EA: Weekly PM Meeting Agenda #432

brandohayes · 2022-01-21T02:43:38Z

This issue tracks the running agenda for the Internal PM Weekly Meetings

Agenda Template:

## 2024-10-14 Meeting Agenda

### Meeting Facilitator (responsible for Prework):
### Meeting Note-taker:

### Prework to prep for meeting
- [ ] Create agenda
- [ ] https://github.com/hackforla/expunge-assist/issues/1543
- [ ] https://github.com/hackforla/expunge-assist/issues/1621

### PMs Roll Call
- [ ] Maria
- [ ] Rachel
- [ ] Rick
- [ ] Runsheng
- [ ] Vanessa

### Recurring items: Happens on the ________ meeting
 - [ ] review any issues that are in the new issue approval column on the [project board](https://github.com/orgs/hackforla/projects/77)
 - [ ] Accountability and Support Check.
    - [ ] Review assignments for each Team
       - [ ] [Content](https://github.com/orgs/hackforla/projects/77/views/6)
       - [ ] [Design](https://github.com/orgs/hackforla/projects/77/views/2)
       - [ ] [Dev](https://github.com/orgs/hackforla/projects/77/views/4)
       - [ ] [Research](https://github.com/orgs/hackforla/projects/77/views/7)
       - [ ] [Product](https://github.com/orgs/hackforla/projects/77/views/8)
- [ ] finish adding labels to the issue that are still missing them (see audit links above)
- [ ] review issues with [epic and main labels](https://github.com/orgs/hackforla/projects/77/views/11) 
- [ ] Review to see if there are any members to Onboard or Offboard 
      - [ ] #

### New Items
- [ ] 
- [ ] Carry over Items to next meeting that don't get addressed

### FYIs
-

### Notes from Meeting

### Task Items

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

ValeriyaMetla · 2022-01-24T19:34:51Z

jessicaherling · 2022-01-31T19:58:52Z

Andan-Eddy · 2022-01-31T20:28:19Z

[1/31/22] Agenda and Notes

Brandon updates
Two new Devs started last week -Igor and Carv (??)
they need access to Github- they are doing new member orientation

Brandon- ask to reach out to Tiernery about asset images

Jessica-

bringing on new researchers (taking up time)
Research coming up with research plans- several options to speed up implementing the research plan
They discussed this with Bonnie
They are meeting with new content writers
Questions about continuing Tuesday meeting
Jessica wants to get a barebones example of pre-MVP to give to research. Andan provides https://expungeassist.org/#/

Andan
mentions Design team has been slow on Figma updates- Daisy (lead designer) has been busy. Tonight Andan will ask what she has time to do with project. A new designer has show interest- if he comes to tonights meeting Andan will assess his experience.

bi-weekly Tuesdays UX/UI meeting will continue with flexibility.

Andan remind team about effort to find a PM to replace him working with UI/ design

jessicaherling · 2022-02-07T18:31:11Z

jessicaherling · 2022-02-14T20:00:45Z

[2/14/22] Agenda and Notes

Prework

Roll Call

Recurring items:

New Meeting Items

Sam to discuss MVP
Carry over to next week anything we didn't get covered this week
- Make next weeks agenda

FYI

Notes from Meeting

Research update - usability testing; interview guide; desk research
Dev - new MVP date is 28th of February; discussed with Bonnie - Daniel making onboarding and off boarding procedures; Daniel met up with Sam about clear statements
Sam updates about MVP- development after MVP to configure the letter generator in the best way (how that works from coding side of things -> Sam structure content); design - questions about how to hand over work from content all the way over to development, haven't figured that out yet; writer coming on board
Sam - went and did a test run of website as of right now; form pieces that are done, spits out a letter that is unusable (example: will send screenshot later -> depending on what you put in the letter, then it will give you a sentence - dependent on check boxes you pick - there is a To whom it may concern - there is no this is who I am - grammatical things in background - some words are not what user puts in - might be the introduction just hasn't been coded yet)- question is to market the product to lots of different states and what not - from that point of view need something that is a simple template that is usable - doesn't have to be complex - first sentence starts off with and also (don't do that) - from otherwise of it - research - simplistic product the might not want to partner with it and wouldn't use it if it wasn't simplistic - how to handle the question and let it proceed; from content side do an audit and cosmetic change to change the words so it's structured properly: how to create best MVP possible? (marketing, product, partnering with organizations); Andan's initial thoughts - part of it is the level of emergency about the usability of the tool - we are the people who make these decisions - it's not going to be they do the MVP and we put the letters out - MVP is to get bugs out of software - once doing that we start presenting our project - test with other Hack for LA projects and have partners and be transparent with them that this will not be the thing that you are using - part of initial marketing - can't present outside of project - tell partners we are testing; Sam - noticed it and thought it was something to be aware of - looks quirky? Wait until development is done and we will do a beta test for us and we will notice that - does the problem show up in the figma too?

Task Items

Sam create an issue with screenshots and assign to Thomas, Andan. Thomas, Jessica, Val, and Brandon

Items for next week's agenda

Andan-Eddy · 2022-02-21T23:14:53Z

Andan-Eddy · 2022-02-28T23:37:24Z

ValeriyaMetla · 2022-03-21T22:18:08Z

ValeriyaMetla · 2022-03-28T22:04:33Z

ExperimentsInHonesty · 2022-04-15T19:33:59Z

Please add this to this week's agenda and get it done during the all team meeting, or do separate ones in each meeting. Just be sure to name them to reflect the team name and if it's just the dev team, please say Expunge Assist - dev team.png

Taking a picture of the team CTA Instructions

jamiesiu · 2022-05-02T22:05:27Z

mariaweissman · 2024-04-19T21:25:49Z

4-22-2024 Meeting Agenda

Prework to prep for meeting

#

Recurring items:

New Items

Clarify: Emma/ content wanted to discuss Issue Fix About Us page, small issues #965 being pushed to Stakeholder Review 2.0
Maria: clarity around Stakeholder Review 1.0 vs 2.0 and what's being worked on
Design wants to discuss team process
Update from Collab Meeting
Update from Bonnie Meeting
Carry over Items to next meeting that don't get addressed

FYIs

Content is looking to create one simple, central document to refer to
Research has started brainstorming ways to create a mechanism around ensuring that new information on website is correct

Notes from Meeting

Project Management

Best practices of Hack for LA: that if it's not on the GitHub its not authorized work
Plans, ideas, and FigJam board are great ideas
But those plans and ideas need to get to the GitHub page
Before adding a new column, we should address gaps, like moving things out of icebox
Issues are ideas but will be the start of next steps -- moving forward, green light
Process question: if it's cross-functional like Main or Epic, should be brought up to PM meeting; if its team specific, your team has plan from PM and Lead, you can move issues, PM meetings can be place to discuss
For when the PMs and/or Leads can't make meeting, to have check-in meeting
Use GitHub to have conversation too since Slack can be limited

New Issues
#1287 Sam asked Sydney to create this issue, Epic issue to pow wow on messaging, feeds into Content guidelines
Content will refer to Expunge Assist as tool (not service)

About Us page
Specific focus for this milestone: should be Code for America and Hack for LA relationship
Don't think of stakeholder review as end all be all
It can be high priority, but not this milestone
Other content should be separate issue -- Sydney will do this for Stakeholder 2.0

Quick survey for each team?

Maria -- current best practices of each team so that process can be in one place, should it be all team members or PMs and Leads, with GitHub as primary project management tool
Suggestions and features of workflows can be integrated into GitHub
Calendar version of Figma in GH?
What is end result of survey? Pain points, internal team processes, cross-functional process, any areas for improvement

Missing labels check

Content PM -- please add labels that are missing
All PMs -- check for missing labels
Every issue in the icebox should have a dependency

For each team's domain

Write up on Wiki page to document our roles and responsibilities
Toes getting stepped on
Grey area

Task Items

For next agenda

[ ]

amejiamesinas · 2024-04-29T19:27:08Z

2024-04-29 Meeting Agenda

Prework to prep for meeting

Recurring items:

New Items

Updates from collab meeting
Next week is all teams
Carry over Items to next meeting that don't get addressed

FYIs

Complete survey that Maria created and shared: the goal is to figure out processes so that if everyone left the project at the same time, the project could continue

Notes from Meeting

ISSUE MANAGEMENT
UXR

To use research skills to update ourselves and other teams (Repository of questions for attorneys for interview phase #1364, Prop 36 on November 2024 ballot #1368)
Will move issues to prioritized backlog

CONTENT

Splitting About Us page: one for Content, Design, Dev
[Glossary ] Clarify terminology for product use #478 in prioritized backlog
Glossary - multiple issues that are slightly different
Glossary: what is "it" trying to do? Different understandings and uses of the same term per Emma. 1. Glossary - this is the word, this is what it means, behind-the-scenes for content to use correct word, 2. Glossary -- UXR version is more than the words, what the processes are, more than a glossary (possibly give it another term), 3. Glossary -- as a tool to be used for the user, front facing that
SOT: what is it? Internal doc for Content for the team to know what is in LG in case something changes. What then are the processes and time stamps? Currently the SOT only contains master content. Likely the need for collab?

GENERAL

Analicia did issue audit
Our numbers are better for missing labels!
Design for Data Handling Popup #1178 is missing size -- followup with @sydneywalcoff during next PM meeting
EPIC: Information Architecture of EA site #1330 - discuss during next PM meeting
SOT - Content's definition or use is like a master document. But doesn't it need to be data?
System of Record - Maria shared this useful link: https://www.cflowapps.com/system-of-record-vs-source-of-truth/
Information Architecture - to discuss next steps: how we present information, organize information
Terms: define terms, how teams use them, and how all of this stuff is laid out, and auditing

ALL TEAMS

Maria will present on the survey findings but depends on a few factors but will confirm
Sylvia didn't finish presentation at Collab, can she give presentation to All Teams? Yes

PROCESSES TO DISCUSS IN PM + LEADS MEETINGS

Goal: to get on the same page
To use this space to discuss and decide
Analicia will create issue on definition of master docs with the goal of getting to a shared definition of what each of these docs means and does
We need an informed discussion of who our target user is
Priorities differ across teams
Short-term priority is to get Bonnie to review site

Task Items

On deck for agenda writing:
Vanessa on 5/6
Maria on 5/13

vanessaavviles · 2024-05-06T23:22:06Z

2024- 05-06 Meeting Agenda

Prework to prep for meeting

#

Recurring items: Happens on the ________ meeting

review any issues that are in the [new issue approval column]
Accountability and Support Check.
- Content
- Dev
- Design
- Research
- Any ready for leads label?
- Overall PM or Product Updates/Needs
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
Review to see if there are any members to Onboard or Offboard
- [ ] #

New Items

Anita will discuss Enhance Friday syncs #1198
Carry over Items to next meeting that don't get addressed

FYIs

Maria will discuss in more in-depth next weekend All Teams Survey (Create, Send & Summarize Findings) #1361

Notes from Meeting

Notes:

Most labels at 0
Links needed to be added to agenda

Clarification: correct way to add dependencies: https://github.com/hackforla/expunge-assist/wiki/How-to-Create-Issues#Dependencies
https://github.com/hackforla/expunge-assist/wiki/How-to-Create-Issues#Noting-the-Dependencies

Automated weekly label check

Research: writing document based on presentation from last Friday. Separating out future opportunities and questions
Where to put the slide deck; right now, in research’s Google Drive folder

Sydney suggests creating a wiki for each team
Look at website team page: https://github.com/hackforla/website/wiki

Anita: whether wiki should be general information about the team, or more onboarding
Sydney uses more as a homepage; informational guides also important. Each team can also use it in a way that works best for their team.

Design: working on oops page; advice page/ input fields; Justin and Anita working on colors, will share with the team when ready; Anita will have a workshop on Friday to Enhance Friday syncs #1198
Visual style issue amending it
Dev: could be helpful to do an audit to make sure it’s up-to-date with the current design system
Issue: Epic design issue, typography, etc.

Product Management: Defining Master Documents #1386
What is the “Source of Truth”
Design has all our master wireframes on Figma under “master” section

Identifying Target User: #1387

Planning/ Identifying upcoming priorities #1388

Update: issue #1361

Documentation important ; issues can always be closed ; best practices for hack for LA
Any team member can create an issue
PMs/ Leads will be the ones to note duplicates

Task Items

mariaweissman · 2024-05-13T19:41:27Z

2024-05-13 Meeting Agenda

Prework to prep for meeting

Weekly Issue Audit
size: missing in Code redesigned About Us page #1384
[Maria Summarize Survey] All Teams Survey (Create, Send & Summarize Findings) #1361

Recurring items:

New Items

Maria's Summary from All Teams Survey (Create, Send & Summarize Findings) #1361 - Maria presents and team discusses
Updates from Friday's Open Sync
This Week Bonnie Meeting?

FYIs

New zoom room possibly next week
Meeting with Bonnie is this Friday

Notes from Meeting

AUDIT

Only 1 missing label: dev issue, added size

NEW ISSUES WAITING FOR APPROVAL
Content

Drafts waiting for guidelines to be updated

Dev

Code redesign
Added "ready for dev lead" to issue Update weekly label check GHA to comment on issues #1390

Design & Research

Nothing on pre-backlog

PM

Identify as agenda items? To set date for when to discuss, to put on future agendas
Overlapping issues with Maria's survey findings
Identifying target user #1387 - for PM meeting > moved to backlog
Planning/Identifying upcoming priorities #1388 - for PM meeting > moved to backlog
Defining Master Documents #1386 - for Collab meeting? Or for PM? > moved to backlog

ASSIGNMENTS FOR EACH TEAM
Dev

Sydney updated some screen reader requests: major goal post met

Research

UXR glossary and slide deck share out - PM and Lead in discussion about share out
How to turn it into actionable tasks with Design and Content
Possibly use this as a case study for collab

Content

Guidelines: working on making progress

Design

Enhancing open sync
Working on onboarding documentation

PM

Meeting with Bonnie this Friday @ 1pm PT
Anyone who would like to join and be added to calendar, let @amejiamesinas know, who will be making agenda. @emmathrash asks to be added to agenda
This zoom meeting time -- there is onboarding start 6p on alternating Mondays and a Dev team that has 2 zoom rooms on hold. We may move zoom rooms!
Update team wiki? Update Team Wiki / Product Manager Wiki Pages #502. Close issue and create issues per team. Should we create process? Or assign everyone so that everyone is responsible and removes themselves and last assignee closes? Pros and cons of template issues are important, how to integrate into onboarding, easier to create new processes

STAKEHOLDER REVIEW

June 14th is June Org-PM meeting -- will stakeholder review be done by then
Will Bonnie review LG or the entire site?
Sydney thinks that each milestone should be full review, though we should provide her updates on what has changed
Bonnie will use June Org-PM meeting, she will go through entire site. Analicia will create issue: each team can provide comments
Privacy policy? To discuss with Bonnie this Friday, to add to agenda

ISSUES WITH DEPENDENCIES

Any issue with a dependency cannot be worked on until dependent issues are incomplete
Closed Research new visual style #1227 because dependency relationship was inverted
Possibly create "emergent request" as solution for issues that have task items that come up while working on issue -- let's ask Bonnie. @sydneywalcoff will confirm that this is phrase website team uses

SUMMARY FROM MARIA ON SURVEY FINDINGS
On bandwidth

Issues and GH

Any team member can create issue
When? Whenever the idea comes up (dev), is it worth it to think of this as parent v child category? Or if protocol is to identify notetaker, then can that person write up issues from meeting? Or split the two -- 1 notetaker and 1 issue maker per meeting
When closing the issue, you can add reasoning to comments. Low priority can be left at bottom of backlog
Who's responsible for ensuring that there are not duplicates? PMs with Leads

For next week's agenda:

We should prioritize next milestone priorities at next meeting. Should be broad goals, not team specific nitty gritty, large goals
Maria will continue on survey findings

And to have that convo in relationship to PM issues

Task Items

On deck for agenda writing:
Analicia on 5/20 @amejiamesinas
Vanessa on 5/27 @vanessaavviles

amejiamesinas · 2024-05-20T19:10:54Z

2024-5-20 Meeting Agenda

Prework to prep for meeting

Weekly Label Check
Create Issue for Bonnie Review (June 14th)

Recurring items: Happens on the ________ meeting

New Items

Note taker
Maria presentation follow up
Updates from Bonnie Meeting
Updates from EA Open Collab/Sync Meeting
Next week holiday, meeting?
Next meeting agenda and issue audit

FYIs

Notes from Meeting

MARIA'S FINDINGS CONT'D

Issue management: note taker versus issue maker, not wanting to create double issues -- responsibility of PMs
Big picture questions:

What is the product vision?
What are our priorities? How do we ensure that they're met?
How do we ensure all public-facing info reflects proper levels of expertise? That is, how to put a process in place that research is reflected in website
Team charter - typical in agile, what are goals, to get everyone's buy-in, that is revised each time a new person comes in

We can shape product vision based on our sense of PM-Org meeting? Yes
MVP is not landing page but LG
Design and user is probably 2.0

Do we know who our user is?

For Dev (Sydney) the user = petitioner. Does this person already have legal counsel? Assumes no. But should push for legal counsel?
IUT findings: unclear who user is
It would be easier to have a community partner so that the product is co-built
Can we think of it as a B2B tool? Building an app to "sell" it and then to change it, doesn't make sense. Should instead the approach should be to solve a problem that a legal clinic needs to solve.
For UXR (Sylvia) thinks that the pitch should be to community partner
For future meetings: to pick up questions in Maria's findings for 10 minute every meeting?

STAKEHOLDER 1.0

We should assume that Bonnie is doing a full review

PRIORITIES FOR STAKEHOLDER 2.0

If user is who we decide, then how to name priorities
But also we need Bonnie's feedback
What are other things on site that might be helpful

UPDATES FROM BONNIE MEETING

Task Items

On deck for agenda writing:
Vanessa on 5/27 @vanessaavviles
Maria on 6/3 @mariaweissman

Pre-work: review https://accessprojectca.org/rsn/dec/ letter generator

vanessaavviles · 2024-05-27T23:26:42Z

[2024-06-03] Meeting Agenda

(note: meeting originally scheduled for 2024-05-27, rescheduled for 2024-06-03)

Prework to prep for meeting

# Weekly Label Check #1543 (role & feature missing Team Updates for Bonnie Review #1410)
Letter Generator https://accessprojectca.org/rsn/dec/

Recurring items:

New Items

Friday June 14 Bonnie Review
Continue discussing All Teams Survey (Create, Send & Summarize Findings) #1361
Carry over Items to next meeting that don't get addressed

FYIs

Notes from Meeting

Note taker vs issue maker

Note taker will be issue maker
Problem with the lack of representation (for ex, no Design team today) if there are problems with how issues are drafted but that team is not here?

Team updates for Bonnie

Team Updates for Bonnie Review #1410
We told Bonnie that we'd provide her with an agenda with items
Important for her to go through entire product
To streamline this process, can each team indicate what they worked on, so before you go to LG, review the updates on About Us, FAQs, etc. how to provide feedback, etc
How do we build up instruction issues? We can continue to discuss next week
Let's build this issue and assign rather than add label (ready for dev or ready for x): once you update your team's update, then check off box, and @amejiamesinas who will create items for Bonnie meeting will close
Is there a credits page? Sydney says yes but a few days behind
Maria Slacked Design to request updates

Team Rosters Updated

Now automated!
And doesn't automatically assign, but we can have someone check the roster 1x per month or something
But not always included on project board

The Access Project's letter generator

Sydney: interesting what kinds of questions they asked, like are you in contact with a lawyer? Debated amongst EA, but could solve a lot of problems, they don't have a letter generator but a typeform, worth understanding privacy questions
Analicia: the letter is Step 2 which we don't have; the samples provide examples and legitimacy
Sylvia: Design did a mockup of the expungement process, but on internal docs and not public facing. We can use this to supplement redesign
Maria: what are some ways to make EA stronger based on our understanding of TAPs tool
Analicia: agenda item for post-Bonnie review, with Bonnie's feedback, how to start milestone and goals, TAPs tool can be part of the conversation > what then are our visions and goals for the next milestone

Bonnie Review

Hack for LA and Code for America issues not implemented > currently in Design's docket? or is it with Dev? @sydneywalcoff will confirm with Design; Design's bandwidth limited, so can be pushed to Dev
Privacy policy -- still waiting for Bonnie's feedback

Missing Labels Bot?

Do we want a missing labels bot? For PMs
Might as well since we will visit it during this meeting
For those leaving off labels intentionally, then fine, but for those who forget, then the bot will help build up the practice of adding labels

GitHub Migration

Classic projects are associated with repo
New projects are associated with Hack for LA and tied to repo
Some teams are using the new project board, but it's not clear now if it's a new board that is added or integrated

Accountability and Support Check
Research

Working on Wiki board and onboarding process
Currently a team of 3
Sara is working on usability in collab with Design
Analicia is going to leave Expunge Assist but will finish out June; input for new PM or something else for transition; let's devote time during next meeting
Analicia added One Sheet to Product Management repository; can we close those 2 issues? @sylvia-nam and @amejiamesinas will discuss

Dev

New 404 page fine

Content

Finally starting guidelines, one issue assigned to Claudia, exciting that it is handled collaboratively
Focusing on documentation and resources with emphasis to GH
Content issue template so that's beginner friendly
Can there be a handoff process that is part of the template to streamline processes?
Sydney: you can add handoff template as an how to to move ticket forward
Since Content does the handoff (not usually the other way), but may be a case where Research does a handoff to Content

June All Teams

To discuss master docs? Probably to discuss here first, but we can ask people to think through the terms (Information Architecture, SoT, etc), ask the teams to figure out how and if they define it, etc.
Focus on updates? Or handoffs? But where do different teams fit and in the cycle of team collab

Survey from Maria

Collab framework discussion -- no ownership ambiguity, to improve product. Ideal is one thing but practically what is next? But how to be present when these conversations are happening
Open Sync -- what is the point of it? Seems to cause more confusion. Collaboration can still happen async. PM conversations should not happen in that space (since it wasn't being cycled back)
Content teams can create guidelines about how to collab: GitHub is for project management, meeting is for x, and Slack for y
Dev meetings restructured: now traditional tech stand-up with avg meeting length in 10 mins, with increase in productivity

Task Items

@amejiamesinas will send message to @anitadesigns @jyehllow about issue Team Updates for Bonnie Review #1410
Agenda item for post-Bonnie review, with Bonnie's feedback, how to start milestone and goals, TAPs tool can be part of the conversation > what then are our visions and goals for the next milestone
Research team's PM transition
@emmathrash out next week, but will send updates to @amejiamesinas

Agenda Writing:
Vanessa out for June

June 10 - @amejiamesinas
June 17 - @mariaweissman

amejiamesinas · 2024-06-10T15:41:01Z

[2024-06-10] Meeting Agenda

Prework to prep for meeting

Recurring items:

New Items

Friday June 14 Bonnie Review
PM Meeting/GitHub Changes GitHub Project Board Migration #1439
Follow up from all teams (review/create any additional issues)
PM Transition
Anything else?
Carry over Items to next meeting that don't get addressed

FYIs

Notes from Meeting

Design team is adding updates to issues Team Updates for Bonnie Review #1410 after the meeting and will flag @amejiamesinas once done
New Issues: Dev created issues that need Design feedback. Sydney will mark the issues "ready for design lead" so that Anita can review. Anita also brought up revisiting the illustrations and requested UXR support. Sylvia mentioned that she would talk to Sara and she could create the issue for that based on the best way we should approach the colors.
GitHub project migration: Next PM meeting she will migrate our Project board to the new board. Team impact? we will no longer have cards like the "Start Here" cards but Bonnie shared there is a way to transfer that info over
Bonnie meeting is at 1pm but we do not all need to be there for this weeks meeting because Bonnie will demoing our website
All Team Issue Creation: In regards to Maria's survey- each team that would come up with a role's and responsibility doc for their team, Maria would work on a team charter, and we would also identify priorities. Question lays on whether we want to do these all together or separately. An issue needs to be made for this which @emmathrash shared she would be making. @amejiamesinas will check in with her on this. We brought up on how these would fit in with stakeholder 2.0 and we agreed that operational tasks can be done in tandem with Stakeholder 2.0 issues.
PM Transition: Analicia will be transitioning off the project and we are recruiting a new PM for UXR. Discussion on who will be a UXR PM in the meantime which would include, onboarding/offboarding UXR members. Sylvia will be out of town at the end of June . Sydney mentioned that she can help but would be great for all leads and PMs to learn onboarding. We talked about permission access to GitHub, which Sydney is going to explore whether we can create a group of people who can have permission to give people write access without changing the repo. If we ever need help, we can also ask Sydney to help us add people to GitHub
Since Bonnie is reviewing our website, Dev will have a code freeze which means that changes are not published to the live website until after Bonnie's review.
Pre-work: check in on Bonnie's recording she does on the live website so we can talk about it next Monday. It is optional to attend a meeting with Bonnie live but Analicia will write out instructions for Bonnie. We will also discuss next milestone during next meeting as well
Analicia has ideas for Issues templates: create an issue on including a checklist on templates
Each team can start working on their roles and responsibilities but we can also include the responsibilities of a Lead vs member
Would be good for our Contributing page to have our roles and responsibilities and code of conduct

mariaweissman · 2024-06-17T19:15:00Z

[2024-06-17] Meeting Agenda

Prework to prep for meeting

# Weekly Label Check #1543)
# Bonnie Expunge Assist Review (for PM/Org Meeting) #1442 review Bonnie's notes and video

Recurring items:

New Items

Discussing Bonnie's Review # Bonnie Expunge Assist Review (for PM/Org Meeting) #1442 and setting future milestones
Project Board https://github.com/orgs/hackforla/projects/77 has now transitioned from classic
Open Roles/ recruiting process changing Recruit volunteers for team open roles #1445
Analicia Research PM Transition
GitHub Project Board Migration #1439 deciding where in the wiki to put the items
Anything else?
Carry over Items to next meeting that don't get addressed

FYIs

Notes from Meeting

#1439 Project board has been transitioned. Old board has been deleted. A few lingering items

New version does not have project board cards—so we needed to paste all the cards into comments of 1439
Links throughout the wiki need to be updated
Letting the team know the team as a whole now: Slack announcement and in team meetings: Direct questions to slack comment
- Determining where to put the cards— audit of the wiki to see what needs to be transferred: Create an issue, and assign one person—Maria will continue to work on this, will also create issues for any broken links

#1445

Maria working on this
o Need to add open role for Research PM replacement
o Bonnie is hosting one more onboarding before July

#1442

Interpreting Bonnie's feedback: M is 100 % in the mile stone, S is argument either way, C is low priority
Sylvia will take lead on meeting with Bonnie: https://docs.google.com/presentation/d/1WzvnMc6cTzoxKBo3DLqd9-ENex3mXjQZBMHSUXM7yxU/edit#slide=id.g20a56e2c0ec_0_57
Maria will take lead on sorting then PM’s will work together, and Sydney will work with Maria to create issues
o   Next week: 20 min Bonnie, 20 min over all product vision, 20 addition items
§ Analicia will create product vision issue
o   Analicia will create issue to offboard herself & recording
o   AMM will make agenda for next week, Sylvia will be out

amejiamesinas · 2024-06-24T18:17:44Z

emmathrash · 2024-07-08T21:22:38Z

emmathrash · 2024-07-29T21:31:52Z

vanessaavviles · 2024-08-05T20:07:41Z

vanessaavviles · 2024-08-12T23:34:52Z

[2024-08-12] Meeting Agenda

Prework to prep for meeting

Recurring items: Happens on the ________ meeting

New Items

New pm meeting time scheduler!
Spreadsheet
Post Bonnie Expunge Assist Review To-Do #1461

FYIs

Notes from Meeting

We still need to figure out the feature system for the weekly label check as some newer features have not been added to the exclusion list and are being flagged as missing. Emma will try to watch the video so we can go over it together next week and will timestamp it to make it easier to find next time (13:25 / 18:20 / 27:47)
We also need to update the "icebox issue w no dependency link" as it has broken since the project board update.
On discussing meeting times - the priority is to have at least one member per team present (looks like that's Mondays at 4pm PST). However, we're waiting a couple more weeks to make the change in case a new research PM joins.
Another note for future discussion is how to include PMs and leads who are unable to attend meetings and how could that fit into the General Collaboration Framework discussion?
A reminder that the next Bonnie meeting is September 6th
Content has a plan to push through as many fixes as possible, issues to come.
For all Bonnie feedback that is not immediately being implemented, each team to add a note on the excel document as to why.
Sydney will look at dev options for the "copy to clipboard" function and shortening the time between the copy and when it expires.
How to balance safety concerns and not overloading the user with too many instructions? Extra pop-up? Catch-all phrasing? Fewer security risk options?
Next to facilitate: @mariaweissman (Emma on deck)
Next notetaker @vanessaavviles

Task Items

mariaweissman · 2024-08-19T21:06:47Z

emmathrash · 2024-08-26T22:05:06Z

vanessaavviles · 2024-09-09T22:10:11Z

[2024-09-09] Meeting Agenda

Prework to prep for meeting

Weekly Label Check #1543

Recurring items: Happens on the ________ meeting

New Items

General collaboration framework #1459
Product memo slide deck shared with Bonnie during Sept PM-Org meeting: https://docs.google.com/presentation/d/1AbneE1KxnhCGSk6CWNQL2khbNx4CLVskr6A5LvpTv-M/edit#slide=id.g2fb6dd49d77_0_0
Create Team Charter #1404
Carry over Items to next meeting that don't get addressed

FYIs

Notes from Meeting

We replaced all the missing labels on the weekly label check issue
Anything hanging out in the pre-approval column should either be approved or have the draft label
Future topic for discussion: what are our processes when we have an issue that we all share as a product management task?
E.g. We need to determine our own ideas of roles and responsibilities (link issue) - Sydney to come up with 2 options of how to design this issue to make it it’s most efficient version for the team.
Team Charter Updates: most teams still reviewing and will discuss, research went through it as a team and left comments with thoughts and suggestions
Design updates:
Content Updates: Chose AP guidelines as a base for our content guidelines, will be working through it together during upcoming meetings.
Dev Updates: Technology migration coming up for Dev in the next couple weeks, moving to use a new program, not going to affect other teams.
Research updates: Sara completed research for color system and now looking at illustrations and best practices around how to use them, how to use them with accessibility in mind, hopefully will present at an all teams and create more concrete steps with design team.
Future topic for discussion - how to prioritize with multiple milestones
Successful org meeting but Bonnie would like better documentation
General collaboration framework: perhaps start with hand-off processes and how each team would prefer to receive information and designs etc.

Task Items

mariaweissman · 2024-09-16T21:42:08Z

mariaweissman · 2024-09-23T22:59:50Z

2024-09-23 Meeting Agenda

Prework to prep for meeting

Weekly Label Check #1543

Recurring items: Happens on the ________ meeting

New Items

Content Team Changes
Anita: Hi PMs and Leads, since I cant make it to the PM and Lead meetings, I wanted to put an issue on our radar to discuss async. We created an issue to address Bonnie's suggestion on approaching how folks can Contact Us for any questions/concerns. Previously we had a "Contact Us" link that would open the user's mail app and display a placeholder email in our footer and in the FAQ page. Since it was just a placeholder email, PMs reached out to Bonnie on what email we could use and she shared that she would prefer that we create a Contact Form and develop a process on how we would check emails and respond. We created this issue: Create a Contact Form #1209 to address that and wanted to revisit this to determine if this is how we would like to move forward? At the moment, there is no way for users to reach out since we removed the display of the placeholder email and "Contact Us" link so it would be vital to have a method that folks can reach out to EA/HFLA before we launch this to partners.

Meeting Notes: Step 1: Maria Create issue + Build out Weekly Email Check ; Step 2: Decide on Contact Form

Carry over Items to next meeting that don't get addressed

FYIs

Notes from Meeting

Vanessa writing agendas for PM/Leads meeting, All Teams & Org Meeting next week
Bonnie meeting October 4.
All Teams meeting October 4.
Emma will be leaving the project effective immediately.
Sam will also be transitioning off the project within 2 months.
How will content change affect our leadership?
With the new changes, updating the charter will be effective as we will want to implement on the charter that volunteers can at least contribute 6 hours to the project and pinpoint roles and responsibilities.
The new research PM will be joining us next week could not meet this week because she is out of town.
With Anita comment on Create a Contact Form #1209 product isn't live yet. Up to design to determine what the next step is.
Maria creating new issue for PM's to go over the email weekly as a new task for PM's.
Sydney with being okay in joining design meeting when it comes to input fields opinion.

Task Items

vanessaavviles · 2024-09-30T22:32:07Z

[2024-09-30] Meeting Agenda

Prework to prep for meeting

Weekly Label Check #1543

Recurring items: Happens on the ________ meeting

New Items

Design is ready to show color presentation to all teams meeting this Friday.
Design is deciding to design a page for the contact form.
Add the EA email discussion for bonnie's meeting this friday.
Maria: expungeassist.org contact us currently goes to "[email protected]" an email inbox that doesn't exist. it needs to go to [email protected] Establish email for Contact Form #1212 Create a Contact Form #1209
Carry over Items to next meeting that don't get addressed

FYIs

Notes from Meeting

Maria can fill in as liaison PM for Content while they’re in the midst of offboarding Emma and eventually Sam (Co-leads/ PMs). Can attend next week’s Thursday Content meeting

EA is currently looking for two new designers as well as

Bonnie meeting this Friday at 1 PM
Major team news: Content leadership offboarding
Maria attending 1 PM, Sydney, Rachel, Vanessa, Sylvia

Vanessa will go this Friday to the Community of Practice

Expectations on Team Charter: Offboarding and Onboarding
A month is idea

#1212 was closed but the correct email address wasn’t put on there
Sydney will create a new development issue to update on the website; directly to development

Design will design a contact us page

Will ask about adding Rachel to VRMS in community of practice friday meeting https://docs.google.com/presentation/d/1bv9QH-d5qKtFCaecgCvsv608IoeLIpHfW7cEEqijHyE/edit#slide=id.g20628192ba7_0_93

All Teams - Design will present colors

Content #1503 moved to in progress

#1564 waiting on Anita to chime in - Vanessa will bring to her attention this week

Dev: let them know if there’s anything wonky on the website

Thinking about what an appropriate handoff could look like for the future Content PMs/ Leads

Smoother process in place

Coming up with different ideas for ways to organize EA

Task Items

@vanessaavviles to make agenda for PM/ ORG meeting this friday.
@vanessaavviles to make agenda for All Teams meeting on friday.

mariaweissman · 2024-10-07T23:47:13Z

mariaweissman · 2024-10-11T21:10:17Z

Update: per our last Org Meeting with Bonnie #379 EA will be changing meeting structure to having a weekly ALL TEAM meeting on Fridays at 10:30 AM, with the first week of the month being just for Leads/PMs to plan.

The Monday PM/Leads sync will now be just a meeting for PMs moving forward (Leads always welcome to attend though!)

mariaweissman · 2024-10-11T21:21:31Z

raeraeicky · 2024-10-14T23:57:16Z

mariaweissman · 2024-10-28T19:33:24Z

2024-10-28 Meeting Agenda

Meeting Facilitator (responsible for prework): Maria

Meeting Note-taker:

Prework to prep for meeting

PMs Roll Call

Recurring items:

New Items

Update from PM CoP re icebox vs prioritized backlog: ICEBOX is for issues that have a specific dependency preventing them from being worked on. Items that are low-priority/ not being worked on at the moment should go in prioritized backlog along with the relevant milestone that shows where it belongs. Org is still working on which milestones each project needs to have, TBA.
Team Charter PM section blurb set?
Prepping for Friday Planning Meeting (Leads/ PMs)
Prepping for Friday Org Meeting (PMs & Bonnie)
Review unassigned Product Management role issues
From Bonnie: The following issues are in the repo and are assigned to people who are marked as inactive on the team roster
Onboard & Offboard: UX Content Writer #819 (assigned to Emma Thrash), its in the start here column
Update Team Wiki / Product Manager Wiki Pages #502 (assigned to Jamie Siu) its in the done column, so perhaps it just needs to be closed.
Returning to weekly routine of: PM A creates agenda and does prework to prep for meeting. PM B takes notes. The following week, PM B creates agenda and does prework to prep for meeting. PM C takes notes. etc
Carry over Items to next meeting that don't get addressed

FYIs

Notes from Meeting

New PM Sarina joining the team: potential new content PM?
Discussed what the "draft" label means: issue is a work in process and not ready for review
Bonnie is working on mandatory milestones that should be applied across all projects
Discussed plan to gather lead feedback and how to propose new issue workflow
Aligned on goals on meeting with Bonnie: get product vision and high level goals
Vanessa will offboard at the end of the year

Task Items

add note asking for Bonnie's approval/help implementing an AI summarizer for meetings
[RP] make a planning meeting using template, focus on having leads discuss their current workflow and any blockers
[RP] add to planning meeting agenda a section about plan for PM/ORG meeting (Bonnie meeting)
[VA] clarify with Sydney who currently has offboarding privileges in GitHub and what was the reason for any limits on permissions (i.e. why don't PMs have offboarding permissions)
[RI] finalize agenda for PM/ORG meeting

rcpeng34 · 2024-10-29T18:10:57Z

brandohayes added documentation Improvements or additions to documentation priority: medium role: product management size: 1pt can be done in 6 hours or less feature: agenda labels Jan 21, 2022

brandohayes assigned thomasdemoner, Andan-Eddy, brandohayes, ValeriyaMetla, jessicaherling and Bridget14 Jan 21, 2022

Andan-Eddy closed this as completed Jan 31, 2022

ValeriyaMetla assigned jamiesiu and unassigned Andan-Eddy, brandohayes, jessicaherling and Bridget14 Mar 21, 2022

thomasdemoner reopened this Mar 23, 2022

ValeriyaMetla removed the priority: medium label May 5, 2022

github-actions bot added the issue level: missing This issue is missing an issue level label label May 12, 2024

sydneywalcoff added issue level I: request Smallest type of issue; Typically can be completed by one person and removed issue level: missing This issue is missing an issue level label labels May 15, 2024

mariaweissman changed the title ~~EA: Internal PM + Leads Meeting Agenda~~ EA: Weekly PM Meeting Agenda Oct 11, 2024

ExperimentsInHonesty mentioned this issue Oct 18, 2024

Epic: Marketing: Expunge Assist hackforla/marketing#68

Open

18 tasks

EA: Weekly PM Meeting Agenda #432

EA: Weekly PM Meeting Agenda #432

Comments

brandohayes commented Jan 21, 2022 • edited by mariaweissman Loading

This issue tracks the running agenda for the Internal PM Weekly Meetings

ValeriyaMetla commented Jan 24, 2022 • edited Loading

[1/24/22] Agenda and Notes

Attendees

Recurring items:

New Meeting Items

FYI

Notes from Meeting

Task Items

Items for next week's agenda

jessicaherling commented Jan 31, 2022 • edited Loading

[1/31/22] Agenda and Notes

Prework

Roll Call

Recurring items:

New Meeting Items

FYI

Notes from Meeting

Task Items

Items for next week's agenda

Andan-Eddy commented Jan 31, 2022 • edited Loading

jessicaherling commented Feb 7, 2022 • edited Loading

[2/7/22] Agenda and Notes

Prework

Roll Call

Recurring items:

New Meeting Items

FYI

Notes from Meeting

Task Items

Items for next week's agenda

jessicaherling commented Feb 14, 2022 • edited Loading

[2/14/22] Agenda and Notes

Prework

Roll Call

Recurring items:

New Meeting Items

FYI

Notes from Meeting

Task Items

Items for next week's agenda

Andan-Eddy commented Feb 21, 2022 • edited Loading

[2/21/22] Agenda and Notes

Prework

Roll Call

Recurring items:

New Meeting Items

FYI

Notes from Meeting

Task Items

Items for next week's agenda

Andan-Eddy commented Feb 28, 2022

[2/28/22] Agenda and Notes

Prework

Roll Call

Recurring items:

New Meeting Items

FYI

ValeriyaMetla commented Mar 21, 2022 • edited Loading

[03/21/22] Agenda and Notes

Prework

Roll Call

Recurring items:

New Meeting Items

FYI

Notes from Meeting

Task Items

Items for next week's agenda

ValeriyaMetla commented Mar 28, 2022 • edited Loading

[03/28/22] Agenda and Notes

Prework

Roll Call

Recurring items:

New Meeting Items

FYI

Notes from Meeting

brandohayes commented Jan 21, 2022 •

edited by mariaweissman

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ValeriyaMetla commented Jan 24, 2022 •

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jessicaherling commented Jan 31, 2022 •

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Andan-Eddy commented Jan 31, 2022 •

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jessicaherling commented Feb 7, 2022 •

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jessicaherling commented Feb 14, 2022 •

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Andan-Eddy commented Feb 21, 2022 •

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ValeriyaMetla commented Mar 21, 2022 •

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jamiesiu commented May 2, 2022 •

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mariaweissman commented Apr 19, 2024 •

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amejiamesinas commented Apr 29, 2024 •

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vanessaavviles commented May 6, 2024 •

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mariaweissman commented May 13, 2024 •

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amejiamesinas commented May 20, 2024 •

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vanessaavviles commented May 27, 2024 •

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amejiamesinas commented Jun 10, 2024 •

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