Deputy Feedback Wanted: Streamlining WordCamp Phases

As we welcomed several new deputies since the beginning of 2022, some of us started noticing vague or outdated steps in the WordCamp application phases.

To smoothly onboard new organizers and deputies, it’s worth taking our time to clarify the current phases. As the first step, I created a flow chart of the current process works. 

To view the details and read comments, visit the Google Slides version.

Feedback Wanted

Please leave comments on the flow chart itself OR this post about:

• Any difference in your understanding of a step or timing
• Any clarification required
• Any improvement/change to suggest

Examples of suggestions

These are actual suggestions already added as comments to the flow chart.

• Remove “Needs Crowdsignal account” – No WordCamp is actually using it.
• Combine “Needs E-mail” and “Needs Site” and call it “Needs E-mail and Site” – These steps are in one documentation, and the same person often takes care of both.
• Remove the “Needs MentorEvent Supporter Event Supporter (formerly Mentor) is someone who has already organised a WordCamp and has time to meet with their assigned mentee every 2 weeks, they talk over where they should be in their timeline, help them to identify their issues, and also identify solutions for their issues.” status and follow a different process – finding a mentor can happen concurrently with other steps, and it can take a while. No need to blockBlock Block is the abstract term used to describe units of markup that, composed together, form the content or layout of a webpage using the WordPress editor. The idea combines concepts of what in the past may have achieved with shortcodes, custom HTML, and embed discovery into a single consistent API and user experience. the organizer while deputies are reaching out to potential mentorsEvent Supporter Event Supporter (formerly Mentor) is someone who has already organised a WordCamp and has time to meet with their assigned mentee every 2 weeks, they talk over where they should be in their timeline, help them to identify their issues, and also identify solutions for their issues.. Instead, have a clear process to follow up with the “No mentor” emails sent to Help Scout.
• Clarify who can pre-review or approve the budget. I learned the correct assignment is supposed to be 1) mentors and deputies can pre-review then 2) only super deputiesProgram Manager Program Managers (formerly Super Deputies) are Program Supporters who can perform extra tasks on WordCamp.org like creating new sites and publishing WordCamps to the schedule. can approve. This should be clarified in doc and/or tracker status.
• Remove “Needs to be Added to Pre-Planning Schedule” status – After this and “In Pre-Planning”, no action is needed. So we don’t need both of these statuses.
• Automate the process between “In Pre-Planning” to “Needs Budget Review”

Example of question

• Do we need “Interview/Orientation Scheduled” and “Budget Review Scheduled” now that we have alerts in the deputy channel?
  • My issue with the “scheduled” statuses is that they are rarely used. So I don’t feel they are a good indication of the current status. Instead, “Needs orientation | budget review” can serve the same purpose (if a WordCamp is stuck here, deputies will still go and find out if a meeting is scheduled and follow up).

Next Steps

After collecting feedback for 3 weeks (until August 15), I can gather them up and propose updated versions of the phase visualization. Also, accompanying documentation for deputies (perhaps built on this existing doc?) will be useful.

Thanks, @devinmaeztri, @_dorsvenabili, and @sippis, for feedback on the flow chart and this post!