Adjust brownbag issue template #125
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I combined the "Reviewer" and "Coordinator" roles into one ("Logistics Coordinator") because they seem to cross paths so much. Plus once we nail down a submission form for the Speakers, many of their duties will be automated. I changed "Comms" to "Marketing" to make the name more descriptive of the duties assigned to the role. I think "Moderator" sounds nicer than "MC" and it also cuts down on the confusion by keeping "MC" and "Host" straight. Lastly, we have more than just a video editor for after the completion of the talk so I created a "Post-production Team" subgroup that contains "Editor(s)" and a "Graphics Coordinator" or "GC" for short. We'll need to cut the video but also edit the captions, create keywords, make an intro card, setup the correct metadata, etc. Two people could probably handle it, but we may want to break it out by "Video Editor" and "Caption Editor."
Enable a single issue to encompass all the content we need for the full Brownbag session lifecycle.
These options will be noted in the issue template and do not belong in the script.
Added a section to place the necessary info which we'll collect from the Brownbag submission form. Also added a "Data Wrangler" role because the LC got too task-heavy with transfering data from the form to the PR. The intention is to make the DW obsolete with automation.
Moving from Old PRAs I mentioned in response to @BekahHW's feedback on the other PR (#68), this is an updated version of the brownbag process docs/issue template since I thought the other PR was abandoned. All feedback received there was added to the template here except for the Monday/Friday brownbag preference times. I think it's a great idea and something that should definitely be implemented, but I don't have a place to put it yet. I think the most logical places to include this would be the brownbag form itself (I also opened a rough PR to update that when I opened this one) and in the "NEW TIME SLOTS EMAIL TEMPLATE" which is currently marked as a TODO in the brownbag issue template. I've copied over Bekah's comments about this from the other PR below and will close the that one in favor of this one.
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Brownbag Issue Template OverviewThis version is set up to create a brownbag issue that simultaneously acts as process docs and can be used by both the Community Maintainer and A/V teams. It defines roles and lists step-by-step tasks. It also links out to other templates and process documents (or will when they're all created). Using the Issue TemplateAbout half of the file is process documentation. These actions should be checked off as they're completed. The other half, everything nested under the "Brownbag Session Info & Options" heading, is collecting information for brownbag session. This part will consist of transferring input received from form submissions and deleting options included in the template that aren't applicable. If the form is filled out completely, all needed information should be submitted by the date of the brownbag session. After the brownbag session, once the issue card is moved to the "Event completed" column in the project board, the A/V team can now take this same issue and move it to their project board inbox and start to work on it. It will already have the needed information for the post-production team and there won't continue to be duplication of issues. Future OptimizationI know that Dan wants to create nested issues at some point. This format would be a great candidate for that setup because all the information that needs to be shared across those two teams is nested under the "Brownbag Session Info & Options" heading. Also if we can find a way to dynamically pull in the responses from each new brownbag form submission to actually create and populate a new issue, that would be sick!! Poke: @bogdaaamn @BekahHW @danieltott |
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| #### Brownbag Session Request Is Received | ||
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| - [ ] The LC and DW receive the form submission. |
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We have an automated issue opening every time we get a submission, which also puts it on the project board. I like this bc it makes it so much quicker to get through things.
I'm still not convinced we need an LC and DW. Data is kind of part of logistics.
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We can definitely make this issue template automated!
And originally I only had a Logistics Coordinator (LC) role. The reason I added the Data Wrangler (DW) role is because by the time I had this template built out, it seemed like the LC had a LOT to do so I wanted to provide a way to disperse the work a bit. As noted, one person can be both LC and DW.
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@meg-gutshall thanks for the updates! We've got some automation happening here, so some of this is potentially covered/could be. @saramccombs is going to take the lead on brownbags, so definitely want to get her feedback here. But thanks for hanging in there on this. |
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@meg-gutshall I love all of the thought you've put in to this. One of the disconnects is that the mechanism used to post the issue will never be able to use the issue template - so we'll have to update it in both places, or just move some of this into there. It's zapier right now but we might update that at some point. Looking at this a bit more, here's some more feedback
Moving info out of the issue template will also help if/when we move off of github for this sort of thing - the process docs will still be huge to have. All in all I think this is great work - it's obvious @meg-gutshall that you put a ton of time/thought into it. I think we're really close on this. |
Summary@BekahHW I implemented your suggestions re: the meetingplace.io calendar. And as an FYI, I kebab cased the RolesIt seems it's just the leadership team right now that's running these Brownbags and my impression was you wanted a defined process to make it easier to pull other members in to help. Is that correct or am I off? I tried to structure these roles so they would somewhat overlap, for right now when a couple people wear many hats, but also be able to be broken apart, for in the future when there's more help. Does that make sense? Also if some of them need to be switched around (i.e. the Host does that, not the LC), let me know or go in and make the edit as a co-author. File Separation@danieltott I took your suggestion and separated the file into two, keeping the "Brownbag Session Info & Options" section in the issue template and adding a Issue GenerationAre the current issues being created directly from the Brownbag request form submissions? Looking at them, that's what it looks like to me. As I said before, I started a PR on that form over in the virtualcoffee.io repo. It would be nice to be able to talk more about this piece since that appears to be a part of what's holding things up from going forward. It seems like reconstructing the form won't be that difficult since I already have the issue template created here; it's just a matter of translating that into Nunjucks and adding some conditional statements, then configuring the backend to play nicely. I know there's more that goes into it, I just haven't been appraised of what that is exactly. I'll follow up about this in Slack. |
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Love your work and time to do this!! Thanks a lot @meg-gutshall 💕 @danieltott @BekahHW |
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@saramccombs I'm ok with you approving brownbag PRs if you think this is the best process and documentation. My comments were all here and a lot of them were marked as resolved, so you have to click to open them. But if you've gone through that and still have questions, let me know. |
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Hey @meg-gutshall @BekahHW @danieltott @saramccombs friends!! I have some proposals and changes for the Post-Brownbag flow related to the AV Team. I think they're really suited to go in this PR's brownbags/process-docs.md Are there plans to make this files official? I think it would be super nice to soon share it with the AV Team and also use it as structure in the AV Onboarding Loom. Should I just use the draft on this branch? |
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@bogdaaamn I'd love to get the process docs in there - I'm still stuck on the issue template stuff but now it's separate. What's the best way to get just the process docs md file into the repo from this branch? |
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@saramccombs whenever this gets to where you want it, can you make sure everything is utd with the name switch to Lunch & Learn? |
# Conflicts: # .github/ISSUE_TEMPLATE/brownbag-backlog-info.md # .github/ISSUE_TEMPLATE/brownbag-event-info.md
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Thank you all for your patience with this. Since the talks are coming in straight from the website, I'm removing the issue templates here in general. The process docs that @meg-gutshall created are really great so I'll get those in here now, then move on to adjusting the name change stuff. |
@danieltott previously said that he wanted to break it down by having a parent issue encompass mini issues. Maybe we should start with using a parent issue template until there's time to setup the end goal workflow. I reworked my "Default Talk Workflow" (#68) that has since gone stale to apply to brownbags only so there won't be the manual duplication of data that we're experiencing now by not using an issue template.
I also drafted an updated brownbag form for the site's repo. It's not complete, I don't know Nunjucks, and I don't have access to Netlify's end, but it's a start. You can see that PR here.
Fixes #124