team
- [ ] Add to base/read team
- [ ] Confirm that their name is on their Github
[ ] Figma
- [ ] invite
- [ ] acceptance
[ ] 1password
- [ ] invitation (if necessary)
  - [ ] not needed
- [ ] acceptance
- [ ] add to vaults
  - [ ] Internship program (if necessary)
    - [ ] not needed
  - [ ] Internship-UX (if necessary)
    - [ ] not needed
[ ] Add to team page on Wiki
[ ] Add to email address(s)
- [ ] internship@hackforla.org (if necessary)
  - [ ] not needed
- [ ] internship-ux@hackforla.org (if necessary)
  - [ ] not needed
[ ] Social Media Accounts with role assignment
- [ ] Facebook (if necessary)
  - [ ] not needed
[ ] Train how to
- [ ] login to team email account (if necessary)
  - [ ] not needed
- [ ] setup chrome shortcut for adding to desktop (if necessary)
  - [ ] not needed
- Relevant Issues
  - 68
  - 69

Notes

We need to reset the YJN Friday meetings
We need to test the 7 areas in depth to see if they are actually understandable/usable
We don't have any personas
Megan will look through the drive to sort through the research

Tasks

[x] Reset Friday meetings

Rabia2219 commented 2 years ago

To discuss with Bonnie:

youthjustticenav@gmail.com
youthjusticenav.org
The Agendas for all Team Meetings Project Board

Done:

onboard/offboard issues

Rabia2219 commented 2 years ago

Date: 2022-06-03

Roll Call

[x] Bonnie
[x] Rabia
[ ] Leroy
[x] Wendy
[ ] Chali
[x] Megan
[ ] Taylor

Agenda

[ ] Finish onboarding #71
- [ ] Wendy
- [ ] Megan
- [ ] Taylor
[x] Update from Megan
[x] Create new issue for/with Megan
[ ] Wendy's update on #69
[ ] Chali's update on #27
[ ] Setup a recurring check-in meeting for Bonnie and Rabia
[ ] Setup email for stakeholders
[ ] Add members to project page on HfLA website
- YJN issue #57
- Internship issue

Notes

Tasks

[ ]

Rabia2219 commented 2 years ago

Drive where documents related to the 7 areas are
Olivia shared the drive with the documents related to the 7 areas with us:
- Final means ready for site
- PD means reviewed by legal department
- Youth reviewing means being reviewed by youth
We are allowed to move documents that are in the Final folder to ours
We need to talk with the stakeholders to sort out the docs and map
Created a spreadsheet so that we can match up the map and documents (stakeholders will finish it)

Rabia2219 commented 2 years ago

Date: 2022-06-06

Roll Call

[ ] Bonnie
[x] Rabia
[ ] Leroy
[ ] Wendy
[ ] Chali
[ ] Megan
[ ] Taylor

New Agenda Items

[ ] Reply to Alicia's email
[ ] Draft the paragraph Alicia asked for in order to hire the intern
[ ] Create agenda for stakeholder meeting on 2022-06-10 #70

Items Carried Forward

[ ] Finish onboarding #71
- [ ] Wendy
- [ ] Megan
- [ ] Taylor
[ ] Chali's update on #27
[ ] Setup a recurring check-in meeting for Bonnie and Rabia
[ ] Setup email for stakeholders
[ ] Add members to project page on HfLA website
- YJN issue #57
- Internship issue on adding members

Notes

Taylor was not going to be able to make it
Megan needed more time to work on her issue so she declined
Wendy had timing issues so she declined
Bonnie was unwell so she declined
Nobody else showed up

Tasks

[ ]

Rabia2219 commented 2 years ago

2022-07-11

Research Goals:

focus groups (2)
- qualifier: must have attended a hackathon
applications process
polls at the end of activities
end of day surveys
end of week reflective surveys
Collabathon Goals
- what they are
  - share with shareholders to see if they are on the same page
- did we achieve the collabathon goals

Rabia2219 commented 2 years ago

Date: 2022-08-08

Roll Call

[x] Bonnie
[x] Rabia
[x] Megan
[x] Taylor
[ ] Leroy
[ ] Wendy
[ ] Chali

New Agenda Items

[x] Task assignment for Megan and Taylor
- [x] Finish checking off tasks items in research plan issues #74
- [x] Update each research plan wiki page with relevant information (questions, purpose, method, etc)
  - For reference: RP001: Stakeholder Alignment Interviews
[x] Task assignment for Taylor
- [x] Add correct label link to the following wiki pages
  - [x] RP002: Focus Groups
  - [x] RP003: Participant Application Survey

Items Carried Forward

[ ]

Notes

-

Tasks items from meeting

[ ]

Rabia2219 commented 2 years ago

Date: 2022-08-22

Roll Call

[ ] Bonnie
[x] Rabia
[x] Megan
[x] Taylor

New Agenda Items

[x] Feedback from Taylor and Megan on the research templates
[x] Assignment of new tasks

Items Carried Forward

[ ]

Notes

Will confirm with Bonnie whether they should start working on RP001
Will confirm with Bonnie if the researchers can take over the issue template and template document creation

Tasks items from meeting

[ ]

Rabia2219 commented 2 years ago

Date: 2022-09-12

Roll Call

[ ] Bonnie
[x] Rabia
[x] Megan
[x] Taylor

New Agenda Items

[ ] Feedback on #94 and #95

Items Carried Forward

[ ]

Notes

the timeline needs to be converted to number of hours instead of number of weeks (this will make it easier to present the timeline to the stakeholders and in turn get funding)

Tasks items from meeting

[ ] update wiki to reflect changes to documents
[x] change timeline to number of hours

Rabia2219 commented 2 years ago

Date: 2022-10-03

Roll Call

[x] Bonnie
[x] Rabia
[x] Megan
[x] Taylor
[x] Leroy

New Agenda Items

[x] Review #108 and #109

Items Carried Forward

[ ]

Notes

Tasks items from meeting

[ ]

ltung05 commented 2 years ago

Date: 2022-10-17

Roll Call

[x] Bonnie
[x] Rabia
[x] Megan
[x] Taylor
[x] Leroy
[x] Sandy

New Agenda Items

[x] Introductions and project overview with Sandy
[ ] Onboard Sandy (use #71)
[x] Review Research Plans
- [x] #108 - Megan added the questions
- [x] #113
- [x] #114
[x] Review #118

Items Carried Forward

[ ]

Notes

The questions for During Event Surveys need to be more modular
The questions for End of Day Surveys need to be drafted around whether the number of activities/speakers was helpful or relevant, too much or just right, etc

Tasks items from meeting

[ ]

ExperimentsInHonesty commented 2 years ago

Date: 2022-10-21

Roll Call

[x] Bonnie
[x] Rabia
[ ] Megan
[ ] Taylor
[x] Leroy
[x] Sandy

New Agenda Items

[x] Updates/questions from Sandy
[x] Add Royston to slack channel?
[x] New UX Research interest
- [x] tizheng
- [x] Ayah
[x] Review and update open role posting for UX research team lead
[x] Review #118
[ ] Review with Leroy
- [ ] PM Meeting agenda template
  - [ ] Adding links
  - [ ] Using it to prepare agendas each week
- [ ] Label audit issue from TWE
- [ ] Team Questions issue from TWE
- [ ] All team meeting agenda from TWE
[x] We need to write a follow up email to Karen

Items Carried Forward

[ ]

Notes

Leroy will update the role posting for UX
Leroy will create a new role posting for PM
Bonnie and I will meet on Monday to work on Karen's follow up email
Will reach out the interested UX researchers

Tasks items from meeting

[ ]

Rabia2219 commented 2 years ago

tizheng 9:58 PM Hello! My name is Ting. Are you all in need of any UX researchers for your team? I just attended the new joiner orientation. I saw in GitHub you had posted about needing a UX research team lead? I´d love to be involved if so. Thanks! tizheng 4:02 PM Hi Rabia, I am interested in the Ux researcher position. Could you share more information with me?

Rabia2219 commented 2 years ago

Ayah Abo-Basha (she/her) 8:05 PM Hi Rabia! This is Ayah, an anthropologist and emerging UX Researcher who just joined HfLA during last week’s onboarding session. As a former Criminal Justice Lead Researcher with ACLU’s sister org in Egypt, I’m extremely interested in the Youth Justice Nav project. I noticed the project had an opening for a UX Research role and would love to attend a meeting to see if there might be alignment to work together? Thanks and hope your week is going well! Ayah

Rabia2219 commented 2 years ago

Date: 2022-10-24

Roll Call

[x] Bonnie
[x] Rabia
[ ] Megan
[x] Taylor
[x] Leroy
[x] Sandy

New Agenda Items

[x] Quick 'hellos' for Ayah and Ting who will be observing today
[x] Updates from Sandy
[ ] Review
- [x] #113
- [ ] #114

Items Carried Forward

[ ]

Notes

Sandy needs to be assigned to an issue ASAP
Add a QR code with a link to the packets where applicable
There will be a during Collabathon website section to direct the participants to relevant links

Tasks items from meeting

[ ] Create a new issue: FigJam information booth to use during the Collabathon

Rabia2219 commented 2 years ago

Date: 2022-10-31

Roll Call

[x] Bonnie
[x] Rabia
[x] Megan
[x] Taylor
[ ] Leroy
[x] Sandy

FYIs

Ayah has decided to join another project
Haven't heard back from Ting

New Agenda Items

[ ] Research Review
- [ ] Sandy's #111
- [ ] Taylor's #113
- [ ] Megan's #114
[ ] PM review
- [ ] #118
- [ ] #119

Items Carried Forward

[ ]

Notes

Youth under 18
- will not be included in the Collabathon mainly due to consent issues
- As for the Focus Groups, they could come as SMEs
- Provide training for them to answer questions
- provide questions to a group and ask who would like to answer

Tasks items from meeting

Rabia2219 commented 2 years ago

Date: 2022-11-07

Roll Call

[x] Bonnie
[x] Rabia
[x] Megan
[x] Taylor
[x] Leroy
[x] Sandy

New Agenda Items

[x] Quick 'hellos' for UX researchers who will be observing today
[ ] Review
- [ ] #113
- [ ] #114
- [x] #111

Items Carried Forward

[ ]

Notes

Focus groups will be the platform to test out all different plans
Jyoti and Alicia will review the addition of the system impacted youth as SMEs
Have some sample ideas ready for the focus group regarding the 7 sections will be divided between participants
System impacted youth will not participate in the first focus group
Focus group will be held remotely (if results are not satisfactory, we may go in person)
Size of focus group: 6 (but book double)
Dot vote or card sort?
Icebreakers: keep them easy (provide questions prior to the focus group)
Is there a criteria for sending the participants to a breakout room? yes, will be predetermined by industry type or personality type or another, RP003 will provide more insight
Sandy will incorporate infinity mapping
If this becomes larger, we will have facilitators in each room

Tasks items from meeting

Remind Bonnie to access
- BoP card sort
- Video of the affinity mapping utilization that was presented to Super by Design
Check Prioritized Backlog to queue for new UX researchers

Rabia2219 commented 2 years ago

Date: 2022-11-14

Roll Call

[x] Bonnie
[ ] Rabia
[x] Megan
[x] Taylor
[x] Leroy
[x] Sandy
[x] Richard

New Agenda Items

[x] Quick 'hellos' for UX researchers who will be observing today (Trang, Rong, Faezeh, Aparna, Eva)
[ ] Review
- [ ] #111
- [ ] Onboard Richard #71
- [ ] Run through creating a research form to get feedback and adjust accordingly

Items Carried Forward

[ ]

Notes

Tasks items from meeting

ExperimentsInHonesty commented 2 years ago

Rong & Aparna- Observing Trang, Faezeh, eva joining

hackforla / YouthJusticeNav