Recap of the Diversity Outreach Speaker Training meeting on May 22, 2019

Attending: @jillbinder @miriamgoldman @amyjune @angelasjin @aurooba

Start: https://wordpress.slack.com/archives/C037W5S7X/p1558544373473400

Agenda:

  1. Work I’ve done since our last meeting
  2. New way of reporting
  3. Viewing what each other is working on
  4. Reports
  5. Look at our 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. life cycle mindmap
  6. Hashtag change
  7. New Train the trainers content format

1. Work I’ve done since our last meeting

  • I put everything together officially for the long (all 5 modules) version: the modules, the slides, and more… I added in things that have been rolling around my head for a long time:
    • edits to the content (most particularly a new way of creating bios, some edits to the “filler words” section, and a some more)
    • cleaning up items that have been added by others over the years if they distracted from the main content. (Most of what people added were very good, but a couple of items were distracting.)
    • time recommendations to run the 5 lessons in 4 hours, like we do in Vancouver
    • icons to help facilitators see what is discussion, exercises, facilitator notes
    • when to move to the next slide
    • diversity notes and facilitator notes are very clearly shown now using the Training team’s suggested formatting for this
    • etc.

      I just need to do a little more clean-up and add a few more of the Training team’s recommendations, and it’ll be good to replace on their site.

      It’ll be easy to create the short version out of this.
  • Thinking a lot about our new processes with:
    • calendly
    • a new train the trainers content format
    • if we want meetups to show us their scheduled workshop before they get training, what all do they need to have from us in order to do this
  • (Not mentioned in meeting) Team roadmap

2. New way of reporting

Something I’d like to start trying in our meetings, and would love to know what you think:
When we give the reports, I’d like to hear:
What are your top 1-2 priorities right now, and give them a colour:
green: on plan. No help needed.
yellow: not on plan but I have a strategy to get there
red: not on plan, no plan to get there, I’m lost!

Summary of discussion: Team agreed to do it.

@angelasjin Would yellow be a good place to ask for feedback on strategies?
Or save questions for a later/different point as that would get us too far off updates. I just always have questions and it helps to know when is a good time to ask.

@jillbinder Anytime, and especially during reports time. I’d welcome asking for feedback anytime no matter which colour you say, but if we want to make it formal, we could say yellow.

3. Viewing what each other is working on

On that note, I’d love to have a way for everyone to know what everyone else is working on. Having it so that not only I am the one who knows what everyone is doing, helping each other manage how much we’re taking on, supporting each other, etc.

Ideas we discussed:

  • I list out in each meeting what each person is doing
  • Our current 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. board, where columns are the sub teams
  • A new Trello board, columns are team member names
  • A new Trello board, columns are Needs action, In progress, Done
  • Asana
  • Actioned, which is designed to see what each other is working on

We voted between

  • Trello where columns are Needs actions, In progress, and Done
  • Actioned

As the 2 long-time volunteers voted for Actioned, and I have a bias myself to try it, we are going to try it for a couple of weeks and see what we think.

(Because I was a betaBeta A pre-release of software that is given out to a large group of users to trial under real conditions. Beta versions have gone through alpha testing in-house and are generally fairly close in look, feel and function to the final product; however, design changes often occur as part of the process. tester on the individual account I get the team account for free for life.)

4. Reports

What are you working on? How is it going? Do you have any obstacles?

Top 1-2 priorities: green (on plan), yellow (not on plan but I have a strategy to get there), red (not on plan, no plan to get there, lost).

To my knowledge:

@cguntur is checking our group email (helpscout) most weekdays.

@sheilagomes and @simonasimionato are working on translations.

As the team reboot is still very new, most folks aren’t working on anything yet. Several are waiting to see what they can be doing.

Andrea and I are working from the foundation up so thing will be changing. Simplifying, becoming more effective, etc. So things are on pause. We’ll have a roadmap and ideas soon.

5. Look at our meetup life cycle mindmap

Look at the mindmap revised for using event planning tool. How does this look? Anything else we can streamline? https://mm.tt/1215137447?t=YWzQsjLPqb

Miriam and I talked a bit last time about seeing if we can streamline the manual spreadsheet. Andrea and I talked about it and thought that the ideas would be great in the future once it becomes a pain point.
But right now Chandrika is used to updating it, and her job is about to become much easier once we implement Calendly for scheduling our trainings.

Summary of discussion: Team said it looks good. If anyone else has feedback, please comment here.

@aurooba
It’s probably good to have a specific time when you want to reach out for ‘Long after training’

6. Hashtag change

Last time we decided that yes, we should change our hashtag from #WPWomenSpeak to #WPDiversity. So now we need someone to actually go through and make those changes.

The places the hashtag lives:

  • New tiny.cc url for our form (was https://tiny.cc/wpwomenspeak)
  • Add tag to all of our community P2P2 P2 or O2 is the term people use to refer to the Make WordPress blog. It can be found at https://make.wordpress.org/. blog posts
  • Encourage people to start using it on twitter
  • Other?

@aurooba created our new http://tiny.cc/wpdiversity link during the meeting

@aurooba volunteered to make the changes to the community blog if we can get her access. It’ll either be her or @angelasjin who already has access. I will touch base on this next week.

@aurooba
are there slides or anything that are included for the workshop? including the hashtag there as part of the branding will help

@jillbinder
There are! And that is a great idea! Slides and handbook. As I’m redoing both of those right now, I will make a note to myself to do this, or to request someone.

@aurooba
I’d love stickers lol. that’d be such great swag. A diversity wapuu!

@jillbinder
Yesss! Like the Rosie the Riveter wapuu for Women Who WordPress!

@aurooba
can also include it in slackSlack Slack is a Collaborative Group Chat Platform https://slack.com/. The WordPress community has its own Slack Channel at https://make.wordpress.org/chat/. titles etc. to raise awareness

@jillbinder
Yeah! I think the way this might work is when we announce the meeting putting it next to the title….

7. New Train The Trainers content format

We need to redo the Train The Trainers from scratch anyway because the current training is a lot of explaining how to use the 5 lessons, and that will become moot now that it’ll be all in one…. These are my current ideas:

  1. A quick “what is this workshop about” video
  2. My Seattle WordCampWordCamp A WordCamp is a conference where the WordPress community come together to teach one another what they’ve learned throughout the year and share the joy. https://central.wordcamp.org/about/. video where people can get more details about it.
  3. A 20 minute “how to use the material orientation”.
  4. Videos showing a class being taught online, so people can see how it’s used. (I might be interested in doing this workshop with our team..) Split up into sections of smaller videos.
  5. Accompanying videos that have facilitator’s notes for each section.

Thoughts? Please comment on this post.

I may not respond to things until next week, after my big move to a new city.

Thanks for being here today and for being so active in the discussions!

End: https://wordpress.slack.com/archives/C037W5S7X/p1558548125056400