Proposal: existing documentation to be merged into the handbooks

We some seriously amazing content in the blog that could be merged or at least linked into the handbooks.

Here is the list with the actions that I propose we take:

Proposed WordCamp Editorial Calendar

Create a new page in the WordCamp Organiser Handbook > Publicity > Website Content

Promoting Your Local WordPress Meetup

Create a new page in the Meetup Organiser Handbook > Promoting your Meetup

What makes a WordPress Meetup Great?

Create a new page in the Meetup Organiser Handbook > Building and growing a meetup > A collection of videos to inspire you

do_action Zurich 2018

Link in the Meetup Organiser Handbook > do_action: Charity Hackaton

WordCamp Design Kit Producing assets and finding a…

Merge in the WordCamp Organiser Handbook > Publicity

Collecting ideas & methods for Meetups promotion / growth

Create a new page in the Meetup Organiser Handbook > Promoting your Meetup

Summarise together with the “Promoting your local WordPress Meetup” post above

Handbook Page: WordCamp Marketing/Ticket Sales Tips

Merge in the WordCamp Organiser Handbook > Publicity

Contributor Day Room Signage

Merge in the Contributor Day Organiser Handbook

Contributor Night – An experiment in Torino, Italy

Add a page in the Contributor Day Organiser Handbook > Other Contributor Events

Also: change the name of the handbook from Contributor Day to Contributor Events

Deadline: July 22nd. If no one objects or points out different possible places to have this content, I will go on and do it 🙂

Thanks!

#documentation, #handbook

Idea: Meetup Recap P2

How about creating a new P2 for any meetup organizers to post event recaps/reports?

Japanese local groups used to post event recaps on wordbench.org (e.g., https://wordbench.org/category/tokyo)
Now that the site is shutting down, I realized I don’t have a good place to write a blog post about the event we just had last weekend.

I think it would be great if we had a P2 dedicated to meetup (and WordCamp too?) organizers where they can share event recaps in their language.

make.wordpress.org/events/? /meetups/? or any other URL?

Pros:

  • Recaps posted on the P2 will stay there permanently
  • Meetup organizers don’t have to maintain their own blog/site but can still write a blog post
  • It promotes sharing of ideas among the global network of organizers
  • I personally want to read more about & see photos of other WordPress Meetups! Having a central place to do so would be great (Remember the WP15 Live page? It’s like that but with blog posts)

Cons:

  • Meetup groups that already run their blog/site will have an additional place to post (solution: have them post or comment with a URL to the post on their site)
  • Some groups may be ok with just using Meetup.com features; if there aren’t enough organizers to blog on the new P2, some of the pro points are missed
  • It may become a bit chaotic to have a single P2 with posts in multiples languages (but why not? 🙂 Google Translate can help us read them too)

@pskli said on Slack (thanks for the feedback):

Having an official platform for publishing Meetup material, just like Meetup.com for organization, would be really smart

and being able to see “what’s happening in the WP meetup groups all around the world” would be inspiring and a great resource for organizers I guess

What do you all think?

Community Team Chat Agenda | Thursday, 21 June 2018

Hello team!
Our bi-monthly Community Team chat is happening this Thursday, 21 June 2018.
Meeting times are Thursday, 21 June 2018 at 11:00 UTC and Thursday, 21 June 2018 at 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. P2 posts needing feedback/action:
  3. Highlighted posts for all deputies

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

#meeting #agenda

Call for volunteers: Contributor Drives Document

Hi Team

we have been contacted by Angela Jin, who is putting together some documentation for small scale contributor drive events for individual Make WordPress teams.

The goal is to create a how-to resource which hopefully will make organising contributor drives an easier process for everyone involved .

This documentation will consist of:

  1. A “Contributor Drive Community Team Overview”, which will provide information about your team and the projects available for contributor drives
  2. A general “Contributor Drive Overview” that introduces what contributor drives are and how to organize one.

Feedback from the Community Team is needed to identify projects within the Community Team that are suitable for contributor drives: we should be also able to explain how each project fits into the overall team goals, what steps contributors would need to take to tackle the project, as well as what resources/tools/skills contributors need to do so.

Angela is working on a document and it would be great if someone within the team could lead this effort.

If someone is interested in working on this, please say so in the comments 🙂

Thanks!

#contributor-day, #contributor-meetup, #contributors

Proposal: how to use this blog for discussions and task management

Re-reading I think I made the mistake of bringing two topics in the same post 🙁 Right now I think we should mostly focus on streamline how we use this blog more efficiently and go back to see if we had some good ideas that got lost in time. Then we’ll work on the task management and Trello and what not… Bear with me 🙂 Sometime I do get completely OT

Last summer I started keeping a record of all the posts here in our blog because I had this nagging sensation that a lot of the things that we post fall a little bit between the cracks.

I also proposed to use a Trello board to follow project work within the team because sometimes we set out to do something and we get a bit lost on the way.

Both these behaviour are completely normal, who doesn’t have a to-do list half checked? The thing is, as a team, we don’t really have a to-do list that is shared with all the team members. Some of us have their own to-do list of things that they are doing for the Community Team but:

  • It’s nice to share and be as transparent as possible within the team
  • If you share what you are working on and your progress, people might join you to help out
  • During the years we discussed some ideas in our blog than were never transformed into actions

With these three things in mind, I would like to propose to:

  1. do a “task sprint” to abandon or move forwards with ideas we have entertained during the years and are somehow stuck in a limbo
  2. put together best practices to become more efficient in the future with how we propose things here, work on them, share progress, complete or abandon the tasks

Tasks Sprint

I spent a few hours analysing the posts in out blog since August 2015, added some comments, catalogued them as Announcements, Solved, Ongoing.

You can find the spreadsheet here: https://docs.google.com/spreadsheets/d/14QMlfvqX1U6OtdCB-tXP16l4LIcjx2F39kA00ao9tJg/

To my pleasant surprise the number of solved and ongoing issues is basically the same, so yay!

I think it would be great if each one of us, that has posted here in the past two years, would take time to:

  • Go through the list of your posts
  • If the proposal/issue/call for feedback is solved, please post a comment that summarises the comments, if needed, or says what is the result of the discussion: maybe we created a tool, a plugin, we gave the green light to a new event, etc… You can do so by using the Top Comment functionality
  • If the post is not solved, ask yourself:
    • Do you have the bandwith, passion, urgency, and energy to carry on? If yes, please commit to revive the discussion somehow: ping people that showed interest, post it in the community-events or community-team channel in Slack and look for other people that are passionate about this, post on your social media channels to recruit help. If necessary post an update in the blog, add the task to Trello (more on that later). Basically, take it to the end-zone!
    • If the answer is no, please also post it in the Top Comment
  • In both cases, please update the Google Spreadsheet with the open issues

Deadline: July 22nd. I will bring this up in the next three Team chats 🙂

How to manage this in the future

Obviously manually checking for new posts, writing comments, etc… is not a sustainable way to move forward with our projects.

So here is what I propose to do to streamline our task management/discussion process.

  • Write a post on how to post in the blog (how meta!) and make it Sticky
    • We will probably need to address the category/tag issue that comes up regularly so people can also add this information to the posts
    • We should use a standardised way to introduce the posts so casual readers know if this information is relevant to them in this particular moment. We also discussed this in the past and we need to formalise it
    • Will you look at that! I made a first draft 🙂 It’s open for comments, but if you want to be able to make suggestions just ask for access.
  • When people post, especially for the first few times, let’s help them follow the procedure: if any of the experienced deputies sees that the post is missing something, please help the poster out
  • Discussion follows and there are three possible outcomes:
    1. No replies, the topic for some reason, any reason, doesn’t get any traction. After the deadline (which should always be included in the post), the author can post a Top Comment to close this.
    2. Yay replies, one person is capable to moving forward with the task on their own. They’ll finish up with whatever they proposed to do and post a Top Comment to close the discussion and report on the decisions/actions. I am thinking for example of a discussion like this one.
    3. Yay replies, complex task… hello team project! If the idea gets traction, people weigh in but to turn it into reality you need a group of people, this is where Trello comes into play!

Trello

I created a Trello board after we agreed we would try it to manage more complex tasks and projects. So this is not to keep track of ongoing tasks like HS triage, vetting, orienting, etc… but for things that need to be split into subtasks and would benefit from a group of people working on it.

This is a work in progress and we probably need to review the guidelines to use it as well. So far I just copy/pasted the text from the Marketing team and I will try to get this going before our first July chat.

Examples

Changes in documentation

Often we discuss things in our channels and we say “Oh! This should be added to documentation” and sometimes we don’t follow through. Let’s have an open card “Changes in Handbook”, whenever we say this, let’s add the link to the Slack chat or any other link so we don’t forget about this. In this way we don’t rely on one person to do that, but anyone with access to the Community website can make the change and mark it as done.

Meetup Organisers Roundtable

This wonderful experiment has the potential to become a monthly appointment for the Community organisers out there, but it can not rely only on one person. With Trello, Birgit can add tasks, check what has been done, have a group of people working with her, etc

All right, cut to the chase, what do you want from us?

  • Agree or disagree with the proposal in the comments
  • Go through your open threads and try to solve them, one way or another before July 22nd
  • Read the draft I prepared with best practices for posting
  • Evaluate Trello for your Community projects

Thank you!

Recap of the community team efforts at WordCamp Europe Contributor day.

A brief recap of our efforts at #WCEU contributor day:

  1. The Diversity Outreach Speaker Training group wrote some documentation and worked on videos with the TV team
  2. We welcomed two new WordCamp mentors 😉
  3. There was a meeting of the WordCamp Nordic group. If you want to get involved in WordCamp Nordic, please join us in the #community-events channel on WordPress.org Slack
  4. After a first round of online round tables for meetup organisers, we started work on putting together a second round.
  5. The team spent time working on documentation that are incomplete or don’t already exist.
  6. We had initial conversations with potential new meetup groups
  7. Thanks to some new community team members, we started working on diagrams for our many processes

 

Call for active deputies – Chat Recaps

Hello fellow deputies
in the last few months I struggled to publish our chat recaps in the make.wordpress.org/updates but I somehow managed (still have to recap May).

In the next few months I will travel extensively so it will be basically impossible for me to follow the chats and recap them.

Is there anyone that can recap the chats? If you can, please let me know!

Thank you in advance 🙂

Discussion: should Community Self-Training be mandatory?

Hello team!

In the past three years I have been part of different community events and lately I have found that some people involved aren’t very aware of the guidelines we set in our program.

This could happen in a number of cases

  1. WordCamp organisers who are not the lead, so they don’t go through the handbook, because they expect the lead to read it and provide answers
  2. Meetup organisers that joined after the initial orientation, held only with the main organiser from a group
  3. In general, people that are doing awesome work in their local community (Meetups, Contributor Days, Hackatons, etc…) without being aware of the Community team resources
  4. Deputies that were inactive for a while

In the Meetup case (2) I think it might be enough for the team member that went through orientation to give the orientation to the new members every time someone else comes on board.

I wonder if the self-training should be made mandatory for the othe cases.

Pros

Everyone is on the same page

Cons

We don’t have many people grading the quizzes

What do you think?

Deadline to comment is May 18 so we can discuss this during the next two Community chats.

WordCamp Volunteer Guidelines relating to GPL

In the comments on this post a point was raised that warrants further discussion:

A person works for a marketplace that sells non-GPL WordPress products. They want to help organize or volunteer at a WordCamp.

When vetting all Volunteers for a WordCamp we use the 100% GPL vetting checklist and the GPL Primer We define Volunteers as organizers, speakers, and volunteers. We have a belief that our events should reflect the core projects beliefs and philosophies, especially with regard to the GPL. Anyone associated with WordCamps in a Volunteer role is our representative. It is important that they reflect the projects values. We look at all Volunteers and review and WordPress derivative products and ensure that they are GPL. If not, we ask them if they can change the license to GPL. If they cannot, they cannot be a Volunteer at a WordCamp.

In the Comments a comment thought was repeated:
@stephencronin

link Personally I think I should be judged on my own software, which is all 100% GPL, rather than my choice of employer.

@jdembowski

link I think individuals who work at such a marketplace should be able to organize, participate, get involved etc. as long as they are representing themselves and not their company.

My employers do not exist within the WordPress realm so that’s easy for me to write. It just does not come up and when I participate in support at an event, it’s just me.

But if my employer was against opensource (they’re not, I checked), I don’t want my participation to be evaluated on that basis. My involvement as an individual contributor should be an option.

 

@hlashbrooke

link there are two key things to bear in mind here:

The current rule that requires all WordCamp organisers, speakers, sponsors and volunteers to be 100% GPL compatible, extending to the company that they work for, is one that we cannot currently make an exception for. That’s how it is at the moment and individual exceptions cannot be made right now. Which brings me to the second key point…
While I think I can safely say that we will never change the rule that individuals must be GPL compatible in their personal capacity, there is a valuable discussion to be had with regards to how we handle individuals who are personally compatible, but their employer is not. This is the case that @stephencronin explained above with his employment at Envato. As @kcristiano has stated, this is a discussion better held in a dedicated post and I think it is a discussion that we need to have. I’m not sure what the outcome would be at this stage, but we definitely need to talk about it and make a firm decision that both upholds the principles of the WordPress project and remains as inclusive as possible.

I do agree with @hlashbrooke that we should take a look and decide how to handle individuals who are personally compatible with the GPL license, but work for a Company that is not. We’ll hold this post open until April 3rd for comments. Please chime in with your thoughts.

Link to Summary

 

#gpl

WordCamp Fundraising Research

@andreamiddleton suggested a Fundraising Working group in her post.   In short, the scope will be:

The scope of this project is to research the methods and practices of organizing teams that have been successful in their fundraising and then report back to the global community team with the results. The team may decide to try to send a survey out to WordCamp organizers, or might decide that interviews would be a more effective way to gather data. Volunteers with experience in successful WordCamp fundraising would be a big asset to this working group. We’ll be reporting which camps ran surpluses and deficits at the end of this year, so the group will be able to target their research.

I would like us to get started on this working group. I am pinging @psykro and @kdrewien as you both expressed interest in the original post. I would also like to ask anyone else that would be interested to indicate so in the comments before March 10th. We can then schedule an initial meeting to get started.