Recap of the Diversity Outreach Speaker Training meeting on Feb 13, 2019

Attending: @jillbinder @miriamgoldman @angelasjin @sheilagomes @simo70


We Covered:

  1. Reports
  2. Trello for project management
  3. Things we decided in our Train the Trainers call on the weekend to try out
  4. Helping you run the workshop in your own city – questions? obstacles?
  5. Helping a newbie meetup
  6. This month’s newsletter article
  7. Next actions


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

I am working on writing out my story, and also planning an onboarding meeting for train the trainers. Obstacle is time.

The story is lower priority than everything else. It’s a nice to have when you are ready and have the time. So for now I’m happy for you to focus on your other items for us.

I am currently focusing mostly on picture items:

  • Smoothing out our communication and project management
  • Smoothing out our Meetups life cycle for Train the Trainers

A little HS triage, working with Jill on Calendly after this meeting, Obstacle is also time.

@jamieschmid sent in a report that Larry and she have had a few review sessions for the communications plan and she is doing the final revision to discuss with me soon.

That’s awesome! Looking forward to hearing more about that plan. I think it’ll be really helpful for this group

I’ve finished the translation of the first part of the material, and will just give it a final review, but will deliver today.

I’m looking forward to that. I am planning on being in touch with the Training team in their meeting hopefully tomorrow to find out where our translations should live.

I’m starting Italian translation on the first lesson (thanks to @sheilagomes)

To help our team smooth out the edges and create something sustainable and scaleable, we have now formed sub teams. The Translations team is off to a strong start. Great work!

@jamieschmid and @laryswan are working on the (to be named) Communications team(?). They will be ready to present us with exercise(s) soon for our foundation, especially the name of our group, our hashtag, and some of our internal vocabulary.

Trello for Project Management

Speaking of sub teams, you may be wondering how to see what the teams are and what everyone is working on….

There was frustration using the placeholder spreadsheet I had created for our project/team tracker, so I have now put our stuff into the much-requested Trello.

It is another experiment. Much like the rest of the WP community, I believe in trying things quickly and iterating quickly.

I feel better about it being our new placeholder (and possibly permanent solution, seeing how it goes) as now it’ll be easier to scan, folks can update on the threads how it is going, and you’ll get email notifications.

As always, I am always very open to feedback. We want to create a system that is easy for all so that it becomes invisible and we focus on the great impact we are having.

Any initial thoughts on the new format?

Each column is a team or subteam.

The spreadsheet had a line for every little task, but now the tasks are bunched into their bigger project.

Each card follows a template with the meta info that I thought was most important:

  • What
  • Why
  • Deliverable
  • By when

The two items that I didn’t include from the spreadsheet were Road Blocks (obstacles) and KPI on each individual task.

They were starting to seem like clutter to me.

Hopefully people will communicate their obstacles as they come up.

I like that for now. If I remember correctly, you can assign cards to people, but they don’t disappear from the main list. That way you have the individuals working on each item without having to type it out, right?

Yes we can assign cards to people, which I have gone ahead and done. And yes, they don’t disappear like they do in HelpScout, so everyone sees everything. You can just view your own if you wish to, but that is not the default.


Looks good! And it can even be integrated with Slack for attributing tasks, as far as I remember.

That is great! We’ll see how that works in our work flow. It might be useful.

Trello is also very flexible to make it whatever we want it to be. So this formatting I chose is a first guess. I’m sure that feedback will come as folks start using it.

@sheilagomes and @simo70 I’m looking forward to seeing your progress in your column. Hopefully it’ll be easier to do that now.

For example, Simona could create a new card for the Italian translation.

One of the main goals of this is to make our work more transparent to the rest of the team so we all know what we are doing. Should help with folks knowing the bigger picture, and cheering each other on and/or helping when we are stuck.


@simo70 I haven’t checked if you did this, but you have the option to use the Card Template if you’d like:

Yes, we can upload files too, should I do it with the file I’m delivering today? It’s just a small text file

@sheilagomes Good question. Team, should we keep things in direct messages on Slack or start sharing on Trello?

I’ll give that a think, and let others give that a think too. For now, either way is fine with me.

Things we decided in our Train the Trainers call on the weekend to try out

Train the Trainers had a call to start ironing out our processes. It wound up being our first call of two, as we had a lot of ground to cover!

Here are some of the things that we decided:

  1. I did up a prettier version of the Meetups Life Cycle in a mind mapping tool so that we can all look at the process, smooth it out, and @jamieschmid could create a Domain Map based on it.

It includes some of the new decisions that we made about our process.

As always, please give me feedback on anything so that it’s the most usable for us.

It’s also available to be edited directly, if you request access from me.

  1. Some changes to our HelpScout process. HelpScout is where we answer the emails that come in from the Meetups.

In order for each trainer to manage the emails from their own scheduled training, but not have those emails disappear from the rest of the team, we are trying out giving those emails a tag with that trainer’s name and a note as to why we are tagging them.

That is something I’m communicating with @cguntur as she is the first responder.

We still need to come up with a plan for what to do with the emails that are not tagged and are asking questions that would lead to signing up for another training.

On that note, someone asked if we could have a morning UTC training. @angelasjin @miriamgoldman @laryswan ?

Potentially yes @jillbinder. I’ll have to check timezones and look at my availability

Same here


  1. We are looking more closely at event management tools to help meetups be more likely to attend and to reduce our workload. @angelasjin and I are taking a look at Calendly Pro today to start exploring if it’ll work for us.

I’m optimistic that it will

Until we have an event management tool in place, we are adding checkboxes to the sign up form where they indicate their possible interested times. I’m asking @cguntur if she can then tag their message with those trainers’ names.

And even if we have the tool in place, we might keep the checklist up as well. We shall see! Or find another way to integrate the event tool in seamlessly.

@angelasjin I added our event management tool wish list to the Trello card. (Hooray for details like that no longer getting lost!) Let’s look at that in our meeting today.

And those were the big decisions so far!

We have quite a list to get through for more items. We were thinking of using calendly to test out creating a time for the next meeting.

Helping you run the workshop in your own city – questions? obstacles?

I think that those who have shown up today are all folks who have already done it or are already in the works of doing it soon.

So this is more of a reminder to the rest of the folks on the team, as well as a reminder that if your city ran it last year, it still takes planning to do it again this year.

I myself have started the planning process for Vancouver. Even though my project work is now a few steps away from the workshop, it’s a good idea for me to stay close with the actual workshop.

We’ve just submitted the application to Central for Ottawa, so once approved, I’ll hopefully be kickstarting planning for Ottawa in mid-March to early April. Fingers crossed.

Helping a newbie meetup

Fred Prasuhn
Greetings all. I am calling on the help of the community for the Meetup I facilitate. The group began and continues to be WP newbies. YEA!!!

I enjoy helping others learn; it is the educator in me. What I need help with is Meetup topics and game plan. I would like to come up with several months of topics so I can study up as needed, recruit others to lead the discussion/teaching, and secure resources to share. Basically, the group members do not know what they do not know.

I appreciate any links, guidance, wisdom.

#newbies #WordPressbeginners

Your questions are somewhat related to our meeting about diverse speakers at WordPress events, so we can give some tips from our point of view.

You can also ask in the #community-events channel. There are a lot of organizers there who can share ideas for Meetup topics and event formats!

Being a newbie group, I would encourage them to have some talks about what they are learning as they are learning. How they created their first …. , mistakes they made when they …., etc.

And you can also learn about topics yourself, have them learn about topics and deliver on them, reach out to other experienced presenters, or even have nights where you all watch one of the thousands of great talks that have been recorded at WordCamps together and discuss them.

On the first point of developing your local speakers,
we have a workshop!

You can read more about it, get the link to the workshop, let us know if you’re planning to run it, and request training if you wish at:

Meetup Newsletter

I’m especially proud of the meetup newsletter article I submitted this month.

In addition to letting folks know what we do, I also did a call out for them to fill out our email questionnaire, AND I did our second “feature”, and this one is really great. Her story shows the power of our work and her quote perfectly encapsulates exactly how we help folks overcome their Impostor Syndrome and be ready and motivated to speak:

This month’s feature: Kirsten in Vancouver, BC

Diverse public speaking changes lives and local communities. Kirsten took the workshop, spoke for the first time at WordCamp Vancouver, got spotted by a local agency, became their first female developer, quickly became the senior developer and team lead, is still in this role three years later, and even brought on another female developer!

“It had never occurred to me before that I had anything worthwhile to offer the WordPress community. Through the workshop, I saw that I had been underestimating my experience and perspective, and I became comfortable and confident about speaking on a topic I felt would be of interest to others.” – Kirsten

Do you know an individual or a Meetup/WordCamp who have benefited from the workshop? Please contact @jillbinder on the WordPress Slack.

And with that inspiring and uplifting reminder that our efforts make a big difference, I shall close today’s meeting.

Thanks for attending, and thanks for all the great work you are doing!


Next Actions:

  1. @jillbinder talks to #training team to find out where Translations should live – tomorrow
  2. @miriamgoldman reads through the message in Helpscout and checks if she can hold a Training at the time and on a day that she needs. (Jill tag Miriam.)
  3. Team, feedback on our Trello?
  4. Team, should we keep documents in direct messages on Slack or start sharing on Trello?
  5. Team, feedback on our Meetups Life Cycle mind map?
  6. @jillbinder and @cguntur chat about new Helpscout tagging process
  7. @jillbinder and @angelasjinela look at the event management tools wish list


Recap of the Diversity Outreach Speaker Training meeting on Oct 24, 2018

Attending: @jillbinder @miriamgoldman @cguntur @angelasjin @dianewallace @webrite

Start time:


  1. Reports
  2. Verona
  3. Dormant tags
  4. Github Train the Trainers course
  5. Follow-up Email Questionnaire
  6. Workshop sign up system
  7. Meetup workflow
  8. Meetups spreadsheet project
  9. Newsletter request for workshops that have run it
  10. Train the trainers workshops — folks leaving early
  11. Phases 1 and 2

A lot of little items that I want to communicate with everyone where it’s at, decisions made, etc.
And if there’s time, #11 is a bigger item. I’m hoping for some discussion.


I’ve handed off some of my smaller tasks, such as the reminders and such, to others, so I can focus on the bigger items.

I’ve created a Doodle poll for Train the Trainer times I’m available to run the workshop, and will be sending that out this evening. This is for November.

I’m also going to actually RUN the workshop itself here in Ottawa sometime in the new year. Time to be determined once WordCamp Ottawa planning resumes.

I’m also just providing minor general support when possible. 🙂
And had a great chat with @jillbinder about things on Friday. 😉

I did a train the trainers session last Wednesday that went well overall, and have been doing some HelpScout ticket triage. I’ll also be taking the email questionnaire and reporting back on the experience and how long it took me to take it this week.

Wonderful, thanks for all your great work. You two have jumped in on things that haven’t been asked for where you’ve seen a need, and I’m grateful.

I have been mainly doing Help Scout.
I do have a question about the training sessions…. Can we create a google doc where we have all the training sessions listed?

@jillbinder: Yes!


First, Meetups who have run the workshop have been having great success overall, and I wanted to highlight one in particular who had an exceptional success.

Verona, Italy had 23 speakers at their WordCao: 21 first time WordCamp speakers, 11 women!

@carriedesign ran our workshop, who was trained by @simo70 to run it, who has been a superstar running the workshop many times in Italy.

Dormant Tags

We have a list of folks who have expressed interest in the training, but as @angelasjin pointed out during her recent triage work, we haven’t heard from some in a long time.

What we are going to do is this:

If they’ve stopped replying after two outreaches, we’ll do one more:

“if we don’t hear back from you by DATE, we’ll assume you’re no longer interested in organizing this training.”

Then give them a tag of Dormant and put their status to Closed.

I’ve asked @miriamgoldman to include this message while she is going through asking folks about the doodle poll for November.

Github Train the Trainers course

Thanks to @larryswanson, our Train the Trainers course is up on the #training team’s github!

This is our first draft. If there’s time, I’ll speak to Phase 1 vs Phase 2 of this and other items towards the end of the meeting today.

I’m internally calling it the “good enough for now” version. We’re having great success with it, and we’re also seeing many ways it can be improved. 🙂

Follow-up Email Questionnaire

We are almost ready to start sending out the email questionnaire follow-up to Meetups and organizations who have run the workshop.

It’s pretty much ready to go!


  1. Get info on where we can improve our offering
  2. Get stats that we can report on how our team did at the end of the year. If we can get some good stats by WordCamp US, even better.

Next actions are:

  1. @dianewallace does the small edits I just asked for. She will do them by end of her day tomorrow.
  2. @angelasjin who has run the training in Seattle takes it by Sunday and reports how long it took her to take it.

Once we have those two things done, then I’ll coordinate with @dianewallace on where to get the info on whom to send the questionnaire to. Also I created a Saved Reply that you’ll be able to send them.

Workshop sign up system

Last meeting we talked about creating a system for folks to sign up for workshops. We talked about maybe using an existing event system or a survey.

@larryswanson, @angelasjin, and I chatted about this in person at WordCamp Vancouver and we decided to see what is available for us in Helpscout. @iandunn, who was also at the camp, agreed to look into this for us. @larryswanson and I are composing a message that he’ll post to Community P2 (the place where I post these recaps) and tag Ian in.

We have a list of wants, and I would say the main three big goals are:

  1. Have people feel like they’ve signed up for something officially so they’re more likely to show up
  2. Give the trainer an easy to refer to list of who is coming
  3. Automated reminders that the training is coming up so we can lighten how much work the trainer needs to put into a training

Meetup workflow

It was pointed out to me that our workflow from “a Meetup expresses interest in training” through to “they’ve taken training and we follow up with them” is confusing. There are a number of moving pieces to it.

I have done up a flowchart, and @larryswanson and I are going to see if we can get help from another team to make it beautiful and clear.

However, if anyone in our team (or any lurkers not in our team) would love to do this, please let me know. ^_^
It would be really useful both for the folks who are currently in the process so that items don’t get missed as well as training future folks to jump in.

Meetups spreadsheet project

@angelasjin and @cguntur took a look through the giant Meetups titles spreadsheet to see if they could find other times that our workshop has been run that we haven’t known about.
It wound up being a much bigger job than I had anticipated.

We got 7 highlighted, and now I’m looking for someone to check them against our known list.

@angelasjin: I can compare the ones we noted against our known list.

@jillbinder: Thanks @angelasjin!

On that note, the other thing I did to try to find out if others have run the workshop is include it in the October Meetups newsletter. That went out last week and we haven’t heard from anyone yet.

Train the trainers workshops — folks leaving early

We had a case where a couple of participants of our Train the Trainers did not get what they thought they were there for and so left a training early.

And so we have come up with a guideline for what we’ll do if this happens again.

Before they leave, just say:

If you have any feedback on this train-the-trainers workshop, please let us know. If you found upon attending the workshop that it wasn’t what you expected, we’d love to know more about that, as well.
And we’ll leave it at that. Just the once during the meeting and not follow up with them after.

It would be great if you could add this to our Train The Trainers Q & A document, @webrite

On that note, I think I have forgotten to share this doc with our new trainers. I will rectify that after this meeting.

Phase 1 and Phase 2

So for our last item, I think we’ll dedicate another meeting to mostly this topic, but I’d like to just start chatting about it now so we can start thinking about it.

I will do so with full transparency, and all my “I don’t know”s!

When I started this project, I committed to leading it for 6 months. I’m a visionary and starter, not a maintainer.

However! It’s a year later and we are still creating the foundation of our project and I am still engaged in leading it.

But @andreamiddleton pointed out that it’s the kind of thing where there are always things to improve, and I might start feeling like I’ll be on it forever…

Which! Might not be bad. Here’s an I don’t know right now piece:

I might be willing to continue. Particularly if in my current career change I wind up finding funders to support my time on this. It’s a very time-consuming (though wonderful) project to lead. It has my heart. We are making a tangible, significant difference. I would rather be doing this than client work… and it has greatly eaten into my billable client work time… such that I can’t do both.

As this work has taking my heart so much, I’m currently in an alternative business school for social good entrepreneurships to figure out how to do this work in the world for money and be able to make a bigger impact.

It could be continuing the WP project, or it might be another form taking it out further.

My ideal would be funding to finish it here and then take that work further, as this community is such a wonderful creating and testing place. But we’ll see what happens as I go through my business school program!

That said, either way,

it would be really good for us to define a Phase 1 that I commit to seeing through,

and a Phase 2 that either I’m leading, co-leading, or that we find another leader to continue.

This has been really helpful in my focus. Realizing what items are likely essential pieces for now and which ones really are just improvements on what we have.

So as we’ve run out of time today and this is a larger discussion, in another meeting, I will want your input on which items are Phase 1 essential foundation and which ones are Phase 2 continuous improvement items.

I feel like Phase 1 is close and we might be able to call end of 2018 the end of Phase 1. I think that’ll be clearer when we all chat about it more.

I’m looking forward to chatting more about Phase 1 and Phase 2 in the next meeting or two.

Decisions and Actions

  1. @cguntur created a Google doc for us to keep maintained with the scheduled training sessions and their corresponding Zoom links
    @miriamgoldman and @jillbinder are going to look it over today.
  2. IThe trainers will keep this document updated, along with updating our Google calendar. Currently that’s: @larryswanson, @angelasjin, @miriamgoldman, @jillbinder
  3. @jillbinder is going to follow up today with @webrite about giving help or support for the meeting reminders
  4. @jillbinder will share her Zoom account with any trainers who don’t have a paid Zoom account, starting with @miriam
  5. @miriamgoldman is going to include the Dormant question to those who haven’t replied in 2 or more outreaches while she is going through asking folks about the doodle poll for November. She is sending these out by end of day in her timezone tomorrow. As discussed, she confirmed instructions with me right after the meeting.
  6. We will discuss at a future time how to proceed with monitoring and maintaining the Dormants going forward.
  7. @dianewallace is doing the small edits to the email questionnaire follow-up by end of her day tomorrow.
  8. @angelasjin who has run a workshop in Seattle is going to take our email questionnaire and let us know how long it took her to do, by Sunday.
    Would anyone else in our team who has also run the training be willing to take it by Sunday to report on the time? Please reply here or Slack @jillbinder.
  9. Would anyone be willing to help @larryswanson and I make a more beautiful and clear flowchart or other instruction format for our Meetups workflow?
  10. @angelasjin is comparing the Meetups titles found to our “known workshops” spreadsheet, by Sunday.
  11. @jillbinder is sending the Trainers Q&A document to our new trainers today.
  12. After @dianewallace has done the questionnaire edits, @jillbinder will coordinate with her on where to get the info on whom to send the questionnaire to.
  13. @jillbinder is asking @webrite if she can add this to our Trainers Q&A document:

If participants leave a Train the Trainers early, say to them:

“If you have any feedback on this train-the-trainers workshop, please let us know. If you found upon attending the workshop that it wasn’t what you expected, we’d love to know more about that, as well.”


Thanks for all your work so far and bye for now.

End time:

Recap of the Diversity Outreach Speaker Training meeting on Aug 22, 2018

Attending: @jillbinder @angelasjin @andreamiddleton @dianewallace @meher @webrite @cguntur



  • Reports on what folks are working on
  • Our Trainings coming up
  • Meetups newsletter
  • Email follow-ups after workshops
  • Status of our Build a Diverse Speaker Roster doc
  • Workshop timeline
  • And! A new Diversity group is being formed. What that’s about and how we may be coordinating with them.
  • Running our workshop


Seattle held a diversity speaker training meetup about two weeks ago, and we’re planning on making them a more regular occurrence. Next Wednesday, I’ll be doing a train the trainers session with Jill.

I’ll be joining you to @angelasjin

Yay @angelasjin and @webrite! I’m looking forward to that. We have one Meetup signed up so far for that, and I’m expecting more to come in. That is the “Train The Trainers” training for Meetups to run our workshop.

Spoke about our group in her talk at WordCamp Montreal. It was really well received. People were surprised and pleased to learn about all the different ways they could get involved. Nobody asked about our group specifically, but Miriam did highlight it in the talk.

In addition to replying to our HelpScout queue every workday, Chandrika is also now reaching out to the Meetups who would like the training and is coordinating who is taking which training.

@jillbinder: It looks like we have 2 sign ups so far, I think. One for each — Sat the 25th and Wed the 29th.

I still mean to go through the speaker training – then hopefully be able to help out.

That would be wonderful, @dianewallace. Let us know if we can support you with that.

@dianewallace and @miriamgoldman
Are on hold on following up with groups after they have run the workshop, waiting for @jillbinder to finalize the goals and questions for that. I will talk about where that project is at in a bit.

Meetup newsletter

We are announcing our two August trainings in the newsletter, in addition to our regular “hey come get training with us” call-out.

@andreamiddleton is hoping to get it out this week, which would be great as it’ll be before our Saturday training.

@larryswanson and @miriamgoldman scheduled running a Sept training later in the month so that we’ll be able to be in the September newsletter for that as well.

Follow ups after Meetups have run our workshop

Currently it feels like we give them a lot of support up until they run it, and then no support after to check in how it went, giving them the chance to give us feedback, etc. Also there are some stats we’d like to collect for a report at the end of the year.

@dianewallace created a great draft, and when I showed it to @andreamiddleton I realized we need to put a lot more thought into the goals of what we are doing with this data.
After the initial convo with Andrea I have been giving it a lot of thought, and now together we are creating the next version of it.

I think it /might/ be close to done, and we’ll be able to start sending it out soon. Possibly! Depends a bit on my client schedule too, as I have been quite swamped this summer and that has delayed some things. It does look like I have some time opening up, so I hope to finish it.

I will keep everyone posted on the status of that.

Building A Diverse Speaker Roster

@tinat started working on a great draft for our “Building A Diverse Speaker Roster” document for the WordPress community at WCEU.
I have done the next draft of it recently, and now @andreamiddleton and I are working on the next version of that.

I think after a bit more work it’ll be ready for feedback from our team.

Workshop timeline

@anchen, one of our Train the Trainers participants, has taken the timeline that Vancouver used to run all 5 modules in 4 hours and has written it up in a format that anyone can use. I need to talk to the #training team to see where would be appropriate to put it in our training.

This timeline is ready for our team’s feedback. Please take a look and let me know any changes you think there should be:

Big Announcement: Global Diversity Working Group

@Laura from Germany is creating and leading a new Global Diversity Working Group.

It’s very exciting stuff!

The concept and how our group will connect with it are still in discussion… But this is what they and I are thinking so far:

Their group is going to be to connect people around the world to work together on getting the WordPress events like the Meetups and WordCamp to be more diverse and inclusive. <3 <3

It’ll likely be an umbrella working group that all the Diversity groups and projects will fall under, such as the Community Code of Conduct and our Diversity Outreach Speaker Training team.

If it goes the way we are envisioning, there will likely be cross-over opportunities for people to work on the diversity topics they are currently passionate about at any time. That means that we’ll have access to more people to work on ours, and you’ll have more opportunity to contribute to the diversity of WordPress in many areas, if you wish!

And of course to continue to help further the diversity of speakers, always. 😉

I think this is going to really help forward our team as well as put a spotlight and solutions on some much needed issues.

It is still in discussion if this is the right way to get more people involved. There are a lot of diversity projects that are possible and we would love to see as many folks passionate about this topic, as we all are, working on them.

It will be great to expand the resources available to community organizers as they work toward the goal the community team sets for all our people: to create welcoming, inclusive, and participatory events


Currently they are working on their mission statement and self concept. There is no action to take yet and no changes to our group yet.

However if anyone would like to help them with these initial parts, reach out to @Laura.
Currently their meetings are at 6:30am PT / 9:30am ET / 14:30pm UTC on the same days as ours. I believe that will be changing.

Running Our Workshop

Last official item for today is to chat about folks in our group running the workshop in their own cities and/or online, and then for those who feel inspired, run more trainings for the Train The Trainers.

How are folks doing with setting them up in their own cities? I know a handful were thinking of doing one this Fall…

With respect to setting up trainings in Seattle, we’ve talked about hosting more regular workshops, but summer is definitely keeping everyone busy. I’m hoping that we’ll have a more defined plan over the next couple of months.

Yes, excellent. I know you just ran one, and it’ll be great to start having more throughout the year.

Ok, wrapping up for today. If anything else comes up, you can reach out here or reach out to me after.

Thanks again everyone for all the group work you’re doing and that we are going to keep doing.



Recap of the Diversity Outreach Speaker Training meeting on Aug 8, 2018

Attending: @jillbinder @miriamgoldman @angelasjin @webrite @lswanson @dianewallace @cguntur @ncsumarit



  • I have some quick recaps
  • Check in who else has recaps
  • Running our next train the trainers

Jill’s Recaps:

Summer has been slow. I don’t think any more groups have run it since our last meeting, though I know that Seattle is running our training this evening. Hooray!

We’ve had a trickle of a few more folks being interested in running it coming in through our HelpScout queue
(via our form here: )

A lady in Germany is very interested in promoting our work. One of her questions for me is if anyone in our team attends WordCamps in Europe, particularly wordcamp nijmegen at start of september coming up.

@sheilagomes and @simo70 have been our most active Europe members so far, so I’m pinging them.

Though of course anyone in our group out in that area is welcome to respond.

Thanks to @kelliwise for promoting our group — we’ve had an influx of new members.

Miriam’s Recap:

Status quo here. Main thing is prepping for WordCamp Montreal this weekend. Our group is being featured in my talk.

I’ll be at WCLAX September 21-23 so will do outreach there as well.

@jillbinder: Wonderful! They are a hub of Women of WordPress out that way, so we might be able to leverage that to getting some to participate in the WordPress community along those same lines further and/or run these trainings themselves.

Melanie’s Recap:

I will be attending the September WordPress Toronto meeting where I will talk attendees about our group.

I will run the training for our group likely late September or early October.

Larry’s Recap:

I submitted our Train the Trainers lesson plan last week to the #training team. They haven’t accepted the pull request yet. If folks want to see the current draft, let me know.

I’ll be speaking at WC NYC Sept 15-16. Planning to do outreach there.

Chandrika’s Recap:

I have been working on the HelpScout.

Will have more time after the 15th. So, probably can do a bit more then.

Next Train The Trainers

@jillbinder: I’d like to talk about running our next Train the Trainers for the Meetups. We have gotten through a lot of our queue of meetups waiting to be trained and now we’re down to only around 10.

However, quite a few of those would like to run it this Fall, so I would like to see if we can get a training in in August.

I will be starting a school program in September, so I have a vested interest in getting more trainers on our team ready to be training. 😉

I propose:

  • Either folks watch Larry or I
  • Maybe even co-facilitate
  • If anyone wishes, they can even be the main facilitator and Larry or I can jump in as needed

A reminder that our current version is mostly hitting play on a recording, but there is a bit of speaking before, during, and after. We have that all scripted out!

The only “winging it” parts are the Q&A. But there you just answer what you can and let them know you’ll get back to them on anything you don’t know. If Larry or I are there, we can answer those ones.

@lswanson: I could do one Sat. 8/25.

+1 for co-facilitation – and for letting new folks lead with me or Jill as back-up.

@webrite: i would like to sit in on one, how do i make that happen

@jillbinder: @webrite That would be wonderful. We run them on Zoom, so you would be another “participant” on the Zoom call.

@webrite: I will be happy to join in and see this in action

@miriamgoldman: If you have it scripted out, I can do:

  • Labour Day weekend (September 1-2)
  • September 7-9
  • September 14-16
  • September 28-30

In terms of actually running the workshop, once I confirm my WordCamps for October, I’ll figure out when I can run it that month in Ottawa.

@angelasjin: I could do one during the last week of August
(although not on Monday the 27th)
I can do the weekend of September 8th as well.

@cguntur: How long is the training? 1hr? If it is 1 hr, then I can maybe do it on the 30th

@jillbinder: We leave up to 2 hours for it. The recording is 1h 20m, and there is time for talking before and after.

It is a good timeframe, and also we will probably look at shortening it in the future. @tinat found someone to shorten our video (I’m guessing it would shave 5-10 min), which I’m looking forward to finding out how that is going.

@jillbinder: I’ll be available to participate (and/or run) one of them. Looks like @lswanson will be able to do one as well. These all work for me except for Labour Day weekend. I’ll touch base with everyone else on their desired level of participation and work the trainings around that.

@ncsumarit: I’m hoping to run one with my colleagues in the Raleigh Meet-up in the fall and spring. I’m available to help run one in the future but should at least co-facilitate or attend one before then.

@jillbinder: Wonderful @ncsumarit! I forget if we have your info in our form yet so that we can follow up with you about this? Just to make sure we’re talking about the same thing, the ones that we are running right now are for training others in how to run it. Which is slightly different from just running it for a group. Though it would still be valuable to attend this if you wish.

@lswanson: To what @jillbinder just said about us all being on same page – if anyone has ideas about how to label our three activities – 1) local folks running the workshops, 2) community team folks training local organizers, 3) more experienced community folks training those trainers to run the trainings – I, for one, am all ears

@jillbinder: So far I am calling them Training and Train the Trainers. Other titles welcome.

@jillbinder: We will be using the calendar that @angelasjin set up for us last time to share with each other when the trainings are occurring.

@webrite: Where do I find the calendar.

@angelasjin: If you DM me your email address, I’ll add you to the calendar! Everyone who has access to the calendar should be able to add other folks to it as well.

@jillbinder: Thanks all for helping to move us all forward. I’m looking forward to the Fall when Meetups are in action and we are helping them diversify their speakers.



Recap of the Diversity Outreach Speaker Training meeting on June 27, 2018

Start time stamp in Community-Team Slack

Attending: @jillbinder @miriamgoldman @dianewallace



Reports on what folks in the team are working on




A theme for today: People in our team have been doing great things and some of the items are stalled because I have been in heavy client deadline land for the last few weeks.


@jillbinder‘s report:

@lswanson and @jillbinder have been focusing on getting our team trained up so that we can start running the workshop, training others to run the workshop, and make group decisions.

I thiiiiink everyone in our team who wanted training has gotten it? Let me know. Plus we always get new members and we’ll want to train them too. We’ll keep running them of course. For internal to our team and external to our team.


@lswanson’s report:

@larryswanson ran a Train the Trainers session for our team on Saturday. He thinks it went well and says that @miriamgoldman @angelasjin and @Kelli Wise can let us know.

One of the things he’s working on is getting our Train the Trainers workshop up in the new #training Team’s GitHub system. “I hit a glitch in my GitHub learning experience so the train-the-trainer training lesson plan isn’t up there yet. Hope to get to that by the end of the week.”


@miriamgoldman‘s report:

@miriamgoldman: I can confirm @larryswanson’s report. It was fantastic. I have my notes at home.
I participated in the Train the Trainers workshop. Very good. My next step is to review the initial training video, and get myself comfortable with the curriculum.

@jillbinder: Awesome. We also have a recording of the first module fully played out (and with additional teacher notes) so that is available for anyone who wants to understand further.

@miriamgoldman: After that, I will set my availability to train others – being on the east coast it will help to have options. I will also be running the workshop MYSELF, upon determination of WordCamp Ottawa’s dates.

I will be working with @dianewallace on following up with those who have held the workshop. We just have a few logistics to clear up before before that can commence.

The obvious, I’ve been doing the reminders for the meetings. And organically promoting our team where I go.
I will be at WordCamp Montreal, and will be promoting our group there.

I’ve applied to WCLAX and WCPhilly so hopefully I will get in and promote there too. Also applied to WCUS too.

That’s it for our team. Since it’s a long weekend here, I plan to continue my community deputy training as well.

@jillbinder: Hey, a favour — while you’re going through Deputy training, could you tell me if anything is relevant to our group? That is an item that @andreamiddleton thought might be helpful for me in our team but it’s a long training and it went to the bottom of my to do list…

Our group is sort of in a no person’s land in between ready-made WordPress group structures, so she and I have been pulling and guessing here and there as to what is useful.

@miriamgoldman: Of course!


What @dianewallace and @miriamgoldman are up to:

@dianewallace and @miriamgoldman are starting up the follow-ups with Meetups who have run it. Diane has written a first draft of an email to send to them in HelpScout (and some are not in our HelpScout). I need to go through and do a second draft.


What @cguntur, @mariaojob, and @dianewallace are up to:

@cguntur has been doing a great job continuing to do our HelpScout queue every workday, even while she’s in India right now! She also wrote up some instructions to help folks write our Recap posts. (Which I still need to review.)

Next week Chandrika is traveling and wasn’t sure what her internet situation will be, so @mariaojob and @dianewallace will fill in her for her again like they did recently.


What @tinat has been doing:

@tinat was our representative at WCEU Contributor Day and in WCEU in general. She did a lot of promoting for our group and new Meetups and groups out there are interesting in our work.
On Contrib day she wrote a first draft for a “So you’re a WordCamp and you’re not getting diverse speakers applying, what can you do” (<– my unofficial name for it 😉 ) “Improving your diversity speaker roster” post. It’s waiting for me to do up a second draft.

She also got someone on the WordPress TV team to agree to edit our current train the trainers video down to tighten it up.

She might have done more, but that’s what I remember right now!


What @simo70 has been doing:

@simo70 has been continuing to run the workshop for WordPress and non-WordPress meetups in Italy. She ran one at a non-WordPress (I think?) in Milan recently. It went really well and she has very positive feedback from it!


@sheilagomes‘ report:

“One piece of news I have is that I discussed with our local group in our last meetup about starting a new meetup called Women in WordPress (Mulheres no WordPress, in portuguese, as we are a brazilian group), which would address topics on diversity and anything related to women’s issues and work related to WP. I’d appreciate it if you or others could point me to other similar initiatives.”

@jillbinder: Yes! You’ll want to talk to:

  • @bridgetwillard and @jenblogs4u have started up a Women Who WordPress group in OC and have been working to spread chapters globally. ( (Best logo:
  • @morgankay started up a WordPress Women series in Seattle. She’s a good resource too.
  • @cguntur attended that and may also be able to help from an attendee’s perspective?
  • @zoonini has done a lot of work for women in tech in general. I’m not sure if she has a specific women’s group but I do know she has collected a number of resources.

@miriamgoldman: That’s another of my lengthy to-dos. I’m considering launching a chapter here in Ottawa for our area, and obviously those from Montreal and Toronto who wish to join us can, if they are in town.

@jillbinder: That would be amazing, @miriamgoldman! Mayyyybe partnering with someone to co-create that so that there is a bit less on your to do plate for it? 😉

@miriamgoldman: Haha, yes @jillbinder. I’m talking with Christie Witt soon here.


Question from @angelasjin

@angelasjin just did the training with Larry and made a request for today’s meeting:

Can we discuss where all the latest materials and resources are currently housed?

@jillbinder: Answer:

We have 2 workshops in the #training team space:

The main thing that we are promoting, which is our Speaker Training and Diversity Outreach workshops. It is 5 modules, and the latest version is always at:

I made a handy link so I could easily point people to it when I’m public speaking about it.

And also it’s easy to share here, online, tell people about it, spread the word, etc. 🙂

The other is our Train The Trainers workshop. This is for: How do we teach people how to run our main workshops. I have a non-public version written out. Larry is hoping to have it up in the #training team’s new system within about a week. Once we have that link we can share it.



@jillbinder: Thanks @miriamgoldman, @dianewallace, and interested lurkers. 😉

Everything’s going great, I will be available to work on things again soon, and I will talk to you all again soon.


End time stamp in Community-Team Slack


Recap of the Diversity Outreach Speaker Training meeting on February 7th, 2018

Start time stamp in Community-Team Slack

@jillbinder @dianewallace


Today’s Agenda

  • Update on core message and contact form
  • How to use HelpScout
  • HelpScout autoresponder
  • Our promotions spreadsheet
  • Looking for volunteers to start training meetups
  • Questions from testers
  • Hashtag
  • Summary

Update on Core Message and Contact Form

Our core message and form are ready to start sending out and promoting. They can be found here:

How to Use HelpScout

As of yesterday the HelpScout system is set up for us. This is so that we can have several people be in correspondence with meetups who are interested in running the workshop.

I’ll be looking for a few people to be on the HelpScout team. Preference will go to people who are interested in taking leadership positions in our group to replace me within the year, though that is not required.

The interface looks like this. It’s mostly fairly standard email-looking.

The part we’ll need to pay attention to is “Status” and “Assigned”.

By default the status is “Closed”, but we want to keep them “Active” until we are certain there is no more communication that we need to have with them. [Edit: Have since set this to Active by default.]

Initially we want to keep it assigned to “Anyone” so that any of us can jump in and reply next. There may be certain circumstances where there is something a particular person needs to be in action for, so that’s when we would assign it to someone.


HelpScout Autoresponder

I’ve had a couple of requests from the testers for autoresponders so that people know their message went through.
Edit since meeting: @iandunn and I set up the autoresponder.


Our Promotions Spreadsheet

When someone messages us, we will put it right away into our spreadsheet:

As well as messages we will keep track of our promoting in the spreadsheet on another tab. Mark down what you’re planning on doing and when you did it.


Looking for Volunteers to Start Training Meetups

I’m going to start looking for people to start being “train the trainers” so that when meetups ask for training, we can help them. Please tell me if you’d like to do this.


Questions from testers:

Q: Where can we find the materials for the pitch and description of the workshop to send out when you’re holding it for your local group?

A: It’s the “Description” at the top of each module. I wil try to make that more clear.

Q: Where can we find the handouts?

A: I haven’t put those up yet but I will very soon.

Also when I’ve trained people on this material lately they’ve been wanting slides, so I have talked with the #training team about how we can put up slides. We are going to use reveal.js, and soon the lessons will be moved over to github and everything will be hosted there.

Seattle gave me their slides, so I will use those as a starting point. I may call out for volunteers to help with slides.



We have a tweet from the last recap to use and we have a hashtag: #WPWomenSpeak.

If you want to see all the recaps easily in one place, we’re using that same tag to mark them. So they’re all here:


In Summary:

  • Looking for volunteers for replying to meetups in HelpScout
  • Looking for volunteers to start training meetups on our workshop
  • It’s time to start promoting. Let me know how and by when you’re planning on sending it out and we’ll keep track in the spreadsheet.


End meeting Time Stamp


Group Meetup Orientation at WCEU Contributor Day

Greetings potential meetup organisers!

At the Contributor Day for WordCamp Europe this year (which will be taking place on 15 June), we will be holding a group meetup orientation at some point during the day. So, if you’re planning on starting a meetup group in your area and you will be attending the Contributor Day, then please get your meetup application in as soon as you can by filling in this form. That way we can process it before the day and you can join in the group meetup orientation along with the other new organisers who will be doing the same thing.

Even if you are attending the Contributor Day as part of a different contribution team, you can still attend the meetup orientation as it will not be longer than 1 hour. We will decide on the time of day for the orientation closer to the date, and will let those of you who are going to be a part of it know when it will be.

This will be a great way to kick start your meetup group as you will immediately have a friendly network of other organisers who you have chatted to in person 🙂

#meetups #training #deputies

Call for Deputy Training Group Leaders

We’re excited to open up the second call for experienced community deputies to lead study groups for new and experienced community deputies using the self training program. Our first call for training was in February, and while we had some response, there were many deputies and would-be-deputies that didn’t have availability to complete the program and meetings at that time.

All deputies — experienced, new, and those who have been wanting to get started — need to complete the training . To make it a more collaborative experience we’ll be recommending that each deputy join a study group. Ideally each group will have two meetings 1 week apart. This first an introductory meeting and the second a meeting to discuss what you’ve learned. We anticipate that these groups will work best with no more than 5 deputies taking part in the individual discussion groups.

Round 2 of these discussion groups should begin the first Week of May and wrap up prior to June 5, 2017.

If you’re an experienced deputy we’d like to invite you to lead a conversation group with other deputies. In the comments please indicate your interest and what days/ times will work best for your groups. We’ll announce a schedule and allow others to sign up for your groups by the end of next week.

#deputies #training

Deputy Training Feedback

Now that you’ve signed up for a Deputy Training study group you’ll likely have some feedback or notes you’d like to share with everyone. Let’s share them all here for ease of updating and discussion.

If you’re providing thoughts or feedback on a specific lesson in your comment please reference the lesson title so we can all be certain we’re on the same page.

Study group leads please post a recap here after your final meeting.

#deputies, #training

Deputy Training Module Feedback

A team at WCUS edited and tested the current deputy training materials. This post is for gathering the feedback we’ve received so we can integrate it and make it an amazing and useful tool.
#training #deputies