[Event]: All Hands (2023-06-27)

dgkf commented 1 year ago

Event Summary

A follow-up all hands event where we'll devote time to targeted discussion of ongoing working group activities.

Tagging @pharmaR/ws-communications for awareness

Target Date

2023-06-27

Tasks

Event Preparation Timeline

By target due date

Project board

28 Days Prior

[x] #11
[x] #12 marketing team to advertise
[x] #13

14 Days Prior

[x] #14
[x] #15

7 Days Prior

[x] #16
[x] #17

Day of

[x] #18

dgkf commented 1 year ago

I realized that the event issue template is not working as I expected it. There are some plain markdown fields that I thought would be copied into the issue text, but appear to only show in the issue form.

The extra markdown was meant to tag our ws-communications team and add an organizer to-do list (converting checklist to issues and adding to a project board). I think this just needs to be dropped into the form body.

jmanitz commented 1 year ago

Not sure what you are trying. Can we have one issue per event? We will never find anything, so I closed the sub-issues.

dgkf commented 1 year ago

This was meant to track with Aaron's proposed steps. The benefit of having each checkbox as an actual issue is that it can be assigned out. Keeping track of all the issues is easy since they're all linked to the event milestone, which gives us a good task list and progress bar. We also have individual due-dates for specific tasks which lets us know whether we're on track.

At least that was the goal, I'm fine if we want to pare it back a bit.

AARON-CLARK commented 1 year ago

If you're looking for a review, I love the milestone/project/issue format - appears very well organized and is easy to follow. And it's a great way to hold us accountable to creating/sharing all the content at the right times. The project board with gantt chart seals the deal for me - love that visual. I would only propose we add in a final task labeled "give talk" or "host event" on the final day so it populates in the chart. Only question I have is why are all the tasks marked as complete?

dgkf commented 1 year ago

Ah, good idea. I'll go ahead and add it for now.

The issues are just closed because I think the value-add was still unclear and looks redundant at first blush compared to the task list in this issue. This is on me. This workflow grew a bit organically and wasn't socialized effectively before kicking it off. On the other hand, I wanted to get the ball rolling so that we can put it in practice with this event so that we can improve it for the next time around without waiting another quarter.

I think we have enough endorsement to reopen them - at least to keep the workflow coherent for the time being. If we do decide to scrap the idea of breaking down issues, I think we should just delete them so they don't show as checked boxes in this to-do list.

jmanitz commented 1 year ago

Date: June 27, 2023 noon ET Title: Learnings and Reflection from Case Studies: What is Next for the RvalHub? Abstract: Last year, the R validation hub initiated a three-part presentation series on “case studies”. Eight pharma companies presented their implementation of the risk assessment framework. We briefly summarize common themes and differences in the approaches. For the majority of the meeting, we want to discuss common challenges and brainstorm ideas for possible future projects by the R validation hub. Presentation draft (Please edit!): https://github.com/pharmaR/events/tree/main/community_meetings/2023-06-27

AARON-CLARK commented 1 year ago

Do we need another task added under the "28 Days Prior" heading labelled "Prepare registration link" or is it assumed that the R Consortium will always prepare that on our behalf? I'd like to share title & abstract with PHUSE comm partners right now, but they will need a registration link to advertise also. Unless their initial advertisement is just a "save the date" communication.

jmanitz commented 1 year ago

Sending out an invite includes creating up a meeting link

jmanitz commented 1 year ago

Please review the draft slides https://github.com/pharmaR/events/blob/main/community_meetings/2023-06-27/community_mtg_06_27_2023.pptx

jmanitz commented 1 year ago

Meeting summary: • Announcements: Transitions in RvalHub leadership and structure, including a call for volunteers for communication workstream • We had discussions how people use riskmetric for their evaluation processes and what they deem as too high risk scores? Continue the conversation and participate in this riskmetric survey: https://bit.ly/risk_survey • CDISC data should be the standard for add-on unit testing, a common repo from the RvalHub would be very welcome • Finally, we discussed who reviews R packages? What is the role of software engineers, statisticians, clinical experts?

slides: https://github.com/pharmaR/events/blob/main/community_meetings/2023-06-27/community_mtg_6_27_2023.html recording: https://mdigital-my.sharepoint.com/:v:/g/personal/m254773_one_merckgroup_com/EYpItvlhD6VLkLP0NsGiyaoBoye85blN8dsw0Iy-JtsLkA

AARON-CLARK commented 1 year ago

Great job everyone! Excellent session with great user participation.

Two areas I could work on better are:

https://github.com/pharmaR/events/issues/14
- I submitted a PR to add my slides < 24 hours before the meeting!
https://github.com/pharmaR/events/issues/17
- I didn't do this! Whoops. Was there an R Consortium post I could have shared?

Also, communication with our pharmaverse / PHUSE partner comms will likely be smoother next time, meaning we'll have more lead time to share (now that we've established our connections there).

FYI - I found our projected timeline for the {riskmetric}-based & {riskassessment}-based all hands meetings here, so that's our next target!

dgkf commented 1 year ago

Agreed! I think the session went really well, and I agree with the room for improvement.

My own reflections:

I agree with the slide prep cutting it a bit close.
- :shrug: I'm willing to chalk this up partially to us experimenting with slides-as-code for the first time.
- :star2: I'm hoping we can streamline this with the quarto theme (I also converted our logo and background to svg, which should be both smaller file size and avoid any issues with url access permissions)
- :star2: I really liked that I could put in some filler content and just tag people for comment as part of a PR. It was nice that Preetham could "sign off" on some content as part of a PR.
Role of social media sharing
- :shrug: Personally, I'm not a social media person in the least. I was a bit hesitant to include this step
- :raising_hand: I'd be in favor of scratching this step and leaving it to individual discretion to share
- :mega: If we do want a social media presence, I think we should create a R Validation Hub official account on Twitter/Mastodon/LinkedIn, but that comes with a lot of overhead that the R Consortium largely covers for us already.

AARON-CLARK commented 1 year ago

Role of social media sharing

Great points 👍🏼 I think if we weren't assembling a new comms team, I would vote to just rely on our comm partners' (R Consortium & others) posts on socials. However, with the added resources, using social media to stay present/current in our "customers" social feed is too valuable of an opportunity to pass up! In a lot of ways, I think it's actually the main source of information for a lot of folks, even being more effective that emails & blog posts.

Controversial opinion: we need a tiktok account. 🤣

pharmaR / events