resources/meetings/2020/

resources/meetings/2020/2020-04-16-meeting

Meeting — April 16, 2020

Attendees from last week: wolftune, smichel, mray, msiep, Adroit, alignwaivers, Salt Attendees (current): Salt, wolftune, smichel, alignwaivers, iko, mray, Adroit

Metrics

Discourse (over past week):

  • Signups: 0 -> 0
  • New Topics: 5 -> 10
  • Posts: 25 -> 98
  • DAU/MAU: 39% -> 60%

Snowdrift patrons: 119

Reminders on best-practice meeting habits

  • Review previous meeting notes especially when absent!

Use chat in etherpad (and add your name)

Conversation queuing

  • three discussion mechanisms: hand symbols (below), call for a round (“pass the mic”, facilitator makes sure no one is skipped), open discussion
  • “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

Facilitation by topic

  • There is a leader for each topic (generally the person who raised the topic), and the facilitator will assist the topic leader in the discussion via the etherpad chat

Notetaking

  • “???” in notes measn something missed, please help capturing what was said
  • aim for shorthand / summary / key points (not transcript)

Review previous meeting feedback

  • smichel: was unsettled at beginning, not what I had anticipated on my topic but made good progress on a number of topics
  • wolftune: could maybe write out more in advance around topics, planned and people could review in advance
  • salt: covered a lot of topics
  • msiep: good meeting great to see you all here
  • mray: +1, especially thanks to everyone for taking notes :D
  • athan: good meeting :)
  • Adroit: Thanks, happy to be part of the team
  • smichel: Agenda for next meeting: Add task capture to open discussion section to address week-lag in capture

Last meeting next-steps review

Resolving design implementation workflow (smichel)

  • NEXT STEP (adroit): Document current state of hot reloading. What works; what doesn’t; how long does it take?
  • NEXT STEP (adroit): Implement new about page, document process

Comparing to other platforms: Filling in the checkboxes (msiep) - see https://community.snowdrift.coop/t/page-comparing-snowdrift-coop-to-other-platforms/1360/6

  • NEXT STEP (msiep): Figure out site flow (how does one get to this page, /compare)
  • NEXT STEP (all): Discuss this on the related gitlab issue

Payment Services research (adroit)

Grant writer role? (wolftune)

  • NEXT STEP (wolftune): Open issue for adding this role [done]

NOTE: bigbluebutton -> alternative to mumble/jitsi/etherpad? https://bigbluebutton.org/ (mray)

Adding IRC/Matrix stats to weekly metrics, both channels (Adroit)

  • NEXT STEP (salt): Figure out how to deploy this

h30 outreach (smichel)

  • NEXT STEP (smichel): Open private issue in outreach gitlab

Mailing list (smichel)

  • NEXT STEP (smichel) : Check about discourse features: non-logged in emails/rss [done]
  • NEXT STEP (Salt): Get civi mailing list functioning with new host

Meeting time (Salt)

  • NEXT STEP [DUE: Friday] (everyone): Update availability so we can decide on a new meeting time [DONE]
  • NEXT STEP (wolftune): How should we distribute the poll link to non-team members? (1) Who outside of @team and (2) What does the process look like? https://community.snowdrift.coop/t/team-availability-and-weekly-meeting-details/

Facilitation by topic leader (Salt)

  • NEXT STEP (alignwaivers): Add this to the etherpad template somehow [DONE]

Current Agenda

Using BigBlueButton (wolftune)

  • can’t see public chat and shared notes at same time, but should request / upvote as a feature (especially frustrating as it has to reload the pad)
  • etherpad colors, can we change it? Another feature request
  • no push-to-talk but alt-shift-m can mute and unmute (needs active window and not be in etherpad) (another feature request?)
  • simple hotkey for hand-raising functions (or shortcut for status in general)
  • alignwaivers: Parallel side chats in chat (which pings) vs in the pad itself
  • NEXT STEP (smichel, alignwaivers, wolftune): Test https://video.etherpad.com/p/Snowdrift
  • NEXT STEPS: (wolftune) look into adding feature requests for bigbluebutton

NEXT STEPs quality and capturing (wolftune)

  • This is about defining NEXT STEPs to be optimally actionable
  • wolftune: Our next steps have often been somewhat vague, not easily actionable
  • wolftune: Proposal: Whoever accepts the assignment, during the meeting, should make sure it is actionable enough
  • wolftune: noticed some of the next steps were vague, this might be solved by mid-week meeting. want to make sure we have a process where there is concrete actions.
  • salt: one approach might be to verify that next steps are actionable, other is to make sure the person who accepts knows what to do.
  • wolftune: Proposal: whoever is the assignee should check to make sure the task is specific enough that it’s actionable
  • NEXT STEP (alignwaivers): write brief description of this on etherpad

Help working through proposal process on team structure (wolftune)

  • https://community.snowdrift.coop/t/brainstorm-help-on-defining-full-working-team-structure/1335 is the discussion, please read over
  • wolftune: there’s discussion too much to relay concisely here. Might be worth a co-working meeting as it’s a difficult topic.
  • woltune: was initially thinking about recruiting help from team
  • salt: proposal to try to get volunteers, have meeting
  • NEXT STEPS (woltune, alignwaivers): schedule dedicated meeting to discuss this issue

Meetings times/carryovers (smichel)

  • meeting time we are deciding is either Thursdays 2:30 or 3:00 Pacific or Fridays 12:30 Pacific
  • smichel: New two-meeting approach is Mondays as mid-meeting review of past-meeting NEXT STEPS
  • smichel: monday first part will be review, the rest will be optional for people to stay and cowork
  • iko: note, the thursday later time is not good for me, and Monday as well. Friday is better
  • salt: thursday can be available but if a student comes in I need to address them
  • iko: if monday is better for chreekat (prioritize developers being semi-regularly in attendance), go for monday (since with 2 meetings a week, I can catch one)
  • wolftune: don’t need to discuss the monday time, but need to address thursday vs friday
  • iko: can make it on fridays sometimes
  • smichel: proposal: send me a one/2 sentence which meeting time preferred and why
  • salt: this is between thursday early afternoon vs later afternoon vs friday afternoon
  • NEXT STEP (everyone): Send smichel17 a short note (1-3 sentences) saying which time you prefer between Thu ???, Thu ???, Fri 1:30 (all PST)
  • NEXT STEP (smichel17): Synthesize all feedback and decide on a time

Doing rounds with popcorn rounds (Salt)

  • seems to be working okay, clearly enough described at top of this page

Dropping goodbye round (Salt)

  • NEXT STEPS: change phrasing of goodbye round

meeting evaluation / feedbac/ suggestions / appreciations round

  • mray: was fine with using video on bigbluebutton, a bit awkward with the tech shift
  • msiep: glad we had meeting, hope we can figure out ideal platform
  • iko: nice meeting despite initial tech problem. thanks everyone, especially our facilitator (Salt) and notetaker(s) (alignwaivers, smichel17 et al.)
  • smichel: didn’t think it was a great meeting because of tool issues, rough changing tools at the same time as changing the meeting time - should try to change one of these at a time
  • salt: sorry about lateness and tech difficulties. glad we were able to get through it, also thank you to the note takers, love having multple colors on the doc!!!
  • alignwaivers: love the 2 meetings plan, enjoyed bigbluebutton and having video at least, popcorn rounds are great but the term “popcorn” has a different connotation and we should call it “baton” or “mic” passing
  • adroit: hello and goodbye
  • wolftune: appreciate everyone being here and patience, would be great to get video and as-human-as-possible. my sympathies for everyone having to deal with issues. Glad to keep improving meetings