TWE: Create Template Issue: Create Q&A in Easy Retro for interviews

[pandanista]

Dependency

• EasyRetro Q&A boards clean-up and consolidation #362 will help us evaluate how EasyRetro has performed and offer best practice when using EasyRetro

Overview

We need to create a template issue for TWE: Research: Easy Retro boards: Create so that we have a consistent, transparent, defined, and self-supporting structure for people creating them.

Action Items

Customize this issue

• Customize this issue by adding the Name of Issue Template.
  • Note: An issue template's name is different from the issue title created from the template.
  • Search for [Replace NAME OF ISSUE TEMPLATE] by using the browser search (Mac: ⌘+F; PC: Ctrl+F)
  • Replace the keyword string (including text and the brackets) below with the name of your issue template according to the template naming convention: TWE: Role: Direct object: Action verb
    • The role is the primary owner of the issue template (e.g., Research, Design, Product)
    • Direct object should be the item that we're updating or working on (e.g., Wiki, Interviews, Roadmap)
    • Action verb should be the main descriptor of the action items (e.g., Update, Create, Transcribe)

Customize the issue settings (located in right sidebar)

Change the issue settings to ensure the issue is properly categorized and easy to manage.

• Under Assignees, assign yourself.
• Under Projects, choose gear, choose Repository, and choose TWE: Project Board.
• Add the milestone: Project Management
• Add a feature label specific to what the template is related to, if available. If not clear what you should use, ask product.

Customize template draft

Create a draft of new template, which will be known as our "draft".

• Copy resource 1.01 Content to copy for draft to a new comment on this issue.
• In your draft, fill out the top part (called front matter) with the following information. See resource 1.02 Front Matter Resources section below for definitions and examples.
  • Name
  • About
  • Title
  • Labels
• Define any Dependencies (or remove the dependency section if there is no dependency)
• Customize the Overview section
• Fill out the Action Items section (in your draft) by defining the steps that are required to be done, keeping the following in mind:
  • The person working on this issue might be new to the org, so the issue should be able to be worked on without any prior knowledge
  • If the person needs to add links, or put documents in specific locations, the place where they can do that action must be linked in the resources section
    • The links in the resources section provided by the issue creator should be in the same order as the Action Items
    • Refer to resource 1.03 Example Action Items for Finding Wiki Page and Template for an example of how to write clear instructions that avoid compound steps (steps within a step).
  • Number each resource in the order each resource appears in the Action Items
    • Group resources into numbers and decimals (e.g., Resource 1.01, Resource 2.01)
    • Group the resources based on whether they are available when making the issues or they need to be created from this issue
      • If the resource is available, then group it under the Resources for creating this issue section (e.g., Resource 1.01, Resource 1.02, Resource 1.03)
      • If the resource will be delivered or created from this issue, then group it under the Resource links gathered during the making of this issue section (e.g., Resource 2.01, Resource 2.02, Resource 2.03)
• If documents or folders (sheets, docs, presentations, dashboard, etc.) will be created, find the document template that should be used by checking resource 1.04 WIKI Templates by role pages.
  • If there is a template
    • Add a link to the template into the #### Resources for creating this issue section of your draft
  • If there is no template yet
    • Put a placeholder into the #### Resources for creating this issue section of the draft [TWE: Template Issue: [Role]: [Replace ACTION VERB][Replace DIRECT OBJECT]
• Get sign-off by Product on the draft

If this is for a template draft that needs testing at a later stage, please use the following handoff steps:

• Add feature: template creation (step 1) to this issue
• Once the template draft is finished, assign a team member or yourself to create testing issues
• Once the testings issues are completed, get sign-off by Product on the template draft
• Create or update the template issue on the repo
• Add the link to the new issue template once created to resource 2.01. Find by clicking on the Get started button to the right of the new template listed on new issue page
• Update the appropriate place in the wiki for your template (see resources section)

Resources/Instructions

Resources for creating this issue

• 1.01 Content to copy for draft

Draft of template issue for `[Replace NAME OF ISSUE TEMPLATE]`
---
**name:** TWE: Template Issue: [Replace ROLE]: [Replace ACTION VERB][Replace DIRECT OBJECT]
**about:** This issue helps you structure your template issue to be consistent with our other template issues in [Replace DIRECT OBJECT]
** title:** TWE: [Replace ROLE]: [Replace DIRECT OBJECT]: [Replace ACTION VERB]
**labels:** 'feature: board / google drive / tools, feature: missing, milestone: missing, role: missing, size: missing', 'Participant Type: missing', 'complexity: missing'
**assignees:**

---
#### Instructions for creating this issue
The person who creates this issue should use these links to add links to the resources section and customize this issue
- Customize the issue
    - [ ] Copy and paste entire template text in this issue into text editor (ie., "TextEdit" on _Mac_, "Wordpad" on _PC_)
    - Use Find/Replace (**Mac:** ⌘+F or **PC**: Ctrl+F) to search for and replace the keyword strings (including text and the brackets) below with the appropriate values 
    - [ ] Search for `[Replace`
    - [ ] Replace with whatever the keyword or information is asking for.
- Customize the issue settings (located in right sidebar)
    - [ ] Under Labels, add labels for any labels identified as missing
    - [ ] Remove the corresponding missing labels
    - [ ] Under Projects, choose gear, choose "Repository," and choose TWE: Project Board.
    - [ ] Add the milestone: [Replace MILESTONE]
    - [ ] Add a feature label specific to what the template is related to, if available. If not clear what you should use, ask product.
- Customize dependencies 
    - [ ] If no dependencies, delete dependency section
    - [ ] If dependencies, add the dependencies (any issue or reason that would prevent the action items from being completed)
- Remove this section.
    - [ ] Delete this section when all the checkboxes above are complete (i.e., the issue assignee will never see this part)

### Dependencies

### Overview
We need to [Replace ACTION VERB] [Replace DIRECT OBJECT] for [Replace REASON].

### Action Items
A STEP BY STEP LIST OF ALL THE TASK ITEMS THAT YOU CAN THINK OF NOW EXAMPLES INCLUDE: Research, reporting, coding, etc.

### Resources
#### Resources for creating this issue
- 1.01
- 1.02

#### Resources gathered during the completion of this issue
- 2.01
- 2.02

• 1.02 Front Matter Resources

  Front Matter Fields and Meaning

  • name: (name that appear on the new issue tab)
  • about: (is the description that appears next to the issue template on the new issue tab)
  • title: (the title that appears when the issue is created. User then customizes this title for their issue)
    • Use the naming convention: TWE: Role: Direct object: Action verb
    • If more than one word should go into the direct object spot, use multiple square brackets with the keyword (see example below)
  • labels: (choose the labels that will be the same each time, and choose missing labels for the ones that depend on content)
  • assignees:
  Front Matter Field Example

  • name: 'TWE: Template Issue: Research: Create Roadmap'
  • about: This issue helps you structure your template issue to be consistent with our other template issues in roadmap
  • title: 'TWE: Research: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF RESEARCH METHOD]: Roadmap : Create'
  • labels: 'feature: research', 'feature: roadmap', 'milestone: missing', 'role: UI/UX research', 'Participant Type: missing', 'Research 000: missing', 'complexity: missing'
  • 'size: 0.50pt'
  • assignees: ''

• 1.03 Example Action Items for Finding Wiki Page and Template

  Example Action Items

  ### Action Items
  - Customize wiki page
       - [ ] Go to link 1.01 Internship Wiki, Join the team page
       - [ ] Find wiki page for this issue by looking at role pages.
       - [ ] Copy the link for the wiki page.
       - [ ] Add the link to Resource 2.01
          - [ ] Add the name of the link in square brackets
          - [ ] Add the URL in parenthesis without a space between the square bracket and parenthesis
  - Customize document template.
      - [ ] Go to link 1.02 Design Process Overview
      - [ ] Find document template that should be used in this issue.
      - [ ] Copy the link for the template.
      - [ ] Add the link to Resource 2.02
          - [ ] Add the name of the link in square brackets
          - [ ] Add the URL in parenthesis without a space between the square bracket and parenthesis
  

  Example Resource Lists

  ### Resources for creating this issue
  - 1.01. [Internship Wiki, Join the team page](https://github.com/hackforla/internship/wiki/Joining-the-Team)
  - 1.02. [Design Process Overview](https://github.com/hackforla/internship/wiki/Design-Process-Overview)
  
  ### Resource links gathered during the making of this issue
  - 2.01. [Wiki page for [Replace TYPE OF ROLE]]
  - 2.02. [TWE: Template: [Replace NAME OF TEMPLATE]]
  

• 1.04 WIKI Templates by role pages

  • TWE: WIKI: UX Research Guides Templates
  • Design
  • Product
  • [Business Analyst / Data Science]
  • [Software Engineer]
  • [Marketing]
  • default document templates, in case you don't have one yet, can be found on the Design Process Overview page

Resources gathered during the completion of this issue

• 2.01 [TWE: [Replace ROLE]: [Replace DIRECT OBJECT]: [Replace ACTION VERB]]([Replace LINK])

[pandanista]

Draft of template issue for creating Q&A in Easy Retro for interviews

name: Research: Create Q&A in Easy Retro for interviews
about: We are creating a template for Easy Retro so we have instructions on how to use Easy Retro to ask questions and get answers
title: TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF INTERVIEW] Easy Retro Interview Q&A: Create
labels: 'feature: research', 'feature: interview(s)', 'Participant Type: missing', 'Research 000: missing', 'size: 0.5pt', 'role: UI/UX research', 'milestone: missing'
assignees:

Instructions for creating this issue

The person who creates this issue should use links in the section "Resources for creating this issue" (i.e., 1.01, 1.02, etc.) to customize this issue.

• Customize the issue
  • Open the "Research Overview" wiki page (Resource 1.01)
  • Choose the appropriate research roadmap or research plan folder (ie., RP###) on the wiki page
    • Use the information on the wiki page and in research roadmap or research plan to customize this issue
  • Copy and paste entire template in this issue into text editor (ie., "TextEdit" on Mac, "Wordpad" on PC)
  • Use Find/Replace (Mac: ⌘+F or PC: Ctrl+F) to search for and replace the keyword strings (including text and the brackets) below with the appropriate values
    • Year
      • Find/Replace [Replace YY] with cohort/research year (Two digit format, ex: "22" for year "2022")
    • Research Plan Number
      • Find/Replace [Replace 000] with the research plan number (Three digit format, ex: "001" for research plan "RP001")
    • Type of Participant
      • Find/Replace [Replace TYPE OF PARTICIPANT] with the participant type (ex: "Intern" or "Mentor")
    • Type of Interview
      • Find/Replace [Replace TYPE OF INTERVIEW] with the type of interview (ex: "Intake" or "Exit")
  • Copy and paste the edited template from text editor back into this Github Issue, replacing all original text
  • Re-check all the checkboxes (all of the [Replace...] should be replaced by the correct information)
  • Close the text editor
  • Update the issue title
    • Copy the following

    TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF INTERVIEW] Easy Retro Interview Q&A: Create
    

    • Choose "Edit" in the title section of this issue
    • Paste the text you copied to replace the issue title
    • Choose "Save"
• Customize the issue settings (located in right sidebar)
  • Under Assignees, assign a Researcher if it has been determined. Otherwise, leave it blank.
  • Under Projects, choose gear , choose Repository, and choose Program Management
  • Add the milestone: choose gear , and choose Research Plan Execution
  • Under Labels, remove the milestone: missing label
• Under Labels, choose gear , and apply the label Research: RP[Replace 000]
  • Under Labels, choose gear , and apply the label Participant Type: [Replace TYPE OF PARTICIPANT]
  • Under Labels: remove the Research 000: missing and Participant Type: missing
• Remove this section
  • After all the checkboxes above are complete and the issue is ready to be worked on, delete all text below the "Instructions for creating this issue" (top heading) and above "Dependencies" (heading below) -- i.e., the issue assignee will never see this part

Dependencies

Overview

We need to create Q&A in Easy Retro for RP[Replace 000] so we can provide answers to team members' questions to interview instructions as well as questions during practice sessions and real time interviews.

Action Items

• UX lead asks admin to add the team member working on this issue to the 1Password internship-UX's vault

Customize Resource Links

• Customize Resource for Wiki Page Link
  • Go to the wiki page: Research Output Overview (Resources # 1.01)
  • Find relevant wiki page for RP[Replace 000]
  • Copy the link for the RP[Replace 000] wiki page.
  • Update Resource # 2.01 with the link you just copied. Place it into parentheses at the end of the line
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked
• Customize Resource for this Research Plan's Google Drive Folder
  • Open the Google Drive's Research by Type Folder (Resources # 1.02)
  • Open the [Replace TYPE OF PARTICIPANT] Folder
  • Copy the link for the RP[Replace 000] folder
    1. Right-click on the RP[Replace 000] folder
    2. Choose "Get Link"
    3. Choose "Copy link"
  • Update Resource # 2.02 with the link you just copied. Paste into parentheses at the end of the line.
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked

Create Easy Retro for RP[Replace 000]

• Log into Easy Retro using 1Password
  1. Log into 1password (Resources # 1.03)
  2. Choose internship-UI/UX vault
  3. Choose to see login info for Easy Retro account
  4. Go to Easy Retro (Resources # 1.04)
  5. Log into Easy Retro with the [email protected] account using the login information in 1Password
• Create an Easy Retro for Q&A so we can address Interviewer's questions regarding the interview instructions
  1. Choose "Add board"
  2. Copy

  TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF INTERVIEW] Interview Instructions Q&A
  

  3. Paste into the top field to rename the board
  4. Make sure the board is in column format
  5. Create two columns, Questions and Answers (see example screenshot below)
  6. Choose the 3 vertical dots, and choose "Set column color" to ensure the two columns are in different colors
• Choose "Share"
• Choose "Copy URL"
• Update Resources # 2.03 by pasting the copied link inside parentheses at the end of the line
• Choose "Update comment" in Github and make sure all the checkboxes above have been checked
• Create an Easy Retro for Q&A that occurs during the practice interviews
  1. Choose "Add board"
  2. Copy

  TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF INTERVIEW] Practice Interview Q&A
  

  3. Paste into the top field to rename the board
  4. Make sure the board is in column format
  5. Create two columns, Questions and Answers (see example screenshot below)
  6. Choose the 3 vertical dots, and choose "Set column color" to ensure the two columns are in different colors
• Choose "Share"
• Choose "Copy URL"
• Update Resources # 2.04 by pasting the copied link inside parentheses at the end of the line
• Choose "Update comment" in Github and make sure all the checkboxes above have been checked
• Create an Easy Retro for Q&A that occurs during the interviews so we can answer questions in real time
  1. Choose "Add board"
  2. Copy

  TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF INTERVIEW] Interview Q&A
  

  3. Paste into the top field to rename the board
  4. Make sure the board is in column format
  5. Create two columns, Questions and Answers (see example screenshot below)
  6. Choose the 3 vertical dots, and choose "Set column color" to ensure the two columns are in different colors
• Choose "Share"
• Choose "Copy URL"
• Update Resources # 2.05 by pasting the copied link inside parentheses at the end of the line
• Choose "Update comment" in Github and make sure all the checkboxes above have been checked
• Review with UX Lead
• Product sign-off

Resources/Instructions

Resources for creating this issue

1.01 Wiki: Research Output Overview
1.02 Google Drive Folder: Research by Type
1.03 1password
1.04 Easy Retro

Resources gathered during the completion of this issue

2.01 [Wiki: Research Plan [Replace 000]]
2.02 [Google Drive Folder: RP[Replace 000]]
2.03 [[TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF INTERVIEW] Interview Instructions Q&A]
2.04 [TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF INTERVIEW] Practice Interview Q&A]
2.05 [TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF INTERVIEW] Interview Q&A]

[pandanista]

In the template for easy retro, instead of focusing on creating new Easy Retro boards, we should just provide a consolidated, commonly asked questions and answers document so team members can customize the Q&As based on the research plan and goals.

The template should cover both setting up Easy Retro board and a list of consolidated Q&As, and instruct team members to clean up and consolidate post interview sessions for every RP. Will update the template (maybe need to split them into two templates).