Calendar: Confirm events

[Rabia2219]

Overview

We need to audit all events for each project to match the Zoom Setup and Zoom Audit spreadsheet

Action Items

• [x] check a project's calendar events against the Zoom Audit spreadsheet
  • [ ] if the events match
    • [ ] confirm against Zoom Setup spreadsheet
  • [ ] If the events don't match
    • [ ] reach out and clarify with team leads (provide screenshots)
• [ ] once confirmed
  • [ ] check Zoom accounts for occurrences
    • [ ] update the occurrences if needed
    • [ ] if there are no occurrences
    • [ ] create new meeting
    • [ ] update the calendar
    • [ ] share the new link with the team so they can update the meeting link in slack
• [ ] update spreadsheets

  Resources/Instructions

• CAL: Active Project List
• Zoom Setup
• Zoom meeting audit
• Projects using the Zoom Setup spreadsheet as of 2022-12-05

# [PROJECT NAME]

### Zoom Sheet

### Zoom Audit

### Calendar Audit
- [ ] On Calendar
- Event Details and Zoom room
- [ ] Not on Calendar
- Event details and Zoom room

### Details and changes to Zoom Account
Zoom 1:
Zoom 2: 
Zoom 3: 
Zoom 4: 
``` no meetings for this project```
``` last occurrence found on [DATE at TIME]``` 

### Action Items

### Team Contact

### Next Steps

### Communication
YYYY-MM-DD HH:MM PST

Projects to audit

• [x] 311
• [ ] 100 Automations
• [x] Access the Data
• [ ] BallotNav
• [ ] Brigade Organizer's Playbook
• [x] Civic Tech Jobs
• [x] Design Systems
• [x] Expunge-Assist
• [x] Food Oasis
• [ ] Guides
• [ ] HackforLA.org
• [ ] HomeUniteUs
• [ ] Internship project / Tech Work Experience
• [ ] LA TDM
• [ ] Lucky Parking
• [ ] Open Community Survey
• [ ] People Depot
• [x] VRMS
• [ ] Write for All
• [ ] Youth Justice Nav
• [ ] CoP - Ops
• [ ] CoP - UI/UX
• [ ] CoP - Product
• [ ] CoP - Engineering
• [ ] CoP - Data Science

Projects to follow up with

• [ ] 311
• [ ] 100 Automations
• [ ] Access the Data
• [ ] BallotNav
• [ ] Brigade Organizer's Playbook
• [ ] Civic Tech Jobs
• [ ] Design Systems
• [ ] Expunge-Assist
• [ ] Food Oasis
• [ ] Guides
• [ ] HackforLA.org
• [ ] HomeUniteUs
• [ ] Internship project / Tech Work Experience
• [ ] LA TDM
• [ ] Lucky Parking
• [ ] Open Community Survey
• [ ] People Depot
• [ ] VRMS
• [ ] Write for All
• [ ] Youth Justice Nav
• [ ] CoP - Ops
• [ ] CoP - UI/UX
• [ ] CoP - Product
• [ ] CoP - Engineering
• [ ] CoP - Data Science

[ExperimentsInHonesty]

311

Zoom Sheet

Project Name	311-Data
Name of Meeting	All Team
What the Zoom Meeting Title Should Say	311-Data - All Team
Your Name	Eric Cho
Your Email	echoproject@outlook.com
Meeting Weekday	Wednesday
Meeting Time Start (Pacific Time)	7:00 PM
Meeting Time End (Pacific Time)	8:00 PM
Meeting Recurs	Weekly
Zoom Account	zoom3@hackforla.org

Zoom Audit

None as of 2022-12-01

Calendar Audit

• [x] On Calendar
• Event
  • Name: 311-Data Team Meeting
  • Date: Wednesday, January 4, 2023⋅7:00 – 8:00pm
  • Repeats: Weekly on Wednesday, until Dec 28, 2023
  • Zoom Account: Zoom3
• Event
  • Name: 311-Data: PM Team Meeting - tenative
  • Date: Friday, January 6, 2023⋅5:00 – 6:00pm
  • Repeats: Invite says: Weekly on Friday but it is setup for First Friday of the month
  • Zoom Account: Zoom3
• [ ] Not on Calendar

Details and changes to Zoom Account

Zoom 1: a meeting for it whose last occurrence was October 27th when the meeting was on Thursdays 06:30 PM - 07:30 PM Zoom 2: no meetings for this project Zoom 3: no meetings for this project Zoom 4: no meetings for this project

Action Items

• [ ] Review the project's calendar for what events are set up there
• [ ] See if you can figure out who the pm is from the slack channel

Team Contact

Next Steps

Reach out in the slack channel at messaging the pm asking them if the following is correct for next year

Communication

[not sent yet] We see the following invites on your 311-data@hackforla.org calendar, and we want to confirm those are correct so that we can update in all the locations they need to be showing up in. Let us know if these are correct or need revising

Name: 311-Data Team Meeting

• Date: Wednesday, January 4, 2023⋅7:00 – 8:00pm
• Repeats: Weekly on Wednesday, until Dec 28, 2023
• Zoom Account: Zoom3 Name: 311-Data: PM Team Meeting - tentative
• Date: Friday, January 6, 2023⋅5:00 – 6:00pm
• Repeats: Invite says: Weekly on Friday but it is setup for First Friday of the month

[ExperimentsInHonesty]

VRMS

Zoom Sheet

Project Name	VRMS
Name of Meeting	All Team
What the Zoom Meeting Title Should Say	VRMS - All Team
Your Name	Josh Bubar
Your Email
Meeting Weekday	Monday
Meeting Time Start (Pacific Time)	7:00 PM
Meeting Time End (Pacific Time)	8:00 PM
Meeting Recurs	Weekly
Zoom Account	zoom3@hackforla.org

Zoom Audit

Monday | 07:00 PM - 08:00 PM | VRMS Team Meeting

Info from Team Google Calendar

There was a meeting on my calendar that was not on their calendar. I asked David to move it, but then I realized they already had one at that time. So I deleted it.

They show a meeting on Thursday at 6:30-7:30 pm PST that I have now added to the zoom setup sheet, but I have no idea where it is getting its zoom link from Screenshot from feb

Details and changes to Zoom Account

Zoom 1: no meetings for this project Zoom 2: no meetings for this project Zoom 3: VRMS - All Team | 7:00 PM| Monday is correctly setup here Zoom 4: no meetings for this project

Action Items

Communication

YYYY-MM-DD HH:MM PST

[Rabia2219]

Civic Tech Jobs

Zoom Sheet

Project Name	Civic Tech Jobs	Civic Tech Jobs	Civic Tech Jobs	Civic Tech Jobs	Civic Tech Jobs
Name of Meeting	PM	UX	All Team	Dev	UXR
What the Zoom Meeting Title Should Say	Civic Tech Jobs - PM	Civic Tech Jobs - UX	Civic Tech Jobs - All Team	Civic Tech Jobs - Dev	Civic Tech Jobs - UXR
What the Zoom Meeting Title Currently says
Your Name	Bonnie Wolfe	Jennifer (Jen) Chung	Syed Danish Imran	Ava Li	Stephanie Stahlberg
Your Email	bonnie@hackforla.org		s.danish.imran@gmail.com	avali4907@outlook.com
Meeting Weekday	Sunday	Sunday	Tuesday	Tuesday	Tuesday
Meeting Time Start (Pacific Time)	12:00 PM	5:00 PM	5:00 PM	6:00 PM	6:00 PM
Meeting Time End (Pacific Time)	1:00 PM	6:00 PM	6:00 PM	7:00 PM	7:00 PM
Meeting Recurs	Weekly	Weekly	Weekly	Weekly	Weekly
Zoom Account	zoom2@hackforla.org	zoom2@hackforla.org	zoom2@hackforla.org	zoom2@hackforla.org	zoom2@hackforla.org

Zoom Audit

Zoom2 | Tuesday | 05:00 PM - 07:00 PM | Civic Tech Jobs Team Meeting |

Calendar Audit

• [x] On Calendar
• Event
  • Name: Civictechjobs - Bonnie, Danish, Salima
  • Day/Time: Sunday, 12:00 – 1:00pm
  • Repeats: Monthly on the first and third Sunday
  • Zoom Account: N/A
• Event
  • Name: Civic Tech Jobs -- All team meeting
  • Day/Time: Tuesday, 5:00 – 6:00pm
  • Repeats: Weekly on Tuesday
  • Zoom Account: N/A
• [x] Not on Calendar
• Event
  • Name: Civictechjobs - Dev
  • Day/Time: Tuesday, 6:00 – 7:00pm
  • Repeats: Weekly on Tuesday
  • Zoom Account: Zoom2
• Event
  • Name: Civictechjobs - UXR
  • Day/Time: Tuesday, 6:00 – 7:00pm
  • Repeats: Weekly on Tuesday
  • Zoom Account: Zoom2

Details and changes to Zoom Account

Zoom 1: Zoom 2: Zoom 3: Zoom 4: no meetings for this project last occurrence found on [DATE at TIME]

Action Items

Team Contact

Next Steps

Communication

YYYY-MM-DD HH:MM PST

[Rabia2219]

Access the Data

Zoom Sheet

Project Name	Access the Data	Access the Data	Access the Data	Access the Data	Access the Data
Name of Meeting	Workshops	UX/UI	PM	UXR	Team
What the Zoom Meeting Title Should Say	Access the Data - Workshops	Access the Data - UX/UI	Access the Data - PM	Access the Data - UXR	Access the Data - Team
What the Zoom Meeting Title Currently says
Your Name	Lucy Chang	Lucy Chang	aj Price	Lucy Chang	Lucy Chang
Your Email		lrchang2@illinois.edu	mxajprice@gmail.com		lrchang2@illinois.edu
Meeting Weekday	Monday	Thursday	Tuesday	Tuesday	Wednesday
Meeting Time Start (Pacific Time)	5:00 PM	4:00 PM	2:00 PM	5:00 PM	5:00 PM
Meeting Time End (Pacific Time)	6:00 PM	5:00 PM	3:00 PM	6:00 PM	6:00 PM
Meeting Recurs	Weekly	Weekly	Weekly	Weekly	Weekly
Zoom Account	zoom1@hackforla.org	zoom2@hackforla.org	zoom2@hackforla.org	zoom1@hackforla.org	zoom2@hackforla.org

Zoom Audit

• Zoom1 | Monday | 05:00 PM - 06:00 PM | AtD - Project Breakouts |
• Zoom1 | Tuesday | 05:00 PM - 06:00 PM | Access the Data - UXR |
• Zoom2 | Tuesday | 02:00 PM - 03:00 PM | Access the Data |
• Zoom2 | Wednesday | 05:00 PM - 06:00 PM | Access the Data - Team | Access the Data - Team |
• Zoom2 | Thursday | 07:00 PM - 08:00 PM | AtD PM |

Calendar Audit

• [x] On Calendar
• Event
  • Name: AtD Weekly Team Meeting
  • Day/Time: Wednesday/5:00 – 5:50pm
  • Repeats: Weekly on Wednesday
  • Zoom: Zoom2
• Event
  • Name: AtD PM Meeting
  • Day/Time: Thursday/7:00 – 7:50pm
  • Repeats: Weekly on Thursday
  • Zoom: ?
• [x] Not on Calendar
• Event
  • Name: AtD - Project Breakouts
  • Day/Time: Monday/05:00 PM - 06:00 PM
  • Repeats: ?
  • Zoom: Zoom1
• Event
  • Name: Access the Data - UXR
  • Day/Time: Tuesday/05:00 PM - 06:00 PM
  • Repeats: Weekly on Tuesdays
  • Zoom: Zoom1
• Event
  • Name: Access the Data
  • Day/Time: Tuesday/ 02:00 PM - 03:00 PM
  • Repeats: ?
  • Zoom: Zoom1

    Details and changes to Zoom Account

    Zoom 1: Zoom 2: Zoom 3: Zoom 4: no meetings for this project last occurrence found on [DATE at TIME]

Action Items

Team Contact

Next Steps

Communication

YYYY-MM-DD HH:MM PST

[Rabia2219]

Design Systems

Zoom Sheet

Project Name	Design Systems	Design Systems	Design Systems
Name of Meeting	All Team	Research	Design
What the Zoom Meeting Title Should Say	Design Systems - All Team	Design Systems - Research	Design Systems - Design
What the Zoom Meeting Title Currently says
Your Name	Hana Stevenson	Yasaman Roostaeian	Yasaman Roostaeian
Your Email
Meeting Weekday	Monday	Thursday	Thursday
Meeting Time Start (Pacific Time)	5:30 PM	5:00 PM	10:30 AM
Meeting Time End (Pacific Time)	6:45 PM	6:00 PM	11:30 AM
Meeting Recurs	Weekly	Weekly	Weekly
Zoom Account	zoom3@hackforla.org	zoom2@hackforla.org	zoom3@hackforla.org

Zoom Audit

Zoom3 | Monday | 05:30 PM - 06:45 PM | Design Systems Meeting |

Calendar Audit

• [x] On Calendar
• Event
  • Name: Design Systems All-Hands Meeting
  • Day/Time: Monday/5:30 – 6:30pm
  • Repeats: Weekly on Monday
  • Zoom: Zoom3
• Event
  • Name: Design Systems team/Bonnie
  • Day/Time: Monday/1:00 – 2:00pm
  • Repeats: Monthly on the first Monday
  • Zoom: ?
• Event
  • Name: Design Systems UX/UI Team Meeting
  • Day/Time: Thursday/10:30 – 11:30am
  • Repeats: Weekly on Thursday
  • Zoom: Zoom3
• Event
  • Name: Design Systems Research Weekly Meeting
  • Day/Time: Thursday/2023⋅5:00 – 6:00pm
  • Repeats: Weekly on Thursday
  • Zoom: Zoom2
• [x] Not on Calendar
• Event
  • Name: Design Systems Meeting
  • Day/Time: Monday/ 05:30 PM - 06:45 PM
  • Repeats: Monday
  • Zoom: Zoom3

Details and changes to Zoom Account

Zoom 1: Zoom 2: Zoom 3: Zoom 4: no meetings for this project last occurrence found on [DATE at TIME]

Action Items

Team Contact

Next Steps

Communication

YYYY-MM-DD HH:MM PST

[Rabia2219]

Expunge Assist

Zoom Sheet

Project Name	Expunge Assist	Expunge Assist	Expunge Assist	Expunge Assist	Expunge Assist	Expunge Assist	Expunge Assist	Expunge Assist	Expunge Assist	Expunge Assist
Name of Meeting	Research	Design / Content Collaboration	Team Planning	PM	Dev, Design, & Product	PM/ORG	Content	Dev	All Team	Design
What the Zoom Meeting Title Should Say	Expunge Assist - Research	Expunge Assist - Design / Content Collaboration	Expunge Assist - Team Planning	Expunge Assist - PM	Expunge Assist - Dev, Design, & Product	Expunge Assist - PM/ORG	Expunge Assist - Content	Expunge Assist - Dev	Expunge Assist - All Team	Expunge Assist - Design
What the Zoom Meeting Title Currently says
Your Name	Thomas Demoner	Jamie Siu	Jamie Siu	Thomas Demoner	Thomas Demoner	Thomas Demoner	Jamie Siu	Thomas Demoner	Thomas Demoner	Thomas Demoner
Your Email								hayesbrandon60@gmail.com
Meeting Weekday	Friday	Friday	Friday	Monday	Monday	Thursday	Thursday	Thursday	Tuesday	Wednesday
Meeting Time Start (Pacific Time)	11:00 AM	9:30 AM	10:30 AM	3:00 PM	5:00 PM	4:00 PM	11:00 AM	6:00 PM	5:00 PM	5:00 PM
Meeting Time End (Pacific Time)	12:00 PM	10:30 AM	11:30 AM	4:00 PM	6:00 PM	5:00 PM	12:00 PM	7:00 PM	6:00 PM	6:00 PM
Meeting Recurs	Weekly	Weekly	Monthly	Weekly	Weekly	Weekly	Weekly	Weekly	Biweekly	Weekly
Zoom Account	zoom2@hackforla.org	zoom1@hackforla.org	zoom1@hackforla.org	zoom1@hackforla.org	zoom2@hackforla.org	zoom1@hackforla.org	zoom2@hackforla.org	zoom4@hackforla.org	zoom3@hackforla.org	zoom3@hackforla.org

Zoom Audit

• Zoom1 | Thursday | 04:00 PM - 05:00 PM | Expunge Assist - Bonnie Check in |
• Zoom1 | Friday | 09:30 AM - 10:30 AM | Expunge Assist - Design / Content Collaboration |
• Zoom1 | Monday | 03:00 PM - 04:00 PM | Expunge Assist - PM Meeting |
• Zoom1 | Tuesday | 11:00 AM - 12:00 PM | Expunge Assist - Content Meeting |
• Zoom2 | Monday | 05:00 PM - 06:00 PM | Expunge Assist - Dev, Design, & Product Meeting |
• Zoom2 | Thursday | 11:00 AM - 12:00 PM | Expunge Assist - Content Meeting |
• Zoom2 | Friday | 11:00 AM - 12:00 PM | Expunge Assist - Research Meeting |
• Zoom3 | Wednesday | 05:00 PM - 06:00 PM | Expunge Assist - Design Meeting |
• Zoom3 | Tuesday | 05:00 PM - 06:00 PM | Expunge Assist - All Teams Meeting |
• Zoom4 | Thursday | 06:00 PM - 07:00 PM | Expunge Assist - Dev Meeting |

Calendar Audit

• [x] On Calendar
• Event Details and Zoom room
  • Expunge Assist - PM Meeting, Monday 3 :00 – 4:00pm, Weekly on Monday, Zoom ?
  • Expunge Assist - Dev, Design, & Product check-in Monday 5:00 – 6:00pm, Weekly on Monday Zoom ?
  • All Teams Meeting – Expunge Assist, Tuesday 5:00 – 6:00pm, Every 4 weeks on Tuesday, Zoom3
  • Expunge Assist - Design Meeting, Wednesday 5:00 – 6:00pm, Weekly on Wednesday, Zoom3
  • Expunge Assist - Content Meeting, Thursday 11:00am – 12:00pm, Weekly on Thursday, Zoom ?
  • Expunge Assist PM & Bonnie Check-in, Thursday 4:00 – 5:00pm, Monthly on the first Thursday, Zoom ?
  • Development Meeting – Expunge Assist, Thursday 6:00 – 6:30pm, Weekly on Thursday, Zoom ?
  • Expunge Assist - Design / Content Collaboration 9:30 – 10:30am, Weekly on Friday, Zoom ?
  • Expunge Assist - Team Planning Meeting, Friday 10:30 – 11:30am, Monthly on the first Friday, Zoom ?
  • EA: Weekly Research Meeting, Friday 11:00am – 12:00pm, Weekly on Friday, Zoom ?
  • Expunge Assist PM & Bonnie Check-in, Thursday 4:00 – 5:00pm, Monthly on the third Thursday, Zoom ?
• [ ] Not on Calendar
• Event details and Zoom room

Details and changes to Zoom Account

Zoom 1: Zoom 2: Zoom 3: Zoom 4: no meetings for this project last occurrence found on [DATE at TIME]

I also found the last time I talked to them was 2022-09-19 when I got this info Date, Start Time, Duration, Name of Meeting, Must Attend, Should, Can Attend Mon, 6:00 pm, 1 hr, Team meeting on 1st & 3rd Mondays, [PM & All Leads], All, All Mon, 6:00 pm, 1 hr, PM meeting on alternate Mondays, PM, PM, , Tue, 6:00 pm, 1 hr, Research & Design meeting, [Research Lead. Design Lead], [Researchers, Designers], ??? Thu, 6:00 pm, 1 hr, Development Team, [Font End Lead, Back End Lead], [Back end developers, Front end developer], All

Action Items

Team Contact

Next Steps

Communication

YYYY-MM-DD HH:MM PST

[Rabia2219]

FOLA

Zoom Sheet

Project Name	FOLA	FOLA	FOLA	FOLA	FOLA
Name of Meeting	PM	All Team & 1st week of month PM	UX Writer	DESIGN	DEV
What the Zoom Meeting Title Should Say	FOLA - PM	FOLA - All Team & 1st week of month PM	FOLA - UX Writer	FOLA - DESIGN	FOLA - DEV
What the Zoom Meeting Title Currently says
Your Name	Erin Dean	Bryan Wu	Erin Dean	Erin Dean	Erin Dean
Your Email		cobosgigi@gmail.com
Meeting Weekday	Tuesday	Thursday	Thursday	Thursday	Monday
Meeting Time Start (Pacific Time)	5:00 PM	6:00 PM	10:00 AM	7:00 PM	7:00 PM
Meeting Time End (Pacific Time)	6:00 PM	7:00 PM	11:00 AM	8:00 PM	8:00 PM
Meeting Recurs	Weekly	Weekly	Weekly	Weekly	Weekly
Zoom Account	zoom4@hackforla.org	zoom3@hackforla.org	zoom4@hackforla.org	a team members personal zoom	a team members personal zoom

Zoom Audit

• Zoom4 | Thursday | 10:00 AM - 11:00 AM | FOLA writers weekly meeting |
• Zoom4 | Tuesday | 05:00 PM - 06:00 PM | FOLA PM meeting |
• Zoom3 | Tuesday | 06:00 PM - 07:00 PM | Food Oasis All Team Meeting |

Calendar Audit

• [ ] On Calendar
• Event Details and Zoom room
  • FOLA PM Meeting, Tuesday 5:00 – 5:45pm, Weekly on Tuesday, Zoom ?
  • FOLA-UXR weekly meeting, Tuesday 6:30 – 7:30pm, Weekly on Tuesday, Zoom ?
  • FOLA writer weekly meeting, Thursday 10:00 – 11:00am, Weekly on Thursday, Zoom ?
  • FOLA All team meeting, Thursday 6:00 – 7:00pm, Monthly on the first Thursday, Zoom ?
  • Food Oasis Design Team Meeting, Thursday 7:00 – 8:00pm, Weekly on Thursday, Zoom ?
  • Food Oasis Leads/PM Meeting, Thursday 6:00 – 7:00pm, Weekly on Thursday, Zoom ?
  • Food Loss & Waste Reduction Working Group, Wednesday 3:00 – 4:00pm, Monthly on the last Wednesday, Zoom ?
• [ ] Not on Calendar
• Event details and Zoom room

Details and changes to Zoom Account

Zoom 1: Zoom 2: Zoom 3: Zoom 4: no meetings for this project last occurrence found on [DATE at TIME]

Action Items

Team Contact

Next Steps

Communication

YYYY-MM-DD HH:MM PST

[Rabia2219]

Guides

Zoom Sheet

Project Name	Guides	Guides
Name of Meeting	All Team	All Team
What the Zoom Meeting Title Should Say	Guides - All Team	Guides - All Team
What the Zoom Meeting Title Currently says
Your Name	Bonnie Wolfe	Bonnie Wolfe
Your Email	bonnie@hackforla.org	bonnie@hackforla.org
Meeting Weekday	Friday	Monday
Meeting Time Start (Pacific Time)	7:30 AM	7:30 AM
Meeting Time End (Pacific Time)	9:00 AM	9:00 AM
Meeting Recurs	Weekly	Weekly
Zoom Account	zoom2@hackforla.org	zoom2@hackforla.org

Zoom Audit

• Zoom2 | Monday | 07:30 AM - 09:00 AM | Guides Team Meeting |
• Zoom2 | Friday | 07:30 AM - 09:00 AM | Guides Team Meeting |

Calendar Audit

• [ ] On Calendar
• Event Details and Zoom room
  • HfLA Guides Meeting, Monday 7:30 – 9:00am, Weekly on Monday and Friday, Zoom 2
• [ ] Not on Calendar
• Event details and Zoom room

Details and changes to Zoom Account

Zoom 1: Zoom 2: Zoom 3: Zoom 4: no meetings for this project last occurrence found on [DATE at TIME]

Action Items

Team Contact

Next Steps

Communication

YYYY-MM-DD HH:MM PST

[ExperimentsInHonesty]

HackforLA.org

Found a text file with this info from 2022-09-19 Date, Start Time, Duration, Name of Meeting, Must Attend, Should, Can Attend Sun, 10:00 am, 2 hr, All Team Meeting, [PM & All Leads], All, All Tue, 12:00 pm, 1 hr, UI/UX Lead & PM meeting, [Research Lead, Design Lead, PMs], , Tue, 7:00 pm, 1 hr, Development Team, [Font End Lead, Back End Lead], [Back end developers, Front end developer], All Wed, 12:00 pm, 1 hr, PM Meeting, PMs, , Thu 5:00 pm, 1 hr, UI-UX Meeting, [Research Lead. Design Lead], [Researchers, Designers], ??? Thu 7:00 pm, 1 hr, Back-end Meeting. Back End Lead, [Back End Developers, Front End Leads], All