Meeting Data Audit: Design Systems

[Rabia2219]

Overview

We need to audit all calendar events for a given project to match the Zoom Setup and Zoom Audit Spreadsheet so that we can optimize the availability of the Zoom rooms and have the most current meeting information.

Prerequisite

• access to the 1Password vault for Google Drive Migration
• know your GitHub username and password so that you can use it in the (Google Drive Migration) hfla-email-all@hackforla.org Chrome profile

Action Items

Access GitHub through (Google Drive Migration) hfla-email-all@hackforla.org

• [x] Log into the hfla-email-all@hackforla.org email and open it in a new chrome profile, so that you can access the account's calendar
• [x] log into your GitHub account in the hfla-email-all@hackforla.org profile
• [x] open this issue and continue

For each of the following items, there are instructions in the wiki. Copy the instruction for next item to be checked off (must do them in order), to a comment below and then complete the item, and hide the comment.

Prep

• [x] Create Meeting Data Audit and Reconciliation Spreadsheet
• [x] Create Slack Audit document
• [x] Create Recommendations & Next Steps document
• [x] After the first 3 Prep items have been checked off, remove the following labels:
  • [x] prep
  • [x] status: needs audit spreadsheet
  • [x] status: needs Slack audit document
  • [x] status: needs post audit recommendations document

Audit

• [x] Perform Calendar Event Audit
• [x] Perform hackforla.org/VRMS Audit
• [x] Gather & document data from channels
• [x] After the first 3 Audit items have been checked off,
  • [x] remove the following labels:
    • [x] audit
    • [x] status: needs calendar event audit
    • [x] status: needs hackforla.org/VRMS audit
    • [x] status: needs Slack audit
  • [x] move issue to Prioritized Backlog on the project board
  • [x] unassign yourself

Admin Prep

• [x] Import project's data from Zoom Setup (schedule) sheet into Resource 3.0

Reconciliation

• [x] Reconcile the new sheet with the Zoom Meeting Audit
• [x] Reconcile the new sheet with the Calendar Event Audit Tab
• [x] Reconcile the new sheet with the Slack Audit
• [x] After the first 3 Reconciliation items have been checked off, remove the following labels:
  • [x] reconciliation
  • [x] status: needs Zoom reconciliation
  • [x] status: needs calendar event reconciliation
  • [x] status: needs Slack reconciliation

Recommendations and next steps

• [x] Customize and add recommendations to resource 5.0
• [ ] Review team feedback and respond

Resources/Instructions

1.0 Zoom Setup Spreadsheet 2.0 Zoom Meeting Audit Spreadsheet 3.0 Design Systems: Meeting Data Audit and Reconciliation Spreadsheet 4.0 Design Systems: Slack Audit Document 5.0 Design Systems: Post Audit Recommendations

[Rabia2219]

Create Meeting Data Audit and Reconciliation Spreadsheet

• [x] go to Template for Meeting Audit
• [x] select USE TEMPLATE button
  • [x] add a link to the new document at resource 3.0
    • [x] rename file by replacing [Project Name] with the project name you are performing the audit for
    • [x] move file to the Org Level Audits folder in the project's drive
      • [x] choose move icon or file menu item, Move in the Meeting Audit document
      • [x] use back arrow (top left)
      • [x] choose Shared Drives
      • [x] open project drive
      • [x] open folder inside project drive (with same name as project drive)
      • [x] open the Org Level Audits folder
      • [x] choose Move here
      • [x] choose Move
• [x] remove status: needs audit spreadsheet label
• [x] add status: ready for calendar event audit label
• [x] check the box for Create Meeting Data Audit and Reconciliation Spreadsheet in the Action items of this issue
• [x] close the tabs you just opened (wiki and spreadsheet)
• [x] hide this comment as RESOLVED, you are finished with this step

[Rabia2219]

Perform Calendar Event Audit

• [x] open the calendar for hfla-email-all@hackforla.org in the account profile window
• [x] access the project's calendar by finding the email/name in the right hand panel, under My calendars/Other calendars, and checking the box(es) (make sure no other boxes are checked)
• [x] open resource 3.0 in a new window
• [x] view side by side
• [x] for each unique event on the project's calendar, gather and record the following data in the Calendar Event Audit tab in resource 3.0 :
  • [x] Title of Calendar Event
  • [x] Day
  • [x] Time
  • [x] Time Zone
  • [x] Repeats
  • [x] Zoom Account
  • [x] Has the full zoom invite pasted into the body
  • [x] Has link to GitHub Issue with Agenda
  • [x] Modify Event checked
  • [x] Invite Others checked
  • [x] See Guest List checked
• [x] add any notes in the Notes
• [x] remove status: ready for calendar event audit label
• [x] add status: ready for hackforla.org/VRMS audit label
• [x] check the box for Perform Calendar Event Audit in the Action items of this issue
• [x] close the tabs you just opened (wiki, spreadsheet, calendar)
• [x] hide this comment as RESOLVED, you are finished with this step

[Rabia2219]

Perform hackforla.org/VRMS Audit

• [x] open resource 3.0
• [x] access https://www.hackforla.org/projects
• [x] locate your project card and access the project's page
• [x] copy the URL
• [x] on the Details sheet in resource 3.0, paste the URL in place of https://www.hackforla.org/projects/[Replace PROJECT-NAME]
• [x] repeat the above for the hackforla.org/VRMS sheet
• [x] add any meeting data on the project page to the hackforla.org/VRMS sheet
• [ ] check the 'No events' box if there's no meeting data
• [x] add date to 'Date Last Audited'
• [x] remove status: ready for hackforla.org/VRMS audit label
• [x] add status: needs Slack audit document label
• [x] check the box for Perform hackforla.org/VRMS Audit in the Action items of this issue
• [x] close the tabs you just opened (wiki, spreadsheet, website)
• [x] hide this comment as RESOLVED, you are finished with this step

[Rabia2219]

Create Slack Reminder Audit document

• [x] go to Slack Audit Template
• [x] select USE TEMPLATE button
• [x] add a link to the new document at resource 4.0
• [x] rename file by replacing [Project Name] with the name of the project you are performing the audit for
• [x] find and replace [Replace Project Name] with the project's name
• [x] replace (Initials) with project's initials
• [x] move file to the Org Level Audits folder in the project's drive
  • [x] choose move icon or file menu item, Move in the document
  • [x] use back arrow (top left)
  • [x] choose Shared Drives
  • [x] open project drive
  • [x] open folder inside project drive (with same name as project drive)
  • [x] open the Org Level Audits folder
  • [x] choose Move here
  • [x] choose Move
• [x] open resource 3.0
• [x] add link to the Slack Audit document on the Details sheet
• [x] remove status: needs Slack audit document label
• [x] add status: needs Slack channel list label
• [x] check the box for Create Slack Audit document in the Action items of this issue
• [x] close the tabs you just opened (wiki, document and spreadsheet)
• [x] hide this comment as RESOLVED, you are finished with this step

[Rabia2219]

Gather and document data from channels

• [x] open resource 4.0
• [x] access Hack for LA's Slack workspace through https://hackforla.slack.com/ (use the method you regularly use)
• [x] view side by side
• [x] search for the project channels in the Slack search bar
  • use full name or initials
  • there may be multiple channels for a project, e.g. access-the-data, access-the-data-lead, so scroll down in the search results to make sure you get all the channels
• [x] setup resource 4.0
  • [x] copy and paste the block of headings on a new page for each channel
  • [x] replace [channelname] for each block with the channel name you found on Slack
• [x] collect the following data for one channel then repeat for the next channel(s) (write none if there's no data)
  • if you are not a member of the channel, you can join temporarily to collect the data and then leave
  • [x] Reminders
    • [x] click on the channel name
    • [x] type /remind list in a comment and hit enter
    • [ ] copy the resulting text
    • [ ] paste it under the Reminders for that channel
  • [x] Pins
    • [ ] click on the pin icon in the top left of the channel window (no pin icon = no pins)
    • [ ] copy the messages
    • [ ] paste under the Pins for that channel
  • [x] Bookmarks (if there are any bookmarks in the channel, they will appear next to the pinned items)
    • [x] write the name of the bookmark and a description as best as you can under the Bookmarks for that channel (e.g. Developer Meeting Tuesday - Zoom Link)
    • [x] right click on the bookmark, copy link and link it to the document name you just wrote
  • [x] Topic
    • [ ] select the down arrow next to the Slack channel name
    • [ ] look for the section named Topic in the window that pops up
    • [ ] copy the text (add topic/no text = no topic)
    • [ ] paste under the Topics for that channel
• [x] refresh the Table of Contents on the first page
• [x] remove status: ready for Slack audit label
• [x] add status: needs Zoom Setup data label
• [x] check the box for Gather & document data from channels in the Action items of this issue
• [x] close the tabs you just opened (wiki, document, Slack)
• [x] hide this comment as RESOLVED, you are finished with this step
• [x] move issue to 'Prioritized Backlog' on the project board
• [x] unassign yourself

[Rabia2219]

Import project's data from Zoom Setup (schedule) sheet into Resource 3.0

• [x] open resource 1.0 in a new window
• [x] view side by side
• [x] create a filter for your project
  • [x] go to the Schedule tab in the Zoom Setup (resource 1.0)
  • [x] select the green down arrow next to Project Name in column A
  • [x] under 'Filter by values', select 'Clear'
  • [x] search for your project name in the search bar
  • [x] select your project name so that a 'tick' appears next to it
  • [x] select OK
• [x] copy sheet into resource 3.0
  • [x] right click on the Schedule sheet tab at the bottom
  • [x] select Copy to
  • [x] then select Existing spreadsheet
  • [x] in the window that opens up, type the name of resource 3.0 and press enter
  • [x] click on the file in the results
  • [x] select Insert
  • [x] then select Open spreadsheet in the pop up message
• [x] remove irrelevant (other projects') data
  • [x] rename the Copy of Schedule sheet to Audit
  • [x] select the green funnel next to Project name in column A
  • [x] under 'Filter by values', select 'Select All'
  • [x] unselect your project name so that the 'tick' next to it disappears
  • [x] select Ok
  • [x] select the data starting from A2 all the way to the end
  • [x] right click and select Delete selected rows
  • [x] select the green funnel next to Project name in column A
  • [x] under 'Filter by values', select 'Select All'
  • [x] select OK
  • [x] undo the filter in Zoom Setup (resource 1.0)
  • [x] select the green funnel next to Project name in column A
  • [x] under 'Filter by values', select 'Select All'
  • [x] select OK
• [x] remove status: needs Zoom Setup data label
• [x] add status: ready for Zoom reconciliation label
• [x] check the box for Import project's data from Zoom Setup (schedule) sheet into Resource 3.0 in the Action items of this issue
• [x] close the tabs you just opened (wiki, spreadsheets)
• [x] hide this comment as RESOLVED, you are finished with this step

[Rabia2219]

Reconcile the new sheet with the Zoom Meeting Audit

• [x] open resource 2.0 in a new tab
• [x] open resource 3.0 in a new window
• [x] view side by side
• [x] create a filter for your project in resource 2.0
  • [x] go to the All Zooms tab in resource 2.0
  • [x] select the green down arrow next to Team in column F
  • [x] under 'Filter by values', select 'Clear'
  • [x] search for your project name name in the search bar
  • [x] select your project name so that a 'tick' appears next to it
  • [x] select OK
• [x] repeat for each Zoom Account
  • [x] create a filter for Zoom# in resource 2.0
    • [x] in the All Zooms tab, select the green down arrow next to Zoom# in column A
    • [x] under 'Filter by values', select 'Clear'
    • [x] select the Zoom account you want to work on first, so that a 'tick' appears next to it
    • [x] select OK
  • [x] create a filter for Zoom Account in resource 3.0
    • [x] go to the Audit tab in resource 3.0
    • [x] select the green down arrow next to Zoom Account in column R
    • [x] under 'Filter by values', select 'Clear'
    • [x] select the same Zoom account you selected in resource 2.0 , so that a 'tick' appears next to it
    • [x] select OK
  • [x] for meetings that match in both resources, fill in the following corresponding data from resource 2.0 into resource 3.0
    • [x] Zoom Account
    • [x] What the Zoom Meeting Title Currently says
    • [x] Meeting Weekday
  • [x] for meetings that match in the Zoom Setup Spreadsheet but not in the Zoom meeting audit spreadsheet
    • [x] Select 'NO' for the Zoom Account column (F)
  • [ ] for meetings that are in the Zoom meeting audit spreadsheet but not in the Zoom Setup spreadsheet
    • [ ] add a new row for each missing meeting and fill in the following corresponding data from resource 2.0 into resource 3.0
    • [ ] Zoom Sheet(this sheet)
    • [ ] Zoom Account
    • [ ] What the Zoom Meeting Title Currently says
    • [ ] Meeting Weekday
    • [ ] Meeting Time Start (Pacific Time)
    • [ ] Meeting Time End (Pacific Time)
    • [ ] Meeting Recurs
    • [ ] Zoom Account
    • [ ] Notes (Add the following text: Meeting in Zoom Meeting Audit but not in this spreadsheet)
• [x] undo all filters
• [x] remove status: ready for Zoom reconciliation label
• [x] add status: ready for calendar event reconciliation label
• [x] check the box for Reconcile the new sheet with the Zoom Meeting Audit in the Action items of this issue
• [x] close the tabs you just opened (wiki, spreadsheets)
• [x] hide this comment as RESOLVED, you are finished with this step

[Rabia2219]

Reconcile the sheet with the Calendar Event Audit Tab

• [x] open resource 3.0
  • [x] access the Calendar Event Audit tab
• [x] duplicate resource 3.0
  • [x] access the Audit tab
  • [x] view side by side
  • [x] for each event, fill in the following corresponding data from the Calendar Event Audit tab into the Audit tab
  • [x] Team Calendar
  • [x] What the Team Calendar Meeting Title Currently says
  • [ ] if event on calendar is not on the Audit sheet
  • [ ] ?
  • [x] remove status: ready for calendar event reconciliation label
  • [x] add status: ready for Slack reconciliation label
  • [x] check the box for Reconcile the sheet with the Calendar Event Audit Tab in the Action items of this issue
  • [x] close the tabs you just opened (wiki, spreadsheets)
  • [x] hide this comment as RESOLVED, you are finished with this step

[Rabia2219]

Reconcile the new sheet with the Slack Audit

• [x] open resource 3.0 in a new window
• [x] open resource 4.0 in a new window
• [x] view side by side
• [x] for each meeting in the Audit tab in resource 3.0
  • [x] search resource 4.0 for any kind of mention (meeting reminder, agenda bookmark, etc.)
  • [x] update Slack Mention in the Audit tab in resource 3.0
  • [x] update What the Slack Mention Currently has the Meeting Title listed as in the Audit tab in resource 3.0
• [x] remove status: ready for Slack reconciliation label
• [x] add status: needs post audit recommendations document label
• [x] check the box for Reconcile the new sheet with the Slack Audit in the Action items of this issue
• [x] close the tabs you just opened (wiki, spreadsheet, document)
• [x] hide this comment as RESOLVED, you are finished with this step

[Rabia2219]

Create Recommendations & Next Steps document

• [x] go to Template for Post Audit Recommendations
• [x] Select USE TEMPLATE button
  • [x] add a link to the new document at resource 5.0
    • [x] rename file by replacing [Project Name] with the project name you are performing the audit for
    • [x] move file to the Org Level Audits folder in the project's drive
      • [x] choose move icon or file menu item, Move in the [Project Name] Meeting Audit' document
      • [x] use back arrow (top left)
      • [x] choose Shared Drives
      • [x] open project drive
      • [x] open folder inside project drive (with same name as project drive)
      • [x] open the Org Level Audits folder
      • [x] choose Move here
      • [x] choose Move
• [x] remove status: needs post audit recommendations document label
• [x] add status: ready for recommendations label
• [x] check the box for Create Recommendations & Next Steps document in the Action items of this issue
• [x] close the tabs you just opened (wiki and document)
• [x] hide this comment as RESOLVED, you are finished with this step

[Rabia2219]

Customize and add recommendations to resource 5.0

• [x] open resource 5.0
• [x] open resource 3.0 in a new window
• [x] view side by side
• [x] change [Replace PROJECT NAME] to project's name throughout resource 5.0
• [x] update the footer data
• [x] review resource 3.0 for discrepancies
• [x] in resource 5.0, check the discrepancies NOT found
• [x] compile the Slack message to be sent to team lead(s)
  • [x] choose one of the sample messages to customize (create a new one if none fit)
  • [x] delete the sample messages that do not apply
  • [x] change [Replace PM HANDLE] to team lead's Slack handle (add more than one if required)
  • [x] add your findings and recommendations
  • [x] add links to resources 3.0 and 4.0 where required
• [x] copy the compiled Slack message
• [x] access the appropriate project channel on Slack
• [x] paste the copied message
• [x] add/check Slack handle(s) and send
• [x] paste the sent message in this comment
• [x] remove status: ready for recommendations label
• [x] add status: waiting on team feedback label
• [x] check the box for Customize and add recommendations to resource 5.0 in the Action items of this issue
• [x] close the tabs you just opened (wiki, document and spreadsheet)
• [x] hide this comment as RESOLVED, you are finished with this step
• [x] move the issue to the 'Questions/Review' on the project board

[Rabia2219]

Slack Communication

@Yasaman (Yas) I have just finished an audit of the zoom accounts and am now trying to correlate them with the team's calendars and Slack references (pins, bookmarks, topics, reminders).

It seems like in the Zoom Setup spreadsheet that Design Systems has reserved 3 different meetings per week, however we are not seeing all of those meetings on the Zoom account(s) mentioned. There is also a meeting mentioned on the Design Systems calendar that is neither on the Zoom Setup spreadsheet nor in any Zoom account.

Please review the [Design Systems: Meeting Data Audit and Reconciliation spreadsheet](https://docs.google.com/spreadsheets/u/0/d/1NgOEIU3cRQie8YjNrRDpCcLDh23gyocA9Xl8SNxKKEg/edit) and do the following for each appropriate status:

If the meeting is canceled permanently:
Delete them from the Zoom Setup Spreadsheet
Delete them from the team calendar
Open a [ticket at VRMS](https://github.com/hackforla/VRMS/issues/new?assignees=&labels=1+week+change+request&template=add-edit-team-meeting-time.md&title=Meeting+time+change+request+for+%5BProject+Name%5D) to let them know which meetings to delete from VRMS data (if any)
Remove references to meetings (if any) in the places where they are mentioned via your Slack Channels (see [Design Systems: Slack Audit document](https://docs.google.com/document/u/0/d/1YqYVd2n695Bs_gWL7EvKcyHjpnHzvVwlL1Bvzr7cAZw/edit) for details)

If the meeting is valid and ongoing:
Add the meeting to the Zoom account mentioned
Revise the titles for the meetings to be in this format everywhere [Project Initials: Name of meeting] ( please do not add the word meeting)
If it is a meeting for Research, call it Design Systems: Research
If it is a meeting for Design, call it Design Systems: Design
If it is a meeting for both, call it Design Systems: Design/Research or Design Systems: UI/UX
If it is an All Team meeting, call Design Systems: Team
If It is a Product or Project Management meeting. call it Design Systems: PM
Open a [ticket at VRMS](https://github.com/hackforla/VRMS/issues/new?assignees=&labels=1+week+change+request&template=add-edit-team-meeting-time.md&title=Meeting+time+change+request+for+%5BProject+Name%5D) to let them know which meetings you have
Update or create the Slack pins, bookmarks, topics and reminders that you might need (see [Design Systems: Slack Audit document](https://docs.google.com/document/u/0/d/1YqYVd2n695Bs_gWL7EvKcyHjpnHzvVwlL1Bvzr7cAZw/edit) for details)

For the meeting missing in both the Zoom Setup spreadsheet and any Zoom account
(It is titled Design Systems team/Bonnie and has been added to the Zoom Setup spreadsheet)

Please review [Google Calendar: Change owner of calendar invite](https://github.com/hackforla/product-management/wiki/Google-Calendar:-Change-owner-of-calendar-invite) and transfer the meeting’s ownership from [yasaman.roostaeian@gmail.com](mailto:yasaman.roostaeian@gmail.com) to [designsystems@hackforla.org](mailto:designsystems@hackforla.org).

Please write back to us here and let us know you are done or contact us via the #Admin channel to set up a meeting.