Guide Program Management

This page serves as a reference for Faculty members managing the Guide Program.

Faculty members manage the Guide Program by reviewing applications, matching new contributors to Guides, checking in with participants, and reviewing feedback from participants to inform future iterations on the program.

Reviewing Form Submissions

Review form submissions in the Guide Program Responses spreadsheet in the Training Team’s Google Drive folder. Note that this spreadsheet is private in order to keep contact information and anonymous feedback private, so please request access to this document from a 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. if needed. The spreadsheet consists of three tabs:

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Reviewing New Contributor Applications

  1. Verify the information on the application submissions by checking if the WordPress.orgWordPress.org The community site where WordPress code is created and shared by the users. This is where you can download the source code for WordPress core, plugins and themes as well as the central location for community conversations and organization. https://wordpress.org/ profile and 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/. username are valid.
  2. Check the notes for any points of concern (e.g., they are trying to find a mentor for a different Make team).
  3. If all looks good, you can continue to match the new contributor to a Guide.

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Reviewing Guide Applications

  1. Verify the information on the application submissions by checking if the WordPress.org profile and Slack username are valid.
  2. Check for any points of concern (e.g., they are actually new a contributor and not experienced).
  3. If all looks good, you can add the Guide to the list of current guides, and continue to match them with new contributors.

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Matching New Contributors to Guides

Review the interest form submissions in the Guide Program Responses spreadsheet, in the tab “New Contributors”. Copy the relevant information over to the “Guide Program Assignments spreadsheet” and color code the rows according to the key at the bottom of the page (new contributors awaiting a Guide are highlighted in yellow).

Note that the current guides are in this spreadsheet, highlighted in a darker green. Sort the spreadsheet by time zone (Column H) to find which Guide may be best suited to the contributor’s time zone.

Once you’ve identified a pairing, send the Guide the following information about each new contributor:

  • Slack Username
  • .org profile
  • Areas of Contributions
  • Roles of interest
  • Timezone in UTC
  • Language(s)
  • Notes and/or any comments about the contributor

If the Guide is a Faculty member, they are free to introduce themselves to the contributor. You can also offer to introduce them to each other, following the section below.

Be sure to add the Guide’s initials under Column C, “Guide” once they have been assigned to the new contributor, and highlight the new contributor’s row in the spreadsheet in light green to indicate that they have been assigned.

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Introducing New Contributors to Guides

Start a new DM in Slack that includes the New Contributor and Guide to introduce them. You can use the following message as a guide, but feel free to put your own personal spin on it:

Hello, @CONTRIBUTOR! My name is NAME and I’m a contributor to the #Training team. I am happy to let you know that you will be participating in the Guide Program, and I’d like to introduce you to your Guide to the Training Team, @GUIDE!

I will also be adding you to the #training-guide-program channel, where all participants can connect, ask questions, and share resources and experiences.

I’ll leave it up to you two to determine when you’d like to kick off the program, and how you’d like to communicate, but it is expected that you will complete the program within a month.

Thank you for participating in the Training Team’s Guide program!

It is not required for them to communicate within this group DM as they progress through the program — they should be encouraged to continue chatting one on one with each other.

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Program Kickoff

When adding folks to the #training-guide-program channel, it is recommended to create an introduction thread for folks to introduce themselves in. The opening message could be something like:

Welcome to our newest contributors! The Training Team’s Guide Program serves to support new contributors to the Training Team, similar to a mentorship or buddy program.

This is a public channel where folks participating in the Guide Program can connect, ask questions, and share resources and experiences. It is up to you and your Guide to determine when you’d like to kick off your program and how you’d like to communicate, but it is expected that you will complete the program within a month.

Please feel free to ask any questions about the program in this channel, or just connect with each other here. We’re looking forward to your contributions to the Training Team!

It’d be great to get to know you all. Please introduce yourself in a thread here and tell us:

  • What area of the world you are joining us from
  • What you do with WordPress
  • What you enjoy outside of WordPress

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Weekly check in

A weekly check-in is a good practice in order to keep participants engaged and accountable. By Friday morning of each week, post a check-in message in #training-guide-program, which can be similar to:

New contributors, please share:

  • Something new that you’ve learned this week.
  • Any questions, challenges, and/or blockers we can help you with.
  • Wins you’d like to celebrate with us!

Feel free to add your own personal touch to the message! It could be fun to add a social question (e.g., “What are your plans for the weekend?”). The goal for these check-ins is to keep participants engaged and supported.

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Supporting Guides

Use the private #training-guides channel to communicate with Guides. This channel is private to provide a safe space for Guides to discuss any concerns or challenges they may encounter while participating in the program.

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Program Feedback

When a contributor has completed the program, instruct the Guide to share the Feedback Form with those contributors. Review the feedback in the Guide Program Responses spreadsheet and reach out to respondents that requested a follow-up. Please also consider any suggestions for improvement to iterate upon the program.

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