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hackforla / ballotnav

A repository for HackforLA's BallotNav project
https://BallotNav.org
GNU General Public License v2.0
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BallotNav PM Meeting Agendas and Notes #461

Open kcoronel opened 2 years ago

kcoronel commented 2 years ago

Overview

Meeting Agendas for BallotNav PM meetings

Action Items

To create a new agenda

Resources/Instructions

The prework (if any)should be done before the meeting so that it can be discussed during the meeting. It usually takes about 5 min, if your team reaches all issues being labeled and milestones setup. During cleanup it typically takes about 30 min weekly.

Template for next meeting agenda

## [Date] Agenda  and notes

### Prework
- [ ] issue for audit [to be added once there is an issue]

### Roll Call

#### Recurring items: Happens on the PM Sunday meeting
 - [ ] Accountability and Support Check.
    - [ ] Review assignments for each PM
       - [ ] [Bonnie](https://github.com/hackforla/admin/issues/assigned/ExperimentsInHonesty)
       - [ ] [Karen](https://github.com/hackforla/admin/issues/assigned/kcoronel)
 - [ ] continue adding labels to the issue that are still missing them (see audit links above)

#### New Items
- [ ] 
- [ ] Make new agenda for next week
  - [ ] Carry forward the "New Items" that we did not get to look at today

#### FYIs

#### Notes from meeting

#### Items for next week's agenda

Meetings Past and future

2022-01-08

kcoronel commented 2 years ago

2/19/22 Agenda and notes

Prework

Roll Call

Karen Stacey Layne Gayathri

Recurring items: Happens on the PM meeting

New Items

FYIs

Notes from meeting

Next Agenda

kcoronel commented 2 years ago

2/19/22 Agenda and Notes

Prework

None this time.

Roll Call

Recurring items:

This is the first meeting as a new PM team with Bonnie

New Items

Notes from meeting

MVP document review

After reviewing the MVP document with Bonnie, she gave us the following suggestions:

  1. Build a flexible interface for updating the location data that is easy to use.
    • we can create a hierarchy of who can validate ex: state/county/jurisdiction says here's a list of the counties and the authorized users, here's their email address, create accounts for them and then we onboard them (welcome email, FAQ, etc.)
    • interface can be modeled to the rules/laws around jurisdiction ex: Jurisdiction A allows you (the voter) to drop off the ballot your ballot. If for some reason, you are designating someone to drop off your ballot you must sign the affidavit form found on our site. No person can drop-off more than two ballots (the second ballot must comply with the aforementioned affidavit).
    • show what kind of drop-off is this (in-person only, ballot drop box only, in-person and ballot drop box) and the selection criteria that data input person can select (name of location, hours, address,etc.) and then it builds a profile for you. This way we can get universal results across the app.

This is Bonnie's hypothesis on why updating election information may be difficult for a jurisdiction. This hypothesis would need to be validated via user research. 1. A website to put the ballot/election information on it that is easy to update which most government sites are not 2. An interface where someone non-technical can enter data. If you spread the labor to last mile, everyone is doing less work and updates will be made faster.

  1. Data sharing. All data should roll to Ballotnav.org. Even if jurisdiction has a site they can stand-up, there should be an API connection where they dump their data on the regular.

  2. Data Security. An example for how to go on about building this is from Amazon who uses mechanical turf- where you can part out work to people and what you do is overlap work so that multiple people are checking the same thing. That enables you to validate a person's listing. EX: If a person's listings are marked as 'BAD' (updates don't match), then you would remove all of their data.

Bonnie's proposed V1 for BallotNav

This can be the lowest lift possible for the team, and the team stands to gain a lot of user research. Ex: what worked, what didn't work, can I watch you put the data. Plenty of opportunity to continuously improve the database.

Create a BallotNav Board of Advisors Better off to partner with big players in democratic space. Create a Board of Advisors to partner with. Sharing with them the problem we're trying to solve and how to best solve for it. A few organizations we can reach out to are Vote.org, Black Voters, and others. Looking for people who are pro-voter and making it as easy as possible for folks to vote.

A few things that the advisory board can support us with:

As the MVP proposal stands-packaging software and giving it away for jurisdiction to manage- can be an issue because it creates bad competitors and overpopulates the market.

Questions that need to be taken to team:

  1. Question for development team - Can we bookmark a county? Ability to embed to government site?

Immediate next steps:

Items for next week's agenda

layneam commented 2 years ago

Suggestions for "create a list of things that may be of value to stakeholders as we talk to them", to discuss @ PM meeting

kcoronel commented 2 years ago

2/28/22 Agenda and notes

Prework

Roll Call

Stacey Gayathri Layne Punit Karen

Recurring items: Happens on the PM Sunday meeting

New Items

FYIs

Notes from meeting

Items for next week's agenda

kcoronel commented 2 years ago

3/7/21 Agenda and notes

Prework

Roll Call

Stacey Gayathri Layne Karen

Recurring items: Happens on the PM Sunday meeting

New Items

FYIs

Notes from meeting

Items for next week's agenda

kcoronel commented 2 years ago

3/14/21 Agenda and notes

Prework

Roll Call

Stacey

Gayathri Karen

Recurring items: Happens on the PM Sunday meeting

New Items

FYIs

Notes from meeting

Notes from Gayathri's tasks Taking a look through MVP document, and scheduling another meeting with Drew. Questions: 1/ how much work will it be to convert to a service model rather than open source model. 2/ what are the costs that may be implicated with service model Gayathri will put together a document with notes from meeting with Drew in one issue

Karen: Share analysis document in the issue - https://docs.google.com/spreadsheets/d/1B9MME1LUqGXZvX5MsTWlGFJ6ETvHy4Eu3SFKg4d2iBA/edit?usp=sharing Add Carrie to repo when she completes roster Karen to send updated link for 1-pager Work on presentation

Stacey: created new issues for UI/UX team and all can be found in the new issue approval column. Asked team to take a look at the issues and have feedback in time for tomorrow's team meeting.

Stacey wasn't able to attend meeting due to communication issues. Bonnie recorded meeting and will add to BallotNav drive. Stacey will summarize video.

Stacey will reach out to Carrie (UI/UX) to ask her to complete the roster and read through wiki. Karen will add Carrie to repo.

Layne: please update onboarding and offboarding ticket so that it can be used with new members.

Items for next week's agenda

kcoronel commented 2 years ago

3/21 Agenda and notes

Prework

Roll Call

Stacey Layne Gayathri

Recurring items: Happens on the PM Sunday meeting

New Items

ON PAUSE ~- [ ] Creating a two-week sprint for the external docs we want to get done quickly/prioritize

FYIs

Notes from meeting

Team went through retro found here Team discussed retros and all agreed we needed to better identify the problem we are solving for Talk about approach with ui/ux team - discuss how we will tackle this problem would they approach partners with solution we have or would they do a survey first, etc.

Agenda for team meeting ui/ux will give key takeaways and timeline from their prior meeting layne to lead discussion from summary

Items for next week's agenda

ExperimentsInHonesty commented 2 years ago

Please add to next agenda, doing a cleanup of old agenda issues

kcoronel commented 2 years ago

3/28 Agenda and notes

Prework

Roll Call

Stacey Layne Gayathri Karen

Recurring items: Happens on the PM Monday meeting

New Items

ON PAUSE ~- [ ] Creating a two-week sprint for the external docs we want to get done quickly/prioritize

FYIs

Notes from meeting

Items for next week's agenda

staceyrebekahscott commented 2 years ago

[04/04/22] Agenda and notes

Accountability and Support Check. Update on current progress for each PM

Stacey:

Created project for Market Fit Research. I am adding new issues and working on a project charter/plan.

As per our UX meeting on Tuesday, the UX team have been adding to a doc in Drive called "Market Fit Research brainstorming". The goal for this week was to continue adding to this doc, expanding on the topics of research techniques, partnership organizations, competitive analysis of direct competitors and existing research on the state of voting via ballot drop off. The team has been adding to this doc all this week. All of these will be issues in the project.

I have also encouraged discussion in the ballot nav design channel in Slack. All updates will take place there and in the issues in lieu of a UX meeting on Monday. Rather than following the regular format of the accountability check during the team meeting, I'd like to present a short update and open it up to the other team members to add what they have worked on, either verbally or via the Zoom chat. I'd like to see if this is a more productive (and interesting) way to run the meetings and get updates from members.

My goal this week is also to organize a summary of the status of the Board of Advisors project. I want to summarize the call with Jyoti Nanda, and write up a project plan. Karen said she would share the current status of the BallotNav project with Bonnie, and I will send her the summary of the Board of Advisors project so she knows it was not dropped completely. Either she will be OK with us picking it back up again once the Market Fit Research is done, or if she decides she wants another team to work on it, it will be in a form that it can be transitioned to another team.

Update: Created issues in the project, and assigned to team members. Searched through Guides tracker and found some UX Research and PM guides, but could use help finding more (See issues #483 and #488 for the guides I've found so far.) I also found some articles on asynchronous communication and running virtual meetings.

Karen:

Worked with Layne on cleaning up the repo! For this week I will work on making sure all files have been moved to the google drive folder and help support Stacey with the following - I'll @ mention you in the issues for this, but I would like to find any applicable guides that exist that we can use or perhaps improve upon for each issue. For example, I am looking at the guide for How To Write a Research Plan: https://docs.google.com/document/d/1ovSBNVkuizZD2EMOE2w522_x-sOAzQBEheMqfPWmQKk/edit# and I am finding it a bit confusing. I think it would be a good exercise for the team to also be working on a guide, to either improve on an existing one, like this research plan, or to create a new one. I want to stick to the methods that HfLA wants to promote. So I could use some help finding guides and linking to them in the issues.

Layne:

Gayathri:

New Items

FYIs

Notes from meeting

Items for next week's agenda

staceyrebekahscott commented 2 years ago

[04/18/22] Agenda and notes

Roll Call

Accountability and Support Check. Update on current progress for each PM

Stacey:

Karen:

Layne:

Gayathri:

Notes from meeting

Items for next week's agenda

staceyrebekahscott commented 2 years ago

[05/02/22] Agenda and notes

Roll Call & Accountability Check

Stacey:

Karen:

Layne:

Gayathri:

New Items

FYIs

Items for next week's agenda

staceyrebekahscott commented 2 years ago

Notes from PM Meeting 06/21/22:

To Do:

staceyrebekahscott commented 2 years ago

Notes from Async meeting on 06/27/22:

Layne:

Stacey:

Karen: