resources/meetings/2020/

resources/meetings/2020/2020-07-10-meeting

Meeting — July 10th, 2020

  • Attendees from last week: alignwaivers, lishevita, mray, smichel, wolftune, Salt, msiep

  • Attendees (current): adroit, alignwaivers, mray, salt, smichel, wolftune, msiep (part)

Metrics

Discourse (over past week):

  • Signups: 1 -> 0

  • New Topics: 1 -> 5

  • Posts: 1 -> 13

  • DAU/MAU: 33% -> 36%

Snowdrift patrons: 121

Reminders on best-practice meeting habits

  • Review previous meeting notes especially when absent!

  • “NEXT STEPS” should be clear and actionable for assignee (who should double-check this for themselves)

  • Use chat in etherpad (and add your name)

Discussion mechanisms

  • open discussion

  • call for a round (“pass the mic” style, facilitator makes sure no one is skipped)

  • hand symbols

    • “o/” or “/” means you have something to say and puts you in the queue

    • “c/” or “?” means you have a clarifying question and jumps you to the top of the queue

    • “d” means thumbs up, encouragement, agreement, etc.

    • “>” means you understand someone’s point, please move on

    • “d>” indicates feeling complete on an agenda item, ready to move on to

Timeboxing

  • timebox each topic, rounded to nearest 5min., settled during agenda confirmation

  • format is

  • at topic beginning, convert the :mm to expected end time

  • at timebox end, “thumb polls” may add 5 minutes at a time

  • hand symbols

    • “^” approve, extend the timebox

    • “v” disagree, move onto the next topic

    • “.” neutral

Facilitation by topic

  • Each topic facilitated by topic lead with main facilitator help

Notetaking

  • “???” in notes means something missed, please help capturing what was said

  • aim for shorthand / summary / key points (not transcript)

Review previous meeting feedback

  • salt: I felt like I wanted to know when the boundaries of the timeboxes were, but mightve been that we had few but long items

  • mray: Agreed, felt like meeting was very meta, not much chance to participate.

  • align: Would have been nice if this meeting were dedicated to roadmap, notetaking strategy (queue self with “-” on next line) worked well

  • smichel: agree with the feedback, had the idea of working on the roadmap but didn’t know how. Had I realized this, wouldve put on the forum in advance

    • smichel: Idea: Each topic starts with, “Here’s what I want from this topic” – so people can say if this seems too vague / waste of time
  • wolftune: Makes sense to have responsibility for those who bring up topics so people can’t just add topics without being prepared to effectively lead. Anyone could make notes of tensions to discuss in open discussion, no guarantee of those, but can be really productive to have that as to wrap up the meeting early. Also, I struggled to balance involvement, timekeeping and facilitating; would have been better if everyone were here to start on time.

  • lisha: I think end of meeting feedback is a really good pattern.

Last meeting next-steps review

Roadmap planning: Q3 2020

OSI online conference

  • https://community.snowdrift.coop/t/state-of-the-source-online-conference-sept-9-11-2020/1552

  • NEXT STEP (wolftune,salt): make a meeting to coordinate this [DONE]

self-presentation overhaul [carry over]

  • NEXT STEP (mray): set up meeting for discussion, come up with agenda [DONE]

update availability [carry over]

  • NEXT STEP (alignwaivers): Poke people to get schedule updated by Monday [DONE]

Current Agenda

Meeting pad cleanup (wolftune)

  • wolftune: noticing the meeting pad is clunky, would like pad to be cleaned up more to 95% stuff we actually do, and keep other stuff (at bottom) of page for reference)

  • Salt: I hear the tension, want to make sure it stays on the pad and there is a visible note at the top noting where it is, for newcomers.

  • NEXT STEP (wolftune): Move top content to bottom, replace with clear note

  • mray: This + no visual indication of where we are at makes it hard for me to follow

  • align: we could either bold or put a line to indicate what topic we’re on

  • salt: This fix should help. partially social thing as facilitator can mention current line. having a marker would be good

  • wolftune: there was a way to make text larger

  • salt: I don’t think we should mess with text size or bold

  • smichel: etherpad used to have that, seems not to any more

  • wolftune: takeaway is facilitator announces current line and we reorganize the pad (the next step)

  • ???: Does that work for you, mray?

  • mray: I’ll see how it works :)

Meeting schedule update (wolftune)

  • Alignwaivers: reminder to update availaility (adroit, chreekat) https://community.snowdrift.coop/t/team-availability-and-weekly-meeting-details/1345

  • wolftune: We had a plan to change the schedule, want to make it concrete so someone has a next step.

  • salt: My schedule is more open, I think we can just do it now and decide by Sunday.

  • NEXT STEP (alignwaivers): follow up with chreekat and announce new meeting time proposals by sunday

  • NEXT STEP (wolftune): put admin link in the team thread

  • NEXT STEP (smichel): Share adroit’s update link

Adding when to next-steps (wolftune)

  • wolftune: I want clarity / feedback about how to make assignments. Been looking into good agreements which should have who what and when (often missing the when). Maybe we should have “I will do this by a certain time”

  • salt: I think it’s implicit it will be done by next week

  • smichel: could we make it the default of next week, and exceptions would be explicit

  • adroit: I don’t think it will get used

  • wolftune: We could always ask when, writing it down, how long it’ll take, and only mark if longer.

  • salt: the framing is better : “will this take more than a week to get this done”

  • salt: We have a “captured” state because some tasks will take longer

  • wolftune: I’m not just talking about captured things, I’m talking about in general being clear about when agreements will be done by.

  • Salt: I am just talking about the pad. (Adroit: +1)

  • wolftune: I am thinking about how it applies to next steps in particular as well. If the agreement is to have a task captured or done by next week, that’d be acceptable.

  • smichel: I think either captured or done by next week is a good default

  • wolftune: I want to commit to doing certain things by next week, adjust agreement if I don’t.

  • salt: I think this is meta talk that causes tensions and excess overhead

  • wolftune: core thing thats not meta is having awareness of ‘when’ in agreements, to coordinate what gets done.

  • wolftune: Would like to encourage not taking things on that won’t get done, so we can trust the process better.

  • wolftune: fine to not put it on the pad I would like peoplee to say when they are going to capture in pad vs get it done (by next week as default)

Reminder about roadmap updates (smichel)

  • smichel: wanted to put it on everyones radar

  • posted on the forum, that we should use a etherpad to cowork on this, but haven’t gotten any engagement. Don’t have to talk about it but engage when you can

  • adroit: I did look at it but couldn’t think of anything to add

  • smichel: if you just looked at it can you mark that you saw it

  • salt: I would also like to know when it would be done

  • smichel: would that also be in the meeting title

https://community.snowdrift.coop/t/q3-1-roadmap-planning-5dm-25m/1559

  • mray: I didn’t react to this because I don’t feel comfortable assigning time frames to my snowdrift work

  • salt: I think there’s a request to note if you have reviewed it etc

  • NEXT STEP (smichel): 1-on-1 with mray+alignwaivers

  • msiep: I am not sure where my priorities lie relative to others


  • NEXT STEP (wolftune + smichel): schedule meeting to discuss OSI and 501c3 status

meeting evaluation / feedback / suggestions / appreciations round

  • smichel: Happy we are ending early, for the most part super productive, this is how I’d like our meetings to go (except the topic of when on next steps). Like idea of forum post for people to look and then can think about in advance “Adding when to next steps” feels like better forum topic

  • msiep: I arrived late and missed most of it, so it seems good :)

  • salt: echoed what smichel said, the ‘next steps’ topic was annoying, but good meeting. Think people have stopped coming to meetings because of the ‘meta’ talk

  • adroit: cant seem to get into the mumble server still, using phone instead

  • alignwaivers: If we have 5 min of open discussion, then feedback, then less formal open discussion, people can leave early without pressure to stay for full open discussion.

  • mray: I think my tension about meta talk is still present, I like the meeting itself, but the irony is I’m talking about how the meeting was which is part of the meeting: META

  • wolftune: I think the meeting eval round could go faster, I think it’s a valuable part of the meeting but can be efficient about it. Think timekeeping worked really well, and be sensitive about time for productivity’s sake

Meeting — July 10th, 2020

  • Attendees from last week: alignwaivers, lishevita, mray, smichel, wolftune, Salt, msiep

  • Attendees (current): adroit, alignwaivers, mray, salt, smichel, wolftune, msiep (part)

Metrics

Discourse (over past week):

  • Signups: 1 -> 0

  • New Topics: 1 -> 5

  • Posts: 1 -> 13

  • DAU/MAU: 33% -> 36%

Snowdrift patrons: 121

Reminders on best-practice meeting habits

  • Review previous meeting notes especially when absent!

  • “NEXT STEPS” should be clear and actionable for assignee (who should double-check this for themselves)

  • Use chat in etherpad (and add your name)

Discussion mechanisms

  • open discussion

  • call for a round (“pass the mic” style, facilitator makes sure no one is skipped)

  • hand symbols

    • “o/” or “/” means you have something to say and puts you in the queue

    • “c/” or “?” means you have a clarifying question and jumps you to the top of the queue

    • “d” means thumbs up, encouragement, agreement, etc.

    • “>” means you understand someone’s point, please move on

    • “d>” indicates feeling complete on an agenda item, ready to move on to

Timeboxing

  • timebox each topic, rounded to nearest 5min., settled during agenda confirmation

  • format is

  • at topic beginning, convert the :mm to expected end time

  • at timebox end, “thumb polls” may add 5 minutes at a time

  • hand symbols

    • “^” approve, extend the timebox

    • “v” disagree, move onto the next topic

    • “.” neutral

Facilitation by topic

  • Each topic facilitated by topic lead with main facilitator help

Notetaking

  • “???” in notes means something missed, please help capturing what was said

  • aim for shorthand / summary / key points (not transcript)

Review previous meeting feedback

  • salt: I felt like I wanted to know when the boundaries of the timeboxes were, but mightve been that we had few but long items

  • mray: Agreed, felt like meeting was very meta, not much chance to participate.

  • align: Would have been nice if this meeting were dedicated to roadmap, notetaking strategy (queue self with “-” on next line) worked well

  • smichel: agree with the feedback, had the idea of working on the roadmap but didn’t know how. Had I realized this, wouldve put on the forum in advance

    • smichel: Idea: Each topic starts with, “Here’s what I want from this topic” – so people can say if this seems too vague / waste of time
  • wolftune: Makes sense to have responsibility for those who bring up topics so people can’t just add topics without being prepared to effectively lead. Anyone could make notes of tensions to discuss in open discussion, no guarantee of those, but can be really productive to have that as to wrap up the meeting early. Also, I struggled to balance involvement, timekeeping and facilitating; would have been better if everyone were here to start on time.

  • lisha: I think end of meeting feedback is a really good pattern.

Last meeting next-steps review

Roadmap planning: Q3 2020

OSI online conference

  • https://community.snowdrift.coop/t/state-of-the-source-online-conference-sept-9-11-2020/1552

  • NEXT STEP (wolftune,salt): make a meeting to coordinate this [DONE]

self-presentation overhaul [carry over]

  • NEXT STEP (mray): set up meeting for discussion, come up with agenda [DONE]

update availability [carry over]

  • NEXT STEP (alignwaivers): Poke people to get schedule updated by Monday [DONE]

Current Agenda

Meeting pad cleanup (wolftune)

  • wolftune: noticing the meeting pad is clunky, would like pad to be cleaned up more to 95% stuff we actually do, and keep other stuff (at bottom) of page for reference)

  • Salt: I hear the tension, want to make sure it stays on the pad and there is a visible note at the top noting where it is, for newcomers.

  • NEXT STEP (wolftune): Move top content to bottom, replace with clear note

  • mray: This + no visual indication of where we are at makes it hard for me to follow

  • align: we could either bold or put a line to indicate what topic we’re on

  • salt: This fix should help. partially social thing as facilitator can mention current line. having a marker would be good

  • wolftune: there was a way to make text larger

  • salt: I don’t think we should mess with text size or bold

  • smichel: etherpad used to have that, seems not to any more

  • wolftune: takeaway is facilitator announces current line and we reorganize the pad (the next step)

  • ???: Does that work for you, mray?

  • mray: I’ll see how it works :)

Meeting schedule update (wolftune)

  • Alignwaivers: reminder to update availaility (adroit, chreekat) https://community.snowdrift.coop/t/team-availability-and-weekly-meeting-details/1345

  • wolftune: We had a plan to change the schedule, want to make it concrete so someone has a next step.

  • salt: My schedule is more open, I think we can just do it now and decide by Sunday.

  • NEXT STEP (alignwaivers): follow up with chreekat and announce new meeting time proposals by sunday

  • NEXT STEP (wolftune): put admin link in the team thread

  • NEXT STEP (smichel): Share adroit’s update link

Adding when to next-steps (wolftune)

  • wolftune: I want clarity / feedback about how to make assignments. Been looking into good agreements which should have who what and when (often missing the when). Maybe we should have “I will do this by a certain time”

  • salt: I think it’s implicit it will be done by next week

  • smichel: could we make it the default of next week, and exceptions would be explicit

  • adroit: I don’t think it will get used

  • wolftune: We could always ask when, writing it down, how long it’ll take, and only mark if longer.

  • salt: the framing is better : “will this take more than a week to get this done”

  • salt: We have a “captured” state because some tasks will take longer

  • wolftune: I’m not just talking about captured things, I’m talking about in general being clear about when agreements will be done by.

  • Salt: I am just talking about the pad. (Adroit: +1)

  • wolftune: I am thinking about how it applies to next steps in particular as well. If the agreement is to have a task captured or done by next week, that’d be acceptable.

  • smichel: I think either captured or done by next week is a good default

  • wolftune: I want to commit to doing certain things by next week, adjust agreement if I don’t.

  • salt: I think this is meta talk that causes tensions and excess overhead

  • wolftune: core thing thats not meta is having awareness of ‘when’ in agreements, to coordinate what gets done.

  • wolftune: Would like to encourage not taking things on that won’t get done, so we can trust the process better.

  • wolftune: fine to not put it on the pad I would like peoplee to say when they are going to capture in pad vs get it done (by next week as default)

Reminder about roadmap updates (smichel)

  • smichel: wanted to put it on everyones radar

  • posted on the forum, that we should use a etherpad to cowork on this, but haven’t gotten any engagement. Don’t have to talk about it but engage when you can

  • adroit: I did look at it but couldn’t think of anything to add

  • smichel: if you just looked at it can you mark that you saw it

  • salt: I would also like to know when it would be done

  • smichel: would that also be in the meeting title

https://community.snowdrift.coop/t/q3-1-roadmap-planning-5dm-25m/1559

  • mray: I didn’t react to this because I don’t feel comfortable assigning time frames to my snowdrift work

  • salt: I think there’s a request to note if you have reviewed it etc

  • NEXT STEP (smichel): 1-on-1 with mray+alignwaivers

  • msiep: I am not sure where my priorities lie relative to others


  • NEXT STEP (wolftune + smichel): schedule meeting to discuss OSI and 501c3 status

meeting evaluation / feedback / suggestions / appreciations round

  • smichel: Happy we are ending early, for the most part super productive, this is how I’d like our meetings to go (except the topic of when on next steps). Like idea of forum post for people to look and then can think about in advance “Adding when to next steps” feels like better forum topic

  • msiep: I arrived late and missed most of it, so it seems good :)

  • salt: echoed what smichel said, the ‘next steps’ topic was annoying, but good meeting. Think people have stopped coming to meetings because of the ‘meta’ talk

  • adroit: cant seem to get into the mumble server still, using phone instead

  • alignwaivers: If we have 5 min of open discussion, then feedback, then less formal open discussion, people can leave early without pressure to stay for full open discussion.

  • mray: I think my tension about meta talk is still present, I like the meeting itself, but the irony is I’m talking about how the meeting was which is part of the meeting: META

  • wolftune: I think the meeting eval round could go faster, I think it’s a valuable part of the meeting but can be efficient about it. Think timekeeping worked really well, and be sensitive about time for productivity’s sake