CivicTechJobs
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CTJ: Leads Agenda
Overview
Meeting Agendas for Leads/PM meetings
Action Items
To create a new agenda
- [ ] Copy the template below into a new comment
- [ ] Edit the text you pasted with new items for your agenda
- [ ] Add the link to the new comment with its date under Resources/Instructions
Resources/Instructions
The prework should be done before the meeting so that it can be discussed during the meeting. It usually takes about 5 min, if your team reaches all issues being labeled and milestones setup. During cleanup it usually takes about 30 min weekly.
Template for next meeting agenda
## Leads Planning Agenda [Date]
### Prework
- [ ] Check for new questions https://github.com/hackforla/CivicTechJobs/issues/645
- [ ] Review the issue you are assigned to and see if it needs an update: [How to do updates ](https://github.com/hackforla/CivicTechJobs/wiki/How-to-give-updates-on-your-issues)
- [ ] Do we need more people in any role? https://github.com/hackforla/CivicTechJobs/issues/539
### Roll Call
#### Recurring Action Items:
- [ ] Accountability and Support Check.
- [ ] Review assignments for each team member (starting with those present)
- [ ] [Karen](https://github.com/hackforla/CivicTechJobs/issues/assigned/kcoronel) - Co-PM
- [ ] [Jason](https://github.com/hackforla/CivicTechJobs/issues/assigned/jaason-shi) - Product Manager
- [ ] [Brandon](https://github.com/hackforla/CivicTechJobs/issues/assigned/brandonhu8) - Product Manager
- [ ] [Vivian](https://github.com/hackforla/CivicTechJobs/issues/assigned/xxl228) - UX/UI Research Lead
- [ ] [Snigdha](https://github.com/hackforla/CivicTechJobs/issues/assigned/snigdhat1) - Dev Lead
- [ ] [Ryan](https://github.com/hackforla/CivicTechJobs/issues/assigned/RSkuma) - Developer
- [ ] [Lu](https://github.com/hackforla/CivicTechJobs/issues/assigned/fenglugithub) - UX/UI Designer
- [ ] continue adding labels to the issue that are still missing them (see audit links above)
#### Agenda for Leads Planning
### Objectives and Results
### Design
- MONTH update
-
- MONTH objectives:
-
### Research
- MONTH update
-
- MONTH objectives:
-
### Development
- MONTH update
-
- MONTH objectives:
-
### Product
- MONTH update
-
- MONTH objectives:
-
- [ ] Make new agenda for next week
- [ ] Carry forward the "New Items" that we did not get to look at today
#### FYIs
#### Notes from meeting
#### Task items from the meeting
Team Leads Meeting
2022-03-14 2023-04-03 2023-09-05 2023-07-11 2024-23-01 2024-23-01 2024-05-03 2024-02-04 2024-07-05 2024-04-06 2024-03-09 2024-01-10 2024-05-11 2025-14-01
2023-07-11 Agenda and Notes
Prework
- [x] Check landing page [https://civictechjobs.org/]
Roll Call
- Sabrina
- Matt
- Bitian
- Melinda
- Jen C.
- Karen
Recurring items: Happens on the PM Sunday meeting
- [x] Accountability and Support Check.
- [ ] continue adding labels to the issue that are still missing them (see audit links above)
New Items
- [x] Feedback from new meeting structure, any recommendations for folks to be more consistent with updating their issues?
- [x] Can we commit as a team to use team agendas on GitHub?
- [x] Google Drive Reorganization #467
- [x] First All Team Meeting in January - one idea is to host a team retro, any thoughts?
Operations:
- [x] Dev team - MK docs update/timeline?
- [ ] Figma permissions so that PM's can onboard/remove folks as needed
- Can you confirm the following people: Joyce ([email protected]), Kanika ([email protected]), Alex ([email protected]) & offboard ([email protected])
- [ ] Decide whether to keep our December 5 Team Leads meeting; all other December meetings have been canceled
- [ ] Make new agenda for next week
- [ ] Carry forward the "New Items" that we did not get to look at today
FYIs
Notes from meeting
Design Team Updates:
- Team finished with CMS designs!
- Gabe was managing communications with UXR team as the UXR team conducted user testing
- UXR team finished testing and will share findings with Design team before sharing with entire team
- The team will work on the Qualifier page and Skills matrix next
- Update for team, losing Tin (he got a promotion! and will need to take a step back), he will touch base with the team in January whether he will be able to volunteer, if he is unable PM's will help recruit for new member to join team
- Blocker: Skills matrix , PMs to coordinate meeting, suggested to invite UXR
Dev Team Updates:
- Team was confused about whether CTJ was a full stack app or a front end app; Alex who recently joined the team has joined some recent People Depot meetings
- Dev decision was to continue to develop CTJ personal backend and database, goal will be to understand card backend, understand what was built and what is still needed to be built and any dependencies that go with building this
- STAGING SITE: https://stage.civictechjobs.org/login (login form and sign in form), does not have backend functionality yet
- Fighting with AWS, PM's to help recruit for Dev with AWS knowledge in January
- Matt made a PR for fixing MK docs, but it hasn't worked
How is team using G-drive UXR archives previous studies done as well as presentations and findings; Sabrina will connect with UXR team to how to best schedule of renaming/move
Decided to keep December Leads meeting on the calendar for now
Items for next week's agenda
- Coordinate Skills Matrix meeting between UXR & Design [@kcoronel]
- Audit to make sure all former team members have been offboarded [@kcoronel]
- Connect with UXR team for G-drive organization [@sabheasley]
- Connect with UXR team re: GitHub [@kcoronel]
- Recruitment for January: Developer with AWS knowledge, Designer
2024-23-01 Agenda and Notes
Prework
- [ ] Check landing page [https://civictechjobs.org/]
Roll Call
Recurring items: Happens on the Monthly Leads meeting
- [ ] Accountability and Support Check.
- [ ] continue adding labels to the issue that are still missing them (see audit links above)
New Items
- [ ] Jen - talk about offboarding (Figma), listing for new Design lead; is the design user journey - in the Figma
- [ ] Dev - Kanika and Karen onboarding Jimmy, Monday, Feb 5 - AWS - bring knowledge of this, Full Stack/Backend dev experience, have done a few projects -- working on issues
- [ ] UXR - no additional resources needed at the moment, checking in on folks availability and schedule;
- [ ] Skills Matrix - a lot of data to have in the interface - requirement but not much guidance
- Internship - talk to us -
- requirements /
- [ ] Bonnie about recording onboarding
- [ ] Make new agenda for next week
- [ ] Carry forward the "New Items" that we did not get to look at today
FYIs
Notes from meeting
Items for next week's agenda
2024-23-01 Agenda and Notes
Prework
- [x] Check CTJ Landing Page
Roll Call
Recurring items: Happens on the Monthly Leads Meeting
-
[ ] Accountability and Support Check.
-
[ ] continue adding labels to the issue that are still missing them (see audit links above)
New Items
- [x] Review Team Roster
- [x] Discuss team priorities for the month
- [ ] Review this issue #124 with UI/UX research team
- [ ] Make new agenda for next week
- [ ] Carry forward the "New Items" that we did not get to look at today
FYIs
Notes from meeting
Kanika and Karen to reach out to Alex on Slack letting him know we are offboarding him, ask him to write a closing comment on his assigned issue.
Dev Team
-
Reviewing where team left off
-
Bitian and Benny have given Jimmy a overview of project and background on decisions for why things were built in a certain way. Team does not feel comfortable using the stack that Ava built - can we pivot?
-
Languages used : React (Front-end) [Keeping] , Web Pack for building (team wants to use Vite), Django for backend (backend has not been built, want to use Node.JS).
High sketch overview of architecture as a whole (how front-end meets back-end)
Design Team Will recruit for at least 3 new members for the team. Lu will work on organizing Figma designs.
- Mobile designs
- Skills Matrix design + testing (in collaboration with UXR)
- Updating current designs after requirements audit
Items for next week's agenda
2024-05-03 Agenda and Notes
Prework
- [x] Check CTJ Landing Page
Roll Call
Recurring items: Happens on the Monthly Leads Meeting
-
[x] Accountability and Support Check.
-
[ ] continue adding labels to the issue that are still missing them (see audit links above)
New Items
- [ ] Discuss team accomplishments
Dev: - [ ] Agree on stack the Dev team will use - Django (backend) - React (front-end) - Vite (web pack for building) - [ ] High sketch overview of architecture as a whole (how front-end meets back-end)
Design: - [x] Will recruit for at least 3 new members for the team - [ ] Lu will work on organizing Figma designs
- [ ] Discuss team priorities for the month of March
- [ ] Make new agenda for next week
- [ ] Carry forward the "New Items" that we did not get to look at today
FYIs
Notes from meeting
Dev:
Design:
- Developing Mobile designs
- Finalizing Skills Matrix design + testing (in collaboration with UXR)
- Updating current designs after requirements audit
Items for next week's agenda
April 2, 2024 Agenda and Notes
Prework
- [ ] Check landing page [https://civictechjobs.org/]
Roll Call
Recurring items: Happens on the Monthly Leads Meeting
- [ ] Accountability and Support Check.
- [ ] continue adding labels to the issue that are still missing them (see audit links above)
New Items
- [ ] Walk though Figma for user flow
- [ ] Make new agenda for next week
- [ ] Carry forward the "New Items" that we did not get to look at today
FYIs
Notes from meeting
Question about user flow - Kanika walked through Figma design with Lu and Karen
Log In leads to login page Join Us will lead to Sign Up page Click on Projects on the Landing Page goes to Search Page Sign Up leads you through Qualifier Pages
Step 3: Availability time Step 4: Project page There is a button for joining onboarding but may switch to have it be "contact x person" similar to GitHub
User is on landing page > Join Us Button > How to Join Page (need to confirm steps), in Step 2 putting in a hyperlink or something giving user instructions to take action to Log In [Lu agreed and left comment in Figma]
Search Page: What is CTA for this page? How does a user get to this page? Can use filters to get a limited view of open roles Don't have a seperate search page
Qualifier (3 steps) > Search results page
Change availability - currently ideations for this
Qualifier Page: This has the Skills Matrix and will be the flow users who sign up for accounts take on their journey
Search results only after matrix -- not giving anyone an option to search for roles or projects before they log in. Can click on Projects and can see projects with limited info.
Users who don't sign in - value in showing them roles, what are you interested in (CoP) - show top 3 roles, more please sign in. Can select more than one CoP.
Add a pop up if the user who is signed in has 0 results show them a page to get emailed
If 0 results for a user who is not signed in - please sign in for available alert
Dev questions: Any difficulties to land on Qualifier as Home Page for returning users At what point in the Qualifier Page flow will users be able to Save
Items for next week's agenda
May 7, 2024 Agenda and Notes
Pre Work
Roll Call
- Karen
- Kanika
- Jimmy
- Lu
Recurring items: Happens on the Monthly Leads Meeting
- [ ] Accountability and Support Check.
- [ ] Review assignments for each PM
- [x] Karen - Co-PM
- [x] Kanika - Co-PM
- [x] Lu - UX/UI Design Lead
- [x] Jimmy - Dev Lead
- [ ] Xiaotian Vivian Li - UXR Lead
- [ ] Review assignments for each PM
- [ ] continue adding labels to the issue that are still missing them (see audit links above)
New Items
- [ ] Review meeting notes from last month
- [ ] Review user flow with team
- [ ] Make new agenda for next week
- [ ] Carry forward the "New Items" that we did not get to look at today
FYIs
Notes from meeting
Question for Jimmy: At what point in the Qualifier Page flow will users be able to Save Jimmy: we can store in cookies and save, but would have to include an opt out functionality - because in CA we need to give users the option to opt out
Question for Jimmy: Any difficulties to land on Search Results page for returning users? Jimmy: Yes, this is possible
Lu give updates to user flow (in Figma) not finalized:
- Homepage (everyone starts here)
- Log In (existing users) - selected project - applying
- Click project - will show limited version of roles posted (decision was to not limit number of postings shown but instead folks can utilize the filter option)
- New users - go to practice area - skill evaluation - availability calendar - click to join onboarding
Q: Any idea for when user flow will be done? Lu: currently the Design team is prioritizing finalizing designs for Search Page.
Jimmy: I want to confirm that we are updating Designs even though a lot of work has been done on the front end. Karen: Yes, we want to ensure a seamless process for users.
Jimmy: For login, we were thinking we could use GitHub as a login for user side. For CMS - we can do GitHub or choose to do an email login. Question for Bonnie: People Depot what are they doing with login
Priorities for May
Design
- Skills Matrix + Search Results Page -- merge testing as one -- as one flow
- finalize user flow
- CMS -- updates
- User Testing -- ask from UXR
Development
- Moved Dev meetings to Friday's 2pm -- 2hrs -- updates first 30min -- pair programming. Or time to retro demo -- go over code -- team shows what they did.
- Product wise -- working on back-end -- focused on building end points and data schema -- all learning Python -- refactoring code that was there -- building good foundation with schema and end points
- Getting Dev environment going -- ops meeting deals with AWS
- Look for Front end to refactor this
Product:
- Finalize Skills Matrix and request support from UXR for testing.
- Create documentation outlining what our MVP will consist of.
UXR
- Finalize user testing, summarize results and share with team.
Items for next week's agenda
June 4, 2024 Agenda and Notes
Prework
- [ ] Check landing page [https://civictechjobs.org/]
Roll Call
Recurring items: Happens on the Monthly Leads Meeting
- [ ] Accountability and Support Check.
- [ ] Review assignments for each PM
- [ ] Karen - Co-PM
- [ ] Kanika - Co-PM
- [ ] Lu - UX/UI Design Lead
- [ ] Jimmy - Dev Lead
- [ ] Xiaotian Vivian Li - UXR Lead
- [ ] Review assignments for each PM
- [ ] continue adding labels to the issue that are still missing them (see audit links above)
New Items
- [ ] Admin stuff
- Additional team member UXR
- Karen to send Vivian the template
- Onboard Peter to Design team
- Offboard Leah, Brenda and Sheny
Lu: Figma has limitations, some of the features can't test Error message testing - can't simulate this message
Right now have design - frame more refinement
Front end - give them something new
2 Front End
Questions for Dev: What’s the first thing that will have to be true to have a dev site in incubator - url live demo environment -- on the internet (with functionality)
-
incubator - 1 person - a little of a learning curve
-
[ ] Make new agenda for next week
- [ ] Carry forward the "New Items" that we did not get to look at today
FYIs
Notes from meeting
Items for next week's agenda
[September 3, 2024] Agenda and Notes
Roll Call
Recurring items: Happens on the Monthly Leads Meeting
- [x] Accountability and Support Check.
- [ ] Review assignments for each PM
- [x] Karen - Co-PM
- [ ] Kanika - Co-PM
- [x] Nooria - Co-PM
- [x] Lu - UX/UI Design Lead
- Getting started on CMS - Lu to update existing issues - Dev list looks good to Lu, will hand off to researchers by next week - Dividing Dev skills matrix by front end, backend , etc. (MVP 2) - Working on user flow (finalize by this week) - Carmen can't have meeting on Wednesday's update calendar to every Friday at 5pm - Waiting for testing to be done to do dev hand-off - [ ] Jimmy - Dev Lead - New front end members offered 6-10 hours - Exploring code base for front end right now - Terrence is working on first projects to do on Django - Jimmy working with DevOps team: project stand point - do we make tickets for them to configure our AWS stuff or do we take this on? We know that we are responsible for a few things but would like to understand the workflow here. Devops meeting on Wednesday.
- [ ] Xiaotian Vivian Li - UXR Lead - Clarification on new epic issue: - Ice box - make an edit i.e. dependency
- [ ] Review assignments for each PM
- [ ] continue adding labels to the issue that are still missing them (see audit links above)
New Items
- [x] Review Team Lead responsibilities - Agendas - Weekly meeting cadence (Discuss with them that PM's will start joining some of their meetings) - Kanban Board management (Outdated Issues)
- [x] Discuss team progress (where is everyone starting from and what do you hope to accomplish this month)
- [ ] Review roadmap from one-sheet
- Create the system design for MVP
- Create Backend, Frontend and Design architecture
- We would add this to MK Docs
- Create a roadmap of where we are and create stories going towards MVP and create timeline
- To get us to the point to release something
- We can prioritize
- Give appropriate estimate from this
- Develop the service map of the job post
- Design the search page (including the self-filter page), and the CMS
- User testing for MVP
- Complete the MVP and launch
- [ ] Make new agenda for next week
- [ ] Carry forward the "New Items" that we did not get to look at today
FYIs
Notes from meeting
- Karen to respond to Terrence re: workflow of issues and add this workflow to MK Docs
Items for next week's agenda
- [ ] Discuss need for data scientist
- [ ] Create issue for Dividing Dev skills matrix by front end, backend , etc. (MVP 2)
October 1, 2024 Agenda and Notes
Prework
- [x] Check landing page [https://civictechjobs.org/]
Roll Call
Recurring items: Happens on the Monthly Leads Meeting
- [x] Accountability and Support Check.
- [ ] continue adding labels to the issue that are still missing them (see audit links above)
New Items
- [ ] Discuss decisions we've made for the project and how we will document them
- [ ] Priorities for this month
- [ ] Make new agenda for next week
- [ ] Carry forward the "New Items" that we did not get to look at today
FYIs
Notes from meeting
Terence Goals for team:
- Prioritize growth of developers
- Ryan supporting for AWS
- Stabilize project from tech end
- Backend totally new - will fix everything and build stable structure, when folks join the team there will always be a floor/something to stand on
- Challenges: volunteer - folks come and go all the time
- Write necessary documentation (blueprints for knowing how things work) - won't have to re-start backend
- Deploying AWS environment
- MVP - 2 months
- 2-weeks check in with Terence i.e. status of backend
For user flow: share general feedback Onboard new 2 designers Carmen has gotten busy, its just Lu Lu will create 2 new issues for designers
Vivian - no bites for recruitment message want one more person we will use the folks we onboard Vivian - template deck that project is supposed to use
- Accessibility testing: manual
- Working protype we have do a usability test - Ice Box
- Early stage project did they check with accessibility?
- Only did test for protype to test with users on workflow
- Documents in G-Drive
- Vivian and team will perform this
- Customer Journey Map
- No earlier research done in this area
- With volunteers and PMs
- Leverage usability testing with above folks ^ figure out what user experience is
Decisions:
- MVP 1 will not use logic or filters for skills matrix
- AWS as our cloud service
- Ask Bitian on how we format timing in the dev
Items for next week's agenda
11/5/24 Agenda and Notes
Prework
- [ ] Check landing page [https://civictechjobs.org/]
Roll Call
Recurring items: Happens on the Monthly Leads Meeting
- [x] Accountability and Support Check.
- [x] Review assignments for each PM
- [x] Karen - Co-PM
- [ ] Nooria - Co-PM
- [x] Lu - UX/UI Design Lead
- [x] Terence - Dev Lead
- [ ] Xiaotian Vivian Li - UXR Lead
- [x] Review assignments for each PM
- [ ] continue adding labels to the issue that are still missing them (see audit links above)
New Items
- [ ]
- [ ] Make new agenda for next week
- [ ] Carry forward the "New Items" that we did not get to look at today
FYIs
Notes from meeting
Lu: Starting to work on cleaning Archives and Design Systems - need more efficient workflow in Figma. Created two issues, will have Carmen and Rishi themselves assign themselves on Friday. Still waiting on feedback from usability testing to update MVP Flow.
Following usability testing findings update current designs and will use updated designs for Dev Skill Matrix testing - everything is fine will be able to handoff to Dev team. Skills Matrix handoff -- TBD wants to check in with Vivian to know how much findings will affect Designs.
Q for Terence - Design Usability testing prototype -- share with Terence after designs finalized (if possible) With Devs will be testing new Design (updates from previous testing) -- If a lot of changes needed 1-month - 2- months
Design will work on Mobile Designs after Skills Matrix is done. Will prioritize desktop.
Terence: Currently a lot of work in code base before Design.
Items for next week's agenda
01.14.25 Agenda and Notes
Prework
- [ ] Check landing page [https://civictechjobs.org/]
Roll Call
- Lu
- Terence
- Vivian
Recurring items: Happens on the Monthly Leads Meeting
- [ ] Accountability and Support Check
- [ ] Review assignments for each PM
- [ ] Karen - Co-PM
- [ ] Nooria - Co-PM
- [ ] Lu - UX/UI Design Lead
- [ ] Terence - Dev Lead
- [ ] Xiaotian Vivian Li - UXR Lead
- [ ] Review assignments for each PM
- [ ] continue adding labels to the issue that are still missing them (see audit links above)
New Items
- [ ] Check-in as a team
- [ ] Team meetings
- Check in with Nooria about our PM
- No meeting with Bonnie
- Dev team met last week - spoke about 2025
- [ ] Priorities for January
- Deploy current code base - backend's and some of frontend - staging site
- Discussed at meeting and Vivian shared that we can test with smaller pieces (this is preferred)
- currently being blocked by VRMS
- Developing MVP1 - starting with Qualifier pages
- Qualifier pages need some more time for final design
- Baseline data that Vivian wants to collect - once done, have a chance to test again to see improvements
- Vivian and Lu to set-up a meeting -- UX team has meeting at Friday, 5pm pacific, Karen to send invite
- Update timeline for Qualifier pages after meeting by Friday
- Design - priorities update Qualifier page, will be wrapping up Figma clean up
- Vivian - has not followed up with Ryan yet, Vivian built a survey
- Will not keep waiting for this if needed
- Let Vivian know if from PM meeting, the survey was shared and help with having folks complete the survey
- Baseline data to calculate based on recording, and will then move to next project// or more staging with pro type
- Deploy current code base - backend's and some of frontend - staging site
Things that would be helpful for the teams:
-
Timeline MVP 1 that we can all agree on
-
[ ] Make new agenda for next week
- [ ] Carry forward the "New Items" that we did not get to look at today
FYIs
Notes from meeting
Items for next week's agenda
2/4/25 Agenda and Notes
Prework
Roll Call
Recurring items: Happens on the Monthly Leads Meeting
- [x] Accountability and Support Check.
- [x] Review assignments for each PM
- [x] Karen - Co-PM
- [ ] Nooria - Co-PM
- [x] Lu - UX/UI Design Lead
- [x] Terence - Dev Lead
- [ ] Xiaotian Vivian Li - UXR Lead
- [ ] [Janis]
- [x] Review assignments for each PM
- [ ] continue adding labels to the issue that are still missing them (see audit links above)
New Items
- [ ]
- [ ] Make new agenda for next week
- [ ] Carry forward the "New Items" that we did not get to look at today
FYIs
Design - cut into 2 pieces (Skills Matrix R1) (Search Results Page R2) F/U with Vivian re: survey UXR and Design to chat about testing small batches
Blockers API integration w/ People Depot + VRMS AWS cognito pool to autenticate users not being ready
Notes from meeting
- Timeline (split this timeline into a feature each time)
- Terence to check on whether we have Cookies, 404
- Terence to look through the features list
Process: Design > Dev > Testing
February 2025 DEV | Migrating into incubator space Design | Skills Matrix Research | Start planning out user testing (need to get familiar with staging site) PM | Onboarding finalized / MK Docs
March - April 2025 DEV | Present staging site, Developing Skills Matrix Design | Search Results Page initial
May 2025 DEV | Search Results - search bar
June 2025 [Add feature]
July 2025 Hack for LA break
August 2025
September 2025
October 2025
November 2025
December 2025 Hack for LA Break
Items for next week's agenda
Hi @Janis-Mollineau I think you created this agenda by accident? Our next leads meeting is the first Tuesday in March :) so feel free to edit it for that meeting
Leads Planning Agenda 2025-04-03
Prework
- [x] Check for new questions https://github.com/hackforla/CivicTechJobs/issues/645
- [x] Review the issue you are assigned to and see if it needs an update: How to do updates
- [x] Do we need more people in any role? https://github.com/hackforla/CivicTechJobs/issues/539
Roll Call
Recurring Action Items:
- [x] Accountability and Support Check.
- [x] continue adding labels to the issue that are still missing them (see audit links above)
Agenda for Leads Planning
Objectives and Results
Design
-
February update
-
March objectives:
Research
-
February update
-
March objectives:
Development
-
February update
-
March objectives:
Product
- February update
- Janis completed onboarding!
- Met with Bonnie and confirmed our monthly meeting with her
- March objectives:
- Learn how to update MK Docs and update MK Docs
- Update CTJ G-Drive
- Support UXR team with transitioning to a Research Ops System (a Bonnie requirement for projects)
- Support Dev with presenting a staging environment to Bonnie
- [ ] Make new agenda for next week
- [ ] Carry forward the "New Items" that we did not get to look at today