Marketing Team Notes — May 22nd, 2019

Today’s Meeting

Meeting Attended By: @siobhanseija, @swinterroth, @michelleames, @yvettesonneveld, @dhruvpandya, @makewebbetter, @harryjackson1221, @aurooba, @rahuldsarker, @ndidinkabu, @maedahbatool

Notes Taken By: @michelleames

Slack Timestamp

Celebration/Achievements in the Last Week

  • @harryjackson1221: We are hitting the final stretch for the Showcase action items, and should be working on developing the processes in the coming weeks
  • @maedahbatool: Yayyy… looking forward to it.

Task Lead Updates

  • harryjackson1221: For the WordPress Showcase Redesign Action Team, we met this past Monday and outlined the few remaining tasks we have left to ensure we are up to date when the new design is launched.
    • The design @hedgefield showed off accounts for the current entries, so we will want to also figure out an auditing process for those, as well as an outreach checklist.
    • The following tasks are still incomplete and need attention for anyone that is available and wants to help out.
    • https://trello.com/c/LLPAjAAG/16-transfer-cards-over-from-wp-marketing-board-for-published-case-studies
    • Get published case studies over to the new board to begin reformatting, additional screenshots (New cards)
    • We need a description crafted, and a checklist built for milestones
    • https://trello.com/c/LAZj3XgY/15-build-a-checklist-for-an-outreach-process
    • Build out a checklist for the outreach process – make it a template to be used across all curated content
    • We need a description crafted, and a checklist built for milestones
    • We discussed the current case studies we have awaiting an editorial pass. @michelleameas and @rahuldsarker are going to look at them. These can be found in the Editorial column on the TrelloTrello Project management system using the concepts of boards and cards to organize tasks in a sane way. This is what the make.wordpress.com/marketing team uses for example: https://trello.com/b/8UGHVBu8/wp-marketing. board. https://trello.com/c/HkCKKbb1/14-style-guide-for-case-studies-in-showcase
    • We need to start a running style guide for Case Studies / Showcase Entries, to help guide newcomers when crafting this content. Is there anyone with experience in doing something like this? We could really use as much input from others as possible, and this is a perfect way to start contributing to the Marketing Team and WordPress!
    • Finally, we also need to rework the directions in the cards for case studies as they are moved over, to reflect the new format as we close in on the redesign. We have decided to cut down the number of headings, combining both Challenges and Difficulties and add a few additional screenshots. This could be done in conjunction with moving the cards over, or as a separate project for anyone interested.
    • Thanks, @michelleames, and @rahuldsarker for their help going over these items on Monday
    • @siobhanseija: @harryjackson1221 yes, we definitely need a process and a style guide for the future of the showcases/case studies!
    • @rahuldsarker: I was checking the case studies in the editorial. But it’s not formatted as per the reference case study. May I make a copy of it and update changes and share the link? Am I supposed to do it?
    • @siobhanseija: I’m not sure about that, would you know Harry?
    • @harryjackson1221: Ahhh, we are working to change that structure. Which specific case study did you have in mind @rahuldsarker?
    • @harryjackson1221: We need to get the descriptions updated too. Sorry about that!
    • @rahuldsarker: The 1st one. Mimimi game one.
    • @siobhanseija: Something was off with that case study if I recall correctly, or another one that had the description of the Mimimi game one
    • @rahuldsarker: Am not sure, I was studying the case study and checking their website to learn more about them
    • @harryjackson1221: Okay, let me look real quick
    • @rahuldsarker: Okay
    • @harryjackson1221: Yeah, we want to combine Challenges and Obstacles together into one
    • @rahuldsarker: May make a copy of it on doc and work on it.
    • @rahuldsarker: I will be very happy to help but you need to guide on how to do and what exactly I need to do.
    • @siobhanseija: Not a problem Rahul! @harryjackson1221, do you have an explanation ready? Otherwise, I can help you through DM later on
    • @harryjackson122: I can help @rahuldsarker
    • @harryjackson1221: What do you think would be the best type of work? Do you have any experience with writing a Style Guide or a Playbook? Or would you be interested in helping get the existing Case Studies moved over to the new Trello board?
    • @rahuldsarker: I would love to start with the case study. Although I don’t know about style guide or playbook writing
    • @harryjackson1221: Okay, I have a standup at work but will reach out to you via DM in about 15 minutes and we can discuss.
    • @rahuldsarker: Sure. No problem
  • @siobhanseija: I don’t think any other cards are active right now (outside of things @abhanonstopnewsuk is working on, who I think is having a well-deserved break and not here right now), am I right? Who has another current card to discuss?
    • @abhanonstopnewsuk: Hello just joining. The new time slot is a clash with work.
  • @Siobhanseija: Sorry about that, Abha! Do you have any cards you’d like to discuss today?
  • @abhanonstopnewsuk: We have some short profiles to write up and complete interviews as part of the WordPress Translation Day followup request.
  • @abhanonstopnewsuk: Until we can speak with Joost on the plugins card, we need to pause work on this. We have had some new volunteers joining last week, and once we can clarify the direction and focus of this post, we can proceed with setting a delivery timescale and allocating tasks. Thanks, @siobhanseija
  • @siobhanseija: Alright, pinging @joostdevalk to see if this is anything he can help with soon. What do you need from Joost, Abha?
  • @abhanonstopnewsuk: All other cards are with relevant teams for input and many reports back after WCEU. These are noted on the cards in Trello.
  • @abhanonstopnewsuk: We need to talk about the direction of the card and the response from plug-ins team. Then depending on what direction Joost wants, we can refocus the task and be clear on its audience, and who will be involved in fact-checking or providing source information relating to pluginPlugin A plugin is a piece of software containing a group of functions that can be added to a WordPress website. They can extend functionality or add new features to your WordPress websites. WordPress plugins are written in the PHP programming language and integrate seamlessly with WordPress. These can be free in the WordPress.org Plugin Directory https://wordpress.org/plugins/ or can be cost-based plugin from a third-party developers. There is a resource issue we need to take into account which has an impact on this card. Thanks, Siobhan.

New Business

  • @aurooba: I created a new card after last week’s meeting https://trello.com/c/a6oJqp1S that I’d like to share/talk about!
    • @harryjackson1221: This is something we are constantly thinking about – looking forward to your ideas!
    • @abhanonstopnewsuk: We can link this in well with Contributor Days too @aurooba and find ways of supporting people in the first few weeks after they have come through a 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/. route.
    • @aurooba: Definitely!
    • @siobhanseija: Definitely, we should think of different paths that people follow!
    • @aurooba: Thanks @siobhanseija! As a newbie, I’ve been looking over how to get involved with the team. I think coming to the meetings is helpful, but from personal experience, for an introverted person or for someone new at contributing at all, it’s hard when the onboarding docs aren’t as fleshed out. So I’d like to help fix that.
    • @aurooba: I came up with a few different things that are not super hard to do but can help a lot. I also took inspiration from other teams that I checked out (to see how they did it)
    • @maedahbatool: @siobhanseija we can combine it with the ideas we were discussing the other day.
    • @siobhanseija: Great, Aurooba Reshaping/documenting the onboarding process is definitely something that has been on our team repTeam Rep A Team Rep is a person who represents the Make WordPress team to the rest of the project, make sure issues are raised and addressed as needed, and coordinates cross-team efforts. list, so it’s great that you’ve already collected some info!
    • @harryjackson1221: This is awesome!
    • @aurooba: Yes! I also was thinking that the Get Involved page in the handbook needs to be clearer, which I haven’t yet added to the card. So I’m constantly thinking of more ideas lol. Would love to hear/see the ideas @maedahbatool and @siobhanseija were talking about. I think this could become a fairly extensive card but would be super helpful.
    • @siobhanseija: Thank you, Aurooba! As team reps, we’re now in the process of prioritizing issues that we want to work on process-wise, so this is something we’ll probably get to work on soon.
    • @aurooba: Something that came up in the docs team meeting which I really liked was the idea of coming up with roles that aren’t necessarily official but help describe the kind of contribution you want to make.
    • @abhanonstopnewsuk: Some more responses to this card are at https://wordpress.slack.com/archives/C0GKJ7TFA/p1558534858205400.
    • @aurooba: That could be a very helpful way to guide people in making contributions, as long as we are careful not to imply that you have to fit into one specific role. So my question is then, are we keeping this in the Wish List area, or can I move it and start drafting some docs related to it?
    • @siobhanseija: Agree to Aurooba, it would be great if we have a description of different tasks that you can take upon yourself when you want to help out. @aurooba if you would like to start drafting a doc, that is awesome. I hope we can add our thoughts soon, so we’ll make an awesome doc together.
    • @aurooba: Sweet! I’ll start something up then. (This is a part of the protocol I wasn’t sure about. So really, working on this card is helping me understand better how onboarding could work too).
    • @abhanonstopnewsuk: Do you have access to the Google drive where we save all marketing materials @aurooba?
    • @siobhanseija: Smart thinking @abhanonstopnewsuk!
    • @aurooba: Yes! @yvettesonneveld gave me access last week! I saw an onboarding folder in the metaMeta Meta is a term that refers to the inside workings of a group. For us, this is the team that works on internal WordPress sites like WordCamp Central and Make WordPress. section where I’m going to start whipping up some docs.
    • @yvettesonneveld: And, yes, please move it to the In Progress list if you haven’t done that already, @aurooba!
    • @aurooba: yep! moved!
  • @siobhanseija: I have something to discuss as well: Contributor day at WCEU! It’s coming up. @yvettesonneveld and I will be there to lead the tables, but we’d love some input on projects that we can tackle that day.
    • @aurooba: The showcase card moving task could be a good one to start off with for new people who come to the table!
    • @vettesonneveld: It would be nice to have several teams at work, preferably led by people who attend meetings regularly
    • @abhanonstopnewsuk: We have some people who have added themselves to the card as will be there and/or be able to help too, which is great.  https://trello.com/c/sVAAeUE6.  I am a WCEU organizer so will be there for Contributor Day but do not know how much time I will have to work on marketing. In advance, I am preparing:
      • a marketing video sheet for WCEU which you can use
      • we have some feedback we need to complete for the sustainability survey. These will be reviewed in light of the recent WordCamps which have provided input to see what could be done to complete this at WCEU. Many of the people involved in this card from marketing are busy as sponsors or speakers etc at Europe too so may have limited time before then.
      • asked WPTV about one of the cards and if they are able to come back in time, this could be one for someone on marketing to work with the WPTV table at WCEU.
    • @siobhanseija: We can always count on you @abhanonstopnewsuk: Thank you!
  • @aurooba: I have a question. I notice a bunch of cards in the To Do list which is actually broad cards with subtasks that have been converted into cards. Should those cards really be in To Do? I don’t quite understand the protocol there. https://trello.com/c/ZpY2v9Ew is an example.
    • @siobhanseija: You have a keen eye for noticing our to-do’s. Cleaning up the Trello board is also one of the things we need to do asap. So I think we’ll be able to clear that up then, too!
    • @aurooba: I think it’s part of the ‘being new and trying to understand how it all works’ thing. I’ll add cleaning up as a task!
    • @abhanonstopnewsuk: From memory, there were some on the ‘to do’ list which was on hold due to changes with other teams or waiting for their input. We have some broad, overview cards which need to stay for reference too as we do not currently have anywhere else of easily capturing some links, etc. Can we make sure we liaise with the individual task lead or person overseeing the overview card before moving any of those? Some of these are being moved elsewhere and a space put in the google folder. We have been making some progress making the google folder better organized and updating any links to items, as needed.
  • Probably a note for the thread on improving the onboarding process.
    • We do need to capture somewhere in the onboarding process about making sure documents are in the relevant google drive marketing and how to use suggestion mode and some of Google’s editing tools better. This seems to cause a lot of confusion and end up with documents saved on personal drives which people then add comments too, but links getting lost or not saved for future work. All this can help make it easier for people and develop new skills if they are not already familiar with Google Docs and its editing options.
    • @siobhanseija: @abhanonstopnewsuk You are very right! We will make sure that is a clear part of any onboarding documentation. And I agree: we shouldn’t move or alter cards without first checking with the task-lead of that card.
    • @aurooba: Yes definitely! Nothing should be moved without checking with the task lead to making sure first. I can also add a task to clarify and better guide people on how to use Google Drive and everyone can contribute.
    • @abhanonstopnewsuk: Can we add something on working with images please too @aurooba.
    • @aurooba: definitely! I know I personally need that as well since one of the things I want to do is create images for the Trello board itself.
    • @siobhanseija: Abha, we’ll definitely have you somewhere in the checking process if it’s up to me, to see if you’re missing anything
    • @aurooba: I’ve added the tasks into the card.
  • @siobhanseija: Thank you @harryjackson1221, for moving the Showcase project further and further!
  • @siobhanseija: Alright, I’m ready to end the meeting. Thanks again, everyone. See you again next week! And in the meantime, if you have any questions or notes, please just drop them in this channel.