EA Team Planning Agenda

[jamiesiu]

Overview

This issue tracks agenda for Monthly Meeting for All Teams. The meeting is the first (full) week of every month on Friday at 10:30 AM PT. Product Roadmap in Miro Board is attached in #615

[YR-MO-DAY] Agenda and Notes

Roll Call

• [ ] Product Team
• [ ] UXR team
• [ ] Content team
• [ ] Desigm team
• [ ] Development team

Review of Past Month (by team)

Our Overall Direction

What's Next Month / What we need from each other / Dependencies (by team)

[ValeriyaMetla]

9/9 Meeting Notes

Review of Past Month

Design

• responsive designs
• want to complete LP changes / short input boxes - carrying over to this month
• advice page for LG
• Footer mobile update

  Content

• must-haves
• Irene got a job and transitioned from project, Sam main person for now
• user journey tabled for later
• source of truth for Content (Figma) - lot of work
• Content Design System deferred to after IUT2

  Research

• onboarded 3-4 new ppl
• develop basic user journey
• IUT2 - research plan and task plan in place from IUT1. want to know more about design changes
• outreach plan good to go. Survey planning to send to legal clinics is ready. Survey for target users for insight into terminology

  Dev

• few changes from IUT1 implemented
• slowing down bc other devs Sydney busy with work and Daniel transitioning out likely soon. Will need to find / recruit new devs.
• want to get to MVP state asap so just bug fixes later.

Our Overall Direction

Collab does take time. Some scope added

• Content has 4 issues to complete
• What's possible in Dev? new functionality or re-organizational asks? LG categories addition. Shifting naming, option to add more children, variable sentences. Changes seem reasonable to Dev.
• Design changes - finalizing categories view, short form length, LP reorg - aiming to show by next Dev Design meeting. Past dependencies - Design needs to update certain aspect e.g. Content width not consistent or unclear. Better now since we have this info
• we agree to move forward with IUT2 efforts and also pursue survey outreach in parallel

What's Next Month / What we need from each other / Dependencies

What do we need to get this in front of users? Can we just test with real users now?

Dev

• 659 - this is ready for dev

• assign tickets directly to Daniel for now since it's mainly them for Dev

Content

• terminology survey in collab with UXR
• which options to go forward with
• go back to Content Design System work once must-haves done
• Sam sharing what's happening on Content/Design over to UXR

Research

• surveys ready to go in few weeks. need Bonnie approval prior to distribution
• planning for IUT2. need from Design/Content to know about scope and what feedback they need
• Partner Outreach Survey goal - get a sense of how legal clinics use letters, establish prospects/potential partners
• UXR - what do we want to know from must-have feedback (Design/Content changes)

Design

• get feedback for wireframes e.g. parenting flow, LP potential updates
• get FAQ page done, update popups (see what's possible/not in coming weeks)
• Splitting up work so can get to Dev quicker - illustrations, parenting flow, etc

Product

• collective support for teams
• checking with Bonnie
• Public facing wiki - not urgent? we need this before putting in front of target users (lower priority than and not blocker for IUT2 and survey outreach). Consent for tester users. Need for flexibility for last minute changes. Options like Notion?

[ValeriyaMetla]

@jamiesiu can you schedule in Google calendar this meeting till the end of the year, for October, November and December. We can identify exact dates on Monday 9/19

[jamesshin27]

2/3 Meeting Notes

Attendees: Anita Morales Kelsey Robbins Serena Sanders Sheron Virani Sydney Walcoff Thomas Demoner Yumeng Luo Sofia Laguna Kevin Moutoucarpin

Review of Past Month (by team) Design

• Assessed team's bandwidth and improving team's workflow
• Focusing on design system, collaborating with the content team

Research

• Working on research documentation (past and current)
• Team has gotten drastically smaller, onboarding new team member (Sofia is new)
• Brainstormed research objectives for the roadmap and finishing planning the objectives for February
• Handed over IUT2 plan from content/design team and will be creating research plan (possibly just for the landing page for now? waiting for the dev team)
• Kelsey recorded a github tutorial (in the Google drive research team): https://drive.google.com/drive/u/0/folders/1IGHX-b8aDYGh1zRsYuV_XpHiFFjzbkyh

Dev

• Recruiting and interviewing new developers
• Working on current issues
• Can't onboard Phillip to have him start working on the project
• Landing page still needs to be updated from design for the research team to start user testing
• Design can create a protoype on Figma for user testing if the dev team is too busy but Dev will prioritize the landing page:

Our Overall Direction

Design

• Making sure all the wireframes are updated (mobile and web), working on it in Feb
• Auditing the wireframes in February to create a standard guideline
• Working on documentation and having all the information in one place for transparency: Archiving and saving older designs
• Outlining the start page for the dev team

Research

• Recruiting more researchers in February
• Adding research into table of contents to have more transparency during onboarding

Dev

• Updating documentation for onboarding
• Prioritizing the landing page

What's Next Month / What we need from each other / Dependencies (by team)

• Talk about AI (chatGPT) and how that impacts our team in our all team meeting next week
• How our website protects privacy of the people compared to AI
• Dev team will prioritize making updates to the landing page based on the design team's feedback so that the research team can start user testing.

[jccchurch]

[4/14/23] Agenda and Notes

Roll Call

• [x] Product Team
• [x] UXR team
• [x] Content team
• [x] Design team
• [x] Development team

Attendees

Product team: Thomas UXR team: Yumeng, Danielle Content team: Sam Design team: Anita, Julia Development team: Sydney

Miro board

Access is view only - working to fix so we can all update the board going forward

Review of Past Month & Upcoming Direction

Design

• Audit color styles and standardize colors
• Onboard new designers
• Clean UX Design related issues on board
• Collab with content to present UXR slide deck
• Finalize Figma mobile wireframes/wrapping up IUT2 - shared w research team - scheduling a time

Content

• Figma & Content SOT - demoing tools - will present to the board - will collaborate with other HFLA teams on potential CMS
• Clean UX Design related issues on board
• Update & Designify content guidelines - Sam created those when she first joined - intention is to make it more useful to other teams
• Finalize Figma mobile wireframes/wrapping up IUT2

Research

• Continue to distribute surveys - main priority
• Team has lost some members so that has held up progress, onboarding new people
• Complete IUT2 - other priority - need more people recruited within HFLA
• Complete survey analysis - trying to finish
• Update Wiki docs - not finished due to someone left, plan to try to finish soon based on onboarding new team
• Issue to bring up with Bonnie: need another round of UT with real users
• Distributing surveys - need help from a PM - need a contact for the social media platform to post & repost surveys
• Sam mentioned that there was no social media point person at this time - need to figure out who will handle that
• Google drive is mostly organized now
• Roadmap was finished

Dev

• Main goal - clear out backlog & get to IUT testing
• Dev team completed updates to the landing page based on the design team's feedback so that the research team can start user testing

What's Next Month / What we need from each other / Dependencies

- Talk about AI (chatGPT) and how that impacts our team

• We've had the discussion - there are privacy concerns. Our typical user is distrustful - inherent privacy issues in general
• Can chatGPT make the letter sound more colloquial - maybe add Grammarly?
• ChatGPT fabricates information and uses same format repeatedly - another reason why we might not want to use
• Maybe add info in landing page on how to use ChatGPT if users want - with warning about potential privacy concerns & info on how EA would be more safe

- Yumeng mentioned a collaboration with a legal clinic - there are training materials on how to write a letter. There is a gap between petitioner and judge because of educational background. Judge may not receive the letter well - need way to tweak to match background of audience

• What's useful for letter generators? How can we target it to the judge/lawyer audience through storytelling?

- How EA protects privacy of the people compared to AI -

• EA doesn’t save information past a session - forms are cleared with refresh - personal info is not stored in our system
• Make this more obvious on landing page - Design & Content would like to test

- NEW TEAM MEMBERS/ TEAM NEEDS

• Onboarding new members to UXR, Design - more info to come
• Analicia - research lead - onboarding as UXR PM
• Calendar/Meeting management - Julia will assist with calendar updates & adding new team members
• Thomas is managing Dev calendar
• UXR is on an island - arrange a meeting once/twice a month for Des/Content/UXR collab
• Will add UXR members to design & content collab on Fridays & will update time if needed

[jccchurch]

[5/5/23] Agenda and Notes

Roll Call

• [x] Product Team
• [x] UXR team
• [x] Content team
• [x] Design team
• [ ] Development team

Attendees

Product team: Lane UXR team: Analicia, Yumeng, Danielle Content team: Sam Design team: Julia Development team:

Miro board

Access is updated. Current link: https://miro.com/welcomeonboard/Z0tpZWFDZ3JqR3k2YUxoak9PSk5HdGNzMEZmMTAzVlgyM0JpQk9aSFVOV3lCakJhOHFGVDhUSzFjQU44SHllaXwzNDU4NzY0NTE4MjczODQ4ODg0fDI=?share_link_id=684428338363

Review of Past Month & Upcoming Direction

Product

• New PMs - Analicia & Lane
• Setting new PM-ORG meeting w/ Bonnie

Design

• New Designers - Michelle & Liz
• Audit color styles and standardize colors
• Clean UX Design related issues on board
• Finalize Figma mobile wireframes/wrapping up IUT2 - shared w research team - scheduling a time

Content

• Figma & Content SOT
• Clean UX Design related issues on board
• Content guidelines - Continue
• Finalize Figma mobile wireframes/wrapping up IUT2
• Rework Product Principles cross functionally

Research

• Continue to distribute surveys - main priority
• Complete IUT2 - other priority - need more people recruited within HFLA
• Complete survey analysis - trying to finish
• Recruit new co-lead

Dev

• New PM - Lane
• A couple new members dropped
• Finished issues for IUT2?
• Need to clean up open issues on board

What's Next Month / What we need from each other / Dependencies

• Project Goals, Principles & Product Vision
• Reassessing the Roadmap & Milestones (official launch for web & mobile?)
• Update One Pager: https://docs.google.com/document/d/1JFZGKxeEBWVak_GATgIt0Knyr9_gJ15CBirynebb4tg/edit
• Project Branding: Zoom Background, About section on landing page, No longer under Github, etc
• Collaboration with a legal clinic/Grammarly/language assistance?
  • What's useful for letter generators? How can we target it to the judge/lawyer audience through storytelling?
• Open to team

- NEW TEAM MEMBERS/ TEAM NEEDS

• UXR is on an island - arrange a meeting once/twice a month for Des/Content/UXR collab
• Onboarding process improvement: https://github.com/hackforla/expunge-assist/issues/666
• Team meeting times - opening up meetings to encourage cross-functional collaboration

Meeting Notes

Content

• Content team has grown
• For UT2 - Have content priorities nailed down
• For UT2 - What does design want in terms of priorities?
• Moving thru guidelines
• Considering tone of voice

Research

• Survey distribution & recruiting for IUT2
• Planning for additional testing
• Yumeng stepping down as co-lead - Analicia stepping up as co-lead
• Finished wiki pages for now

Team Needs

• Which team does finding a community partnership fall on? Historically research team - but Sam cautions to make sure to go through Bonnie in specific way

• Need Access to real participants/users for surveys/testing

• Staying up to date with legal & policy issues - language

• So many resources out there to tap into that align with Bonnie's vision

• Yumeng mentioned some research has already been done in this space - she thinks its more about how we want to report it

• Analicia will share some resources through a link

• Slide deck - that is our current product vision

• Lost original partner - which was a legal clinic that dropped out from project - did research with UCLA

• Not clear which direction to go now that we have no official user

• Need to do more research - who is this project for? Who is a good fit?

• Honest Jobs? They are interested in our product

• For letter language - looking at Word Criminal

• Design & Content are collaborating more now - want to partner more with Research

• Currently EA has no marketing ppl - there was previously someone but he left - might be something we want to open ip to Bonnie

• Need established presence in social / marketing

Goals for Next Month

• Each team to define: High level goals
• What are the most important things to work on?
• What do we need immediate assistance with?
• How will these goals drive the project forward to launch?

Open Action Questions/Items:

• How can the Research team's work help the other teams?
• Who is our User? - What organizations/people are interested in the EA project? Who are we helping? Who is getting the letter and is it in the appropriate language?
• What is our overall Product Vision? How will this affect our branding/content/language/research/etc
• Who is our marketing/social/Portfolio Manager person or team - can we establish one?
• Examine & Redefine the Product Roadmap based on these factors
• Meet with Bonnie to align goals and ideas (meeting time TBD)
• Need more info on MERL transition & correct language
• ORG chart & Team meetings - Miro board for a visual - how can we utilize without creating extra work/things to update?

[amejiamesinas]

[6/2/23] Agenda and Notes

Roll Call

• [X] UXR team
• [X] Content team
• [X] Design team
• [X] Development team

Attendees

UXR team: Analicia, Danielle Content team: Sam Design team: Julia Development team: Lane, Tom

Miro board

Meeting Goals

Completing Miro Board to prepare for Product Demo

• Define our user stories
• QUESTIONS:
  1. What is the teams biggest road block at the moment?
  2. What needs to be accomplished before a product demo?
  3. How long do you estimate that will take?

Meeting Notes

• Brainstorming for demo with Bonnie- Web version and/or mobile version
• Arrange product demo around webpage - and plan for future demo of mobile version
• Is app downloadable? --> not an app, but a website
• Is there a plan to convert to an app format? Not at the moment, we can follow up with Bonnie

Miro Board Discussion- Design

• Anita is out, so Julia will follow up with her to update board
• User story- user is someone who is justice impacted, gone through court system, needs letter of expungement, to help clear record. We want to clarify this as much as possible.
• Biggest roadblock is not knowing where we are with Branding. Branding originally set with other partner, but not sure if it works with end user.
• Design is ready to move forward with product demo.
• We should be oporating as if we are clear

Content

• Source of Truth, but not a roadblock for demo.
• Dev implementing IUT1 solutions
• 2 Target user groups: person who needs to clear record, and legal professional (clinic or partner)

Research

• No major road blocks for demo. Currently working on IUT2 and following up on Terminology Survey
• Can update user personas from code for America
• PM's and teams can continue to plan for
• Can we incorporate IUT1 takeaways for demo with Bonnie
• Research will collaborate with Sam and Anita

Dev

• No major road blocks preventing demo
• Question around Privacy Policy- we need a legal person who can help us put that together. Website currently states privacy policy. Can collaborate with Bonnie and research for more.
• Question about IUT2- close to ready, just closing a couple issue.

Looks like we are in a good place for a demo. What would a demo look like?

• Product slide tech of product component (mission, users, etc), with live demo and generate a letter.
• Julia will develop iterative slide deck template for each team to contribute
• Site Map available on Figma
• Open Questions about AI tools for the letter generator and current autogenerated text tool. Is generator the right term?
• Potential date for Demo, will follow up with Bonnie.

Goals for Next Month

• Prep for product demo

Open Action Questions/Items:

• How can the Research team's work help the other teams?
• Who is our User? - What organizations/people are interested in the EA project? Who are we helping? Who is getting the letter and is it in the appropriate language?
• What is our overall Product Vision? How will this affect our branding/content/language/research/etc
• Who is our marketing/social/Portfolio Manager person or team - can we establish one?
• Examine & Redefine the Product Roadmap based on these factors
• Meet with Bonnie to align goals and ideas (meeting time TBD)
• Need more info on MERL transition & correct language
• ORG chart & Team meetings - Miro board for a visual - how can we utilize without creating extra work/things to update?
• • Project Goals, Principles & Product Vision
• Reassessing the Roadmap & Milestones (official launch for web & mobile?)
• Update One Pager: https://docs.google.com/document/d/1JFZGKxeEBWVak_GATgIt0Knyr9_gJ15CBirynebb4tg/edit
• Project Branding: Zoom Background, About section on landing page, No longer under Github, etc
• Collaboration with a legal clinic/Grammarly/language assistance?
  • What's useful for letter generators? How can we target it to the judge/lawyer audience through storytelling?

[amejiamesinas]

[7/7/23] Agenda and Notes

Roll Call and Introductions

• [ ] UXR team
• [ ] Content team
• [ ] Design team
• [ ] Development team

Attendees

UXR team: Content team: Design team: Development team:

Meeting Goals

Brainstorm EA attributes and begin drafting Mission Statement Use Figma Board to brainstorm Mission Statement.

Additional Updates

• Bonnie will demo product on 7/7
• PM team has follow up discussion with Bonnie on 7/21
• Meetings will guide ongoing vision planning and roadmapping for team

Meeting Notes

Goals for Next Month

• Complete Product Demo and revise roadmapping and planning

Open Action Questions/Items:

[lmitch10]

Roll Call and Introductions

• UXR team • Content team • Design team • Development team

Attendees

UXR team: Analicia, Danielle, Rong Ann, Beth, Genggeng, Travis, Content team: Sam, Design team: Anita, Development team: Sydney, Lane Meeting Goals Brainstorm EA attributes and begin drafting Mission Statement Use Figma Board to brainstorm Mission Statement.

Additional Updates

• Bonnie will demo product on 7/7 • PM team has follow up discussion with Bonnie on 7/21 • Meetings will guide ongoing vision planning and roadmapping for team

Meeting Notes

• See Figma Notes

  Brainstorming Needs:

• Process we use- how can improve process around Github to ensure easily flow of communication between teams

• what is the hope/plan for how people (legal aid, lawyers, people who want to expunge) will find out about Expunge Assist?

• How to make use of this activity, and what is our process from this kind of activity?

  Goals for Next Month

  • Complete Product Demo and revise roadmapping and planning

  Open Action Questions/Items:

[amejiamesinas]

[9/1/23] Agenda and Notes

Roll Call and Introductions

• [ ] UXR team
• [ ] Content team
• [ ] Design team
• [x] Development team

Attendees

UXR team: Content team: Design team: Development team:

Agenda

[ ] EA Team Updates [ ] EA Team Needs [ ] IUT 2 Insights [ ] Next Steps

Meeting Notes

Goals for Next Month

Open Action Questions/Items:

[lmitch10]

[9/1/23] Agenda and Notes

Roll Call and Introductions

• [x] UXR team
• [x] Content team
• [x] Design team
• [x] Development team

Attendees

UXR team: Content team: Design team: Development team:

Agenda

[ ] EA Team Updates [ ] EA Team Needs [ ] IUT 2 Insights [ ] Next Steps

Meeting Notes

Roadmap changes Julia stepping down, Lane and Analicia will be vetting the potential new PMs

Content: Voice and tone updates New words/keywords Update content guidelines Prioritization after IUT2 Dev: Onboarding Behind the scenes tickets fulfilled Waiting for new tickets Project Manager will be hopping on meetings next week

UIT2: Sample base had UX experience Sample base had never used the EA page Easy navigation and easy to understand how to use the product Potential “how it works” to make content more accessible Trust/Data Security Need to match the tone

[amejiamesinas]

[10/06/23] Agenda and Notes

Roll Call and Introductions

• [ ] UXR team
• [ ] Content team
• [ ] Design team
• [x] Development team

Attendees

UXR team: Content team: Design team: Development team:

Agenda

[ ] Notetaker? [ ] EA Team Updates

• [ ] Team Needs
• [ ] Onboarding
• [ ] Offboarding
• [ ] Updating open roles for each team
• [ ] Slack Channel Bookmarks

[ ] Issues, timeline & roadmapping for each team

• [ ] Milestone: Prep Launch
• [ ] Identifying priorities for launch prep with timeline
• [ ] Workflow clarification: Separate or Joint Issues?
• [ ] Next Steps for Accessibility?

Meeting Notes

[amejiamesinas]

[11/03/23] Agenda and Notes

Roll Call and Introductions

• [x] UXR team
• [x] Content team
• [x] Design team
• [x] Development team

Attendees

UXR team: Analicia, Sofia, Ann, Sam, Genggeng Content team: Curtis, Emma, Thea Design team: Anita, Justin Development team: Sydney, Lane

Agenda

• [x] Notetaker: Analicia
• [x] EA Team Updates
• [x] Teams are growing, welcome new members
• [x] Open positions: Design PM, and Co-lead for Research Team
• [x] December Update: Hack for LA closed for December, no meetings
• [x] Hack for LA Events in December: See Bonnie post in Slack
• [x] New Team Roster](https://github.com/hackforla/expunge-assist/wiki/The-Current-Team)
• Autofilled from Roster
• Please edit as needed
• [x] Share/ Review Project and Team Roadmapping
• [x] Ice box issues with no dependency (https://docs.google.com/document/d/1LlFnc-rXG_gOS5tw9xWDfgSk05Lva7LHNusXheXTYdA/edit)
• [x] End of Year Exercise

Meeting Notes

• Introductions
• Last all team meeting of the year. Off in December, Resume with all team in January
• Team Updates (see agenda)
• Review of Roadmap - to be ongoing
• Discussion of Icebox protocols in alignment with HfLA, documentation to be developed for guidance
• Announcement: Please complete end of year exercise on Figjam board (link in agenda) - issue to be created

[amejiamesinas]

[02/02/24] Agenda and Notes

Roll Call and Introductions

• [ ] UXR team
• [ ] Content team
• [ ] Design team
• [ ] Development team

Attendees

UXR team: Content team: Design team: Development team:

Agenda

• [ ] Notetaker:
• [ ] Product Updates
• [ ] Design Updates
• [ ] Content Updates
• [ ] Research Updates
• [ ] Dev Updates
• [ ] Roadmapping and Priority Issues
• [ ] Any other updates?

Meeting Notes

[awellsbiz]

### Notes for 2/2/24 ALL TEAM MEETING

Attendance / Roll Call / Intros:

• [ ] Analicia

• [ ] Sydney

• [ ] Anthony

• [ ] David

• [ ] Mireya

• [ ] Sara

• [ ] Sylvia

• [ ] Emma

• [ ] Justin

• [ ] Anita

• [ ] Rong

• [ ] Cheryl

• [ ] Sam

• Curious to see what other teams are up to? Feel free to join in on a weekly meeting!

Product Updates:

• Prepping for Launch

Design Updates:

• Recap: Design systems
• Plan for Feb: Credits page, About us page, finalizing typography
• No need for more designers. If need more Analicia is there to help

Content Updates:

• Tag all leads & PMs (not just Sam) when messaging
• waiting on Research for prep launch
• credits pages and accessibility
• Voice and Tone

Research Updates:

• Reorienting priorities due to capacity
• Been figuring out "The best" terminology.
• User journey: trying to touch base with legal professionals for research purposes.

Dev Updates:

• Documentation
• Looking forward to Accessibility

Roadmapping by team:

• Design: PM to meet with Amanda (Branding) to create issues for branding in order to track progress.
• Content: refining voice and tone, credits page, accessibility, and review roadmap
• Product:
• Research: Terminology Survey, Revisiting User Journey,

Overall Roadmap:

• Launch Prep: How are we gauging when we are done?
• Bonnies Requirements and Accessibility
• Edit roadmap to where we are right now
• Add post clean up to roadmap
• We are in Launch Prep - fall under one umbrella for every team - no more milestones.
• Make a issue for warning users about beta version of product.

Other Updates:

[amejiamesinas]

[03/01/24] Agenda and Notes

Roll Call and Introductions

• [x] UXR team
• [x] Content team
• [x] Design team
• [x] Development team

Attendees

UXR team: Analicia, Sylvia, Ann, Melissa, Sam, Sara Content team: Curtis, Sam, Claudia, Cheryl Design team: Justin, Anita, Onwubu Development team: Sydney

Agenda

• [x] Notetaker: Anita
• [x] Documentation Process
  • Wiki
• [x] Collaboration
  • Proposal
• [x] One Pager
• [ ] Roadmap

Meeting Notes

• Sydney presented a new format for us to use Github:
  • Purpose: Make Github a center for documentation. Improve project management. Support async
  • We will now have 3 types of issues: epic, main, request. The difference between request and main are that main would need to be split into smaller issues for different teams. Request would have one assignee for that team. The new format is similar to grandparent = epic; parent = main ; request = baby issues.
  • Anyone can write an issue but this would mostly be used by PMs and Leads. If there is ever a time we don't know who to assign an issue, assign it to a PM would would then find someone to work on the ticket.
  • We also now have a new label: lead. Lead would be used to get that specific leads attention to either add to an issue or review an issue before closing. Leads can reach out to Sydney to create a "role: [team name] lead " if needed
  • A good tip for github bookmarking filtered pages to keep track of team issues
  • Q: Considering previous volunteers who are no longer on the team, how do we effectively use the "assignee" portion on a GitHub issue? PMs and Leads will be responsible for taking on those issues or reassigning
  • We don't always have to create an epic and should scale deeper for smaller issues that are past request.
  • We will be using this new format with new issues.
• Anita presented a proposal on restructuring Friday meetings
  • Feedback: Use Fridays as a space for ideation. Improve onboarding by creating onboarding templates for teams. Create guides on how to use GitHub and Figma and any other team tools we use. Want to be considerate of everyone's time and use meetings more efficiently
• We discussed One Pager which is needed for Bonnie meeting. One pager is something to be updated every year. Will update again once branding is complete.

[amejiamesinas]

[04/05/24] Agenda and Notes

Roll Call and Introductions

• [x] UXR team
• [x] Content team
• [x] Design team
• [x] Development team

Attendees

UXR team: Content team: Design team: Development team:

Agenda

• [x] Notetaker: Sylvia
• [x] Current Milestone Goals
  • Address Bonnie identified issues
  • Preparing to Submit to Hacker 1 (https://www.hackerone.com/company/open-source-community)
  • Accessibility (part 1)
  • Can Also Reference: FigJam
• [x] Team Updates
  • Setting Milestone Launch Prep Target Dates
  • Dev Team
  • Research Team
  • Content Team Team
  • Design Team
• [x] Research Presentation on color and Typography

Meeting Notes

MILESTONE

• Set target dates
• Recognize what issues speak to that

DEV UPDATE

• Priorities: credits page to apply for Hacker One (security project); Code for America and HfLA updates; accessibility testing (2 to 3 more issues to complete)
• Credits page currently in backlog
• Code for America and HfLA waiting for Content

CONTENT

• Close to being done with Voice and Tone
• Content guidelines on consistency
• Content glossary
• Others long term goals and priorities

RESEARCH

• UXR glossary done
• Work on research repository and color system and typography for workflow and Launch Prep 2.0

DESIGN

• Only credits page left

NEXT STEPS

• We want to rely on GitHub for project management, roadmapping, planning to centralize information and to use FigJam as supplemental
• Priorities based on Bonnie's usability issues
• But there are issues about Launch Prep that need to be identified.
• Launch Prep 2.0 is to get Bonnie to review it again, following application to Hacker One
• If you look at link, you'll see pending issues that need to be addressed for LP
• For LP, we want to present to Bonnie for her review -- possibly refer to this phase at Stakeholder Review Prep, but goals have stayed the same
• for Content, Privacy Policy, did Curtis filled it out before he left, to do: follow-up with Bonnie
• For target date, each team should identify its target date to bring up at PMs and Leads, and to update during the weekly meeting

Sara's presentation: link

[amejiamesinas]

05-03-2024 Agenda and Notes

Roll Call

• [x] Product Team
• [x] UXR team
• [x] Content team
• [x] Design team
• [x] Development team

Review of Past Month (by team)

• [x] Dev Team
• [x] UXR team
• [x] Content team
• [x] Design team

Expungement Presentation

• [x] Presentation by Sylvia
• [x] Q&A

Notes

DEV UPDATES

• finishing accessibility Epic
• Credits page in progress
• Wrapping up stakeholder review milestone
• Code for America and HfLA changes coming
• Testing stuff and implementation, secondary to stakeholder review

RESEARCH UPDATES

• terminology was major issue to complete for stakeholder 1
• working on updating understanding of laws, include Prop 47 repeal efforts on fall ballot

CONTENT UPDATES

• finalizing small things for stakeholder 1
• content guidelines for stakeholder 2
• enjoying great standups to implements guidelines
• privacy policy - pending

DESIGN UPDATES

• Justin and Anita working on colors
• Sam and Anita on slide deck on Open Sync structure to present
• Christina adding details to Advice page, short input fields
• Ellie is done with Oops issue

PROJECT MANAGEMENT

• Maria has shared survey with PMs and Leads to improve internal and cross-functional collab
• Has received 6 responses
• Will compile and present on findings
• Members can complete survey, can be anonymous or not, not all fields need to be completed

QUESTIONS ON PRESENTATION

• Slide deck here
• Brings up issue: who is user? Is it legal aid or person seeking expungement
• User?
• Turn into issues and then discuss in Open Sync: quick fixes for now, and for future processes, Maria will figure out new system

TASKS

• [ ] Add privacy policy to PM meeting @amejiamesinas
• [ ] @vanessaavviles will ask Anita about looping in UXR in Open Sync proposal slide deck

[amejiamesinas]

[2024-06-07] Agenda and Notes

Roll Call

• [x] Product Team
• [x] UXR team
• [x] Content team
• [x] Design team
• [x] Development team

Team Updates

• [x] Product Team
• [x] UXR team
• [x] Content team
• [x] Design team
• [x] Development team

Stakeholder Review

• [ ] #1410

Notes

PRODUCT

• Bonnie will do Stakeholder review 1.0 next week
• On product side, PMs and Leads are identifying visions for 2.0, milestones, etc.
• Maria is leading us on some stop
• GH changes from classic board

RESEARCH

• Analicia leaving at the end of the month
• Research team working on creating a long list of my prioritized backlog
• How to create systems, i.e., UX our own processes

CONTENT

• Diving into content guidelines

DESIGN

• Christina working on advice input pages
• Maybe getting an illustrator? Anita told Sylvia that there would be no updates to illustration @jyehllow will confirm
• Color testing in collab with UXR

DEV

• All CfA updates live

STAKEHOLDER REVIEW

• Does the letter generator work? As biggest goal
• Next Friday Bonnie will do basic usability test
• We need to provide her with instructions of what to do

• 1410 what did each team would like Bonnie to pay attention to, please update by Sunday night or Monday morning

COLLAB DISCUSSION

• To build or improve upon collab
• Analicia: when we create issues or a team is working on an issue, what is the process when multiple teams work on an issue. Content x Design has workflow, and includes Dev. How does Research fits in -- does it fit in in the beg, or end? As in, how is there integration so that there is max utility
• Maria: on survey findings on collab so that folks feel heard and that there is trust, Maria is working on team charter
• Sydney: defining ownership is prob defining roles and each team, and responsibilities of team leads and PMs
• This doesn't fit stakeholder 2.0
• Each team should create roles and responsibilities and areas of responsibility
• Does HfLA have description of what each team does
• Based on last collab meeting: creating guides (guides in broad sense) on to clarify expectations and how they play out
• Emma: where to comm what and how, for sake for collab but also for documentation. How to create prescriptions - to facilitate collab - but also to provide space for flexibility
• Analicia: we do agendas and facilitation, but we should designate an issue maker, and to ensure that they make it beyond this space

What's Next Month / What we need from each other / Dependencies (by team)

[sylvia-nam]

[2024-09-06] Agenda and Notes

Roll Call

• [x] Product Team
• [x] UXR team
• [x] Content team
• [x] Design team
• [x] Development team

Team Updates

• [x] Product Team
• [x] UXR team
• [x] Content team
• [x] Design team
• [x] Development team

Stakeholder Review

• [ ] #1410

Notes

TEAM CHARTER

• 1st draft circulated to PMs and Leads
• Living document

UPDATES

• PM for UXR onboarding soon, will update meeting time for PMs and Leads

CONTENT

• Working on content guidelines
• Working on Must and high prio categories from Bonnie's feedback
• Considering adding new team members to increase bandwidth

DESIGN

• Offboarded team member
• Might need to add new team members
• Making issues for Bonnie's issues
• Need to make small edits on About Us page before handoff
• Working on external icons
• Colors should have 2-3 options to show soon but will have update in the next few weeks

DEV

• Working through a migration
• Old versions won't have updates to existing bugs
• One app has been deprecated -- security and performance
• Things to fix on the back end but also need to find new framework

RESEARCH

• How to update teams on policy updates -- what is dynamic, and easy to process and read. What is the best way to communicate? Is it Slack? A dashboard like Google sites? Wiki?

COLLAB THAT INCORPORATES RESEARCH

• Hand off review process for Dev implements Design. Can there be a version for Content and UXR
• Quality control issues? To include Research in issues that are cross-functional flow
• Can we experiment on checks and balance? For ex, having Research taking the first stab at content on the page and then hand off to Content? Content says no
• Sara working on illustrations and color with Design

STAKEHOLDER REVIEW

• Meeting with Bonnie today

What's Next Month / What we need from each other / Dependencies (by team)