Weekly Updates

Hello to all our Deputies, WordCamp organizers, Meetup wranglers, and WordPress Community builders! You were probably hard at work this weekend. Tell us what you got accomplished in our #weekly-update!

Have you run into a roadblock with the stuff you’re working on? Head over to #community-events or #community-team in Slack and ask for help!

New Regional WordCamp in Asia?

During WordCamp Bangkok last weekend, we had a casual chat about the idea of new regional WordCamp in Asia. After honest discussion on what we need to do, who will do it with how much work, we agreed that we should start with a discovery phase. We need to know what resources we have and what work (and how much) will be required.

Background

As far as I remember, the original idea popped up when some of us went to WCUS 2015. It inspired us hugely how we can encourage WordPress folks in our neighborhood. Since then we have tried to reach out to local communities by traveling, using Slack etc and now we can see the number of WordCamps increased from 5 in 2015 to 19 in 2017. Seeing the rise and growth of the community activity, we believe that we can start working on this, from a discovery stage.

One suggestion was running a trial event such as video conference before an in-person conference. It was suggested by Andrea when some of us attended to WordPress Community Summit in Paris. It sounds like a good opportunity to form working team and know each other, and by going online, we can avoid the problems that we, as the WordCamp organizer have never faced with; language barrier, currency, visa, and political situations.

On the other hand, there were negative voices for video conference as well:

  • Compared to actual WordCamps, an online event will be more difficult to ask folks to contribute their time because it sounds less exciting, missing one of the most exciting things, meeting at the venue.
  • If we go online, we can avoid the problems around travel, currency, visa issues but it will not solve them.
  • Given the number of WordCamp organizers in the region, what is the reason we need to go through a training period?

We also agreed that discussing whether we go online or offline is too early for us without knowing what it really is. We need to understand the event and ourselves to move forward. Similarly, we are not ready to discuss the venue, leads, contents, budgets, etc.

Reference about Regional WordCamps:

Conclusion

We agreed to start from a discovery phase. We suggest that this stage includes but is not limited to:

  • Defining the requirements for a regional WordCamp.
  • Discover and describe the difficulties that we discussed in the past, more in depth. Language barriers, currency, travel visas, political landscape, and maybe there are more.
  • Defining the criteria for selection of working group members.
  • Learning from WCEU and WCUS organizing team.
  • Asking for access to the past WCEU and WCUS documents.
  • And eventually leading to the creation of the working group

Next Step

  • Decide date of discovery meeting
  • Find a facilitator of the meetings.
  • Asking for the access to the past regional WordCamps documents.

Hosting Meetups with applicants from countries with slow internet connections.

Recently I’ve been focusing my meetup orientation efforts on meetups from other African countries. Depending on the internet connectivity in different parts of Africa, than can and has led to some frustrating orientations, where either I or the applicant have to try out different options to connect.

I thought therefore that it might be useful to update the deputy documentation related to meetup orientations with a section on internet connectivity.

Firstly, my suggestions for a process to follow with regards to internet connectivity:

  1. At some point during the process, determine the applicant’s internet connectivity.
  2. If the applicant indicates their connection is slow, suggest two quick tests, one on Hangouts and one on Skype. Tests not to take more than a few minutes.
  3. If both tests fail, suggest a text only option. Suggest this is done using the WordPress.org Slack, as the applicant will be adding themselves to Slack soon anyway.
  4. The text option can be handled in pretty much the same way as a regular orientation.

Then a few questions on the above:

  1. Does it make sense to ask all meetup applicants what their internet connectivity is like. This might help the person planning the orientation to decide on the best course of action earlier. I find that even if you ask the applicant to suggest alternatives to Hangouts, they don’t. So perhaps a more specific question could be added to the process.
  2. At what point should we ask this. My thought is once the applicant has been approved for an orientation, it might be useful to ask them whether they use video conferencing tools like Hangouts or Skype up front. Their answers to this might provide better insight as to what path to take.
  3. Should the tests be part of the meetup orientation, or scheduled beforehand? If the person running the meetup does them beforehand, and they have a few orientations to deal with, they could for example bundle all those with good connections into a group call and the rest into a group text.

Questions/comments and suggestions are welcome. If we agree this will be a useful document to add to the deputy documentation, I’d like to draft the first version of the document/process on 1 March 2018.

WordCamp and Meetup Reports

A new section has just been added to WordCamp Central for reports. These reports provide access to a variety of data related to the WordCamp program and the meetup group chapter program.

The reports currently available fall into three categories:

Financial reports

WordCamp reports

Meetup reports

There were two main goals for the reports project: reduce administrative workload, and increase transparency.

Administrative workload

Many of these reports have been generated by hand in the past. Financial reports often took up to four hours to create, compiling data from several different sources. WordCamp and Meetup reports usually took about an hour each. Because of this time burden, some of the reports weren’t generated very often. Which leads us to…

Transparency

Now all of this data is available at the fingertips of every community member, at any time. Most of the reports have data sets going back to the beginning of 2015, so you can get a fairly good picture of our programs over the last 3+ years. Transparency is important in any open source community, and these reports are an important, incremental step in supporting that value.

Roadmap

This is version 1 of the reports tool. There is more to do as time is available (and contributions are welcome):

  • For some reports, choose either a WordCamp or a date range, but not both
  • More reports related to meetups
  • JS-driven dashboard pages, with output from multiple reports at once (all the financial reports, for example)

Feedback

Find a bug? Have an idea for the roadmap? Feel free to chime in via the comments section below.

Props to @iandunn, @andreamiddleton, and @kcristiano for their feedback and contributions!

#data #report #tool #transparency

Small Change to Meetup and WordCamp Organizer Applications

In today’s afternoon #community-team chat, I mentioned that it can sometimes be difficult for deputies vetting applications to find information about the applicants online and that it might be helpful to request a little additional information on the application.  It was generally agreed that this would be only an incremental change and would not make it more difficult to apply so we have decided to update the application. @camikaos has since updated both the Meetup Interest Form and the WordCamp Organizer Application to include a single question: “Where can we find you online?”.

In the interest of transparency we wanted to post about the change here. As @andreamiddleton pointed out, though the decision was made in a public meeting, we try to avoid deciding on things during a single synchronous meeting. In order to include more of our global community (and for those who don’t have access to the slack), we’re posting about it here. Let us know if you have any concerns or feedback. We will revisit the change in 6 months to review and see if it has made application vetting any simpler (or sooner if we notice any unintended impacts).

Closing Deprecated WPCS Bank Account

In May of 2017 WordPress Community Support, PBC opened a new bank account to receive sponsorship payments via international wire and US direct deposit. The change was made to address some fraudulent issues with the WPCS bank account in use at that time.

By June of 2017 we had updated the WordCamp handbook page that addresses sponsorship payments and also updated payment instructions on all outgoing invoices. Initially we committed to keeping the old account open until September of 2017 to allow for invoices with the deprecated account information to be paid. But time marched on, the account remained open, and a few sponsors continued to send sponsor payments to the old account as the information had been saved in their system.

As of March 15, 2018 we will be closing the old account. We will reach out to all existing sponsors who have continued to use that account to make them aware that their payment information must be updated and ensure they have up to date payment instructions.

If you have any questions please comment below.

#deputies
#finances

Changing the time of the Community Team Chat

Hey folks,

We currently have the twice monthly community team chat scheduled for 8:00 UTC and 20:00 UTC – this is to ensure that everyone can be involved in the discussions no matter where they live in the world.

The problem we have been encountering lately is that the 8:00 UTC edition of the chat is very poorly attended and has even needed to be cancelled on occasion due to no one showing up for it. We understand that everyone working on this team is doing so as a volunteer, so we obviously don’t expect everyone to show up for every single meeting, but we do also need to be pragmatic and holding meetings that very few people can attend isn’t really a very good use of our time.

To that end, we would like to revisit the time of our earlier meeting to see if we can find one that would work better for more people. In order to facilitate this, could everyone who would like to attend the earlier Community Team Chat please select their preferred option from the poll below.

The poll will remain open until 28 Feburary, at which point we will go with the preferred option for the meeting time.

If you have a different idea of how/when we should do this that is not mentioned in the poll, please comment on this post with your thoughts.

Potential addition of a new Onboarding Team

Hi Community Team!

Recently I proposed an addition of a new ‘Make WordPress Team‘, currently there’s well over 15 different teams from Core, Polyglots, Mobile and even Marketing. However I feel like there’s one team that is missing and is a huge part of what makes WordPress, WordPress. The new team would be focused around on-boarding new contributors to the WordPress project and also help in steering them where they need to go depending on how they want to get involved. Sort of like a hotel concierge service (sort of).

Now, whilst the community team does a great job at the community side of things such as WordCamps and meetup events to name a couple of things and getting people involved – this new team would reach beyond what the community team does and also cover every other team in WordPress as well. I’ve heard first hand from others (myself being one!) that getting involved with WordPress is incredibly difficult. There’s so many moving parts and all kinds of things happening that it’s very hard to make that first contribution. Even so, once you’ve made the first contribution, it’s hard to find out where to go next.

Here’s the low-down of what (I think) the team would do:

  • Liaise with other team leads on ‘good first bugs’-esque contributions for things like Core & Design.
  • Work with the training team and marketing teams for producing help guides and tutorials.
  • Quick start help with getting involved with the Plugin and Theme contributions.
  • Talk with the community team on how to get involved with WordCamps and meetups.
  • Other outreach work with the Make/Teams.

And my favourite of all points:

  • Mentorship programme with on-going support for people who might not be as confident contributing or for people who want to try their hand at all sorts of things. Giving insights into the WordPress philosophies, community and code of conduct.

So, what do I need from you guys?

Help. Please discuss this, let me know what you think and raise any points for concern or potential ideas we can include. Whilst I appreciate this isn’t strictly community related, and I’d like to ensure that this team is separate from the community as a whole – this new team will overlap in some form or anything with every other team in the WordPress.org community.

Also, some more food for thought, some team names!

  • Welcoming Team
  • Concierge Team (Hotel WordPress anyone?)
  • Onboarding Team

Thank you!

Call for Volunteers: Diversity Outreach Speaker Training Roles

The Diversity Outreach Speaker Training team is looking for some volunteers for some specific roles. Open to all, folks within the team and not yet within the team!

 

  1. Promoters:

    We are promoting this link to help WP Meetups get more women and other underrepresented groups become speakers at their local WP events:

    http://tiny.cc/wpwomenspeak

    Some suggested promotion methods:

  • Writing articles
  • Speaking about it in the Slack groups of countries
  • Speaking about it in Facebook groups
  • Speaking to people about it at WordCamps
  • People who are already doing Diversity work, ask for a mention in their talks or a tweet out to their followers
  • Leveraging the monthly or quarterly email newsletters to chapter meetup organizers that may be starting
  • Asking former workshop attendees to write articles about how attending the workshop affected them
  • WordPress.tv which posts to YouTube

You can use the wording in the link and variations on it.

For tweets, here is a suggested tweet to use:

Want to recruit more women speakers — and other underrepresented groups — in your local WordPress community? http://tiny.cc/wpwomenspeak #WPWomenSpeak

When you are planning on doing something, please let us know to add it to our Spreadsheet on Promotion Actions tab:

https://docs.google.com/spreadsheets/d/195OBnYAOIvZNeoOSmginTtwzY8yegWCQWWm4Jf31gik/edit?usp=sharing

 

  1. Speaker Training HelpScout Team:

    When Meetups fill out the form, it will go into our HelpScout queue. I need a team of up to 4 people to:

    • Reply to them in HelpScout
    • Get the process started for them if they request our assistance
    • Fill out the spreadsheet with their info (first tab, Meetup Workshops):

    https://docs.google.com/spreadsheets/d/195OBnYAOIvZNeoOSmginTtwzY8yegWCQWWm4Jf31gik/edit?usp=sharing

  2. Workshop Trainers


    When Meetups organizers request our assistance with training them on the workshop, I need some folk to be the trainers. I will likely record a version that we can use but some will want more personal hands-on help, or will want to ask more questions after they have watched the info.

    If you are local to them you can train them in person, and otherwise it can be online.

 

Let me know if you’d like to chat more about any of these by either commenting here or messaging me on Slack @jillbinder.

Thanks in advance for your help and I’m looking forward to setting up these sustainable systems with you!

Community Team Chat | Thursday, 15 February 2018

Hey Team!

Our bi-monthly Community Team chat is happening this Thursday, 15 February 2018. Meeting times are 08:00 UTC and 20:00 UTC in #community-team on Slack – we use the same agenda for both meetings in order to include all time zones.

Agenda

  1. Deputy check-in:
    What have you been doing and how is it going?
  2. How should we handle secure access for inactive deputies?
    A number of deputies are unable to commit time this year, so we need to talk about the best way to handle their secure access while they are inactive (Help Scout,etc.)
  3. How should we handle dormant meetup groups?
    Many meetup groups in the programme are inactive or dormant – we need to work out ho we should manage them going forward.
  4. How should we add content to meetup pages in the new design?
    Whenever we create a new meetup group, we add some default content (code of conduct, etc.) – the new Meetup design makes those pages hard to find, so what’s the best way of adding the content now?
  5. P2 posts needing review/feedback:

Please add any additional items to this agenda by commenting on this post as needed.

#meeting #agenda