Recap of the Diversity Outreach Speaker Training meeting on Jan 23, 2019

Attending: @jillbinder @miriamgoldman @jamieschmid @simo70 @francina @cguntur

Start: https://wordpress.slack.com/archives/C037W5S7X/p1548262821526300

Today’s agenda:

  • Any reports people have on what they’ve been working on
  • Looking at the project management dashboard I’ve started up
  • Following up from the Zoom meeting
  • Open discussion to help people get started on their projects with feedback/discussion from the team
  • If time, discussing a question I have on slides

Reports

Does anyone have anything to report on what they’ve been working on, what’s going well, where they’re blocked, etc.?

@jillbinder
I’m pleased to report that WC Torino (in Italy) is running the workshop this week.
They may be the first ones to be running it this year! @francina who has been a wonderful supporter of our work all along is leading that.

@francina
Tonight!

@jillbinder
Tonight! We’re looking forward to hearing how it went after, @francina. We even have a follow-up questionnaire.

@miriamgoldman
I’m getting ready to run a train the trainers session on Sunday. Gotta go into Helpscout and send out the info. Then will be writing my blog post and testimonial.

@jamieschmid
I’m planning on attending Sunday @miriamgoldman

Zoom call and project management dashboard

We had a really great video chat to kick off the year this last weekend.

We talked about where we’ve been, what items we want to maintain, where we want to improve, how we want to grow.
I’m hoping to get the recap for that up on the Community blog this week.

One of the items I talked about was how a classmate at my business school is helping me figure out project management.
We decided to start with a Google spreadsheet, and then once our team has got a sense of what our needs are, we can pick a project management tool. Possibly with help from him, @jamieschmid who offered to help, and others.
TrelloTrello Project management system using the concepts of boards and cards to organize tasks in a sane way. This is what the make.wordpress.com/marketing team uses for example: https://trello.com/b/8UGHVBu8/wp-marketing. was mentioned a lot on the call, and we’ll see if it can fit.

As of last night, we now have the start of this dashboard up.

https://docs.google.com/spreadsheets/d/1ovd68yajqyOT6H0WoajuUNh72ON-NP6aBBCDIX-8nyk/edit?usp=sharing

Downsides to current version: I don’t know if we can get it to send people emails (or if we even should?).

Upsides: We can move the workshop tracking sheet over to a tab of this document and have it automagically fill in our KPI (key performance indicator) results, like how many have contacted us, how many we’ve trained, how many have run it.

Everything is experiments. We don’t know what works until we try it….

(Though if someone sees something I’m going to try and knows it won’t work and has a better way, I am totally open to that.)

The dashboard is split into our subprojects / subteams. Each one has its own KPI.

Also, I combined the “Action sheet” that I talked about into this same doc so we won’t need to go back and forth.

Any initial thoughts or questions?

@jamieschmid
I really like this idea for gauging our needs

@jillbinder
Thanks, @jamieschmid! It would be great if we can keep our tasks streamlined down to what will actually forward our specific, measurable goals.

I also like the idea of everyone knowing what everyone else is working on, and having this structure to make sure everything is communicated well.

I forgot the big KPI for our team overall at the top. I will add that.
The big KPI is 100+ meetups are running our workshop by the end of 2020.
It would be worthwhile to create a smaller goal for 2019. Maybe… half that? 50? Thoughts?

@miriamgoldman
Agreed on the smaller goal.

@jillbinder
Or our goal could be something else, like getting ourselves ready to serve more.
If there were a specific, measurable way we could phrase that.

@cguntur
Agree on the smaller goal

@jamieschmid
How many did you have last year?

@jillbinder
16

@jamieschmid
How about getting our feedback score up? We’re planning on updating a lot of the training materials right?

@jillbinder
Yes. We didn’t get many replies on the questionnaire — but we also need a better system for sending that out and reminding people to fill it out. So we don’t really have a feedback score to compare to.
A goal could be getting a high number of feedback questionnaires back…

So this is a doc I’d like people to be going in and adding their items, updating the items, clarifying bits, asking us questions when they don’t know, etc.

The “by when” (deadline) is one of the most important bits, as I’ve discovered that without a deadline, things don’t get done.

So can you go through and look at your items, ask us questions now, edit things that need editing, and fill in a “by when” you’ll be doing your task?

One of the things I may add is an easier way to see your own items. Like with a filterFilter Filters are one of the two types of Hooks https://codex.wordpress.org/Plugin_API/Hooks. They provide a way for functions to modify data of other functions. They are the counterpart to Actions. Unlike Actions, filters are meant to work in an isolated manner, and should never have side effects such as affecting global variables and output..

@jamieschmid
I’ll come back to this sheet after I take the training with Miriam 🙂 not sure yet how I’ll be contributing
Apart from messaging which Larry hasn’t gotten back to me yet on meeting

@jillbinder
Sure thing, @jamieschmid. Though I do believe you and Larry are starting with the words, and that’s something we’ll want started soon.

When I asked @laryswan about what he was picturing for the Promotions team that he suggested, he said:

“I think it would work best for me and Jamie to work up top-level messaging first and run it by team. With that in place, we can form marketing team and craft individual messages.

“As to who to lead it . . . I like the idea of involving the marketing team, but if someone already on our team wanted to lead, that could work, too.”

So if you’re game for Larry’s plan, you have a great role already!

@jamieschmid
Yes! I’ll take it!

@jillbinder
But/and yes to taking the training, as it’s easier to see the pieces when you understand our work better.

And the sooner you can run a workshop for one of the cities you’re planning, the easier it’ll be, too.

It would be great if folks on our team who are taking the training can fill out our form so they get into our Helpscout queue and then we can do our proper follow up processes and such. Particularly if they are going to be running it for their meetupMeetup All local/regional gatherings that are officially a part of the WordPress world but are not WordCamps are organized through https://www.meetup.com/. A meetup is typically a chance for local WordPress users to get together and share new ideas and seek help from one another. Searching for ‘WordPress’ on meetup.com will help you find options in your area., as well.

@jamieschmid if you haven’t already, can you fill out https://tiny.cc/wpwomenspeak ?

Action Items

Items we’d like to see happen soon:

  1. @laryswan is pinging @jamieschmid to talk about the words messaging exercise
  2. @jillbinder is putting together who volunteered with which roles on the zoom call
  3. Everyone new & returning please fill out the welcome form: https://jill249.typeform.com/to/Ye0NIe
  4. @miriamgoldman is creating a Trainers onboarding meeting
  5. @jillbinder is putting out a doodle poll for a Train The Trainers zoom call
  6. @sheilagomes @simo70 and @jillbinder are setting up a meeting about getting the Translations team started
  7. @miriamgoldman is writing up her journey and a testimonial

@jillbinder
And also I have in mind 2 other items that aren’t in the doc yet:

Creating a follow-up email to go out to workshops who were trained that has all of the info in it that they need post-training. Including the questionnaire so that maybe some of them will think about it right away and remember it when they’ve run the workshop…

And a question I have about slides.

The first may be an item for our Train the Trainers zoom call, and the second we might be able to cover today… and/or also in that call.

@jillbinder
Also, any questions or concerns/blocks from anyone on their immediate actions?

@miriamgoldman
None here. Just that I’ll be doing a Doodle as well for the train the trainers onboarding. It’s likely not possible until late February due to my personal schedule.

@jillbinder
Ok! @miriamgoldman can you put your by when date into the doc?

And also does anyone see any actions missing from this list and/or the project management dashboard?

@cguntur
@jillbinder how can I help? I wasn’t there for the zoom meeting. Not sure where and how I can help

@jillbinder
Thanks @cguntur! Can I send you the zoom call video recording so that you can watch that and then tell me what you’d like to do.

Anyone else on our team who missed the call and would like to see the video, please pingPing The act of sending a very small amount of data to an end point. Ping is used in computer science to illicit a response from a target server to test it’s connection. Ping is also a term used by Slack users to @ someone or send them a direct message (DM). Users might say something along the lines of “Ping me when the meeting starts.” me and I’ll make sure you get that too.

My question on slides

Currently it’s in a “choose your own adventure” style where at the end of each lesson, there are links to the lessons they could do next. That way people can just pick and choose which lessons they are running in their own “playlist”. Like say, 1, 3, 5.
It made sense at the time, but I suddenly had the brainstorm idea:

Why not remove the links and just make the slides follow each other in sequence. If someone needs to flip through a lesson or two to get to the lesson that they want, it’s probably not a big deal……

I’m under the impression that the current format makes sense to some and is confusing to some. Though Trainers, you probably have a better handle on what people are currently thinking about it.

If we did change it, does it make the current recording confusing? Since part of the video we show them is about using the slides.

I welcome thoughts. Or I can bring it up in our “how to improve the training” Zoom call we’ll have and be able to have discussion on it.

Open time for questions / discussion / concerns / kudos about anything on our team, your upcoming things to do, etc.

@miriamgoldman
None here. Just gotta set aside the time to do the things I need to do.

@jamieschmid
It all looks good to me! Will follow up with Larry to set up a time to make the messaging plan

@jamieschmid Sounds good about following up with Larry. Thanks for doing that!

@jillbinder
My kudos is how excited I am for the new ideas and energy that everyone is bringing to the team, and looking forward to how we are going to shape up this year.

And that I’m already liking the dashboard. It was easy to go through just now to show here what people are doing next.

Some of that info was in my head, though. I knew which ones are next vs can wait a bit. We’ll need to find a way to show that. (Probably with the by when / deadlines.)

Next Actions

  1. @jamieschmid is pinging @laryswan to talk about the words messaging exercise
  2. @jillbinder is putting together who volunteered with which roles on the zoom call
  3. Everyone new & returning please fill out the welcome form: https://jill249.typeform.com/to/Ye0NIe
  4. @miriamgoldman is creating a Trainers onboarding meeting
  5. @jillbinder is putting out a doodle poll for a Train The Trainers zoom call
  6. @sheilagomes @simo70 and @jillbinder are setting up a meeting about getting the Translations team started
  7. @miriamgoldman is writing up her journey and a testimonial
  8. @jillbinder post recap of the weekend’s Kickoff Zoom call
  9. @jillbinder adding a big KPI for our team overall at the top of the dashboard
  10. All: Can you go through the dashboard and look at your items, ask us questions now, edit things that need editing, and fill in a “by when” you’ll be doing your task?
  11. All: Anyone on our team who would like to see the video, please ping me for it.

End: https://wordpress.slack.com/archives/C037W5S7X/p1548266297595200

#WPWomenspeak

#wpdiversity