Handbook Working Group – Let’s do this, take two!

Despite a banging start, with a lot of talented people showing interest and willingness to make the Community documentation better, I failed at keeping the group going, due to biting on more than I can chew.
It happens.

What is so great about having things published in the blog and in 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. is that other people can adopt the project, so here we go again!

Rocìo @_dorsvenabili has kindly offered to continue with the project and enrich it with another layer that will make it even more impactful for our global community.

I won’t spoil anything, but I ask you please to re-commit to the group if you can or join it anew if this is the first time you heard about it! Leave your 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/. name in the comments, thank you!

If you want to read more before raising your hand:

Thanks!

#community-handbook, #handbook

Announcement: guidelines for using Trello

TL;DR: The Community Team is great at managing daily operations but sometimes we lose the “big picture” and things fall between the cracks. Enter Project Management!

The topic of project management has surfaced a few times in the past couple of years.
During Contributor DayContributor Day Contributor Days are standalone days, frequently held before or after WordCamps but they can also happen at any time. They are events where people get together to work on various areas of https://make.wordpress.org/ There are many teams that people can participate in, each with a different focus. https://2017.us.wordcamp.org/contributor-day/ https://make.wordpress.org/support/handbook/getting-started/getting-started-at-a-contributor-day/. at WordCampWordCamp WordCamps are casual, locally-organized conferences covering everything related to WordPress. They're one of the places where the WordPress community comes together to teach one another what they’ve learned throughout the year and share the joy. Learn more. US 2018 a group of people (Christina Workman – @amethystanswers, Dean Burton – @burtondean, Javier Ontiveros – @javo01, Ken Mick – @kengmick, Ray Mitchell – @raym, Stacey CC DePolo) worked on a first proposal for a workflow and in the past few days @sippis and I reviewed it.

After a bit of back and forth and some trial and error, we are ready to start using the Trello board for the Community Team!

Project Management through 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.

Trello is a free project management tool based on kanban boards. In its simplest form you have three columns with three status: To Do, Doing, and Done.

Each team that uses kanban boards usually comes up with different ways of leveraging them, including some very complex use cases.
We tried to keep it simple enough to be easy to use for as many people as possible, but customised it to the team’s needs.

Why Trello: a SWOT Analysis

Strengths
1) Tool
– Free
– User friendly
– Mobile apps
– Browser based
2) Processes
The Community Team is busy busy busy. Sometimes we get so busy with the daily stuff (vetting, orientations, invoicing, payments, etc…) that we don’t keep an eye on the bigger picture. Trello will help us do that.
– Team work
– Work progress
– Multiple projects under the same roof (working groups can add a board)
Weakness
1) Tool
– Browser based – you can’t use it when you are offline like Google Docs and then sync when you have a connection
– Limited in terms of functionality if you are a professional project manager
2) Processes
– People need to be added to the boards to be able to edit, comment, etc…
– New tool to learn
Opportunities
1) Tool
– Add-ons to make the worflow even more efficient
2) Processes
– It allows new contributors to pick a project and join the team that is working on it without being a deputy
– It allows existing contributors that have been out of the loopLoop The Loop is PHP code used by WordPress to display posts. Using The Loop, WordPress processes each post to be displayed on the current page, and formats it according to how it matches specified criteria within The Loop tags. Any HTML or PHP code in the Loop will be processed on each post. https://codex.wordpress.org/The_Loop. to go back to working actively on projects
Threats
1) Tool
– Not open sourceOpen Source Open Source denotes software for which the original source code is made freely available and may be redistributed and modified. Open Source **must be** delivered via a licensing model, see GPL., might disappear into the void
– Might become a fully paid tool in the future.
There is nothing pointing that any of the above will happen, but you never know…
2) Processes
– Change can be met with resistance
– Not enough buy-in from senior members of the team
– Logging activity in Trello rather than on the team blog adds another level of complexity to deputy reporting

After doing this SWOT analysis it looks like it’s a good idea to try it for real. Especially since we are aware of the threats we can self-correct over time 😉

Suggestions for a smoother adoption

Define the scope

Trello is not for daily activities (vetting, orientations, payments, invoicing, mediation, quizzes, etc…) nor for Community Organisers to organise their events.

Trello is for:

  • time and scope defined projects
  • one or more people working on it

Working Groups are a great example, because they are very focused and need all the members to be updated, whether they are present during the biweekly chats or not.

Commit to the experiment

From now to December 31st, we kindly ask you to give Trello a proper chance. It means that if you are working on anything Community related you should use our public board to keep track of the project so everyone can be informed and join.

Make it part of our team chats

We should introduce the board at our meetings as the tool we use to work on projects.

This is an example how the Marketing team does it, and it’s a great way to reinforce how useful Trello is for everyone:

Right click on your mouse, Open in New Tab, so you can actually read what it says 🙂

Trial Period

We will use Trello until the end of the year. If by December 31st 2019 we see that this tool has actually slowed down projects or became a roadblock for new contributors, we will discontinue it.

What does success look like?

  • Everything that is non daily operation is documented in the Trello board.
  • We keep the board updated (even by moving projects into the Backlog column) so people that haven’t been active for a while or are looking for a way to contribute to Community can pick up a task and go with it.
  • Every proposal that we post in the blog and is met with enthusiasm is turned into a project card in Trello so we know that something happened after we said “What a great idea!”
  • 100% buy-in from all the Community Team
  • 100% buy-in from new contributors that understand that this is part of the on-boarding.

Next steps and call for feedback

To ensure adoption we need these processes to be clear, understandable, and useful.

  1. Please check the guidelines in the Column “👇👇👇 START HERE 👇👇👇”. Do they make sense? Do you think it’s a good workflow to start with?
  2. Explore the projects in the “To Do” and “In Progress” columns. Do they make sense when you see them in action?
  3. Add your project, no matter how simple or complex it might be. Ask in #community-events or #community-team to be added to the board (an unfortunate feature if the software). You need a Trello account to join.
  4. How do you think we should integrate the board in our meetings?

Thank you for reading all of this!

#guidelines

WordCamp PWA Retrospective

Leading up to WordCampWordCamp WordCamps are casual, locally-organized conferences covering everything related to WordPress. They're one of the places where the WordPress community comes together to teach one another what they’ve learned throughout the year and share the joy. Learn more. Europe, the organising team was hard at work on enhancing WordCamp.org to be a progressive web application (PWA).

This was deployedDeploy Launching code from a local development environment to the production web server, so that it's available to visitors. in the days leading up to the camp, with tweaks being made during the event itself. The goal for the project was to deliver an MVPMinimum Viable Product "A minimum viable product (MVP) is a product with just enough features to satisfy early customers, and to provide feedback for future product development." - WikiPedia for WordCamp Europe 2019 and then continue iterating on that work in order to make the PWA features useful for all WordCamps.

Current Status

The work for the PWA features was initially done as a standalone plugin and has now been merged into the WordCamp.org code repository. It uses the PWA feature plugin as the underlying framework, and adds some additional custom code on top of that. For now, it is only active on the WordCamp Europe 2019 website, as it is not yet ready to be used more widely.

The PWA features enhancing the site are:

  • Offline content:
    • Once you visit a page while online, it will be saved on your device so that you can access it while offline; e.g., if the venue WiFi fails during the event. (Caveat 1, 2)
    • When you’re offline and visit a page that isn’t saved, you’re shown a special page template that includes the schedule. In the future it’ll also have additional critical information, like the date and location of the event.
  • Static asset caching. Files and REST APIREST API The REST API is an acronym for the RESTful Application Program Interface (API) that uses HTTP requests to GET, PUT, POST and DELETE data. It is how the front end of an application (think “phone app” or “website”) can communicate with the data store (think “database” or “file system”) https://developer.wordpress.org/rest-api/. endpoints that don’t change frequently (e.g., CSSCSS CSS is an acronym for cascading style sheets. This is what controls the design or look and feel of a site., JavaScriptJavaScript JavaScript or JS is an object-oriented computer programming language commonly used to create interactive effects within web browsers. WordPress makes extensive use of JS for a better user experience. While PHP is executed on the server, JS executes within a user’s browser. https://www.javascript.com/., image files) are cached more aggressively, so that pages load faster on subsequent visits.
  • Add to home screen. You can “install” WordCamp.org on your mobile device, similar to how you’d install a native app, so that you have quick access to it. In the future visitors who’ve installed it may save all of the content offline, or have access to other enhancements.
    • Older versions of iOSiOS The operating system used on iPhones and iPads. don’t support this feature.

In addition to those traditional PWA features, the team also built a custom “Day of Event” page template. This can be used while the event is happening, to show a real-time schedule of the sessions that are currently going on, the ones that are coming up next, and the latest posts from the WordCamp’s blog. It is available to all visitors, even if their browsers are too old to support PWA features.

Except for adding the site to your home screen, all of the features above are available to visitors regardless of their device, and work the same way on desktops and laptops as they do on mobile devices.

Some additional features that were discussed, but could not be built in time, are:

  • Offline caching for session info and speaker info by default (i.e. without having to visit the relevant pages first)
  • Mobile-optimised site headerHeader The header of your site is typically the first thing people will experience. The masthead or header art located across the top of your page is part of the look and feel of your website. It can influence a visitor’s opinion about your content and you/ your organization’s brand. It may also look different on different screen sizes. and footer
  • Push notifications for upcoming sessions that the user has marked as favourites
  • Push notifications for important announcements

Thanks to everyone who has been involved in the PWA project, either by creating designs, giving feedback on wireframes, providing guidance, offering ideas or writing code:

@mburridge, @ziontrooper, @avillegasn, @Iceable, @tfrommen, @macloune, @marcusjwilson, @vdwijngaert, @westonruter, @hlashbrooke, @iandunn, @tjnowell, @jb510, @coreymckrill, @andreamiddleton, @sippis, @melchoyce, @karmatosed, @garyj

Reflecting on the Process

Now that WordCamp Europe is over, it would be helpful to have a look at the development process and how it all went. So, if you were involved in the project in any way, then your feedback here would be valuable. Please comment below answering the following questions:

  1. What went well in the PWA development project? (What should continue?)
  2. What do you think did not go so well? (What should stop?)
  3. What do you think we could do differently when developing new features or tools for WordCamp.org? (What new things/practices should start?)

Proposal: QR code for WordCamp badges

Bigger WordCamps spend a lot of time in registration of the attendees upon arrival or for workshops and handing out swag like T-shirts based on lists that exist (mainly on paper). A QR code on e.g. a cellphone or tablet could speed up things.I saw somebody already opened a tracTrac Trac is the place where contributors create issues for bugs or feature requests much like GitHub.https://core.trac.wordpress.org/. ticket (https://meta.trac.wordpress.org/ticket/4162), but there was nor further follow up, so please find below my proposal after having led registration and swag at WCEU 2019:

Phase1: Add the QR code in the email when buying a ticket and on the WordCampWordCamp WordCamps are casual, locally-organized conferences covering everything related to WordPress. They're one of the places where the WordPress community comes together to teach one another what they’ve learned throughout the year and share the joy. Learn more. site when attendee logs in with the personal credentials.

Phase2: Attach as pkpass (or other) to the email and allow downloading that file from the site.

WCEU has been using for the last 2 years a system that prints badges when attendees arrive. The average time per person is 40 seconds because the name needs to be spelled or checked, so with almost 2800 attendees, no time should be wasted. Then the T-shirts size is requested when buying the ticket so when swag opens, manual comparison of the name on the badge and the request made on the site is done to hand out the correct T-shirt. Having a unique QR code per person would enormously speed up in both cases when using any system that can scan those codes.

For Phase1, the following should be considered:

1.1 The unique string to use: A QR code can hold any text. Proposal is to use the first part of the URLURL A specific web address of a website or web page on the Internet, such as a website’s URL www.wordpress.org of the site followed by the postID of the ticket, e.g. ‘2019.europe-534’ (The postID is what is also received when exporting tickets from the website to CSV, so could be used in other applications). Another unique string could maybe be added if needed for an extra check (like the first 10 characters of the access token as generated in camptix).

1.2. Generating the QR code: Using a local PHPPHP PHP (recursive acronym for PHP: Hypertext Preprocessor) is a widely-used open source general-purpose scripting language that is especially suited for web development and can be embedded into HTML. http://php.net/manual/en/intro-whatis.php. library like http://phpqrcode.sourceforge.net/ or using the google APIAPI An API or Application Programming Interface is a software intermediary that allows programs to interact with each other and share data in limited, clearly defined ways. (e.g. https://chart.googleapis.com/chart?chs=300×300&cht=qr&chl=2019.europe-534&choe=UTF-8)

For Phase2, libraries like https://github.com/tschoffelen/php-pkpass would be a starting point

Having this QR code would help for any application built around a WordCamp:

  • Scanning the QR code to print the badge (current system that WCEU is having can do this)
  • Scanning the QR code to see the size of the T-shirt requested (with the unique postID of the user and checking the CSV from the site, this can be done)
  • Scanning by the Sponsors to later get in touch with the user (as done on WCEU), of course with all proper information to both parties.

Please leave any comments or further ideas so we can build all together on this.

#badges

Proposal: how to use this blog for discussions – Update

Hi Team!

In June 2018 I wrote a proposal to create some guidelines for posting on this blog and how to use it also for project management.
At the time I made the mistake of mixing up two topics on the same post, so today I am writing an updated proposal only for the first part.

Guidelines to post on the Community Team blog

I reviewed the document that I wrote a year ago. It’s open for comments, awaiting for your feedback!

Categories and Tags

A bit messy to say the least.

I did try to make sense of the categories. There were 24 initially: I deleted the ones that are not used and added one (Documentation) to post about changes in documentation, text of WordCampWordCamp WordCamps are casual, locally-organized conferences covering everything related to WordPress. They're one of the places where the WordPress community comes together to teach one another what they’ve learned throughout the year and share the joy. Learn more. websites, 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. pages, HelpScout replies.

The tags situations is worse: we started with 401, I deleted all the empty ones, but I think there is ample space for making this better.

For this part of the project, I am looking for volunteers to help out: information architects, SEO experts, where are you?

Where we could put the guidelines

  • Welcome Box
  • Sticky box in the blog, very short so it doesn’t push the rest of the content too much below the fold
  • New pages related to the Welcome Pack, a project that I will pick up in the next few weeks.

Want to help make the blog better?

Please comment on the document and on this post before July 31st

And if you are an Information Architect or a SEO expert, help us make the categories and tags system more efficient so people can actually find what they are looking for!

Thank you!

#blog-posts, #proposal

Community Team Chat Agenda | Thursday, 20 June 2019

Hello Team!

Our bi-monthly Community Team chat is happening this Thursday, 20 June 2019. Meeting times are detailed below. We use the same agenda for both meetings in order to include all time zones.

Note that WordCampWordCamp WordCamps are casual, locally-organized conferences covering everything related to WordPress. They're one of the places where the WordPress community comes together to teach one another what they’ve learned throughout the year and share the joy. Learn more. Europe is happening this week and the earlier timed chat is taking place during Contributor DayContributor Day Contributor Days are standalone days, frequently held before or after WordCamps but they can also happen at any time. They are events where people get together to work on various areas of https://make.wordpress.org/ There are many teams that people can participate in, each with a different focus. https://2017.us.wordcamp.org/contributor-day/ https://make.wordpress.org/support/handbook/getting-started/getting-started-at-a-contributor-day/.. With that in mind, some of the usual contributors might not be present in the meeting, or maybe everyone who is working at the Community table at Contributor Day will attend the meeting – it depends how the day goes.

Asia-Pacific / EMEA friendly: Thursday, June 20, 2019, 11:00 UTC

Americas friendly: Thursday, June 20, 2019, 20:00 UTC

Deputy check-in

What have you been doing and how is it going?

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/. posts needing review/feedback

Highlighted P2 posts

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

#agenda, #meeting-agenda

Contributor Orientation Tool

An online tool has been created by WordCampWordCamp WordCamps are casual, locally-organized conferences covering everything related to WordPress. They're one of the places where the WordPress community comes together to teach one another what they’ve learned throughout the year and share the joy. Learn more. Europe Organizers to help new contributors take part in building the WordPress platform.

By answering a series of questions, the Contributor Orientation Tool helps you learn about the different teams you can join to contribute.

The tool only takes a few minutes to use and is available on the WordCamp Europe (WCEU) website for those attending Contributor DayContributor Day Contributor Days are standalone days, frequently held before or after WordCamps but they can also happen at any time. They are events where people get together to work on various areas of https://make.wordpress.org/ There are many teams that people can participate in, each with a different focus. https://2017.us.wordcamp.org/contributor-day/ https://make.wordpress.org/support/handbook/getting-started/getting-started-at-a-contributor-day/. on 20 June 2019.

Contributor Orientation Tool
Continue reading

#contributor-day, #contributor-event

I need your help! Let’s gather posts of this blog to be added to the Handbooks!

Hello community members 🙂

One of the things that we’re planing to work on during the Contributor Day of WordCamp Europe 2019 is to add to the WordCampWordCamp WordCamps are casual, locally-organized conferences covering everything related to WordPress. They're one of the places where the WordPress community comes together to teach one another what they’ve learned throughout the year and share the joy. Learn more. Organizer or 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. Organizer Handbook those posts that have been published in this site (we call it the: make/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/.) in the last couple of years that haven’t been added to the handbook yet.

In order to save some time for the Contributor DayContributor Day Contributor Days are standalone days, frequently held before or after WordCamps but they can also happen at any time. They are events where people get together to work on various areas of https://make.wordpress.org/ There are many teams that people can participate in, each with a different focus. https://2017.us.wordcamp.org/contributor-day/ https://make.wordpress.org/support/handbook/getting-started/getting-started-at-a-contributor-day/., we’d like to start gathering all those posts that would be useful to be added to existing or new pages of any of our handbooks.

I’ll be listing some links, please feel free to add any others that you find:

  • https://make.wordpress.org/community/2019/05/31/the-4-gets-in-wordpress-community-organizing/
  • https://make.wordpress.org/community/2019/05/17/organizer-best-practices-make-the-most-of-your-feedback/

Thanks! 😀

Community Team Chat Agenda | Thursday, 6 June 2019

Hello Team!

Our bi-monthly Community Team chat is happening this Thursday, 6 June 2019. Meeting times are detailed below. We use the same agenda for both meetings in order to include all time zones.

Asia-Pacific / EMEA friendly: Thursday, June 6, 2019, 11:00 UTC

Americas friendly: Thursday, June 6, 2019, 20:00 UTC

Deputy check-in

What have you been doing and how is it going?

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/. posts needing review/feedback

Highlighted P2 posts

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

#agenda

#meeting-agenda

Improving Speaker Section of Handbook – Slight Addition Suggestion

It would be amazing to have a line on this page of the handbook or the slides deck page that stated there can be no barriers to additional supplemental content. A lot of speakers post a link to their slides (handouts, etc) and this is amazing. However, having a speaker require a newsletter signup seems against most guidelines (just not explicitly written). It is hard to stop that speaker at a 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. when they are the only one. Any thoughts?

Please comment on thoughts and concerns. I don’t mind helping to write this either. Just wanted to put it out there since I experienced it recently and it was rather uncomfortable.