Creating Calendar/ Zoom setup for each team meeting

[allthatyazz]

Overview

We need to have accurate Google calendar invites and professional links for zoom set up so that new team members can easily join meetings without fearing the interruption due to the time limit.

Details

The Calendar invites need to be owned by [email protected] and editable by any attendee.

Action Items

• Document your experience trying to join the team
• Ask team when their meetings are in Slack
• Get invited to any meeting that uses Google Calendar
• Identify who the owners are for the Calendar invites
• If Calendar invites exist,
  • the owner should check the box for Modify Event (under Guest permission)
  • ask the owner to "change ownership" to [email protected]
• Update Wiki with the accurate times for the meetings

Resources/Instructions

The Wiki Page with the meeting times

[allthatyazz]

• 2022-02-21
  • Bonnie introduced me in the design-systems slack channel and asked her to be added to any calendar invites
    • Jeanette responded with a tada emoji
  • Bonnie added me to the channel
  • I messaged the team Hi team! So nice to meet you all ! I look forward to meeting you all soon. Here is my LinkedIn account -feel free to stop by and say hi! https://www.linkedin.com/in/yasaman-roostaeian/
    • Kelene responded with a wave emoji
  • 45 min later I messaged the channel with email asking to be invited to the calendar and if there is an agenda.
  • Jeanette added a message in the channel and included my handle with the time and zoom link
    • I acknowledged with a hands raised emoji
  • Jeanette messaged the channel with the research team agenda
    • I acknowledged with a thumbs up emoji
• 2022-02-22 (Day of UX Research meeting)
  • Jeanette messaged the channel with a link to the zoom
  • During the meeting the 40 min time limit was hit, and I tried to rejoin
    • i messaged in the slack
    • Kelene responded after the meeting was over Sorry we didn’t see this message. The meeting has ended. We’ll make sure to add you to the research team’s Slack DM group
  • Eric added me to a private group message.

[ExperimentsInHonesty]

Key takeaways from process so far

1. it dosent seem like they have a calendar invite.
2. they are making use of private group chats which means that you can't join and see the history
3. they are not using the zoom accounts available via the org.

[ExperimentsInHonesty]

Ideal process

1. Someone messages in the channel that they would like to join the team.
2. If you they don't specific their role, someone asks them.
3. They are directed at the wiki
4. The wiki has steps for them to get onboarded.

Onboarding

This will get customized for this team. However, a typical process is

1. A prework issue (see example from hfla website. prework issues for other roles can be found here)
2. An onboarding issue is assigned to them and the steps are followed. This project has this one Onboard and Offboard: Product

[ExperimentsInHonesty]

@allthatyazz Hana provided links to these issues in the chat. please also make sure you annotate this issue will all info related to it from the chat or phone/zoom conversations 😀

• New Zoom link for UX/UI team #331
• Create new calendar invite for the All Team meeting #344

[allthatyazz]

• 2022-02-23
  • I contacted Hana (the previous PM) and requested a zoom meeting at her convenience. I also asked about the Calendar invites situation which was an urgent issue at hand.
  • I scheduled a video call with Jeanette ( Research Co-Lead) to learn about their team's work more in-depth.
• 2022-02-24

  • Hana responded to my meeting request and I sent a zoom link to her.

  • In the meantime, Hana messaged #design-systems Slack and messaged I’ve responded to the Yasaman, Before I left I created a number of tickets to update the zoom links (as discussed in our PM meetings with Bonnie, Jeanette, and Nas) The all agenda meeting needs to have a new calendar invite please review this ticket - https://github.com/hackforla/design-systems/issues/344 Ryan (UX/UI) has left the project and there needs to be a new Zoom link as he was using his own personal one. https://github.com/hackforla/design-systems/issues/331 Please discuss this ticket with the research team https://github.com/hackforla/design-systems/issues/331

  • Hana and I had a 40-minutes meeting about the history of the project, the roadmap that has been defined by Hana, some common problems about onboarding new joiners, and the Github issues Hana created for the new PM. These issues are detailed and meant to serve as step-by-step instructions for the new PM.

    Related links
    New Zoom link for UX/UI team #331
    Create new calendar invite for the All Team meeting #344
    Create new link for Research meeting  #282

  • In the afternoon, Jeanette and I spent approximately 70 minutes in a Google meeting. We talked about the transparency of the research team's conversation, as well as the research team's history, the interviews conducted so far, and the relation of the current research to the roadmap that has been defined by ex-PM (Hana).

  • Due to the sensitive nature of the research and the matters like the confidentiality of participants, we concluded that the best course of action is to keep the research team's internal conversations private vs. putting them in a public channel.

[allthatyazz]

My observations so far :

• except for All team meetings, there is no specific Calendar Invites.
• As per Create new calendar invite for the All Team meeting #344, It is easier to set up a new Calendar invite rather than asking the previous PM to modify the previous invite.
• There is essentially no UX/UI meeting because there is no active team member.

[allthatyazz]

New Calendar Invite for All Team meeting has been set up and all the active members have been added to the invite. The zoom link for this event seems to belong to one of HfLA's zoom accounts.

[allthatyazz]

@ExperimentsInHonesty In order to set up a professional zoom link for Design Systems Research meetings, I need to first gain access to the Google document "how-to: meeting assignment" with instructions about using Zoom accounts. Can you grant the access?

[allthatyazz]

As of 2/28/2022, calendar invites have been set up for all the DS team meetings. All these invites have been organized and owned by [email protected]. The day/time of the meetings is as follows.

• All Team meetings on Mondays at 5:30 pm- 6:30 pm PST
• Research team meetings on Tuesdays at 11:00 am -11:45 am PST
• UX/UI team meetings on Tuesdays at 6:00 pm- 7:00 pm PST

[allthatyazz]

New Zoom links were created for research and UX/UI teams on 3/3/2022 using HfLA's accounts. The calendar invites and GitHub's board all should reflect the new links. The previous PM used to put the meeting links on the team's Wiki page. Based on my talks with Bonnie, it is decided that the meeting links are better to be removed from the Wiki but remained on GitHub's board.