Guides: Meeting Agenda & Minutes #136

edwardsarah · 2023-09-01T13:12:52Z

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](https://github.com/hackforla/guides/issues?q=is%3Aopen+is%3Aissue+label%3A%22ready+for+pm+lead%22)
- [ ] https://github.com/hackforla/guides/issues/175

## Attendance

- [ ] Bonnie
- [ ] Rhoda
- [ ] Jesus
- [ ] France
- [ ] Aditya
- [ ] Kevin
- [ ] Emmanuel
- [ ] Akhila
- [ ] Yashwanth

### Recurring Items
Review work by each team member
   - [ ] [Bonnie](https://github.com/hackforla/guides/issues/assigned/ExperimentsInHonesty)
   - [ ] [Rhoda](https://github.com/hackforla/guides/issues/assigned/the-techgurl)
   - [ ] [Jesus](https://github.com/hackforla/knowledgebase-content/issues/assigned/jessethecleric)
   - [ ] [France](https://github.com/hackforla/guides/issues/assigned/fchan218)
   - [ ] [Aditya](https://github.com/hackforla/guides/issues/assigned/Aditya23Soni)
   - [ ] [Kevin](https://github.com/hackforla/knowledgebase-content/issues/assigned/knqti)
   - [ ] [Emmanuel](https://github.com/hackforla/guides/issues/assigned/3mmyrozay)
   - [ ] [Akhila](https://github.com/hackforla/guides/issues?q=is%3Aissue%20state%3Aopen%20assignee%3AAkhilaA12)
   - [ ] [Yashwanth](https://github.com/hackforla/guides/issues?q=is%3Aissue%20state%3Aopen%20assignee%3AyashhR)

## Agenda
- [ ] check to see if there are any issues with [drive: shared with me](https://github.com/hackforla/knowledgebase-content/labels/drive%3A%20shared%20with%20me) and [drive: shared drive](https://github.com/hackforla/knowledgebase-content/labels/drive%3A%20shared%20drive). 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

civictechindex/BOP#82
civictechindex/BOP#3

Previous Team Meetings

9/1/23
9/8/23
9/15/23

The text was updated successfully, but these errors were encountered:

edwardsarah · 2023-09-01T16:35:06Z

Friday September 1, 2023

Attendance

Bonnie
Sarah
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 · 2023-09-15T09:48:51Z

Friday September 8, 2023

Attendance

Bonnie
Rhoda
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 · 2023-09-15T09:50:50Z

Friday, September 15, 2023

Attendance

Bonnie
Sarah E
Rhoda
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 · 2023-09-20T16:42:53Z

Add to the next agenda:

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

edwardsarah · 2023-09-22T09:30:14Z

Friday, September 22, 2023

Attendance

Bonnie
Sarah E
Sarah L
Rhoda

Agenda

Slack Channels + Pins & Bookmarks
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 · 2023-09-22T14:57:30Z

Date 2023-09-29

Attendance

Bonnie
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)
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 · 2023-09-22T15:40:09Z

Interview Priority Analysis: 51 civictechindex/BOP#138

edwardsarah · 2023-09-29T14:36:11Z

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 · 2023-10-20T15:11:27Z

Date 2023-10-20

Attendance

Bonnie
Sarah E
Rhoda
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 Meeting times not showing up on Guides Project website#5743
- vrms
  - to fix the lack of check in for guides team during meeting time The Guides team meeting is not available for checkin VRMS#1530
  - to fix the ability to add Claire to the project as a PM User Screen: Cannot find a user after they have created an account VRMS#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 · 2023-10-20T16:25:20Z

jianwangcat · 2023-10-30T20:11:28Z

jianwangcat · 2023-10-31T18:07:49Z

ExperimentsInHonesty · 2024-09-27T18:50:59Z

Date 2024-10-04

Prework

Review any open questions and if answers are needed by person other than the one doing the review, add to agenda Team Questions #149
Daily: look for issues that need pm lead review

Attendance

Recurring Items

Review work by each team member

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 Updating Guide Issues #131 (comment)
offboard Sarah Onboard & Offboard: Product #92
BW: we might want to pause kb label check. Look at results from this week Weekly label check: Knowledgebase-Content #175
- pause yes
- pause no
check to see if there are any issues with link status: inaccessible document. This is a blocker to the body text being updated.
BW: this came in closed. I reopened. Let's 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. Create a Guide/Template: Page for Kanban board setup knowledgebase-content#32
Add anything we did not get to today, to next weeks agenda

Meeting Minutes

France & Bonnie met to discuss France taking over as lead until her absence in November
Updated Jesus + Aditya's issues, so they will go to France for approval
Aditya has submitted issues for approval
France was saying they have to sort out
- Bonnie + Sarah suggest both/and, keep as much communication as possible in the GitHub so that any progress is documented, slack is ephemeral
Keep communication in the Slack channel as much as possible
Reviewing team questions - Bonnie created a new saved reply for updates on issues
- Aditya and Jesus will update their issues
create a new issue for creating issues for wiki pages that don’t have guide issues
Jesus’ issue is going to take several weeks to get up to snuff
Reviewing issues Aditya prepped for migration from Ops
- the point is to be diligent and careful, not to go very quickly!
- action items from Bonnie recorded in the issue
Still need to fix the milestones on the CoPs. they will not need all of the milestones listed above, but will need just the main one guide 5 milestone. kb-c content will have the milestones labeled by number, but the rest are unneceesary

Items for next agenda

BW: we might want to pause kb label check. Look at results from this week Weekly label check: Knowledgebase-Content #175
- pause yes
- pause no

fchan218 · 2024-10-06T20:59:22Z

fchan218 · 2024-10-14T22:41:14Z

Date 2024-10-18

Prework

Review any open questions and if answers are needed by person other than the one doing the review, add to agenda Team Questions #149
Daily: look for issues that need pm lead review
- FC: did this link change because I cannot see the label "ready for pm lead" even though there is an issue in UI/UX with label? https://github.com/hackforla/UI-UX/labels/ready%20for%20pm%20lead

Attendance

Recurring Items

Review work by each team member

Agenda

Meeting Minutes

minutes:

Updated milestones in kb content and bonnie will go through and update the milestones as she triages
Individual COPs need label “feature: guide creation” to create new guides
FC: Need to make an issue to create a template for each Identify and Create Issues for future DevOps Guides ops#132
All guides in Ops have been moved
Post triage, we need to add the relevant issues to their project board so team members in that repo can work on creating guides as well
Aditya will work on migrating revenue and admin repos
If admin issues have prerequisites then it is okay to move
Leave all 1password guides in admin repo alone - do not move
Need to rename all other guides in the repo “Create a workflow guide” - these guides Bonnie will need to be interviewed for
Jesus will work on migrating marketing repo
Will leave data science repo for later - moved to ice box

Items for next agenda

fchan218 · 2024-10-18T16:58:11Z

fchan218 · 2024-10-26T19:21:26Z

fchan218 · 2024-11-01T15:19:34Z

fchan218 · 2024-12-09T21:39:29Z

fchan218 · 2025-01-08T21:08:46Z

fchan218 · 2025-01-10T19:05:25Z

fchan218 · 2025-01-24T02:45:54Z

fchan218 · 2025-01-28T20:56:33Z

fchan218 · 2025-01-31T19:36:49Z

fchan218 · 2025-02-07T16:04:24Z

fchan218 · 2025-02-14T16:58:41Z

fchan218 · 2025-02-28T20:27:59Z

fchan218 · 2025-03-07T17:10:32Z

fchan218 · 2025-03-20T01:05:54Z

fchan218 · 2025-03-28T13:20:14Z

fchan218 · 2025-04-04T14:12:37Z

fchan218 · 2025-04-11T00:57:28Z

edwardsarah added documentation Improvements or additions to documentation help wanted Extra attention is needed question Further information is requested labels Sep 1, 2023

edwardsarah pinned this issue Sep 1, 2023

edwardsarah added feature: agenda and removed help wanted Extra attention is needed question Further information is requested labels Sep 8, 2023

edwardsarah self-assigned this Sep 8, 2023

edwardsarah added this to the 03. Project Management milestone Sep 8, 2023

edwardsarah mentioned this issue Sep 15, 2023

CTG: PMs Agenda and Meeting Minutes #82

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jianwangcat changed the title ~~Guides Team: Friday All-Team Meeting Minutes~~ Guides: Meeting Agenda & Minutes Oct 31, 2023

jianwangcat assigned jianwangcat, ExperimentsInHonesty and the-techgurl Oct 31, 2023

jianwangcat added role: missing size: missing and removed documentation Improvements or additions to documentation labels Oct 31, 2023

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This was referenced Sep 27, 2024

Migrating Revenue Guides to New Repo #183

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Migrating Admin Guides to New Repo #184

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ExperimentsInHonesty mentioned this issue Oct 18, 2024

Epic: Marketing: Guides hackforla/marketing#73

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Guides: Meeting Agenda & Minutes #136

Guides: Meeting Agenda & Minutes #136

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Guides: Meeting Agenda & Minutes #136

Guides: Meeting Agenda & Minutes #136

Comments

edwardsarah commented Sep 1, 2023 • edited by fchan218 Loading

Overview

Action Items

Past Agenda Issues

Previous Team Meetings

edwardsarah commented Sep 1, 2023 • edited Loading

Friday September 1, 2023

Attendance

Meeting Minutes

Transitioning Guides to New Repo

Issue Audit

edwardsarah commented Sep 15, 2023 • edited Loading

Friday September 8, 2023

Attendance

Guides Audit Spreadsheet

On Guides Related to Professional Development

Suggesting a Guide Workflow

New Guidance Pilot

Testing the Pilot

edwardsarah commented Sep 15, 2023 • edited Loading

Friday, September 15, 2023

Attendance

Agenda

Meeting Minutes

Onboarding Sarah L (Colby)

New Guidance Pilot

luca-navarrete commented Sep 20, 2023

edwardsarah commented Sep 22, 2023 • edited Loading

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

ExperimentsInHonesty commented Sep 22, 2023 • edited by edwardsarah Loading

Date 2023-09-29

Attendance

Agenda

Meeting Minutes

ExperimentsInHonesty commented Sep 22, 2023

edwardsarah commented Sep 29, 2023

2023-10-6

Attendance

Agenda

Meeting Minutes

ExperimentsInHonesty commented Oct 20, 2023 • edited by jianwangcat Loading

Date 2023-10-20

Attendance

Agenda

Meeting Minutes

Items for next agenda

jianwangcat commented Oct 20, 2023

2023-10-23

Attendance

Agenda

Meeting Minutes

Items for next agenda

jianwangcat commented Oct 30, 2023 • edited Loading

Date 2023-10-30

Attendance

Agenda

Meeting Minutes

Items for next agenda

jianwangcat commented Oct 31, 2023

2023-11-03 Meeting Agenda

Prework to prep for meeting

Recurring items: Happens on every meeting

New Items

FYIs

Notes from Meeting

Task Items

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Date 2024-10-04

Prework

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