resources/meetings/2020/

resources/meetings/2020/2020-01-20-meeting

Meeting — January 20, 2020

Attendees: smichel, salt, mray, wolftune, alignwaivers

Metrics

Discourse (over past week):

  • Signups: 0 -> 2
  • New Topics: 6 -> 4
  • Posts: 65 -> 22

Reminders on best-practice meeting habits

Conversation queuing

  • “o/” or “/” means that you have something to say and want to be put in the queue
  • “c/” or “?” means that you have a clarifying question and want to jump to the top of the queue
  • “d” means thumbs up, encouragement, agreement, etc.
  • “>” as an indicator of understanding someone and the point can be concluded, please move on
  • three discussion mechanisms: hand symbols (above), call for a round, open discussion

Notetaking

  • “???” on the etherpad means the notetaker missed something and needs assistance capturing what was said
  • aim for shorthand / summary / key points (not transcript)

Review previous meeting feedback

  • alignwaivers: pad chat worked for me (really helpful), but it doesn’t make an audible ping, perhaps some markings within the pad text itself
  • mray: created a snowdrift meeting matrix chatroom, use next to etherpad / mumble / jitsi
  • Salt: we are doing a lot with process rather than other substance but it seems necessary and worthwhile
  • wolftune: surprised it took an hour with less starting agenda, but felt like progress made, not too much wasted time, taking notes while participating otherwise is hard (took over for alignwaivers often), would be ideal to get non-participant note-taker

Last meeting next-steps review

team agreements based on photms baseline proposal https://community.snowdrift.coop/t/individual-collective-accountability-agreements-for-team-members/1383/6

  • NEXT STEP (alignwaivers): adapt the draft to be more nuanced / flexible, short bullet points for everyone to consent to (aftercollective revision / finalizing) [done]

Alternatives to chatting mumble (alignwaivers)

  • NEXT STEP (alignwaivers): a note in the pad structure to capture this for future reference [done] and review as we go

Shared Calendar / Automated Reminders (alignwaivers)

  • NEXT STEP (wolftune): add shared-calendar needs to OSUOSL trello, mention NextCloud as option [done]

Cleaning up the meeting reminders phase (wolftune)

  • NEXT STEP (wolftune): draft a driver statement for meeting affirmation etc. (and focusing reminders towards meeting - alignwaivers)
  • https://community.snowdrift.coop/t/driver-statements-for-mission-and-for-meetings/1434

LFNW (Salt)

  • NEXT STEP (alignwaivers): creation/update of milestone and all that entails

Site updating, e.g. marking under construction design implementation (salt)

  • NEXT STEP (salt): specifically work on recruiting qualified volunteer(s)

Issue grooming Guide (alignwaivers)

  • NEXT STEP (alignwaivers): post draft of issue guide [done]

Marking new agenda as about continuing something from last meeting (wolftune)

  • NEXT STEP (alignwaivers): put this on the pad, updated process about clearing old, marking distinction [done]

Current Agenda

Alternatives to chatting on mumble (alignwaivers)

  • NEXT STEP (alignwaivers): a note in the pad structure to capture this for future reference [done] and review as we go
  • alignwaivers: discuss options that include notifications: matrix meeting group that mray made, or implementing desktop notifications via etherpad https://github.com/johnmclear/ep_desktop_notifications
  • alignwavers: Ideally we have one place/tab for taking notes and talking all at the same time, this seems pretty good so far.
  • NEXT STEP (alignwavers): Test before next meeting

Team Agreements (alignwaivers)

  • please read https://community.snowdrift.coop/t/individual-collective-accountability-agreements-for-team-members/1383/10 so we can discuss if this is acceptable!
  • (call for round)
  • smichel: seems fine, very minimal, but that’s reasonable, personally 48hr response would be more reasonble if a Signal ping comes.
  • Salt: I also like it, think it’s reasonable (a few grammar critiques aside). Update “you” to “I”. There are a lot of places I get snowdrift stuff
  • We have some preferred contact note for each of us… could be situations where we aren’t available for over 48 hours, although it does feel a little loophole-y
  • mray: good simple text, would have to try it first to form a proper opinion
  • wolftune: Confused about / needs some reference to keeping up to date your availability & preferred contact method. There are other things in a team agreement I’d like to include that aren’t here. Partially a recruiting thing, partially commitments. It seems like being on the team would have something more than just responding to messages… Related to sociocracy — taking on a role has responsibilities.
  • wolftune: I would like us to evaluate the proposed text using the driver statement in that thread:

  • current situation: Team communication and momentum is inconsistent and unpredictable. Some team members seem inactive. We don’t have clarity about what commitments and agreements are expected of either continuing team members or potential new volunteers.
  • effect: We’re not reaching our potential, and it’s not clear who is going to do what to get back to better forward momentum.
  • needs: We need clearer expectations and accountability from everyone. Better to have clear but reduced commitment from someone than to have expectations that are repeatedly not met.
  • impact: Clearer and realistic written commitments, agreements, and expectations will increase everyone’s motivation and will enhance trust and mutual support.

  • wolftune: driver is generic/wordy/unspecific. Maybe we need to figure out what elements are missing. Eg: When we come up with next steps in the meeting, there’s no clarity about, if someone accepted, what are the expectations around that.

  • NEXT STEPS (alignwavers): incorporate feedback from this meeting, make a formal proposal of the commitment text

LFNW (Salt) (continued from previous meeting)

  • NEXT STEP (alignwaivers): creation/update of milestone and all that entails
  • NEXT STEP (alignwavers/smichel): Ping smichel when there is something to look over / look it over

Issue grooming Guide (alignwaivers) (continued from previous meeting)

  • NEXT STEP (alignwaivers): post draft of issue guide [done]
  • https://community.snowdrift.coop/t/issue-usage-on-gitlab/1433
  • NEXT STEP (alignwaivers): make a grooming guide based on the initial issue-creation draft

Marking new agenda as about continuing something from last meeting (wolftune) (continued from previous meeting)

  • NEXT STEP (alignwaivers): put this on the pad, updated process about clearing old, marking distinction [done]
  • wolftune: core thing we all agreed on is that tasks brought up in meeting should not be catching our attention…
  • What do we do in situations where there isn’t much to discuss, just need to do the thing from last time?
  • It’s a waste of time to even go over it again, just don’t want it to get lost.
  • Salt: ex: line 70. I didn’t capture it well. It came up again. I didn’t move it into the agenda. If it were something to discuss, I’d move it down, even if it’s just a small, finished thing (eg, to discuss with someone who wasn’t here).
  • alignwaivers: What if I (secretary) removed it, and followed up with them: “Did you capture this in a way that it’s okay to remove?”
  • smichel: propose having a section at the bottom of the pad, that we do not review during meetings, for carryovers like this that are too small to be worth capturing, but don’t want to lose completely
  • salt: I imagine having the next step with all of them being: secretary follows up.
  • salt: As much as I personally like the idea of this inbox, I think I would abuse it, so I don’t want it added.
  • wolftune: reason I don’t like tasks in meeting notes is that if it’s just my follow-up, I don’t want it taking everyone else’s time. I could do it personally in an offline place, but I think it would be better to track this stuff in the same place as everybody else, in the project.
  • NEXT STEP (alignwavers): Create a discourse post

Matrix room perspectives (wolftune)

  • wolftune: I preferred mumble, feel like my computer is overloaded and more productive there.
  • Salt: I like mumble’s push to talk much better.
  • smichel: I like mumble’s push-to-talk better.
  • wolftune: I like the text chat here, if the audio were not an issue
  • Salt: Propose dropping jitsi (go back to mumble), evaluate if there is a benefit to keeping an etherpad widget in matrix, possibly ask Iko to install desktop notification in etherpad.
  • alignwavers: Just to clarify biggest issue for me is mumble chat on phone.
  • mray: I think the main benefit was to use a chat application that was meant for chat (riot instead of mumble), the jitsi widget was just incidental.
  • salt: I like having a snowdrift meeting channel in matrix.
  • NEXT STEP: Drop jitsi, go back to mumble, maybe continue using matrix for chat.
  • alignwaivers: (post-note) - enabling notifications for etherpad will at least give a pop up notification

meeting evaluation / feedback / suggestions round

  • smichel: reactions to messages are nice, maybe embrace that more
  • salt: awful tech, made especially hard
  • mray: nice meeting otherwise
  • wolftune: impressive that we were all able to sit through it
  • alignwaivers: glad we tried it, good to be open to new ideas