Recap of Meeting on December 7, 2018

@bethsoderberg welcomed newcomers and folks who were first timers at the WCUS contributor day.

Note: The Community team meeting conflicts with this. So far we’ll just keep it on our radar.

This meeting is to recap WCUS for those not there and use these notes to start an outline of next steps where we can take.

WCUS Accomplishments
Began to define new processes to make them more scalable
Set up GitHub repository
Audited all the lesson plans in preparation for migration, including those missing images or in need of updating
Brainstormed new lesson plans due to changes in WordPress
Started a new handbook

Goals Defined
1. create handbook based on new workflow
2. move lesson plans into github
3. reorganizing our website
4. fix the broken images
5. update for 4.8/4.9/gutenberg
6. make workshop recommendations from existing plans
7. accessibility workshop
8. consider team roles

Question: Should images wait until the migration to github?
@juliekuehl answered that it would be more efficient regarding the images.
@juliekuehl provided a link to github:
@juliekuehl provided a link to an LP there:

So it is decided that images will wait but we can start assigning out the rest of the content updates now so long as they are text changes done in

@juliekuehl suggested bringing down LPs on Make as they are moved to github

github workflow:
@juliekuehl : We opted for a repo for each lesson plan.
It’s not to terrible to simply copy over what is in Make
It’s cleaning up that takes time
It needs to be converted to markdown

@juliekuehl : Put together a screencast of how to work within github. But the workflow for maintenance and governance might still need work.

@donkiely and @pbrocks suggested ways of automating using either tools or websites that convert to markdown.

Discussion on moving them all over vs. having a workflow first. @juliekuehl suggested assigning lesson plans in Make for copy edits and having @pbrocks do the screencast of working in github. @lapinell will transcribe into an accessible format. @juliekuehl will coordinate on the content of the screencast.

@donkiely asked about ways of keeping track of high-level view of the status of LPs.

@juliekuehl said github projects can handle that.

@Josh McIntyre took these awesome notes:

Here are some highlights:

#1 – we need more people to help lead team meetings. This is a task that anyone who is familiar with our team/workflows/current priorities can take on. Feel free to reach out to me/@melindahelt/@juliekuehl if this is something you’d like to take on moving forward.
#2 We also decided that we’d like to have regularly scheduled team video calls to check in that way quarterly. Our proposed dates for these are the last Thursday of March, June, September.
#3 Our last big check-in of the year would be at WCUS contributor day as it has been in the past
#4 We need to write a handbook

@esteschris and @donkiely volunteered to check our Support Flow emails – these are emails being sent through the contact forms on our make site. BUT the first time @esteschris tried to email someone back the other day he ran into permissions issues. Also suggested changes to contact form at Please review by next meeting.

@juliekuehl : I may do the same for the GitHub topics/labels/etc

@pbrocks put the orientation repo on

Working on content edits over the next week:

Last thing:
@bethsoderberg p.s. I have tried to change the meeting time everywhere it is listed – if folks could tell me if they spot a reference to our meeting time in the wild that is wrong/has an old time, please reach out and let me know!

11/21 and 11/28 Team Meetings Cancelled + Asynchronous Planning for WordCamp US Contributor Day

Hello team! Last week we decided in our weekly team meeting that we will not have any more formal meetings before WordCamp US. This means that our regularly scheduled meeting TODAY, 11/21, and next Tuesday, 11/28 at 19:00 UTC in the #training channel of the WordPress Slack will NOT happen.

We will adjust the meeting time after WordCamp US. Based on the results of our Doodle survey and multiple conversations over the course of recent team meetings, the weekly team meeting is likely to be rescheduled to Thursdays at 19:30 UTC after WordCamp US. Please post any last comments/thoughts/issues with the new meeting time on our post about the survey as soon possible.

We DO still need to finish planning for WordCamp US Contributor Day (in Nashville on December 3rd) as a team. This conversation should continue asynchronously in the #training channel and in the comment thread of our 2017 WordCamp US Contributor Day post. We will formalize an agenda in the next week and a half as WordCamp US approaches. If you are not available to attend WordCamp US in person and want to participate in a team check in at some point that day, please comment on the post with your interest and availability that day (please include time zones with all times or use UTC time!).

Please ask any questions you have as comments on this post or in Slack! I am looking forward to seeing many of you at WordCamp US and regrouping virtually with all of you in Slack.

Thanks team!

Update, request, and question for the Speaker Training [& Diversity Outreach] Modules

I wrote this in today’s Training team meeting, and Beth asked me to make it a blog post so that everyone can read, digest, and comment.

  1. First I wanted to let you know what’s happening with the Speaker Training [& Diversity Outreach] modules:

    It works. We’ve had more women speak at meetups and WordCamps as a result of it in Vancouver, Seattle, Portland, and Montreal. Partly because I hadn’t finished the modules and partly because we weren’t putting in good promotion, most folk haven’t known about it. So I’m:

    • committing to finishing them asap, and
    • @andreamiddleton and I have created a “Diversity Outreach Speaker Team” working group

    The group was announced on Community yesterday. ( We’re going to create an “army of Jills.” ;D I’m going to train people to run it, train them to train others, get promotion going, and make it a self-perpetuating system so that I can walk away in about half a year and it will live on.

  2. As part of this working group, I wanted to let you know I will be doing some live training on WCUS Contributor Day. If you’re interested in participating or could send along others who would be, that would be great!
  3. Quick update on where the modules are at:
    • I have this week finished merging the refinements that the Vancouver team made with the changes that new contributors have added
    • I have reviewed all the new contributions

    To do:

    • Create the Agendas for each module and update the descriptions
    • Figure out a format for the Workbook so that it’s open source for changes (or editable by the gatekeeper(s))
    • Revise the workbooks with all the new content changes
    • Reconsider the current format of how the modules are broken down. Cities have reported to me that it’s confusing.
  4. Lastly, I also wanted to revisit an idea we had previously: having a gatekeeper (was that the word?) for changes to the workshop. @bethsoderberg said this was something that was implemented successfully previously.

    I think it’s important to do because:

    1. Being a highly interactive and thus also could easily be a tiring workshop, right now there’s a really good pacing to it that keeps people energized, and I want to make sure the new info keeps the pacing.
    2. Changes need to be coordinated with the workbooks.
    3. Someone offered to do translations of the material, and that will need to be coordinated too.

    I’d like to volunteer to be the first person to do this. Right now I’m the one who knows the project the best. (It is more my strength and passion rather than this other work I’ve been dawdling on for a long time. 😉 )

    I’d like to propose that I also train the working group to take on this role so that we will always have folk to do it. Plus I’ll have people to go implement the changes if I get busy or sick again.

    How does that sound?

    If good, let’s discuss the logistics of how this happens another time.

Recap of November 7, 2017 Meeting

@melindahelt: We’re going to have a quick meeting today. Please note @bethsoderberg Doodle and post on WCUS contributor day. They are at and

Also please note the Doodle breaks into 30 minute segments instead of one hour. That’s to help anyone with availability.

If you are not attending WCUS, still keep an eye on that as we hope to have ways for people to be involved, at least for a little while, remotely in the past we’ve been able to schedule a brief hangout to involve all folks.


Survey for New Meeting Times

Team! I have good news and bad news here. The good news: we have amazing people who are excited about working with our team. The bad news: what has become a large majority of our consistent contributors are no longer able to make our standard meeting time (currently Tuesdays at 19:00UTC). This has caused our progress (which had been on fire in late summer/early fall!) to stagnate as a result of scheduling issues.

BUT! This is a fixable problem! Over the last month or so we have collectively decided that we need to consider changing our meeting time. Please fill out this survey to share your available times: This survey will show up with the times listed in the time zone you are in. Please also note: I set this up with a random theoretical week in the future, what we are voting on is day of week (M-TH) and time of day, not the specific dates that show up in the Doodle.

Please be as generous with your Doodle selections as possible. The reality here is that we’re dealing with many people’s complex schedules, many time zones, and also avoiding all of the other meeting times for the other Make teams. If you have flexibility in your schedule, please keep that in mind so that we can best account for the needs of those folks who don’t have as much flexibility.

Recap of October 24, 2017 Meeting

General Updates
None given.

Meeting Times

Times have been suggested and there is a spreadsheet of conflicting times from other groups.

What I’m thinking is that we have this meeting as another time to throw out alternate times that DO work for your schedules out there.

And then reach out to the people who we know aren’t here bc this time is bad for them.

And get a set of times together to do a doodle on.

So that we can see what works for all of us.

I am hoping that folks with super flexible schedules are not super picky with their doodle selections so that we can account for the needs of people who don’t have as much flexibility.


WordCamp US’s contributor day is in about a month and we should plan for this segment of our work to be the focus of that day for those of us who are able to be in Nashville. I feel like WCUS might be our opportunity to really organize and get unified on the plan for this so that we can go into 2018 with a spectacular plan.

We definitely need to come up with real activities for newer contributors who may not want to be part of this larger conversation.

No Meeting Oct. 17th – AND Meeting times?

Hi All!

Sorry for the late notice, but we need to cancel today’s meeting!

But, instead of chatting with us in real time, please comment below as to if any other days/times would work better for our team meetings. Due to schedule shifts, life happenings, moves, etc we haven’t been having many folks at our weekly meetings, so if another time would work better, please comment below!

Just an FYI, that we will not schedule our meeting during another WordPress team meeting. Here’s a list of all current meeting times. Thanks Shanta for pulling this information together!

Recap of September 26, 2017, Meeting


We will include any feedback on the chart by @aimeegc that is received by Monday, October 2nd and then move forward with what we have.

Agenda for September 26, 2017 Meeting

A brief agenda for today:

General updates
Updates on auditing of our resources and process planning from the last few weeks.

If you have any other items to add to the agenda, please list them in the comments. We’ll see you soon!

Recap of September 19, 2017, Meeting

Meeting called off. Please take the time to review the draft content flow chart by @aimeegc (@gonza166) at Be prepared to offer comments on it next week.