Open Olivia-Chiong opened 3 years ago
I am going to put some screenshots and notes in this issue, because I am doing a cleanup on 311's slack channel. We will need the screenshots for later making the guide examples of what no to do.
This screenshot is from the 311 Slack Channel, taken 2022-03-11. The post was created 2020-02-05. The link still works to take you to the WIKI, but they have not been updating the WIKI, so when people get there, it does not guide them to contact the correct people.
This screenshot is from the 311 Slack Channel, taken 2022-03-11. The post was created 2019-12-17. It references people no longer on the team and contains an old zoom link. Avoid using @ messages to people in pins
This screenshot is from the 311 Slack Channel, taken 2022-03-11. The post was created 2019-11-18. It references something from an agenda long since past. Pins should be for evergreen items (like an agenda issue for the entire year)
This screenshot is from the 311 Slack Channel, taken 2022-03-11. The post was created 2019-09-24.
still working on this issue. i haven't finished going through the list of projects's slack channel. Previous meeting we left off on 311. I have completed through CivicTechIndex
UPDATE: I have gathered examples from teams/projects slack channels. I have also looked at their wiki . In the following week i will contact teams leads on their slack channel to have a chat on what works for them and what doesn't.
I have reached out to the team leads of the following projects:
however, i only got a response from the team lead for the Hack website and we are yet to fix a meeting date and time.
I have reached out to the team leads of the following projects:
VRMS Open community project lucky parking home unite us ESM triange TDM calculator hack website Civic Tech index Civic Tech jobs Design Systems however, i only got a response from the team lead for the Hack website and we are yet to fix a meeting date and time.
i am currently working on creating a sub issue due to their lack of response on their slack channel. i made a comment on slide 32 of the gather examples as regards that.
@Evon081 let's figure out what kind of guidance we need to provide to people so that they understand if they made a sub issue, it has to be linked to the main issue.
I have had zoom meetings with the following PMs:
Access The Data, Lucy Chang. Design Systems, Yasaman 100 Automations, Henry Civic Tech Jobs, Danish 311 Data, Eric Cho VRMS, Josh Bubar Thomas Demoner, Expunge assist
these are my findings.
19th April Henry Latourrette from 100 automations.
They use it to share general updates
They don’t have much active members because their project of updating the website is almost finished
They have a main channel and small different conversations depending on the team eg. The dev team, the product team and the designers team . These teams communicate through conversations on slack.
The above system worked for them and they didn’t see the need to create new channels
They aren’t look to change anything for now.
But they would like to share agenda for each meetings before the meetings. They tried once or twice but it wasn’t really effective.
Because they were all updating their issue on Github they didn’t see the need to update on slack too.
the problem with slack is the free version .No access to previous information.
They never got to explore the options of voice calls . We tried it and it was cool. Maybe more channels should explore that
20th April JOSH BUBAR from VRMS
They use two teams; the VRMS channel and the VRMS tech slack channel
The biggest thing they use the channel is for direct messaging each other and setting meeting links
They don’t use much because they don’t really have product management on their team
New members join and the team headed reaches out to them.
They do not use slack Bot for reminders
Slack serves it purpose for messaging and communicating with team members .
Main challenge is that people don’t respond to messages early.
Another challenge is the fact that messages disappear after two weeks because we don’t use the paid version.
Suggestion:
21st April DANISH from Civic Tech Jobs
Use slack for team updates quick chats , and reminders
They use the book mark bar for quick links
They share screenshots and type comments or replies and reactions which brings about team building
New members join Github before the slack channel. They introduce themselves and then someone points them to the bookmark.
They have regular team meetings and the have weekly meetings . It works for short term communication.
The system works overall really well
He would like to see an “auto removing inactive members” feature (more for slack than H4LA).
They need more engagements, for their team members to respond quickly.
Slack is a good way to stay in touch for the team, quick responses, active engagements.
Major challenge is not being able to see message history.
People aren’t comfortable with some features and need to learn some things , like how to set reminders.
ERIC CHO from 311 data How they use slack:
They automate updates a day before the team meeting
Engineers communicate with themselves within the week.
Periodic updates
A lot of communications happen privately by creating a thread
He doesn’t feel its an optimized process because they aren’t really producing right now .
Right now no need for more process to be in place .
Could be a distraction , if there are too many conversations happening.
He doesn’t think slack is the best channel to mange recruiting and onboarding
He feels Pins are distractions and looses value over time
Benefits:
Biggest challenge:
is that people do not have their slack notifications on.
Would be nice if they could set an emergency messaging system ; like time sensitive signals.
People generally do not respond in time.
He would like to see;
best practices templates on how to write posts, proper utilization of threads.
proper utilization of hurdles.
proper introduction of new members and why they are there.
May 17th. THOMAS DEMONER from expunge assist
Thomas sent answers to the meeting template to m Dm on slack.
These are his assertions:
14th April YASAMAN from Design systems
How they use slack:
Challenges:
Recommendations: -Things discussed should be put on in a github issue.
she generally thinks slack works for the team and it is easier and faster to reach out to team members because it is conversational.
14th April. LUCY CHANG from access the data
-They use it to share general updates -They have multiple channels for various teams e.g access-the-data-website, access-the-data-reseach -The various channels isnt really functional and it should be one general general for the entire team -it is easier to reach team members -They share meeting links
26th May GORDON RUBY from -He says they do not use slack much often. -Lucky parking has a 129 people on the channel but there are only 10 active members. -They post zoom link and agendas and people indicate their interest to attend or not. -He uses slack to engage new members -They don’t really use slack to talk about work. -They use git hub more because it helps the organize their work.
-The system works well for the team
-He would like to see more communication in the channel because People do not post in the main channel. They prefer Github and Dm’s. -He would like that after onboarding and people join the channel they should introduce themselves automatically. With a specific template . People joining without introductions could be quite confusing.
CHALLENGES
RECOMMENDATIONS -Clarity on what slack should be used for and what Github should be used for and why. A guideline should be made specifically for this purpose. -The difference between communication in a thread and just replying in a different post should be made clear. -Concerning security we should Set clear expectations for new people and old team members to figure out what we can post and what we can’t. Eg. Passwords to meeting. -The guide should be clear about who should be on the channel and not. We have 129 people and only 10 active members. -Slack is amazing and he hopes lucky-parking can use it more.
Reach out to Jessica Cheng on the hfla-site channel to meet with her. She is the former Tech Lead
My meeting with Kalyani and Abareen - community survey Jessica Cheng - HFLA
18th June, 2022 COMMUNITY SURVEY
I had Kaylani and Ambareen in the meeting
WHAT FEATURES THEY USE: -The community-survey team use slack majorly for reminders. Through the slackbot However as a PM, Kaylani integrates her slack with her google calendar. Which works better for her . -New team members join the team and the slack channel during the general Hack for LA boarding session -They also pin important messages -They used the video call tool before the free plan expired
IS EVERYTHING WORKING FOR THEM -Everything works well for her as a product manager and as the team.
WHAT THEY WOULD LIKE TO CHANGE -They would like to set up autobot to be able to set up meeting for the entire year or month, but she couldn’t fine the proper way to do it. Right now she has to do it manually every month -They would also love it to be upgraded to a paid plan so that they could make better use of slack.
ADVANTAGES OF USING SLACK -Easy to share documents -Quickest way to communicate with team members.
DRAWBACKS/CHALLENGES -Making the rooster because she needs to find their slack handles In the case of you know what you want but you don’t know where to get it.
OTHERS -They love the new integration with GitHub and Jira
19th July, 2022 HFLA website
JESSICA CHENG
WHAT FEATURES THE USE
IS EVERYTHING WORKING FOR THE TEAM
WHAT WOULD THEY LIKE TO CHANGE
ADVANTAGES OF USING SLACK
DRAWBACKS/CHALLENGES
OTHERS -The one thing about slack is the reminders.
@Evon081 Can you write a summary of what you have found. For example: Number of teams using Reminder to update issues 12-24 hours before meeting (8 teams, 1 manual)
@Evon081 Can you write a summary of what you have found. For example: Number of teams using Reminder to update issues 12-24 hours before meeting (8 teams, 1 manual)
Number of teams using method
- meeting team link (zoom)
- Channel Description
- Pins
- reminder to update issues 12-24 hours before meeting (8 teams, 1 manual)
- Signup for the team
will do this before friday .
SUMMARY OF FINDINGS FROM MEETING WITH PMS FROM DIFFERENT PROJECTS AT HACK4LA
NO OF TEAMS USING : -zoom team link for meetings - 20 teams -Channel description - 20 teams -Pins - 15 teams -Reminder to update issues 12-24 hours before meeting - 8 teams -Sign up for teams - 8 teams
Generally, Slack has been useful to every team at Hack4LA . It has been the general medium for communication. Albeit the fact that a lot of PMs would love to implement few changes to increase productivity.
@Rabia2219 discuss with Bonnie how to revise issue to add slack audit info
Overview
We need to create a guide to managing your slack channel so that you and the volunteers on your project have the best experience possible and that we increase retention.
Action Items
Resources
Youth Justice Nav
Special Note: Some projects will be tempted to create multiple channels to make the main channel for your project easier to read. It's easier if people just use the threading consistently. However, if you feel you really need additional channels, feel free to create them. Just document their existence for new members in your wiki and make sure to remove them if they become inactive.
Template to use per project
(add other check boxes if you find other ways they are using slack to manage)
Projects to check
100 Automations
311 Data
Access the Data
BallotNav
Brigade Organizer's Playbook
Civic Tech Index
Civic Tech Jobs
Civic Tech Structure
Data Science Projects
Design Systems
Engage
Expunge-Assist (formerly known as Record Clearance)
Food Oasis
GreenEarthOS
Guides
HomeUniteUs
Internship project
Lucky Parking
Open Community Survey
TDM Calculator
VRMS
Hack for LA's Website
Youth Justice Nav
Guide drafts