User Experiences of Onboarding members at HfLA : February - March 2023

[Aparna1Gopal]

Overview

The goal of this project is to identify onboarding experiences for the newest members at Hack for LA.

Action Items

• Formulate draft Research Plan
• Review & revise with UI/UX CoP Co-leads
• Send first draft of Research Plan using Reach Bonnie form
• Recruit UX Researchers to work on this issue
• Finalize Research Plan, by UX Researchers
• Finalize Consent Form, by UX Researchers
• Transfer Consent Form from Google Docs to Google Form, by UX Researchers
• Send GitHub Issue using Reach Bonnie form (by Feb 25)
• Review & revise based on feedback from Bonnie
• Assign teams & roles to UX Researchers
  ON HOLD, As project has pivoted in a new direction
  - [ ] Interview research participants (during Onboarding)
  - [ ] Send Interview Recording(s) to team folder using this [Google Form](https://docs.google.com/forms/d/1xEF9Cw-_4zOFK3_mBCF60HP7TEMIzdoa_FTlVT7qxrg/edit)
  - [ ] Analyse data on Dovetail (affinity mapping workshops using qualitative data analysis tool)
  - [ ] Create Slide Deck presentation/report of research findings
  - [ ] Present & share Findings & Insights with Bonnie
  - [ ] Present & share Findings & Insights with UI/UX Community of Practice
  - [ ] Update Wiki

Resources/Instructions

Resources for creating this issue

1.01 Wiki Template: Mentor Research Output Overview
1.02 Wiki Template: Intern Research Output Overview
1.03 Google Form Template: Internship Project Upload Recordings

Resources gathered during the completion of this issue

2.01 Google Drive Folder: HfLA Onboarding Experience
2.02 Google Doc: Research Plan
2.03 Google Sheet: Hack for LA Onboarding Survey (Responses)
2.04 Google Doc: Consent Document
2.05 Google Form: Consent Form
2.06 Google Doc: Interview Guide
2.07 Google Sheet: Interview Note-Taking
2.08 Google Form: Upload Recordings

[Aparna1Gopal]

@Aparna1Gopal

• During UI/UX CoP Co-Lead meeting last week (Feb 15, 2023) - Co-Leads brainstormed the roadmap for this UXR Research project
• First draft of this Issue & Research Plan sent to Bonnie using Reach Bonnie Form
• First draft of this Issue & Research Plan sent to UI/UX Co-Leads via Slack for next round of feedback

[Aparna1Gopal]

Notes
Sack messages with UXRs interested in this project

Hi & Thank you for your interest again! We have drafted the GitHub Issue & are working to fine-tune it before we assign you. In the meantime, please review the TWE project. They have great best practices/templates in place for this kind of research. This Onboarding project you will be working on, is pretty bite-sized compared to TWE’s project. But the templates & processes will be of great help! So, feel free to look around & familiarize yourself with these docs.
I am also reaching out to the Leads of TWE & requesting them to add you to their drive. Mentor Research Overview & Intern Research Overview are good places to start! Specifically look into the Research Plans & Consent Forms
As always, let us know if you have any further questions. Happy to help!

To TWE Leads
Aparna G
Hi , I am one of the Co-Leads for the UI/UX Community of Practice. We are looking to conduct some UX Research during the next Onboarding. Could you please give
[atJordan Turner]
[atL Leah Ellis]
[at Inbal Regev Lavy]
[at Evan Stalker (he/him)]
[at Kevin]
permissions to access the Internship google drive? Such that they can get familiarized with the best practices/templates at TWE & replicate the same for their Onboarding project. Many thanks!

Ying O
Hi Aparna, are you referring to TWE team member’s onboarding? If so, we basically use github’s Wiki for onboarding. What templates on Google drive are you referring to?

Hi [at Ying O]
Thank you for your message!
The UXRs are conducting user interviews at the next Hack for LA Onboarding on Feb 28. For the purpose of creating Research Plans & Consent Forms we have decided to replicate the best practices of the TWE Project.
Giving read/view access to the Internship folder will suffice. The UXRs can familiarise themselves with the TWE processes & replicate the same in the Onboarding Project. We are specifically looking at the details under Mentor Research Overview & Intern Research Overview.
I am also looping you into the GitHub Issue. This should give you an idea about the Onboarding Project.
Please let us know if you have any further questions/clarifications. Many thanks! CC:
[at Jennifer Nguyen]
at Sara Brady]
[at Julia Gab]

[Aparna1Gopal]

Notes
Slack message on the UI/UX Channel
[at Jordan Turner]
[at Leah Ellis]
[at Inbal Regev Lavy]
[at Kevin]
[at Evan Stalker (he/him)]
Hi! We are planning to conduct a meeting on Feb 23 (Thursday, 5-7PM PST). This will give us the opportunity to workshop all the documentation & materials required for your ‘UXR Onboarding Project’.
Please send us your email IDs & I will add you to the MS Teams Invite.

[Aparna1Gopal]

Notes
RESOURCES

Qualitative DATA Analysis Resources
To be used prior to data analysis workshops, prep work

• How to Analyze Qualitative Data from UX Research: Thematic Analysis
• Qualitative Coding: How to Turn Complex Data into Conclusive Insights

User-Experience Research Methods

• When to Use Which User-Experience Research Methods
• UX Research Cheat Sheet
• A Guide To Using
  User-Experience Research Methods
• Research Frameworks
• The Role of Observation in User Research

[Aparna1Gopal]

Meeting/Workshop on Feb 23,2023 - UI/UX Co-Leads & UXRs

Agenda
ReOps & Research Management support provided by UI/UX CoP Co-Leads
UI/UX CoP Co-Leads conducting this meeting/workshop: Aparna G & Jennifer N

• Complete the UXR Roster
• Give overview of project, this GitHub issue, review TWE best practices: Mentor Research Overview, Intern Research Overview
• Respond to all the immediate/burning questions by UXRs
• Delegate following tasks to the UXRs:
  • Complete Research Plan
  • Consent forms - in Google Sheets
  • Consent forms - transfer to Google Form
• Discussion Guide to record User Interviews (Teams 1-5) with consent forms (Create templates & keep it ready)
• One UXR as UXR Lead - to act as liaison between UI/UX CoP Co-Leads & all the UXRs working on this project - will be assigned to this issue

---

Next Week

Pair 2 UXRs – Interviewer & notetaker (on Feb 27)
Slide Deck for presentation (Aim for UXR findings to be presented on March 8,2023 during UI/UX CoP)

---

Proposed Timeline

Feb 23 (Thur) – 2 hours: Meeting to workshop & delegate all required tasks
Feb 24 (Friday) – 1 hour: Complete the Research Plans, Consent Forms,
Feb 25 (Saturday) - Send Issue to Bonnie using Reach Bonnie Form
Feb 27 (Monday): 2 hours : Workshop & training for UXRs to conduct user interviews
Review & revise based on Bonnie’s feedback using ‘Reach Bonnie’ form
Pilot test the Interview Guide
Feb 28 (Tuesday): Conduct User Interviews during Onboarding
March 2 & March 6: To workshop the Research findings
March 8: Presentation of Research Findings & Insights, feedback from UI/UX CoP & Bonnie

[Aparna1Gopal]

Meeting Notes
Meeting/Workshop on Feb 23,2023 - UI/UX Co-Leads & UXRs
5PM-7PM PST

• Went over all the Agenda items

• Identified team's skillsets & interests

• Team members on the project
  UI/UX CoP Co-leads providing ReOps & Research Management support
  Jennifer N @nguyen-jenn
  Aparna G @Aparna1Gopal

UXR Leads on the project
Kevin M
Inbar L @InbalRL
(UXR Leads assigned to this issue)

UXRs Team
Jordan T @jordan-a-turner
Leah E @Leah0996
Inbal L @InbalRL
Evan S @ejstalker
Kevin M
gulsum @ugkorkmaz

• Divided tasks amongst all team members
  Members working on Research Plan: Leah E, Evan S, Kevin M
  Members working on Consent Forms: Jordan T, Inbal L, gulsum
  Using templates & best practices from TWE/Internship project
  Note: Jordan T traveling this weekend so will be providing more documentation support during the latter half of this project (example: creating the slide decks etc.)

• Meeting tomorrow, Feb 24 6PM-7PM PST to discuss documents/questions before sending GitHub Issue to Bonnie on Feb 25

• Meeting on Zoom, recording on Zoom to send to Kevin M who is in a different time zone

• Jennifer N opened a new Slack channel for UXRs communication. Zoom link provided for meeting tomorrow. Aparna G sending out the Calendar invites.

• Also spoke at length about the consent procedures & recording interviews/transcription options/using Otter AI/note takers etc. Identified & discussed all options, what UXRs are comfortable with, which will yield best data collection results, how to update the consent forms based on this etc.
  Aparna G reaching out to admin to see if UXRs can be given Co-host/panelist access on the Zoom call. The Zoom calls can be transcribed in real time, & the data can be analysed directly on a qualitative data analysis software. These transcription notes can be triangulated with the note-taker's notes.
  Aparna G also reaching out to admin to figure out how to lock/password protect this Google Drive & workspace for privacy of interviewees.

• Test out the following prior to user interviews next week: Interview Guide, how will Zoom recording in breakout rooms

• Aparna G to open a Dovetail account (qualitative data analysis software) using Hfla email id, post data collection. The team can workshop the data analysis.

---

Slack messages to admin

Hi Admin!
[at Kevin] does not seem to have access to the UI/UX CoP Google Drive and GitHub. Kevin was onboarded in September 2022 & is currently working on the 'UXR Onboarding Project'. Could you please give Kevin access to this drive. Many thanks! Email ID: [email protected], GitHub Handle: @kevinmoutoucarpin

Hi Admin, Could you please provide the following members Co-host/Panelist access at the next Onboarding on Feb 28 (email IDs in this thread). They are UX Researchers working on the ‘Onboarding project’ & will be conducting user interviews with new onboarding members. These user interviews will be taking place in break-out rooms. Even though we have UXRs & note-takers, the team is interested in the Zoom transcription to back-up their note-taking. Providing them with Co-host/Panelist access will enable them to record/transcribe the interviews in real-time & help with their data collection & analysis. Many thanks! CC:
[at Jennifer Nguyen]
[at Kevin]
[at Inbal Regev Lavy]

Also, what would be the best way to lock access to this folder within the UI/UX CoP Drive? UX Researchers are interviewing participants next week & we would like to make sure all the user interviews are locked/or password protected to maintain privacy. And only provide access to the UXRs working on this project. What do you suggest? Thank You! CC:
[at Jennifer Nguyen]
[at Kevin]
[at Inbal Regev Lavy]

[Aparna1Gopal]

Meeting Notes
Meeting/Workshop on Feb 24,2023 - UI/UX Co-Leads & UXRs
6-7:30 PM PST

• Aparna G & Jennifer went over the housekeeping items. Communication with admin on Slack,Github/Drive permissions for team member, Walked through: Assigning this issue to the UXR Leads, Tagging [at] other team members on this GitHub issue (to be found in each member's GitHub profile under Issues-mentioned)
• Inbar L as one of the UXR Leads went over the agenda.
• Discussed the progress on the Research Plan. All members brainstormed on the ideas/questions & fine-tuned RP
• Discussed the progress on the Consent forms. All members brainstormed on the ideas/questions & fine-tuned content on the consent forms
• As requested by Bonnie, this GitHub issue with the Research Plan & Consent forms will be sent by Feb 25, at 5:30PM PST (as decided by team & accounting for the various/multiple timezones on this team)
• Meeting was recorded to build this project's repository & also for the team members who were unable to make it. The meeting transcript & audio/video will be uploaded when the team is able to lock/password protect the project workspace & folder.
• Next meeting on Feb 27 to pilot test the study before deploying the interviews during Onboarding

[Aparna1Gopal]

Meeting/Workshop on Feb 27,2023 - UI/UX Co-Leads & UXRs
ReOps & Research Management support provided by UI/UX CoP Co-Leads: Aparna G, Jennifer N, Julia G
UXR Leads conducting this meeting/workshop: Inbar L & Kevin M

Agenda

• Review & revise based on Bonnie’s feedback using ‘Reach Bonnie’ form (new issue submitted based on request)
• Show the team the process of using 'Reach Bonnie' forms
• Email UXR Leads (Inbal, Kevin) & UI/UX CoP Co-lead (Jennifer) the current 'Reach Bonnie' form & issue that is open. Edit/update this, if required.
• Naming Conventions for UX Researchers & Research Participants
• Walkthrough of: Naming conventions, UXR IDs, Submitting interview recording to team's drive
• Test out the following prior to user interviews:
  • Interview Guide (pilot test)
  • How will Zoom recording in breakout rooms
• Other Items

[ExperimentsInHonesty]

@Aparna1Gopal @InbalRL I just lightly reviewed this document: Research Plan. It seems like it has a lot of unresolved strikeouts and comments. I can review a final draft if you get it done today, otherwise I don't see this research happening next week. I can't look at it past today because of other time commitments. Please submit a new request via the reach Bonnie form

[ejstalker]

Thanks for reviewing, Bonnie. Sorry for any miscommunication, our target for having the document ready for you was actually 12pm PST today. We're on track to meet that deadline and would appreciate you taking a look after that if you can, thanks!

[Aparna1Gopal]

@ExperimentsInHonesty A new request via the Reach Bonnie form has been submitted. Thank you!

@ejstalker Thanks for clarifying!

[Aparna1Gopal]

Meeting/Workshop on Feb 27,2023 - UI/UX Co-Leads & UXRs
5:30-8PM PST
ReOps & Research Management support provided by UI/UX CoP Co-Leads: Aparna G, Jennifer N, Julia G
UXR Leads: Inbar L & Kevin M

#420 (comment)

[ExperimentsInHonesty]

folder with recording 2023-02-28

[kevinmoutoucarpin]

Meeting/Workshop on March 3,2023 - UI/UX Co-Leads & UXRs
ReOps & Research Management support provided by UI/UX CoP Co-Leads: Aparna G, Jennifer N, Julia G
UXR Leads conducting this meeting/workshop: Inbar L & Kevin M

Agenda

• Review Bonnie’s feedback
  • Formatting issues (Consent Form)
  • Branding issues (Research Plan, Consent Document & Consent Form)
  • File location issues (Documents with personal identifiable information need to be in a locked Drive such as Consent Form)
• Give feedback Research Plan (including Interview Guide)

[kevinmoutoucarpin]

Meeting Notes
Meeting/Workshop on March 3,2023 - UI/UX Co-Leads & UXRs
5:30-7:30 PM PST

• Gulsum created the consent form using HfLA branding.
• The team reviewed the Research Plan together (including the Interview Guide) and provided some feedback. They are now ready for Bonnie's review.
• Kevin will handle the file location issue (a part of it has been done by Aparna), which will be done in a few hours
• We need to choose a regular time for team meetings (will be decided later through Slack)

[kcoronel]

Hi @InbalRL thank you for using the Reach Bonnie form. It is unclear what documents you need Bonnie to review. Can you please write to Bonnie in a new comment and link the documents she needs to review. Please note that she will be in a car reading this on mobile. I pasted an example below:

Here are the new documents that we need you to review:

• List document
• List document

You can also briefly explain the changes within the comment. Let me know if you have any questions.

[Aparna1Gopal]

Notes

Managerial access has been provided to UXR Leads on this project, UXRs on this project, UI/UX CoP Co-Leads. This level of access enables UXRs to move files from the locked to unlocked Google Drives (as per PII requirements)
UI/UX - Interviews - (CoP) Google Drive

Next steps :

1. Figure out the project’s overall timeline, because some of our team members are already assigned to other HfLA projects and will not be available long-term.
2. Generate questions for the meeting with Bonnie about the project’s purpose, goals, and scope. Then fill out a reach Bonnie form.
3. All team members please familiarize yourself with Wiki’s setup, by the next meeting on Friday, March 17.
4. Our meeting in two weeks will take place on Thursday, March 23rd instead of Friday, March 24th.

[Aparna1Gopal]

HOUSEKEEPING – Onboarding Project
Inbal L & Aparna G met on March 18,2023. For housekeeping before project hand-off. Current UXR Co-Leads: Inbal L & Kevin M

1. Wiki Issue

• Create a structure for Onboarding Project Wiki, based on TWE Best Practices (Ying & Sara’s talk at next week’s UI/UX CoP should cover this)
• https://github.com/hackforla/internship/wiki/Joining-the-Team
• https://github.com/hackforla/internship/wiki/Research-Plan-6:-Intern-Intake-Interviews [Best Practice for a complete Wiki]
• Update RP8: Mentor Intake Interviews wiki page internship#279 [Wiki Issue, steps for a wiki page)
• Organize Research Output Wiki Pages internship#276

2. Open new GitHub issue to analyse the 'Survey Data' (TWE project should be able to help with any existing issue templates, which you can replicate)
   Create template issues for all research plans internship#359

• Make Google Drive Folder for this Survey Data Analysis issue
• Potential GitHub Issue Templates from TWE Project below:
• Research Plan Template
• Quantitative Data analysis template (for close ended survey questions)
• Qualitative Data Analysis template (for open ended survey questions)
• Survey data collection & analysis template (covers close & open ended questions)
• Workshopping the data analysis?
• Presenting research results & findings template
• If TWE Project has issue templates for above:arrow_up:, then great! If they donot ask them for the next best thing that is available with respect to the GitHub templates & go for it with your own iterations.

3. Agenda Issue for Onboarding project

• Create Issue
• Add to Kanban Board
• Create a new Label TWE: All Team meeting Agenda internship#101
• Close/ the current User Experiences of Onboarding members at HfLA : February - March 2023 #420 issue since team has a different, evolved focus now (When team is ready to conduct these user interviews, you can replicate issue templates from TWE)
• Copy+paste the important resources/links from this User Experiences of Onboarding members at HfLA : February - March 2023 #420 issue (info regarding locked folders, survey data link etc) to the Agenda Issue.

[Aparna1Gopal]

Notes:

This project is pivoting in a new direction from the initial conceptualization & requirements

The UXRs based on the requirements from Bonnie & admin (the stakeholders) will be completing the following:

• Reach out to TWE to replicate best practices of creating GitHub Issues on Surveys & 1-1 Interviews
• Create the ReOps structure for this project
• Analyze the Onboarding Survey Data (1 year of data from onboardings)
• Based on research findings from the survey data, the one on one interview questions/research will be conducted
• This above issue served as a test run for the Onboarding project – helped in getting the team upto speed with HfLA processes, & requirement for more collaboration with TWE Project for knowledge transfer.
• Also spawned the need & opportunity to create training modules within the UI/UX CoP. In order to replicate best practices from the TWE project & create efficient & accessible knowledge transfer
• The issue is being closed.