Remove old Meeting Agendas from Wiki

[JackHaeg]

Overview

Currently, we have meeting agendas stored on both the Wiki and GitHub. Old meeting agendas stored on the Wiki need to be moved over to GitHub to centralize our meeting agendas and simplify our Wiki.

Action Items

• Copy & paste each meeting as a comment on this issue, with the date as the title (format = YYYY-MM-DD)
• Delete old meeting agendas from the VRMS Wiki
• Add a link to this issue to the current Agenda issues on HackforLA:
  • VRMS: ALL: Monday Meeting Agenda 📝  #1280
  • VRMS: PM/Design Lead Meeting Agenda #1519
• Delete existing Team Meeting page from Wiki

Resources/Instructions

Team meetings on Wiki can be accessed here: https://github.com/hackforla/VRMS/wiki/Team-Meetings

[JackHaeg]

2022-07-11

Team Meeting Agenda

Pre-work to prep for meeting

• Update issues

Who was there?

• Josh
• Shaun
• Kat
• Julia
• Judy

Things we plan to discuss

• Meetings and thoughts on how to run them!
  • Agendas
  • Note taker
  • Time keeper
  • Facilitator
• Review v0.3 project board

  • In progress column

  • prioritized backlog

    • Make sure that everyone has an issue
    • Have a discussion on which issues need to be done before moving to v0.4, and which ones could potentially never be completed

  • Review Google Drive documents - which ones are current and which ones should be archived?

  • PRD

What we actually discussed

• Meetings
  • Each team member will take on a role for each meeting: (1)Facilitator, (2) Note taker, or (3) Time Keeper. We can rotate each time.
  • Assigned to Judy: In addition to uploading new meeting agendas in the wiki each week, the agendas are also accessible via VRMS Google Drive.
  • Meeting Google doc links will also be cross-posted in wiki meeting agendas for easy referencing.
  • Create how to run meeting guideline: Julia will start this document and post on wiki. Team members will rotate or owned by Julia?
• Reviewed v0.3 project board - See additional notes from Josh below.
• Design
  • Julia and Judy will contact Adam to get more information about users / features.
  • Josh will attend Thursday's design meeting to go over the Figma files. Anyone else will attend?

Additional notes

Things to go over in the dev meeting

• Josh's redesign of the project page
• Moving things from the prioritized backlog into the icebox
• Meeting Google Doc link

Upcoming Milestones

[JackHaeg]

2022-07-14

Design Meeting Agenda

Before the meeting

• Prepare any issues you want to discuss
• Add issues to agenda for approval
• Delegate roles to team members

Who was there?

• Julia
• Judy
• Josh
• My
• Kat
• Alex

Things we plan to discuss

• 10 min - Greetings and introductions, My Lam’s first meeting
• 20 min - Get in touch with Adam/Bonnie, Update Alex on PM issues, VRMS Drive and docs
• 20 min - Figma file, FigJam sesh
• 10 min - Final thoughts, Action Items

What we actually discussed

• Welcome My!
• Kaban Board
  • Discussed how the Kaban board works and where the Kaban how-to document is located
    https://docs.google.com/document/d/11Fe7mNdmPBP5bD_yLJ1C0_I1TmoK47AuHHrdhdDyWCs/edit
  • Create an issue for PM to create a user flow on how to use the Kaban board.
• MVP v0.4 Requirements
  • Bonnie confirms that she wants all features on this document.
  • Alex will meet with Josh to discuss how to narrow down the design scope using the MVP v.04 requirements.
  • Team will go though the document and make comments
  • Team agrees to use MVP v0.4
• Welcome Alex!
  • Showed Alex where the Figma files are.
  • Alex can prioritize v0.4 features and problems to solve.

Additional notes

Upcoming Milestones

Action Items

• Create a new GitHub board for v0.4
• All team members read and comment on the MVP v0.4 Requirement document for the 7/21 Design meeting.
• Alex will meet with Josh to discuss how to narrow down the design scope using the MVP v.04 requirements.
• Judy will make the Monday 7/18/22 agenda

[JackHaeg]

2022-07-18

Team Meeting Agenda

Pre-work to prep for meeting

• Update issues

Who was there?

• Julia
• Judy
• Josh
• Shaun
• My
• Alex

Things we plan to discuss

• Welcoming Alex and My to VRMS! - 10min

• Go over how to run a team meeting in the wiki, assign responsibilities and agree on the agenda

• Assign team members to the following roles

  • Note taker - Julia
  • Time keeper - Judy
  • Facilitator - Joooosh

• Design Team

  • Review Google Drive documents - which ones are current and which ones should be archived and how can we maintain? - 15 min
  • Alex's big questions - 5min
  • Julias problem statement - 5min

• closing and action items - 5min

• Dev Team: Review v0.3 project board - 0min

  • In progress column
  • prioritized backlog
    • Make sure that everyone has an issue
    • Have a discussion on which issues need to be done before moving to v0.4, and which ones could potentially never be completed

What we actually discussed

• We assigned team roles and time frames to the agenda
• We introduced ourselves to the team and explained how we run meetings and keep track of the wiki page
• Josh shared his screen and showed us how we get to the wiki page
• Dev team: talk about issues on Thursday (they stayed after the meeting to talk about how the app is broken down)
• Julia briefly mentioned the needs of HfLa and the Design systems insights and concerns:
  • Retention of volunteers
  • Lack of documentation
  • Offboarding
• We went over the drive documents and focused on: MVP v0.4 requirements.
• Discussing the scope and goal for v4
  • We are designing for desktop first
  • We are going over users and their needs focusing on general volunteers
• Dev team should look over the dev folders in the drive to decide what’s still relevant
• Design team will define a new problem statement and create a new user flow to focus on for v4

Additional notes

Next meeting

• demo the current v0.4

Action items

• shaun and josh, look at the broken app
• shaun prep the demo of v0.4
• josh review shaun pr
• josh needs to recruit devs
• finalize problem statement
• develop a new user journey onboarding specific from volunteer point of view

Upcoming Milestones

[JackHaeg]

2022-07-21

Design Meeting Agenda

Before the meeting

• Team members should update their issues

Who was there?

• Judy
• Josh
• My
• Julia
• Alex
• Bonnie
• Shaun
• Kat

Things we plan to discuss

• Design Systems research findings, how VRMS goals align with HfLA needs
• Adam Spar meeting
• VRMS v4 goals: HfLA onboarding
• New KPIs and success metrics for v4
• Google drive clean out
• VRMS new team members onboarding and overall organization for the current team

What we actually discussed

• Design System
• HFLA is implementing a design system that sets the ground rules for every team to follow.
• The goal is to make an easy off-boarding process so information will retain continuity.
• 4 core issues:
  1. Documentation / organizational memory
  2. Messiness in skills levels, team components, and knowledge.
  3. Knowledge gap among different roles
  4. Lack of internal resources.
• Adam Spar Meeting
• Ask Adam how to get editor access to Figma.
• What is the next step for V0.4.
• Julia and Alex will sit at the next volunteer onboarding meeting.
• The onboarding process has been complicated and frustrating.
• Bonnie joined the Design meeting
• Concerned that VRMS will be so complicated to use that she'd rather go back to the old way of managing onboarding.
• Will join the Adam Spar meeting on Friday 7/22/22.
• Reminded the Design team that every screen should use components.
• Bonnie is the only stakeholder that matters for VRMS.
• The app is not running correctly because volunteers should know which project to go to; it should replace Bonnie during onboarding.
• There's a document that shows all needed features when Bonnie and Adam met for 2 months to discuss.
• Figma files:
  • VRMS v1.0 mood board is very important as it explain the need for VRMS to be very plain and simple (stripped down to its basic components.
  • Folder "VRMS Mock - AS/BW New Screen" is the most comprehensive page that Bonnie needs.
• GitHub:
  • PM (Alex) should make sure that there are enough issues.
  • The Kanban board needs to be cleaned up so she can recruit new developers.
  • Dev Team: clean up V0.3 and V0.4 boards and have actionable issues.
  • Each team will prioritize their own issues.

Additional notes

Upcoming Milestones

Action Items

• Schedule Zoom meeting with Adam Spar.
• Alex and Julia will clean up the Kanban board.

[JackHaeg]

2022-07-25

Team Meeting Agenda

Pre-work to prep for meeting

• Update issues

Who was there?

Things we plan to discuss

• Assign team members to the following roles

  • Note taker -
  • Time keeper -
  • Facilitator -

• PM (10 mins)

  • Google Drive cleanup status check
  • Sitting in on next onboard meeting (Tuesday Aug 9, 6pm PT)
  • Goals: decrease 2.5 hour Avg. onboarding time. Bonnie update (Improve the onboarding form: no verification/validation process).
  • Fang (from people depot team) joining next Monday July 27th meeting.

Onboarding form.pdf
Global onboarding form.pdf

• Design Team

  • Problem Statement
  • Onboarding User Journey Flow
  • Bonnie wants functionality first --> mobile

• Dev Team

  • Dev recruitment updates
  • Demo V4
  • Dev Team: Review v0.3 project board

What we actually discussed

Brian + Charity: Google Drive Migration. Bonnie showed us how to migrate google shared drive.

Links -
https://drive.google.com/drive/u/0/folders/1yiIBqWFfBJeUOCb42XjJp_SuVc2HOsYJ
https://docs.google.com/spreadsheets/d/1OriRsMHuD26UIZQ5bEsnikqWkLVfTVbQVKZi5RC-8TA/edit#gid=2103419749

Question to be answered:

a) Port V3 to V4 and rewrite. Identifying features that need to be kept for V3 to V4 (Edit projects, edit meeting time, add people to roster and search people, and different permission level, Volunteer check-in)
Pros: Will be able to fix bugs and start clean
Cons: Will take longer to add on new features that would help onboarding

vs.

Add new features in existing V3.
-Pros: Can start claiming small wins (I.e. improving the forms to cut down on onboarding time)
-Cons: May have long term consequences, in terms of bugs and messy code.

Option 3: Would we able to prioritize working on v4 onboarding features and claiming small wins and then port over V3 to V4 after?

To be discussed at next dev meeting.

Additional notes

Next meeting

• Dev Team
  • Dev recruitment updates
  • Demo V4
  • Dev Team: Review v0.3 project board

Upcoming Milestones

[JackHaeg]

2022-07-28

Design Meeting Agenda

Before the meeting

• Team members should update their issues

Who was there?

• Julia
• Judy
• My
• Alex

Things we plan to discuss

• What was discussed on Monday, questions - 20 mins
• New volunteer onboarding journey (August 9th @ 6:30p pst) - 10 mins
• Bonnie's pain points (video we recorded with Adam/Bonnie + Monday's meeting notes) - 20 mins
• Action closing - 5 mins

What we actually discussed

• What was discussed on Monday
• Meeting with Bonnie, Julia, Alex, and Adam to talk about the Figma files.
• VRMS is a tool that will replace Bonnie and a content management system (CMS) tool.
• V0.4 focus is onboarding.
• The biggest issue is that V0.3 coding is very messy and buggy. Dev wants to rewrite the V0.4 but build features on top of V0.3.
• Dev needs to recruit more developers.
• Dev team should focus on 1 - 2 small wins from V0.3 to help Bonnie help onboarding faster.
• Tanya is the owner of the Figma file. Bonnie sent an email asking for access.
• New volunteer onboarding
• Bonnie wants the Dev team to rebuild V0.4.
• She can use the mobile app since there are screens designed because she has waited long enough.
• Design will start designing the screens while the Dev team is working on the bugs.

Additional notes

Upcoming Milestones

• Organize Figma files at the next Design meeting.

Action Items

• Get access to Figma files to clean up the screens.
• Julia will send a reminder email to Tanya.
• Everyone can watch the Zoom meeting recording on their own time.
• Invite Bonnie to the next Design meeting.

[JackHaeg]

2022-08-01

Team Meeting Agenda

Pre-work to prep for meeting

• Update issues

Who was there?

Things we plan to discuss

• Assign team members to the following roles

  • Note taker - Julia
  • Time keeper - Josh
  • Facilitator - Alex

• PM (10 mins)

  • Google Migration Status Update
  • Bonnie update: which features are priority
  • Dev team request: Needs user stories and user journeys for V3 features prioritized

Priority:

1. Project level admins need to edit and create new meeting times
2. Bonnie needs to be able to edit user access levels to different projects
3. Bonnie needs to be able to add new project
4. Volunteer check-in

Non-Priority:

1. Delete/edit project information
2. events page
3. stats page
4. Add people to roster and search people

• dev.vrms.io: share email address to get access.

• Dev Team (10 mins)

  • Dev recruitment updates
  • Demo v4

• Design Team (10 mins)

  • Figma Permission update

What we actually discussed

• We're trying to prioritize which features Bonnie needs to move from v3 to v4 (onboarding)
• Alex send an email to Bonnie to ask about features, we’re waiting for response
• Shaun will screenshot what v3 features we need to pour over
• Dev team will look over the features that are priority and not and confirm them
• Shaun is sharing his screen, v4:
  • Create an account, enter email and password
  • Sign up, get confirmation code from email
  • Add first and last name
  • Homepage
• He will share screenshots of the components that exist for v4
• The dev team has two open roles for developers in the SWE CoP
  • We need to make sure we have clear issues for us to recruit devs
  • We need to clean out the google drive files
• Tanya did not get back to us about transferring figma ownership to VRMS
  • We will probably need to go over the pages, decide which ones are relevant and duplicate them ourselves
  • The design team will meet 08/02 at 7pm to tackle this
• We need to sign into the VRMS Figma team project (with vrms email) to be able to duplicate files
• Alex and Judy got access of v3 VRMS app

Additional notes

Next meeting:
-Workshop new v0.4 Kanban board on priority features:

1. Project level admins need to edit and create new meeting times
2. Bonnie needs to be able to edit user access levels to different projects
3. Volunteer check-in

Action Items

• Design team will go over figma files and duplicate the important ones
• Dev team will write specific issues to start recruiting
• Dev team look over priority features and confirm them

Upcoming Milestones

[JackHaeg]

2022-08-08

Team Meeting Agenda

Pre-work to prep for meeting

• Update issues

Who was there?

Things we plan to discuss

• Assign team members to the following roles

  • Note taker - Judy
  • Time keeper - Julia
  • Facilitator - Alex

• Dev Team (10 mins)

  • Walk through screenshots

• Design Team (15 mins)

  • Figma Page duplication update
  • Google drive & file migration

• PM (20 mins)

  • Workshop new v0.4 Kanban board on priority features:
  1. Project level admins need to edit and create new meeting times
  2. Bonnie needs to be able to edit user access levels to different projects
  3. Volunteer check-in

What we actually discussed

• Dev Team (10 mins)
  • Shaun walked through screenshots of V4 and V3 old features
  • V.3 doesn’t have the ability to let Bonnie add users to projects.
  • Dev team will write the action plans for the user stories in the Kanban board.
• Design Team (15 mins)
  • Julia went over google drive files and reorganization
  • Julia went over Figma file updates - We duplicated Figma files and transferred ownership to HforLA account
  • Julia shared the updated Figma files and created a VRMS v.4 (new) file
  • Julia defined the users in the Figma files based on Adam’s comments
  • Alex will confirm with the Design team the features. He will create the issues.
• PM (20 mins)
  • Alex went over Kanban board and went over work flow.
  • Alex and Julia will attend and observe the 8/9/22 onboarding meeting.

Additional notes

With Fang-

• Screenshots of the userflow + Figma

Action Items

Upcoming Milestones