MONTHLY Planning Week

[mxajPrice]

Overview

Prepare for and plan planning week. What will the themes be and what are the major goals. These sessions happen the first week of each month and include PMs, leads, and other key decision-making players.

Action Items

This is an on-going, monthly task until v1 is complete. Monthly duties include:

Monthly actions:

• Organize topics to be covered.
• Create slides to walk-through the work/exercises needed to be done.

Every two months:

• Create a Miro board to run a retrospective exercise.

Resources/Instructions

Materials for Planning Weeks are stored here.

[mxajPrice]

Week of 2 May

Prework

• Get availability of attendees
• Send [save-the-dates]
• Draft Agenda
• [ ]
• [ ]

Agenda

Day 1

Day 2

Day 3

Action Items

[mxajPrice]

Week of 2 May

Prework

• Draft Agenda
• [ ]
• [ ]

Topics:

Agenda

Day 1

Day 2

Day 3

Action Items

Notes

Lucy is moving this week and our leads are new to their roles/team. I will aim to make this week a working week for PM work and to have a short meeting with leads.

Current PM issues:

• Kickoff educational modules
• Create roadmap
• Update org chart and role descriptions
• [Update onboarding materials](https://github.com/hackforla/access-the-data/issues/172
• Update project information
• Off-boardings: Melissa, Kaylena, Kim, Jaisah, Nikita
• Reach out to other Citizen Engagement PMs about combining research/reach-out efforts (AI from last PM meeting)

[mxajPrice]

Week of 4 July

Draft Agenda
PM prep work:

• Create agenda
• Send invites to leads team
• prep retrospective
• draft July objectives
• slides
• clean up issues

Attendees:

• PM: @lrchang2
• PM: @mxajPrice
• Research Lead: @mmelovega
• Design Lead: @KC243
• Development Lead: @nyarly

Agenda

Wednesday, 6 July

Prep work:

• Review June Objectives
  • Cleanup documentation on GitHub, Figma, and Wiki in June
  • Close out Data Enthusiast persona
  • Audit and expand our list of LA Data Sources for the Data Catalog
  • Build Docker container to use CKAN to build website and Data Catalog on
  • Update the website copy, pages, and flows to reflect the MVP (shift from a focus on workshops to a focus on the data catalog).
• Review your team's issues
• Review attendance of your meetings to see who is no longer contributing

• 17:00 (30 minutes) - June retrospective
• 17:30 (15 minutes) - New Project Boards
• 17:45 (5 minutes) - Review roster

Thursday, 7 July

Prep work:

• Review your team's issues
• Review July objectives laid out in previous meeting

• 17:00 (20 minutes) - Website: July objectives and issues creation
• 17:20 (20 minutes) - Data Catalog: July objectives and issues creation
• 17:40 (10 minutes) - Personas: July objectives and issues creation

Notes

• Day 1 slides
• Day 2 slides
• Gantt chart of current issues
• Jamboard for June Retrospective

Action Items

• Letting people off the project after being gone for 2 weeks amount of time, or have not updated issues in 2 weeks; Create drop-off policy #198
  • Announce to team; Create drop-off policy #198
  • put on readme; Create drop-off policy #198
  • take attendance at team meetings
    • Should we make meetings templates?
• Ask team in next meeting, pressing that we need to improve collaboration, how they want to go forward (continue project breakouts, coordinate on their own?)
• Create conscious plan to reduce team
  • Leads to create short list of star contributors
• @mmelovega to create sub-issues for Community Activist Screener Survey Recruitment #184 and Interviews for Data Expert Persona #185
• @mxajPrice to incorporate RACI into issues template, and explain in next blog #199
• @mxajPrice and @lrchang2 to create blog for July priorities, get input from leads team
  • Should monthly priorities go into "Documents" section of project boards?
  • Also include in blog the expectation to update issues every week, and that a "Update!" label will be put there if it hasn't been

[mxajPrice]

Week of 1 August

PM prep work:

• Create agenda
• Send invites to leads team
• draft August objectives
• clean up issues

Attendees:

• PM: @lrchang2
• PM: @mxajPrice
• Research Lead: @mmelovega
• Design Lead: @KC243
• [ ] Development Lead: @nyarly

Agenda

Tuesday, 2 August

Prep work:

• Review July Objectives - did we achieve them?

  • Personas

  • Website

  • Data Catalog

• 17:00 (10 minutes) - July objectives review
• 17:10 (40 minutes) - Set August objectives

Wednesday, 3 August

Prep work:

• Review the wiki and figma, what does not belong there anymore?

• 17:00 - Clean out outdated material

Notes

Action Items

[mxajPrice]

Week of 3 October

PM prep work:

• Create agenda
• Send invites to leads team
• prep retrospective
• draft October objectives
• slides?
• clean up issues

Attendees:

• PM: @lrchang2
• PM: @mxajPrice
• PM: @bkong
• Development Lead: @nyarly

Agenda

Tuesday, 4 October

Prep work:

• draft objectives

• 17:00 (30 minutes) - Organization, do we replace the leads?
• 17:30 (15 minutes) - meeting cadence
• 17:45 (5 minutes) - October priorities

Wednesday, 5 October

Prep work:

• prep retrospective explanation
• prep retrospective exercise

• 17:00 (10 minutes) - Into to retrospectives
• 17:10 (40 minutes) - retrospective

Thursday, 6 October

Prep work:

• review project GitHubs

• 17:00 (20 minutes) - Data Catalog
• 17:20 (20 minutes) - Website
• 17:40 (10 minutes) - Personas

Notes

Action Items

[mxajPrice]

Monthly planning meetings are now monthly retrospectives. We don't need this recurring issue anymore.