edwardsarah commented 1 year ago

Overview

Agendas and minutes for the Guides Team weekly meetings, Friday at 7:30AM Pacific Time.

Action Items

[ ] Copy the agenda template to a new comment below
```
# Date [format as YYYY-MM-DD]
```

Prework

[ ] Review any open questions and if answers are needed by person other than the one doing the review, add to agenda https://github.com/hackforla/guides/issues/149
[ ] Daily: look for issues that need pm lead review

Attendance

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda
[ ] Jesus
[ ] France
[ ] Aditya

Recurring Items

Review work by each team member

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda
[ ] Jesus
[ ] France
[ ] Aditya

Agenda

[ ] check to see if there are any issues with link status: inaccessible document. This is a blocker to the body text being updated.
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Items for next agenda



### Past Agenda Issues
hackforla/BOP#82 
hackforla/BOP#3 

### Previous Team Meetings
[9/1/23](https://github.com/hackforla/guides/issues/136#issuecomment-1703021095)
[9/8/23](https://github.com/hackforla/guides/issues/136#issuecomment-1720993171)
[9/15/23](https://github.com/hackforla/guides/issues/136#issuecomment-1720995837)

edwardsarah commented 1 year ago

Friday September 1, 2023

Attendance

[x] Bonnie
[x] Sarah
[x] Rhoda (late arrival)

Meeting Minutes

Bonnie talked to Ethan separately about a particular issue, would still be good to have him give a full status update

Transitioning Guides to New Repo

Why? Unified system of labels, all guides will live in one place that guides team monitors, no issues of people forgetting to add those guides to the project board
CoP Leads do not need to be consulted about shift to new repo, but should at least be notified
- Only UI/UX and Product were making guides anyway
- New iteration when Ethan is done: people suggest guides, it gets approved, goes into the database, we can get more information about status and everything once it's there
Aim: make the system as easy to facilitate as possible
Current documentation for guides is in CoP drives & folders
- Will need to keep track of old issue numbers and titles so all of that stuff can be migrated without losing information
- Rhoda's guide audit will help us achieve that because it has a list of issue numbers and CoPs already
How do we move the issues? How do we notify people
- created the repo knowledgebase-content to serve as the new repo
- all of the CoP-write teams have write access to the repo, so write permissions for that will just be handled through CoPs, that's fine
- Notifying people: have a volunteer post on all open guide issues a survey that gives them the heads up we're moving things, then if they want to still continue working on it they will give us their info and we'll make sure they know where it's ended up
- Survey: email address, github, guide issue name & number, community of practice
- If nobody responds within a set period of time, just move it
- second survey: if you want to be added to an issue once it's moved, we will give you the correct drive permissions
- Need to make sure we don't break any links to things - keep a record of what the old issue numbers were! check CoPs for references to them
Bonnie made the new drive folder & set up an issue in Tables to make sure newly onboarded volunteers automatically get added to the drive

Issue Audit

Tutorials stay in Data Science because that's knowledge specific to their CoP, Revenue had no guide issues, has one github issue template but that's not what we're looking for Rhoda will add the last marketing issue to the spreadsheet, we will go over the spreadsheet next week!

In the meantime, Sarah will put together a process for shifting issues & files to the new repo without losing information

edwardsarah commented 1 year ago

Friday September 8, 2023

Attendance

[x] Bonnie
[x] Rhoda
[x] Sarah

Guides Audit Spreadsheet

Reviewed and made progress labelling the guides from Engineering and Ops, still have more to look at in Product and UI/UX

Reminder on why we did the audit:

Audit was always going to become out of date very quickly, but it's useful to have a survey of all of the guides at this moment in time to understand what CoP we wanted to work with for the pilot project

On Guides Related to Professional Development

important that we aren't making guides on topics better addressed by resources outside of hack for LA - need to ask, what is unique about the way that we do it at Hack for LA, and what will someone get out of this guide that they could not get out of looking it up elsewhere
professional development guides can be tricky because they often go out of date very quickly, or they are too broad in scope. if a guide deals with professional development, it should be focused on using a specific tool
also focused on addressing the pain points (ex. finding a job) rather than what someone things the solution should be (ex. resume workshops), as often people don't know what the most helpful thing for them would actually be

Suggesting a Guide Workflow

Someone has an idea for a new guide
Reviews the list of previously suggested guides - one list for accepted guides, one list for rejected guides
If they don't see the guide they want, they use an issue template in the knowledge base content repo for suggesting the guide.
- Issue template covers: what is the guide, why is it useful at hack for la
- If they would like to suggest a guide that has been previously rejected, they need to give a new reason why this guide would be useful
Suggestion is then reviewed by the guides team, we ask questions if needed
Decision is made on prioritizing or rejecting the guide

New Guidance Pilot

Who are we testing it with?
- Have to avoid scope creep - Bonnie would like to involve people from outside of Hack for LA, but it is probably best to limit it to about 10 volunteers for now and expand in future iterations
- Need to have enough guide issues for each volunteer to work on one - will use the spreadsheet to identify which guide issues are best suited to this, then clean them up, add them to the new repo, make sure they're ready to go
- Ideally, would be great to have 40 guides to work with, though this may not be feasible

Testing the Pilot

Rhoda will develop the research plan
Next Friday: importing the template from the internship project, starting to work on the roadmap
Key questions:
- How can the system be improved? (Structure-wise, what issues and templates do we need for this to work?)
- How do expectations need to be communicated to new PMs so they aren't disappointed?
- What is missing from the setup?
- What's not covered? (ex. what tools in github are they exposed to but not familiar enough with?)
- What activities need to occur during training to keep it engaging and interactive?
- How are we checking their work?
Overall goals: evaluate competency in tools before & after - can they create a guide, can they use github?

edwardsarah commented 1 year ago

Friday, September 15, 2023

Attendance

[x] Bonnie
[x] Sarah E
[x] Rhoda
[x] Sarah L

Agenda

[ ] Intro to project for new PM + onboarding
[ ] Roadmap for research plan - new guidance pilot
[ ] Identifying guides for cleanup

Meeting Minutes

Onboarding Sarah L (Colby)

Sarah joined the team as a new PM. Will be our US-based PM, focused on the research pilot

New Guidance Pilot

Limiting the volunteers to just new PMs so that we can focus on creating a set of just PM guides to use for the pilot
Rhoda thinks 10 people is sufficient for the research plan, even with some dropout
Bonnie shared a slide deck with Rhoda about training researchers
- Will not be recruiting until further down the line, but it's important for Rhoda to know about it up front
Reviewed PM guides on the New Guide Tracker to identify which ones will be useful to clean up & migrate for the pilot
Also reviewed Bonnie's list of wiki pages in the product management wiki that should be turned into guides
Knowledgebase-content google drive shared with the rest of the team members, so everyone should have access now

luca-navarrete commented 1 year ago

Add to the next agenda:

- [ ] Review with Bonnie 
  - [ ] Slack channels (active/dormant/archived)
  - [ ] Slack channel pins and bookmarks

edwardsarah commented 1 year ago

Friday, September 22, 2023

Attendance

[x] Bonnie
[x] Sarah E
[ ] Sarah L
[x] Rhoda

Agenda

[x] Slack Channels + Pins & Bookmarks
[x] Updating Active Project List
[ ] Updates on Work Done this Week
[ ] Research Plan
[ ] If time: structure for migrating issues over to new repo

Meeting Minutes

Slack Channels & Bookmarks

No problems with our slack channel! That's exciting
We are adding a reminder for ten minutes before our meeting (thanks Bonnie)

Active Project List

Actually already up-to-date. On hold labels were added to currently inactive projects.
Bonnie added a section for CoPs. Data science was already there, but the rest of the CoPs have now been added.

Updates on Work Done this Week

Rhoda looked at wiki pages, UI/UX google forms to get a sense on how to recruit while preserving privacy and expectations
Sarah L is not here so no updates on how she found going through the decks
Sarah E created the project board for the knowledgebase-content repo & added labels. we agreed today that we don't need the leadership review labels yet. the duplicate label will be replaced with a series of ignore labels from the website team. size labels will be added async

Access to the Knowledge Base Content Drive

made a new shared drive where the guides team is the owner, so if people request access then the guides team can review it and approve it. In previous drive, Bonnie was the owner, so any requests for access were likely to be lost among many other emails

Tasks for next week

Sarah is going to update the https://github.com/hackforla/guides/wiki/How-to-Gather-Examples to break it into seperate sections.

https://github.com/hackforla/admin-calendaring/wiki/Update-Team-Calendar see this as an example for what the guide step instructions should look like
Each smaller step (ex. each deck) should be its own wiki page Google form needs a guide-branded header (can create it in Figma) before it can be posted to the CoPs

ExperimentsInHonesty commented 1 year ago

Date 2023-09-29

Attendance

[x] Bonnie
[x] Sarah E
[ ] Sarah L
[ ] Rhoda

Agenda

[ ] Identify items from the product-management wiki that should be made into guide templates in the new knowledgebase-content repo (kb-content) (Bonnie)
[ ] Add the ignore labels that exist on the hack for la website repo to the kb-content repo (Bonnie)
[x] add size labels to the kb-content repo (Sarah E)
[ ] review the option of moving issues or closing them and creating new issues. We would add notes to the current issues
[ ] Add anything we did not get to today to next week's agenda

Meeting Minutes

Want to pick issues that already have wiki pages for them so we can roll directly from gathering examples to making the guides. So we're checking the product management wiki pages against the list we made Went through

Next week's agenda will be Bonnie walking Rhoda through what the pilot will cover.

Just Phase 1
What is it we're trying to get at with them?

ExperimentsInHonesty commented 1 year ago

hackforla/BOP#138

edwardsarah commented 1 year ago

2023-10-6

Attendance

[ ] Bonnie
[ ] Sarah E
[ ] Sarah L
[ ] Rhoda

Agenda

[ ]
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

ExperimentsInHonesty commented 11 months ago

Date 2023-10-20

Attendance

[x] Bonnie
[ ] Sarah E
[x] Rhoda
[x] Claire W

Agenda

[ ]
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Setup new meeting for Monday at 1:00pm PST/ 4:00PM EST / 9:00pm WAT
We opened new issues on
- website team to fix the bug in the display of our meeting times https://github.com/hackforla/website/issues/5743
- vrms
  - to fix the lack of check in for guides team during meeting time https://github.com/hackforla/VRMS/issues/1530
  - to fix the ability to add Claire to the project as a PM https://github.com/hackforla/VRMS/issues/1531
added to 1 password
- Rhoda
- Claire W.
Mostly onboarded Claire W. outstanding items are
- Adding to wiki
- train how to access and add forwarding filter to gmail

Items for next agenda

- Check on issues to see if they got resolved
   - [ ] https://github.com/hackforla/website/issues/5743
   - [ ] https://github.com/hackforla/VRMS/issues/1530
   - [ ] https://github.com/hackforla/VRMS/issues/1531
- [ ] agenda just for product (there may already be one that is closed and needs to be reopened or create new).
 - [ ] Add current and former members to the wiki (create page if necessary), from [roster](https://docs.google.com/spreadsheets/d/1iUZOgQwXI-6Ljh3_00_tOxFoyjjurUGnJ5lenAl1AGg/edit#gid=2133647372)
 - [ ] Create research issue templates from internship project https://github.com/hackforla/internship/wiki/UX-Research-Guides-Templates

jianwangcat commented 11 months ago

2023-10-23

Attendance

[ ] Bonnie
[ ] Sarah E
[ ] Claire W
[ ] Rhoda

Agenda

Check on issues to see if they got resolved
[ ] agenda just for product (there may already be one that is closed and needs to be reopened or create new).
- [ ] Add current and former members to the wiki (create page if necessary), from roster
- [ ] Create research issue templates from internship project https://github.com/hackforla/internship/wiki/UX-Research-Guides-Templates
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Items for next agenda

jianwangcat commented 11 months ago

Date 2023-10-30

Attendance

[x] Bonnie
[ ] Sarah E
[x] Claire W
[ ] Rhoda

Agenda

Check on issues to see if they got resolved
[x] agenda just for product (there may already be one that is closed and needs to be reopened or create new).
- [x] Add current and former members to the wiki (create page if necessary), from roster
- [ ] Create research issue templates from internship project https://github.com/hackforla/internship/wiki/UX-Research-Guides-Templates
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

We just checked on https://github.com/hackforla/website/issues/5743, ETA is 2023-11-10.
This issue https://github.com/hackforla/VRMS/issues/1530 is related to a larger issue that VRMS is having, and we don't yet have an ETA on it.
We are able to login to VRMS now.
We created the new PM agenda hackforla/BOP#148
We updated the Wiki page
Changed https://github.com/hackforla/guides/issues/141 to be "In Progress". Assigned Rhoda to it. Changed the milestone to be 04.01
For all the issues in https://github.com/hackforla/guides/issues/141, changed the milestone to be 04.01, and put all the issues to "Prioritized Backlog"

Items for next agenda

Check on issue https://github.com/hackforla/website/issues/5743
Check on issue https://github.com/hackforla/VRMS/issues/1530 and its parent https://github.com/hackforla/VRMS/issues/1411

jianwangcat commented 11 months ago

2023-11-03 Meeting Agenda

7:30 am PST Friday / 4:30 pm WAT Day of Meeting:

Prework to prep for meeting

[ ] Weekly Label Check hackforla/BOP#120
[ ] Recruiting Issues

Recurring items: Happens on every meeting

[ ] review any issues that are in the new issue approval column
[ ] Accountability and Support Check.
- [ ] Make sure each new team member has an onboarding issue
  - [ ] If not:
    - [ ] have them send email in the chat
    - [ ] add them to google drive
    - [ ] have them fill out roster
    - [ ] Help them make new Issue
    - [ ] Product adds them to GitHub
    - [ ] They self assign to issue
    - [ ] They add the issue to the project: Product Management
- [ ] Review assignments for each Team member
  - [ ] Bonnie
  - [ ] Sarah
  - [ ] Claire
- [ ] finish adding labels to the issue that are still missing them (see audit links above)
- [ ] review issues with [epic label] and define how to break down further
- [ ] epic: add leadership edits requested Label
- [ ] epic: Interview with CoP leads Label

New Items

[ ] Check on issue https://github.com/hackforla/website/issues/5743
[ ] Check on issue https://github.com/hackforla/VRMS/issues/1530 and its parent https://github.com/hackforla/VRMS/issues/1411
[ ] Carry over Items to next meeting that don't get addressed

FYIs

-

Notes from Meeting

Task Items

edwardsarah commented 10 months ago

2023-11-10 Meeting Agenda

Attendance

[ ] Bonnie
[ ] Sarah E
[ ] Claire W
[ ] Rhoda
[ ] Ethan

Agenda

[ ] Moving Guides to kb-c repo
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Ethan's Update

as he's working on his project, documenting what he's doing, thinks he could turn it into guides
3 potential guides:
- django: how to autogenerate seed data scripts from existing data
- how to implement sso using cognito in react
- how to implement sso using cognito in django
- Bonnie says yes, they would be very useful guides
Ethan is keeping his documents in the engineering drive Structure of the Google Drive
Figjam relationship diagram of different sections Figjam Board
- Knowledgebase is under both BOP & Toolkit
- Markdown conversion is a subset of Knowledgebase
- Ethan: Knowledgebase app is very different from markdown converter app. Should think about it like an API you call into.
- Bonnie: in relationship to the knowledgebase, it is only used by knowledgebase
- Ethan wants knowledgebase and markdown converter to have a different repo
- Toolkit is where we publish H4LA-only guides
- BOP repo is full of research at the moment, which is why Bonnie wanted to put the knowledgebase stuff in a separate place
- People depot authenticates users for knowledgebase
Would love to have a directory at the top level
Ethan needs drives for knowledgebase & markdown conversion
Bonnie will delete all of the old files in the website issue 2978
Every shared drive has a folder with the same name in the drive. This allows you to add shortcuts to other drives. You cannot make a shortcut to a drive itself, only the folders within
Ethan will make an issue for all of the things Bonnie needs to do

Research Templates

Making the issues for setting up the research templates
Bonnie started setting up wiki structure see wiki structure here
Issues have original draft, and new draft. All of these have references to TWE, we need to get that out, and milestone numbers that need to be replaced. Update these templates so they can be used as issue templates when we're doing research
Plan: Bonnie will walk the team through how to customize a template, and ideally from there we can do it ourselves.

Template Example: Making a Research Roadmap hackforla/BOP#142

Brackets are part of the template. They stay bracketed until you're ready to use this template. All caps, overview also stay.
Milestone will need to be changed to the ones we have
Wiki pages need to be created mimicking internship ones
- Link Research wiki page to template (linked above in notes)
- Copy content from same internship page
- Links to pages in wiki need to reflect the fact that it's guides team not internship team
- Got to the step about wiki pages, have not started Google Drive section.

Items for next agenda

Finish customizing research roadmap template & setting up structure
Talk migration

edwardsarah commented 10 months ago

2023-11-17

Attendance

[ ] Bonnie
[ ] Sarah E
[ ] Claire W
[ ] Rhoda

Agenda

[ ] Finish Customizing Research Roadmap & Setting Up Structure
[ ] Migration of Guide Issues to Knowledgebase-content
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Went through the rest of hackforla/BOP#142
Just missing the report template
Design Process Overview
- Need templates for guides team so everything looks uniform and professional, see internship project design process
- First priority - report template
- Report template will need custom background - copy from internship figma to guides team figma
Guides team needs a whole template system, Bonnie is creating an issue

Items for next agenda

edwardsarah commented 9 months ago

2024-01-05

Attendance

[x] Bonnie
[x] Sarah E
[ ] Claire W
[x] Rhoda
[x] Kevin (observing)
[x] Ayma (observing)

Agenda

[ ] Onboarding of new members?
[ ] Clarifying organization of templates & reports - research folder or guides team templates folder
[ ] Review wiki structure: any roadblocks? next steps?
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Kevin & Ayma are just observing this week, so we're not onboarding anyone today!
Building a global knowledgebase used on the BOP website to display the assets we got from all of the other brigades during the research project
Also using it to power the backend for the tool page on the website (ex. internal guides will live here)
Both of them will maybe be PMs for knowledge base from the guides perspective. Responsible for the stakeholder of guides, other PM focused on BOP needs
likely working with Ethan, other developers, potentially website team designers, Ethan has a development meeting - 11am Fridays, they don't have their own slack channel
Django for backend framework
Reviewing hackforla/BOP#149 questions with other team members
- Claire was meant to review the answers and ask additional questions, that has not been done yet (Sarah will follow up)
Sarah will edit the report template
Research roadmap is collection of research plans so you know you have enough planned research and aren't doing redundant research. Organizing at a high level. Research plans are at the execution level

https://github.com/hackforla/guides/issues/147 example of resources being more clear with numbers, and call them out by resource

Items for next agenda

edwardsarah commented 8 months ago

2023-01-11

Meeting cancelled due to PM absence.

edwardsarah commented 8 months ago

2023-01-19

Attendance

[x] Bonnie
[x] Sarah E
[ ] Claire W
[x] Rhoda
[x] Ayma

Agenda

[x] Onboarding Ayma
[x] Review alternative document templates + make a decision
[ ] Following issues need to be reformatted to match the structure of hackforla/BOP#142:
- hackforla/BOP#143
- hackforla/BOP#144
- hackforla/BOP#145
- hackforla/BOP#146
- [ ]separating action items into bulleted sections explaining the overall goal of each set of steps
- [ ] separating resources into 'resources for creating this issue' and 'resources gathered during the creation of this issue'
- [ ] numbering the resources, and identifying them by number next to where they are mentioned

Meeting Minutes

took the template back to internship and told them to reintegrate it
so we should be more easily able to copy their work, do not need to redo that right now
- Timeline for this?
Decided on the dark blue (far left), make one mock up and we'll try to print it
Try the dark blue as well, we'll try printing it with text in p
Need to look at the default research roadmap template

Ayma

Ayma is liaison to BOP team for Guides team
knowledge base team is building infrastructure to house guides of all types. they are creating back end for guides on the hack for LA toolkit page
BOP team has its own interface, Guides team will use the toolkit as its own interface
someone redoing toolkit page, knowledge base APis for that
Ayma + Bonnie need to make sure that the knowledge base has all of the right fields that we need to display the guides on the toolkit page
NEED AN ISSUE SIMILAR to this one: https://github.com/hackforla/BOP/issues/274
Review Toolkit page today:
- Knowledge Base requirements we're reviewing this document
New issue: https://github.com/hackforla/guides/issues/154
Putting a pin in this until Ayma comes back 142 145, 147 all need document templates
Create another epic for taking the template and puts them on their own documents
mention in slack to bonnie when the document templates are done so she can try printing them and seeing what happens
sarah will make document templates (both blue versions, make sure footer is white text) and issues, then rhoda will make documents from the issues
test the first issue, do the steps, then revise the copy block before the rest of the issues are made
add correct labels to the issues we created today

Items for next agenda

edwardsarah commented 8 months ago

2023-01-26

Attendance

[ ] Bonnie
[x] Sarah E
[x] Ayma
[x] Rhoda

Agenda

[ ] Document Access (see hackforla/BOP#155)
[x] Review Document Templates v1 + v2
[ ] Edit document templates that are ready:
- [ ] hackforla/BOP#156
- [ ] hackforla/BOP#157
[ ] Do we need to follow up on hackforla/BOP#154?
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Bonnie has a migraine, so will not make it!
Darker one seems better so we'll go with that
Sarah will need to adjust the logo
Items for next agenda

ExperimentsInHonesty commented 8 months ago

@edwardsarah Not sure if everything from the last meeting got covered, or if you plan to reuse the agenda. So adding this new agenda item here: https://github.com/hackforla/knowledgebase/issues/69

edwardsarah commented 8 months ago

2023-02-02

Attendance

[x] Bonnie
[x] Sarah E
[x] Ayma
[x] Rhoda

Agenda

[x] Document Access (see hackforla/BOP#155)
[x] Edit document templates that are ready:
- [x] #156
- [x] #157
- [x] #158
[x] https://github.com/hackforla/knowledgebase/issues/69
[ ] Timeline for Internship team's updated templates
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Document access has been fixed so Rhoda can finish updating the rest of the templates How are we organizing the guides?

all guides will go in the guides folder
will additionally have folders by practice area with shortcuts to each of the guides
there is a note about this in the knowledgebase-content 'Read first'
Put Ethan through how to make a guide after Rhoda has developed the research roadmap
Set up a new issue for Rhoda to work on the roadmap #164
Items for next agenda

aymarmsba commented 8 months ago

Date 2024-02-09

Attendance

[x] Bonnie
[x] Sarah E
[ ] Ayma
[x] Rhoda

Agenda

[ ] Timeline for Internship team's updated templates
[ ] Review https://github.com/hackforla/guides/issues/139 and revise as necessary. We are going to be assigning it to Ayma and we will need to make sure it has all the steps necessary as well as outlines and grants the permissions that she will need (example to all the CoP Google Drives)
[ ] https://github.com/hackforla/guides/issues/164#issuecomment-1924540119
[ ] We need a new guide for how to not mess up Figma for beginners
Use this image

[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Roadmap vs Research Plan:
- Roadmap is brainstorming document naming all of the research we're planning on doing with this group
- Background should work for all research for the specific group, not focused on the individual research goals
- Eventually, will need another roadmap for the external audience
- Research plans are more about execution
- Permanent document that we keep adding to to brainstorm about research we might do, then we can plan how we want to execute and decide many research plans we need
- 30000ft research planning

Items for next agenda

aymarmsba commented 7 months ago

2024-02-15

Attendance

[x] Bonnie
[ ] Sarah E
[x] Ayma
[x] Rhoda

Agenda

[ ] Timeline for Internship team's updated templates
- https://github.com/hackforla/internship/issues/530
[x] Review https://github.com/hackforla/guides/issues/139 and revise as necessary. We are going to be assigning it to Ayma and we will need to make sure it has all the steps necessary as well as outlines and grants the permissions that she will need (example to all the CoP Google Drives)
[x] https://github.com/hackforla/guides/issues/164#issuecomment-1924540119
[ ] We need a new guide for how to not mess up Figma for beginners
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

epic issue for the internships team templates.

Bonnie reviewed the epic, the issues need to be revised so that people can work on them. Even though they are in the prioritized backlog, they are not actually ready to work on.

After Bonnie revises, send the following message

@Ying O When do you think that the current work you and Annie are doing, will be finished, so that you can start on the issues in this epic? https://github.com/hackforla/internship/issues/530 and is there anything I can do to help, sort of fixing them myself (i.e., get another person, reprioritize Annie's work, etc.)

Reviewed and left Sarah comments https://github.com/hackforla/guides/issues/139#issuecomment-1948703551. This issue is not yet ready for Ayma
Reviewed the draft for #164 and added comments for Rhoda.

Tasks

[ ] Go through all the guides documents and the repo looking for the product names and making sure they are properly capitalized (unless its in a url)
- GitHub
- Google Drive
- Slack

ExperimentsInHonesty commented 7 months ago

Date 2024-02-23

Attendance

[ ] Bonnie
[ ] Sarah E
[ ] Ayma
[ ] Rhoda

Agenda

[ ] Timeline for Internship team's updated templates
- https://github.com/hackforla/internship/issues/530 - I need to use the rest of the meeting time to fix the issues, otherwise they are never going to be able to work on them.
[ ] We need a new guide for how to not mess up Figma for beginners
[x] open an issue to remove Sarah Levin from the website and add Ayma
- [x] Actioned: https://github.com/hackforla/website/issues/6364
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Reviewing the issue for Ayma
- Need to figure out the process for migrating guides - how do we make it feasible for Ayma to do?
- Everything related to research is going to be trashed since internship team is
- People need very specific guidance for making guides, otherwise content will be quite random
- Need a working template for guide issues, we're looking at the one from
- Google has a limit for 600 people in a google shared drive, so we can't just add everyone to the same drive, will need to assign and remove people
- Website team automation for update on issues, we automatically put them on a list saying they'll be removed, 60 days later removed from repository - there's another part to this automation that isn't working yet, i believe
- Relative links will break, so we still need to search for all references to it and note that so it can be changed to the new link
- Removing some issue templates and
- Label History & where it was on the board. So screenshot that and paste it in the bottom of the issue so we know
- update wiki so that it doesn't say into the next comment
- Update wiki with steps to all of the processes
- Initial step: decide it we need to gather examples or not. if it doesn't, go straight to drafting a guide
- Triage into right phase, additional triage as necessary, leave it in the needs to be triaged
  Items for next agenda

edwardsarah commented 7 months ago

Date 2023-03-01

Attendance

[ ] Bonnie
[ ] Sarah E
[ ] Ayma
[ ] Rhoda
[ ] Mary

Agenda

[x] Onboarding Mary
[ ] https://github.com/hackforla/guides/issues/139
[ ] Timeline for Internship team's updated templates https://github.com/hackforla/internship/issues/530 - I need to use the rest of the meeting time to fix the issues, otherwise they are never going to be able to work on them.
[ ] We need a new guide for how to not mess up Figma for beginners
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Mary is a new PM at Hack for LA joining the team! Will be focused on delivery of workshops for Guides team
Pick up the migration issue next week, do a walkthrough and see how much Ayma is able to do on her own
- Make it pretty prescriptive
- Have her walk through it and revise instructions from there
There's a limit of 600 people to work on a guide, so we need to maintain space
Everyone will be able to view the guides, but if they're going to work on it, they'll need to get access
Danger of us giving it out, it could get out into the wild and someone could get contributor access
We give them permissions using a form equivalent to the roster, so then it makes a roster for us
Do this in tables
We go in, click the checkbox,
CoP leads administer this?
No one can assign themselves an issue unless they're in Hack for LA's issue
- They assign them to an issue, create an automation to add people to drive based on assignment
- Create an automation to remove them from the drive based on unassignment
- Create an issue to make automation for assignment/unassignment
- Another issue with a dependency that does a one-time add and cleanup for people working on guides.
- Bonnie will make a tables issue for stop adding them to a drive, a second issue for adding them to the knowledgebase-content repo after onboarding
- Issue for push permission - tell tables to stop adding people to the drive, and instead add them to the knowledgebase-content repo
- create branch protections on the repository to prevent write members from merging
  Items for next agenda

edwardsarah commented 6 months ago

2024-03-08

Attendance

[ ] Bonnie
[ ] Sarah E
[ ] Ayma
[ ] Rhoda
[ ] Mary

Agenda

[ ] #139
[ ] Guide for Figma for Beginners
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

We reviewed the instructions on #139, Sarah will make adjustments to clarify the labelling process and

Items for next agenda

[ ] Ayma tries guidance with a more complicated issue
[ ] Guide for Figma for Beginners

edwardsarah commented 6 months ago

2024-03-15

Attendance

[ ] Bonnie
[ ] Sarah E
[x] Ayma
[ ] Rhoda
[x] Mary

Agenda

[ ] https://github.com/hackforla/guides/issues/139
[x] Create Guide issue for Figma for Beginners
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Reviewed criteria for labelling guides with Ayma, decided to put instructions into a document rather than a comment in a guide issue
Overview of basic PM tasks with Mary - how to do onboarding, making issues, the wiki, etc.
Submitted https://github.com/hackforla/website/issues/6466

Items for next agenda

edwardsarah commented 6 months ago

2024-03-22

Attendance

[ ] Bonnie
[x] Sarah E
[x] Ayma
[x] Rhoda
[x] Mary

Agenda

[ ] Check if Ayma still has problems adding issues to the project board
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Not much happening with knowledgebase-content
Ayma will work on migrating another guide to the knowledgebase-content
For 4/5: Define Mary's PM responsibilities with respect to the workshop and Rhoda's research - how involved should she be in the research process, versus delivery of the workshop
- Mary is gone next week so we'll follow up the week after
Ask Bonnie if she still wants to have the meeting next week via slack
The document isn't opening for Rhoda, she wanted to confirm where we're at for the research roadmap, will continue working on putting down ideas for what to research and start with the first research plan
See if there's a team with a full research roadmap and plan for reference? fine if not

Items for next agenda

Review Rhoda's progress on the research roadmap and research plan

edwardsarah commented 6 months ago

2024-03-29 (got canceled)

Attendance

[ ] Bonnie
[ ] Sarah E
[ ] Ayma
[ ] Rhoda
[ ] Mary

Agenda

[ ] Review Rhoda's progress on the research roadmap and research plan
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Items for next agenda

ExperimentsInHonesty commented 5 months ago

2024-04-05

Attendance

[x] Bonnie
[ ] Sarah E
[x] Ayma
[x] Rhoda
[x] Mary

Agenda

[x] guest - Julia, UI/UX Community of Practice co-lead
[x] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Guest came to discuss their plans for having people work on guides. We reviewed where we are in the process and shared the training materials that are on the wiki. And talked about the workshop we will do.

Items for next agenda

[ ] Review Rhoda's progress on the research roadmap and research plan

ExperimentsInHonesty commented 5 months ago

Date 2024-04-12

Prework

[x] Review any open questions and if answers are needed by person other than the one doing the review, add to agenda https://github.com/hackforla/guides/issues/149

Attendance

[x] Bonnie
[x] Sarah E
[x] Ayma
[x] Rhoda
[x] Mary

Recurring Items

Review work by each team member

[x] Bonnie
[ ] Sarah E
[x] Ayma
[x] Rhoda
[x] Mary

Agenda

[x] Review Rhoda's progress on the research roadmap and research plan https://github.com/hackforla/guides/issues/164
[x] Update Agenda
[ ] Clean up Guides issues
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Rhoda is pre-assigned to issues. Instead they should be in the prioritized backlog for research, and she can assign each one as she is finished with the prior issue
Reviewed Research Roadmap draft, next week we will look at it again.
Reviewed the PM templates and guides board (05) and moved some issues that were not guides, off of it.
Added Ayma to the product drive as a manager so she could move guides

Items for next agenda

[ ] Update on where Ayma is on the move
[ ] Review Research Roadmap draft
[ ] Get Mary assigned to an issue

ExperimentsInHonesty commented 5 months ago

Date 2024-04-19

Prework

[ ] Review any open questions and if answers are needed by person other than the one doing the review, add to agenda https://github.com/hackforla/guides/issues/149

Attendance

[ ] Bonnie
[ ] Sarah E
[ ] Ayma
[ ] Rhoda
[ ] Mary

Recurring Items

Review work by each team member

[ ] Bonnie
[ ] Sarah E
[ ] Ayma
[ ] Rhoda
[ ] Mary

Agenda

[ ] Update on where Ayma is on the move
[ ] Review Research Roadmap draft https://github.com/hackforla/guides/issues/164
[ ] Get Mary assigned to an issue
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Items for next agenda

edwardsarah commented 5 months ago

Date 2024-04-26

Prework

[x] Review any open questions and if answers are needed by person other than the one doing the review, add to agenda https://github.com/hackforla/guides/issues/149

Attendance

[x] Bonnie
[x] Sarah E
[x] Ayma
[x] Rhoda

Recurring Items

Review work by each team member

[ ] Bonnie
[ ] Sarah E
[ ] Ayma
[ ] Rhoda

Agenda

[ ] Mary stepping away from the team
[ ] Update on where Ayma is on the move
[ ] Review Research Roadmap draft https://github.com/hackforla/guides/issues/164
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Items for next agenda

edwardsarah commented 5 months ago

Date 2024-05-03

Prework

[ ] Review any open questions and if answers are needed by person other than the one doing the review, add to agenda https://github.com/hackforla/guides/issues/149

Attendance

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda

Recurring Items

Review work by each team member

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda

Agenda

[ ] Reviewing RP2 and RP5 - does the split here make sense, is there anything we need to modify
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Reviewing the goals for each of the research plans:

RP 1 - How are guide creators managing the transition in organization for guides from COPs to knowledgebase?
RP 2 - Do the expectations new volunteers have coming into Hack for LA match the work they are doing?
RP 3 - What skills do new volunteers have coming into HfLA?
RP 4 - How are volunteers progressing through the workshops? Where are the blockers and what's causing dropouts?
RP 5 - Did volunteers complete the work they were supposed to between workshops?
RP 6 - Exit Survey: What have they learned from the workshops?
RP. 7 - Post Workshop Survey: Has what they learned been useful to their work at Hack for LA?

Created new survey for participants after each workshop, set up issue #167 for new surveys

Key action item is to identify points in the gather examples workshops where we want to evaluate their progress in a particular skill Will need to create a survey for whether or not they've finished the work between workshops as well

Items for next agenda

edwardsarah commented 4 months ago

Date 2024-05-10

Prework

[ ] Review any open questions and if answers are needed by person other than the one doing the review, add to agenda https://github.com/hackforla/guides/issues/149

Attendance

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda

Recurring Items

Review work by each team member

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda

Agenda

[ ]
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Ask Bonnie about access to research roadmaps on internship team slack + via text, so Rhoda can finish the research roadmap
Rhoda will come up with some alternative wording for questions to make sure volunteers aren't confused about the difference between 2.1 + 2.2
Sarah will look at the different topics in the workshop presentations to identify clear sections to evaluate confidence + competency in for the interim surveys
Items for next agenda

edwardsarah commented 4 months ago

Date 2024-05-17

Prework

[ ] Review any open questions and if answers are needed by person other than the one doing the review, add to agenda https://github.com/hackforla/guides/issues/149

Attendance

[ ] Bonnie
[x] Sarah E
[ ] Rhoda

Recurring Items

Review work by each team member

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda

Agenda

[ ]
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Meeting cancelled due to team absences

Items for next agenda

edwardsarah commented 4 months ago

Date 2024-05-24

Prework

[ ] Review any open questions and if answers are needed by person other than the one doing the review, add to agenda https://github.com/hackforla/guides/issues/149

Attendance

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda

Recurring Items

Review work by each team member

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda

Agenda

[x] Research Roadmap:
- [x] Can we get access to the internship team's documents? If not, how do we move forward?
[ ] #167
- [ ] Review suggested sections - does this cover everything?
- [ ] Discuss if we want another survey for soft skills
- [ ] Questions for additional form evaluating work done between sessions
[x] Offboarding Ayma - removal from 1Password
- [x] Impact on the team? Do we have her responsibilities covered?
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Sarah will make an issue to remove old PMs from website
Remove her from resources
All past team members should be removed from write team but maintain access to read team, use roster to check this
Check email & figma to make sure everyone is correctly offboarded
internship team is working on issues that will be the foundation of our work, check here: https://github.com/hackforla/internship/issues/530
when closed, we will customize them for the guides team, approx 1 issue per week
Rhoda unable to make the meeting time for June, we will re-evaluate after next week to see if we should shift the meeting time
Items for next agenda

edwardsarah commented 4 months ago

Date 2024-05-31

Prework

[ ] Review any open questions and if answers are needed by person other than the one doing the review, add to agenda https://github.com/hackforla/guides/issues/149

Attendance

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda

Recurring Items

Review work by each team member

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda

Agenda

[ ] Can we review https://github.com/hackforla/internship/issues/530
[ ] https://github.com/hackforla/guides/issues/167
- Review suggested sections - does this cover everything?
- Discuss if we want another survey for soft skills
- Questions for additional form evaluating work done between sessions
[ ] What other planning needs to happen before we can deliver the workshops?
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Project Boards

168
GitHub is sunsetting old project boards, so we need to review our project boards and figure out what we're doing with them
Cards are converted to draft issues, which cannot be edited only turned into issues
- Content should be moved to the wiki before we migrate it
Copy all project board card text into a new issue, migrate the board, then figure out where everything goes
identify anything that will break/not work anymore
Column headers still exist on new project boards
- headers cannot be too long before they make the column useless, as they're frozen at the top of the column
- headers also cannot have any formatting in them
Wiki pages may be suitable for much of the project board card info

CoP Guides + Templates Boards

We will move the issues, but CoPs will have to manage putting their project board cards in their own wikis
Bonnie has migrated the old Guides Tracker Board
- Guides Tracker Classic
- Guides Tracker New
169
Use Guides Tracker Completeness to make sure all guides are on both boards
- Don't forget to check closed issues!
For each repo, add the label of the COP (from kb-c) to each issue, so we can sort by that label
place it on their issues\make sure their issues are on all the right boards
Delete their old boards when done
We tested transferring an issue from the UI/UX repo, and it was fine
Deliverables: add labels to CoPs, use the wiki links to make sure the guide issues are on all three boards, create the next view
Get it done before Wednesday of next week
Bonnie will check with CoP leads on Wednesday what the leads want to do

Items for next agenda

Transfer Guides team board
Review transfer of CoP boards

edwardsarah commented 3 months ago

Date 2024-06-11

Prework

[ ] Review any open questions and if answers are needed by person other than the one doing the review, add to agenda https://github.com/hackforla/guides/issues/149

Attendance

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda
[ ] Jesus

Recurring Items

Review work by each team member

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda
[ ] Jesus

Agenda

[ ] Knowledge transfer to Jesus so he can drive the migration of our project boards
- [ ] #168
- [ ] #169
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Reviewed progress on #168 and #169
Continuing to make sure all project board cards from the CoPs are preserved as we transition to the new board
Jesus will transfer over the project board cards from UI/UX to issue #169 so that those are maintained, Sarah has handled the rest
- We will need to check that all issues have been appropriately added to the new Guides and Templates board

Items for next agenda

edwardsarah commented 3 months ago

2024-14-06

Prework

[ ] Review any open questions and if answers are needed by person other than the one doing the review, add to agenda https://github.com/hackforla/guides/issues/149

Attendance

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda
[ ] Jesus

Recurring Items

Review work by each team member

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda
[ ] Jesus

Agenda

[ ] Review progress on #169 + more clear instructions
[ ] Discuss templates and guides for Data Science and Ops - what do we do with them?
[ ] Guides team board migration
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Whole meeting’s worth of time for the open roles, Bonnie is still working out the kinks for unifying them across the system

option 1:

create an issue with all of the titles as potentially new guides
(Sarah will do this)
- checkbox list for each of these option 2:
migrate it to a new board to make draft issues, downside is all of these draft issues not triaged which then have to be turned into issues
do we think all of these things should be made into issues?
these are things that CoP leads (awhile ago) thought might be useful as guides
don’t really have time

Data Science and Engineering: they will make more wiki pages, not guides,

Create an epic for managing migration of the CoPs

individual boards for project board cards that go somewhere At some point, will need to figure out what guides need to be labeled with multiple communities of practice

Jesus has confirmed all of the project board card text has been copied

Guides team migration needs to follow the format listed here: https://github.com/hackforla/product-management/wiki/GitHub-Project-Board-Migration-Issue

Guide boards checked:

product
ui/ux
ops
data science
revenue
marketing
engineering
marketing
admin

All projects should have a link to the CoP or repo

look at all of the cards from all of the templates and guides boards, so we can decide what we want the headings to be

show up on every view for each status, so we need to figure out the generic thing we want to say
see what formatting we can use for the column headers

Items for next agenda

edwardsarah commented 3 months ago

2024-06-21

Prework

[ ] Review any open questions and if answers are needed by person other than the one doing the review, add to agenda https://github.com/hackforla/guides/issues/149

Attendance

[x] Bonnie
[ ] Sarah E
[ ] Rhoda
[x] Jesus

Recurring Items

Review work by each team member

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda
[ ] Jesus

Agenda

[x] Guides Team Open Roles #170 #171
[x] Guides Team Board Migration #168
[ ] Knowledgebase Project Board
[ ] If time, decide what project board cards from #169 should become column headers on the New Guides Tracker
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Notes from Sarah:

Top Priority: migrating the Guides Team Project Board
To Jesus: very sorry I wasn't able to update last week's meeting minutes or get action items in time for you to do much this week, I'll be better about this in the future!
Issue #168 has been updated so each project board card is a separate comment, and is ready for us to go through them and make decisions on where each should end up
The UI/UX guide suggestions have been added to issue #172, so the old UI/UX project board can be deleted. All of its project board cards have now been preserved either in this issue or in #169
Converting #169 into an epic that tracks the project board cards across the different COPs is a work in progress, if there are any updates before the meeting I will add them here

Items for next agenda

edwardsarah commented 3 months ago

2024-06-28

Prework

[ ] Review any open questions and if answers are needed by person other than the one doing the review, add to agenda https://github.com/hackforla/guides/issues/149

Attendance

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda
[ ] Jesus

Recurring Items

Review work by each team member

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda
[ ] Jesus

Agenda

[ ]
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Items for next agenda

edwardsarah commented 2 months ago

2024-08-02

Prework

[ ] Review any open questions and if answers are needed by person other than the one doing the review, add to agenda https://github.com/hackforla/guides/issues/149

Attendance

[x] Bonnie
[x] Sarah E
[ ] Rhoda
[x] Jesus

Recurring Items

Review work by each team member

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda
[ ] Jesus

Agenda

[ ]
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Tour of CoP boards
- All boards are named CoP now for the CoPs
- Confirmed all previous CoP guides boards have been deleted, everything has been migrated to
Knowledgebase-content board
- Everything in Needs to Be Triaged needs to be cleaned up (comments hidden if they are no longer relevant, action items taken, etc.)
- Jesus can hide irrelevant comments, Sarah and Bonnie will handle the higher-level work
- Keep a list of the things that need to be done per issue
- Hiding irrelevant comments
- Moving the documents to the new folder
- Guide: How to Format a Guide needs to be updated with correct info on where to put documents
- We will need to check across our content for other places this might come up
- Website team is migrating automations to new project boards and make label changes easy to manage by having a variable file with a list of labels attached to specific GitHub actions
- Reviewing https://github.com/hackforla/guides/issues/139#issuecomment-1731281307 to prepare it for Jesus to take over
- No longer making new guides in CoP, kb-c is the only place there should be templates for new guides
- Closed issues only relevant to CoP guides boards as not planned, with comments from Bonnie

Items for next agenda

Show Jesus to hide irrelevant comments

edwardsarah commented 1 month ago

Date 09-08-2024

Prework

[ ] Review any open questions and if answers are needed by person other than the one doing the review, add to agenda https://github.com/hackforla/guides/issues/149

Attendance

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda
[x] Jesus

Recurring Items

Review work by each team member

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda
[ ] Jesus

Agenda

[ ] Getting Jesus up to speed so he can take over #139
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Updated the guides team project page on the website https://github.com/hackforla/website/issues/7259
Completed France's onboarding & reviewed how to use the zoom spreadsheet and 1password to set up additional meetings
Reviewed guides in the Product shared drive, migrated folders and some documents to the knowledgebase-content drive, decided it would be too complicated to France and Jesus to take over the work Ayma was doing
Sarah will create guidance on how to clean up guides for triage, for Jesus and France to work on before next Friday
Items for next agenda

edwardsarah commented 1 month ago

2024-08-16

Prework

[ ] Review any open questions and if answers are needed by person other than the one doing the review, add to agenda https://github.com/hackforla/guides/issues/149

Attendance

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda
[ ] Jesus
[ ] France

Recurring Items

Review work by each team member

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda
[ ] Jesus

Agenda

[ ] Review work done on #174
[ ] Review + possibly revise leadership team on Guides team project page
[ ] Create new issue to add/remove admin access on VRMS
[ ] Review https://github.com/hackforla/guides/issues/171 (note from Sarah: I think we are good to close this for now with the team we have currently)
[ ] Discuss recruiting a new UX Research lead
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Notes from Sarah:

Wrote instructions on cleaning up issues in How to Clean Up a Guide for Triage
Assigned @fchan218 and @JesseTheCleric to issue #174 to work on clean up for triage, haven't had much time to review progress but France and I touched base this week to clarify how to set up folders and edit documents
I also updated How to Move Guides to a New Repo but I think there's further work to be done here clarifying the process of creating folders and shortcuts, so I will continue to work on that this week.
Aditya has filled out the roster and I am working on onboarding, progress noted here.
- I will leave creating the issues for VRMS and the website team because I think it could be good practice for Jesse to handle that this time

Notes from Bonnie:

I met with Jesus and Aditya today and we went over the instructions. Some of it is missing from the document so we determined that having them check the folders and add a label "Folder checked" was the most effective use of their time. I did not have time to update the agenda.

Items for next agenda

Review status of https://github.com/hackforla/website/issues/7259

edwardsarah commented 1 month ago

2024-08-23

Prework

[ ] Review any open questions and if answers are needed by person other than the one doing the review, add to agenda https://github.com/hackforla/guides/issues/149

Attendance

[x] Bonnie
[x] Sarah E
[ ] Rhoda
[x] Jesus
[x] France
[x] Aditya

Recurring Items

Review work by each team member

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda
[ ] Jesus
[ ] France

Agenda

[x] UI/UX Shortcut Clarification - GitHub Labels v Google Drive folders
[x] Review work done on https://github.com/hackforla/guides/issues/174
[x] Review + possibly revise leadership team on Guides team project page
[x] Create new issue to add/remove admin access on VRMS
[ ] Decide whether to close https://github.com/hackforla/guides/issues/171
[x] Review status of https://github.com/hackforla/website/issues/7259
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Rhoda expected to return by the 26th!
Agenda issue in PM CoP updated last week
- https://github.com/hackforla/product-management/issues/379 Is this current? Yes!

VRMS PM Admin Access

No view in VRMS to see who already has access, so Bonnie will check the spreadsheet for who needs to be removed
Bonnie is adding folks to VRMS manually, so we will not set up a new issue for this.
- Adding another step to our onboarding so we ask people to create profiles in VRMS - Sarah will do this
- France and Aditya created new profiles
- Bonnie reviewed what VRMS is good for
- Don't put anything into the meeting description in VRMS unless the meeting is irregular (ex. every other week)
- VRMS wiki page has instructions on adding meeting times (though it's a little wrong)
Having a folder with all of the videos of processes would be helpful for France
- Challenge with videos is changing the process is very difficult later, so if we can keep instructions in documents, that's great
Bonnie hasn't enforced people using check-ins. She can suggest to PMs to do it, if there's incentives. It's useful to have useful stats about active volunteers for Hack for LA
- Incentive structure is that google calendar invites will link to VRMS, which will give you the zoom link. this allows us to skip the zoom setup spreadsheet thing and instead set up the meetings in VRMS which can automatically assign zoom slots and approve times.
Check the roster for inactive PMs and check if they're in VRMS? But it's really time-consuming to do that. Ideally, VRMS creates a feature that allows Bonnie (at least) to check who has PM access for a given team, and remove them
- Bonnie says its a PM COP issue, not just a guides team issue. We won't necessarily follow up on that here.

UI/UX Shortcut Clarification

Moving forward, going to change the label for UI/UX to 'Design' or 'Research' so that it's easier to identify what folder it goes into

Website Issue

Still not dealt with, no movement here
France has done a really good job cleaning things up, I think we're ready for team triage on most issues

Items for next agenda

edwardsarah commented 1 month ago

2024-08-30

Prework

[ ] Review any open questions and if answers are needed by person other than the one doing the review, add to agenda https://github.com/hackforla/guides/issues/149

Attendance

[x] Bonnie
[x] Sarah E
[ ] Rhoda
[x] Jesus
[x] France
[x] Aditya

Recurring Items

Review work by each team member

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda
[ ] Jesus

Agenda

[ ] Triage kb-c issues
[x] Bonnie absence next week
[x] Discuss closing #171
[ ] Team split + PM responsibilities
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Guides meeting shifting to hour and a half later
Going to keep issue for PMs open so that new HfLA PMs in EMEA and APAC time zones have a team open for them to join
A future time, we will have a lot of volunteers at once that need 20 hrs/week, students on F1 visas
- Pilot potentially when the next semester ends, approximately in January at next year
Overview of Weekly Label Check
- Went over how the website team does it because there are many labels
- Point of weekly label check is to make sure all of the issues are labeled with things like size, CoP, etc.
- don't have to add the correct label, just add [label type]: missing, and then count how many are labeled with the missing
- if any labels show up that shouldn't figure out if that label needs to be added to the filter, or deleted because it's irrelevant or a duplicates
- if you make any edits to the filter, update the url in the label check issue
- it should be 0 open 0 closed without labels
- Copy template at the bottom of the issue to do the audit, leaving comments on what you changed and what the count of 'missing' is for that particular label
- If the same person is consistently creating new issues with errors in them, go over with them how to correctly label things
- once done with an audit, check it against the last time you did it - has any progress been made? or is the issue getting worse?
- Need to add all Complexity labels to our project, then update weekly label check

Items for next agenda

edwardsarah commented 3 weeks ago

2024-09-06

Prework

[ ] Review any open questions and if answers are needed by person other than the one doing the review, add to agenda https://github.com/hackforla/guides/issues/149

Attendance

[x] Bonnie
[ ] Sarah E
[x] Rhoda
[ ] Jesus
[x] France
[x] Aditya

Recurring Items

Review work by each team member

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda
[ ] Jesus
[ ] France
[ ] Aditya

Agenda

[x] Review Aditya's weekly label check
[ ] Triage issues from Knowledgebase-content's Needs to Be Triaged Column
- [ ] Discuss as a team what needs to be changed about the issue to make it ready for the Prioritized Backlog
[ ] Division of Team Responsibilities
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Reviewed label check issue and cleaned up some links
Moved label check issue to Guides Repo and renamed both Weekly Label Check issues so the differences are clear between them
- https://github.com/hackforla/guides/issues/175
- https://github.com/hackforla/guides/issues/120
  Triaging Issues
  
  Suggested Questions:
Does the issue have appropriate labels?
- Most issues will not have size or complexity labels, so this is a necessary step of triage
- Should this be a guide? If so, is it properly scoped or does it need to be split up?
- Are the resources listed still relevant? Are there any that have been deleted or rendered outdated?
- If there are files to be transferred, does the team have appropriate access to do this?
Please document any changes you make to an issue so we can identify any steps or processes important to include in the prep for triage in the future

Division of Team Responsibilities

Here's what I see as the main priorities for Guides Team PMs moving forward:

Things everyone should get up to speed on
- Creating and assigning issues of appropriate scope. Adding milestones, size labels, feature labels, and adding them to the project board properly
- Working on issues: How to do status updates on issues in progress, when to unassign yourself or someone else from an issue, when & how to close issues
- Managing the project board
- Weekly tasks: label checks, team meeting agendas and minutes, checking the icebox for issues with dependencies, onboarding and offboarding
Moving Guides from COPs to Knowledgebase-content
- Since we're transferring issues from all of the COPs, not just product, someone needs to be in charge of the transfer process. Similar to Ayma's role on the team
Triaging Guides that Have Been Transferred
- Similar to what has been done already, but ideally to a standard where the team check is really a final sign-off. All straightforward issues should be caught and dealt with before presenting a guide issue to the team for review, and meeting time devoted to sticky or ambiguous questions with the guide issue
UX Research Plan (slightly lower priority)
- Someone should be familiar enough with the guides presentations and the goals of the workshop to liaise with the UX research lead on what we're trying to get out of the research process
- Keeping on top of where the TWE team is with their templates, so we can copy them
- If Rhoda does not return, someone needs to be thinking about UX Research lead recruitment
- Timeline: how much structural work (setting up issues and issue templates, transferring guides) needs to be done before we can focus more on the research element? How much of the research plan needs to be put in place before we can take any action on the workshops?
Things that aren't really front of mind, but useful nonetheless?
- Reviewing Guide instructions (both presentations and wiki) to highlight any content that has changed as GitHub and the Guides team processes have changed (ex. where to find Guides is different now because it's not going to be in the COPs)
- Making sure our wiki is up-to-date
- Auditing old issues so we can review and close any that are no longer relevant (like any that focus on Guides being in COPs)

These are just notes, I'm looking to hear other perspectives as well!

Items for next agenda

https://github.com/hackforla/knowledgebase-content/issues/31#issuecomment-2334452137
We only had time to get to the label check so the triaging and all of its notes can be shifted to the next meeting.

fchan218 commented 3 weeks ago

2024-09-13

Prework

[ ] Review any open questions and if answers are needed by person other than the one doing the review, add to agenda https://github.com/hackforla/guides/issues/149

Attendance

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda
[ ] Jesus
[ ] France
[ ] Aditya

Recurring Items

Review work by each team member

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda
[ ] Jesus
[ ] France
[ ] Aditya

Agenda

[ ] Review France's weekly label check
- [ ] Review https://github.com/hackforla/guides/issues/175#issuecomment-2334452137
[ ] Triage issues from Knowledgebase-content's Needs to Be Triaged Column
- [ ] Discuss as a team what needs to be changed about the issue to make it ready for the Prioritized Backlog
[ ] Division of Team Responsibilities
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Triaging Issues

Division of Team Responsibilities

Here's what I see as the main priorities for Guides Team PMs moving forward:

Things everyone should get up to speed on
- Creating and assigning issues of appropriate scope. Adding milestones, size labels, feature labels, and adding them to the project board properly
- Working on issues: How to do status updates on issues in progress, when to unassign yourself or someone else from an issue, when & how to close issues
- Managing the project board
- Weekly tasks: label checks, team meeting agendas and minutes, checking the icebox for issues with dependencies, onboarding and offboarding
Moving Guides from COPs to Knowledgebase-content
- Since we're transferring issues from all of the COPs, not just product, someone needs to be in charge of the transfer process. Similar to Ayma's role on the team
Triaging Guides that Have Been Transferred
- Similar to what has been done already, but ideally to a standard where the team check is really a final sign-off. All straightforward issues should be caught and dealt with before presenting a guide issue to the team for review, and meeting time devoted to sticky or ambiguous questions with the guide issue
UX Research Plan (slightly lower priority)
- Someone should be familiar enough with the guides presentations and the goals of the workshop to liaise with the UX research lead on what we're trying to get out of the research process
- Keeping on top of where the TWE team is with their templates, so we can copy them
- If Rhoda does not return, someone needs to be thinking about UX Research lead recruitment
- Timeline: how much structural work (setting up issues and issue templates, transferring guides) needs to be done before we can focus more on the research element? How much of the research plan needs to be put in place before we can take any action on the workshops?
Things that aren't really front of mind, but useful nonetheless?
- Reviewing Guide instructions (both presentations and wiki) to highlight any content that has changed as GitHub and the Guides team processes have changed (ex. where to find Guides is different now because it's not going to be in the COPs)
- Making sure our wiki is up-to-date
- Auditing old issues so we can review and close any that are no longer relevant (like any that focus on Guides being in COPs)

These are just notes, I'm looking to hear other perspectives as well!

Items for next agenda

edwardsarah commented 1 week ago

Date 2024-09-20

Prework

[ ] Review any open questions and if answers are needed by person other than the one doing the review, add to agenda https://github.com/hackforla/guides/issues/149

Attendance

[x] Bonnie
[x] Sarah E
[x] Rhoda
[x] Jesus
[ ] France
[x] Aditya

Recurring Items

Review work by each team member

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda
[ ] Jesus
[ ] France
[ ] Aditya

Agenda

[ ] Division of Team Responsibilities
- [ ] What are our current priorities
- [ ] Sarah is leaving / transitioning team leadership
[ ] Triaging Issues + Defining that Process
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

Ask Rhoda to take a break until the rest of the team is up to speed on everything
Discussed next steps for guides team created issues to migrate all of the guides to new repos
Aditya and Jesus to work on prepping guides for migration from UI/UX and Ops, respectively, then get the OK from Sarah to actually transfer those issues once the first five steps have been done correctly
Bonnie to make an issue to create a new board with an automation that puts all issues on that board, and filter out anything that's labeled as a guide

Items for next agenda

edwardsarah commented 4 days ago

2024-09-27

Prework

[x] Review any open questions and if answers are needed by person other than the one doing the review, add to agenda https://github.com/hackforla/guides/issues/149

Attendance

[x] Bonnie
[x] Sarah E
[ ] Rhoda
[x] Jesus
[x] France
[x] Aditya

Recurring Items

Review work by each team member

[ ] Bonnie
[ ] Sarah E
[ ] Rhoda
[ ] Jesus
[ ] France
[ ] Aditya

Agenda

[ ] Check in about Guide Migration - where is everyone at with this process
[ ] Reminder about https://github.com/hackforla/guides/issues/149
[ ] Add anything we did not get to today, to next weeks agenda

Meeting Minutes

There's an error in the video instructions with respect to the project board it needs to be attached to. Jesus and Sarah will fix this
Folks were busy this week, hopefully we will make more progress on migration this weekend
Jesus and Sarah will touch base sometime next week
Team check-ins throughout the week they will set up a when2meet
France will work on migrating Product guides
Jesus will do UI/UX, Aditya Engineering - up until step 5. then check in with Sarah, proceed to the rest of the steps

Items for next agenda

[ ] BW to SE: we need to add text to the milestones on kb, so that we know what they mean, which will enable to team members to add milestones to the issues https://github.com/hackforla/guides/issues/131#issuecomment-1604438478
[ ] BW: this came in closed. I reopened. Lets check to see if there is another issue that replaces it. If not, we need to give it the same treatment as an issue we moved from a CoP. https://github.com/hackforla/knowledgebase-content/issues/32
[ ] BW: we might want to pause kb label check. Look at results from this week https://github.com/hackforla/guides/issues/175

hackforla / guides

Guides: Meeting Agenda & Minutes #136

Overview

Action Items

Prework

Attendance

Recurring Items

Agenda

Meeting Minutes

Items for next agenda

Friday September 1, 2023

Attendance

Meeting Minutes

Transitioning Guides to New Repo

Issue Audit

Friday September 8, 2023

Attendance

Guides Audit Spreadsheet

On Guides Related to Professional Development

Suggesting a Guide Workflow

New Guidance Pilot

Testing the Pilot

Friday, September 15, 2023

Attendance

Agenda

Meeting Minutes

Onboarding Sarah L (Colby)

New Guidance Pilot

Friday, September 22, 2023

Attendance

Agenda

Meeting Minutes

Slack Channels & Bookmarks

Active Project List

Updates on Work Done this Week

Access to the Knowledge Base Content Drive

Tasks for next week

Date 2023-09-29

Attendance

Agenda

Meeting Minutes

2023-10-6

Attendance

Agenda

Meeting Minutes

Date 2023-10-20

Attendance

Agenda

Meeting Minutes

Items for next agenda

2023-10-23

Attendance

Agenda

Meeting Minutes

Items for next agenda

Date 2023-10-30

Attendance

Agenda

Meeting Minutes

Items for next agenda

2023-11-03 Meeting Agenda

Prework to prep for meeting

Recurring items: Happens on every meeting

New Items

FYIs

Notes from Meeting

Task Items

2023-11-10 Meeting Agenda

Attendance

Agenda

Meeting Minutes

Ethan's Update

Research Templates

Items for next agenda

2023-11-17

Attendance

Agenda

Meeting Minutes

Items for next agenda

2024-01-05