DS: PM and Stakeholder Meetings

[Hanastevenson]

trafficstars

Overview

This issue tracks the agenda for the stakeholder and PM of design systems meetings.

Template

[DATE] Agenda and Notes

### Prework
- [ ] issue for audit  - add label audit

### Roll Call

#### Recurring items: Happens on the PM Monday meeting
 - [ ] review any issues that are in the [new issue approval column](https://github.com/hackforla/internship/projects/1#column-15516595)
 - [ ] check Branding issue to see if there is anything the team needs to do, so that we can prioritize it #68
 - [ ] Accountability and Support Check.
    - [ ] Review assignments for each PM
       - [ ] [Bonnie](https://github.com/hackforla/design-systems/issues/assigned/ExperimentsInHonesty)
       - [ ] PM


#### New Items
#### Task items from Team meeting to review

  - [ ] Carry forward the "New Items" that we did not get to look at today

### FYI

### Notes from meeting
- 

### New Task Items

#### Items for next week's agenda

Weekly Agenda

Week 2021/08/30 Week 2021/09/13 Week 2021/09/20 Week 2021/09/27 Week 2021/10/04 Week 2021/10/11 Week 2021/10/18 Week 2021/11/1

Resources/Instructions

Zoom meeting

[ExperimentsInHonesty]

@Hanastevenson please update this with links to the past and future agendas, so that I have a way to find previous items we have talked about and that I have a place to store new items I want to address.

Please add this to our next agenda (if you need clarification), or just add to your team agenda if you understand This issue https://github.com/hackforla/UI-UX/issues/25, is supposed to be a place where we store resources for designers, that will eventually end up being added to the toolkit portion of the website under external resources. You post items all the time in the chat, and I think it would be good to capture them in this issue so that we can decide what to put on the toolkit page. For example the Videos series about typography.

[Hanastevenson]

@ExperimentsInHonesty Past and future agendas are now in the comment section above. Feel free to add more actions to the Issue if you need to. In terms of the resources, we actually had this discussion with the team on Monday, next Monday they will be bringing their thoughts on how as a team they wish to collate the resources for Design Systems.

As a team we are also trying to include our thoughts in the Discussion tab. The idea is that team members bring their thoughts to the meeting and then paste them into the Discussion in case other members miss a meeting. We can discuss this further in our 1-2-1.

[Hanastevenson]

@ExperimentsInHonesty I have also been collating the resources here

[Hanastevenson]

24th January Agenda and Notes

Pre work

• [x] Create new links for new meetings #282

Recurring items: Happens on the PM Monday meeting

• [x] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Hana

New Items

• [x] Does @ExperimentsInHonesty have any data on new joiners for 2021? eg stats of how many people joined in 2021, how many each month?
• [x] Who and where do I need to post new meeting times #283
• [x] Update team members on the HfLA project page
• [x] Collate data on all onboarders for 2022 and 2021.
• [x] Access to the one password
• [x] Carry forward the "New Items" that we did not get to look at today
• [ ] Guides and Template project board

FYI

Notes from meeting

• The stats on new joiners can be had, by asking the VRMS team.
• Provided Hana with link to open a add or edit meeting time issue on vrms

New Task Items

• [ ] Please open a blank issue on the vrms repo about the stats you want and be as clear as possible. Add the issue to our next agenda so I can review it and help them get you the answers you want.
• [x] Hana will open an issue on the design system repo for team updates and gather this info and bring to next pm/org agenda
  • [x] People to add
    • Name
    • GitHub handle
    • Role
    • SLACK ID
  • [x] people to remove (name only)

Items for next week's agenda

• [ ] Run through of project

[Hanastevenson]

Monday 7th February Agenda and Notes

Prework

• [x] Invite Nas and Jeanette to meeting since it is the last PM for Hana
• [x] Please open a blank issue on the vrms repo about the stats you want and be as clear as possible. Add the issue to our next agenda so I can review it and help them get you the answers you want.

Roll Call

Recurring items: Happens on the PM Monday meeting

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Hana

New Items

• [x] Run through current status of the project
• [x] Questions: Is HfLA officially a non-profit now?
• [x] New joiners and leavers for the project page on HfLA . https://github.com/hackforla/design-systems/issues/302
• [x] Add https://github.com/hackforla/VRMS/issues/1048
• [x] Close the old Figma file https://github.com/hackforla/design-systems/issues/114
• [x] Check https://github.com/hackforla/design-systems/issues/12
• [x] Discuss the phasing out of designer emails in figma (Bonnies link to screen share)
• [x] Nas unable to get access to the One password for this ticket https://github.com/hackforla/design-systems/issues/282 A new link needs to be created for the UX/UI meeting since Ryan hosted it on his Zoom account. https://github.com/hackforla/design-systems/issues/331
• [ ] The Design Systems Wiki may add recommendation for the https://github.com/hackforla/admin/issues/36

Task items from Team meeting to review

• [ ]

FYI

Ryan will be closing this ticket since Hana does not have edit rights in the old figma file. https://github.com/hackforla/design-systems/issues/114

Notes from meeting

• In your portfolio you can refer to Hack for LA as a project of Code for America, a 501(c)(3)
• Hana updated the Figma members and removed members that are no longer on the project.
• Bonnie sent a msg to David in VRMS slack for this to be added to the agenda 2/14/22

New Task Items

Items for next week's agenda

• Follow up with Bonnie on this issue #302
• Create onboarding/offboarding ticket with Bonnie

[Hanastevenson]

14th February Agenda and Notes

Prework

• [x] Old PM to create new PM agenda for today.

Roll Call

Recurring items: Happens on the PM Monday meeting

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM

New Items

• [ ] A new meeting invite is needed for the All Team meeting as currently it is being sent from the old PM's email address. #344
• [ ] A new Zoom link is needed for the UX/UI meeting - #331
• [ ] The Getting Started page on the Wiki needs to be updated with the new PM's name. Remove the old PM's name.
• [ ] @cunninghamej needs to be added to the Github team and then added to these Issues #263 and #142

Task items from Team meeting to review

• [ ] Carry forward the "New Items" that we did not get to look at today

FYI

• @JeannyRen has postponed tonights meeting, a message went out on the Design Systems Slack channel. The calendar meeting was deleted.
• The UX/UI team are not having a meeting this week since they had two last week and half of the team are travelling. They also had two meetings last week and have enough Issues to be worked on.
• Are we able to removed Hana's notifications from the [email protected] email address
• Reminder for Bonnie to check in with the VRMS team - https://github.com/hackforla/VRMS/issues/1048
• Reminder for Bonnie to check status of this Issue - https://github.com/hackforla/design-systems/issues/302

Notes from meeting

New Task Items

Items for next week's agenda

[allthatyazz]

3/3/22 Agenda and Notes

Prework

• [x] Meet with Previous PM and research leads
• [x] Create calendar invites for all team meetings
• [x] Attend DS weekly meetings
• [x] Get a sense of what is going on
• [x] Create agendas for all the meetings

Roll Call

Recurring items: Happens on the PM Monday meeting

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] PM

New Items

• [x] Ask for Bonnie's help with setting up the zoom account
• [x] Discuss new members (Cherilyn and Tammy)
• [x] Discuss the usability testing

Task items from Team meeting to review

• [ ] Carry forward the "New Items" that we did not get to look at today

FYI

Notes from meeting

• As discussed during the 3/1 UX team meeting, we talked about the idea of the tutorial (Figma Foundation) and planning usability studies to see how the tutorial would help designers from other projects use the Design Systems Figma file.
• Bonnie liked the idea and said that she sent Cherilyn to our team for exactly the same reason (for testing the guide and usability studies).
• We went through Wataru's prototype (for a tutorial).
• DS team has not published any Figma file for external use ( other projects). The current Figma Foundation file ( Design Systems Team Figma) acts as an active workspace for our designers and contains different drafts of some elements. For example, if we wanna give Cherilyn access, we need a clean Figma file with the finalized version of the pages.
• Obviously, we cannot polish the whole Figma Foundation file overnight. But like any other product, we can work on smaller batches. Maybe we start with a few pages from the Figma Foundation file with the corresponding tutorial pages, getting it ready and testing it on Cherilyn.
• Bonnie shared her vision for how the tutorial + the Figma Foundation could work hand in hand. She created this Figma file for the start.

New Task Items

Items for next week's agenda

[allthatyazz]

3/7/22 Agenda and Notes

Prework

• [x] Get initial feedback from the team about usability study

Roll Call

Recurring items: Happens on the PM Monday meeting

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] PM

New Items

• [x] Jeanette talks about the Survey Plus service
• [x] Is there an update on this Issue? https://github.com/hackforla/VRMS/issues/1048
• [ ] Discuss the new product roadmap for release of MVP (DS template and totorial)
• [ ] Discuss the usability testing

Task items from Team meeting to review

FYI

Where can team members find the Vision and Mission of Hack For LA?

Notes from meeting

• Jeanette asked her questions in the first 30 minutes of the meeting.
• Bonnie provided feedback for Jeanette regarding stats related to this issue.
• Bonnie instructed Jeanette to use a template for the research team's Wiki page.
• Yas asked clarifying questions about the onboarding process for the new joiners.
• Yas and Bonnie discussed a time scheduling conflict that happend during the zoom setup between the DS team and another team using the same zoom account.

New Task Items

Items for next week's agenda

[allthatyazz]

3/14/22 Agenda and Notes

Prework

Roll Call

Recurring items: Happens on the PM Monday meeting

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] PM

New Items

• [x] Discuss the new product roadmap for release of MVP (DS template and totorial)
• [x] Discuss the usability testing
• [ ] Discuss the PRD document Yas prepared for the team.

Task items from Team meeting to review

FYI

Notes from meeting

• Yas informed Bonnie of the team's progress. Since there was no designer working on the tutorial in the previous week, there was no progress in the Figma Foundations tutorial ( essentially there was no progress since meeting on 3/3/2022 and this lack of progress caused frustration for the stakeholder. )
• Bonnie requested that the PM and the team prioritize this task ASAP and have an initial version of the design and research plan ready by the next meeting. She also mentioned that the research plan does not need to include sophisticated details and a script.
• Bonnie added a grading format to the tutorial Figma file to show what examples are good and bad ( Yas has to run this by the design lead).
• For the rest of the meeting, Bonnie provided guidance on how to redo the Figma Audit done by the previous team in a proper way that would be auditable. Bonnie created a new spreadsheet and marked the previous one as depreciated. Yas will update the new audit as much as she can till the next meeting.
• In the process of making the new spreadsheet, we discovered more inconsistencies in the previous work. For example, the hex numbers of the primary colors in the DS team Figma are wrong even in the final version that the team came up with. Bonnie pointed out that this issue is only the tip of the iceberg with the issues the DS team is facing now.

New Task Items

Items for next week's agenda

[allthatyazz]

3/21/22 Agenda and Notes

Prework

• [ ] Confirm with Bonnie if she can attend the team meeting or not. If Bonnie can attend the team meeting on Monday night, Yas does not need to present the work to Bonnie, and research team members can ask her their questions directly.

Roll Call

Recurring items: Happens on the PM Monday meeting

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] PM

New Items

• [x] Discuss the team's progress
• [ ] Continue the Figma Audit work and check the relevancy of the newly added columns to the audit.
• [x] Discuss the GitHub Board management.
• [ ] New Epic issues: What is the best way to handle Epic? Can we always keep the epics open in a certain column so that when we work on task/bug issues tasks are associated with the Epics, we could effectively reference the child tasks to active Epics?
• [ ] Discuss the format for the new Epic created recently and the need for having epics for the current initiatives.
• [ ] Discuss with Bonnie you adding this CTA to your team agenda

Task items from Team meeting to review

FYI

Notes from meeting

• PM and Stakeholder discussed the team progress and PM stated her satisfaction with the team's progress in the previous week.
• Stakeholder clarified her requirements on Figma Foundations work and helped the PM to write the overview section of #376
• Stakeholder trained PM on effective use of labels and they worked together on #378
• Stakeholder provided PM with samples of successful tutorials that use a grading/rating system for good and bad examples to better educate the audience.

New Task Items

Items for next week's agenda

[Providence-o]

Please add to your next agenda

• Discuss with Bonnie you adding this CTA to your team agenda

[ExperimentsInHonesty]

@allthatyazz We are trying to secure some social media accounts for your team. It seems like your team has already setup an Instagram account using the email address [email protected], but we don't know what it's username is? I don't see any issues with the word Instagram in it. Please reach out to Hana to find out if she knows anything about it.

[allthatyazz]

@allthatyazz We are trying to secure some social media accounts for your team. It seems like your team has already setup an Instagram account using the email address [email protected], but we don't know what it's username is? I don't see any issues with the word Instagram in it. Please reach out to Hana to find out if she knows anything about it.

@ExperimentsInHonesty Thank you for bringing this to my attention. There is also no email in our inbox indicating that we previously had set up an IG account, however, there is a verification code sent by Instagram on March 22. I will reach out to the previous PM to get more detail.

[allthatyazz]

Notes from meeting on 4/4/2022

• PM asked for Stakeholder's help to complete the new Figma Audit for HfLA's teams. There were some teams with missing Figma links. The DS team has now access to the main Figma files of the projects who work with Figma.
• We went through the latest team's progress on Figma Foundations and Stakeholder gave feedback on the following items:
  • A better design for the Cover page is requested by Stakeholder that would match the Design Systems team's color palette and branding.
  • The introduction page name was changed to Start Here.
  • Information Architecture of into section has been modified and subpages are all merged into a single Page.
  • Stakeholder expressed satisfaction with the new grading system that rates the examples from different Hack for LA projects.

[allthatyazz]

4/11/22 Agenda and Notes

Prework

• [x] Prepare a list of potential participants for Usability Study.

Roll Call

Recurring items: Happens on the PM Monday meeting

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] PM

New Items

• Quick checks
• [x] Discuss with Bonnie you adding this CTA to your team agenda
• [x] Instagram Follow-up
• Discuss in detail
• [x] Discuss the team's progress.
• [x] New Epic issues: What is the best way to handle Epic? Can we always keep the epics open in a certain column so that when we work on task/bug issues tasks are associated with the Epics, we could effectively reference the child tasks to active Epics?

Task items from Team meeting to review

FYI

Notes from meeting

• We went through the recent developments with Figma Foundations, and Bonnie gave quick feedback.
• Bonnie helped a lot to re-structure the Epic for Figma Foundations (FF) #376 .
• As a result we now have a template that can be reused for research and design leads for other FF sections. #392

New Task Items

Items for next week's agenda

[allthatyazz]

4/20/22 Agenda and Notes

Prework

Roll Call

Recurring items: Happens on the PM Monday meeting

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] PM

New Items

• Quick checks

• [x] Drive Privacy

• Discuss in detail

  • [x] Discuss the team's progress.
  • [ ] Discuss the recent reorganization of GitHub board

Task items from Team meeting to review

FYI

There would be no PM/Stakeholder meeting on the 4th week of every month from now on. This is going to be ED time-off in exchange for the weekends she works. During this time, Bonnie would be %100 off. For technical emergencies, there is an admin channel on slack. The only emergency that requires urgent attention would be breaching the code of conduct and in that case, Dean Chuch is the point of contact.

Notes from meeting

• The team's progress with the first usability discussed.
• Bonnie stressed that designers who are testing Figma Foundations all have the authorization to make changes in their team's Figma file and they are expected to do so.
• Bonnie slacked the UX/UI CoP channel to facilitate the recruitment of usability participants.
• Bonnie looked at the recent changes to the GitHub project board only briefly because she stated that such discussion is taking more time and it is beyond our time limit. But she expressed that there are "many reasons" why projects are using the old format. So for now, our team can keep the new look and do more explorations till Bonnie would be back from her vacation.
• We discussed the privacy of the recordings for user interviews and usability. Below are the facts:
  • It is not possible to use any other drive that is not owned by HfLA organization. Naturally, the content of all the drives is visible to the organization's stakeholders. The stakeholder stressed that she never watches any recordings unless someone asks her to do so.
  • As of now the recordings are stored in the DS Research team's Google drive and previous volunteers have access to the content as "viewers".
  • We had an option to remove the InActive members from the Drive to limit the access to the interview recordings to maintain privacy and confidentiality. PM thought this is not an ideal solution at least for major contributors in the past such as ex-PM or previous Leads who still can help the project.
  • The second option was to set up a private drive (still owned by HfLA) with limited access to the DS research team's active members only.
  • As of now, we chose the second option and the shortcut to the private drive is included on the drive. The access permission can be granted to the active researchers.

New Task Items

Items for next week's agenda

[allthatyazz]

5/2/22 Agenda and Notes

Prework

Roll Call

Recurring items: Happens on the PM Monday meeting

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] PM

New Items

• [x] Discuss the team's progress in regards to the usability study
• [x] Discuss the outdated link that we had for TDM Calculator Figma in the Audit spreadsheet
• [ ] Ask how we can edit the Repository description

Task items from Team meeting to review

FYI

Notes from meeting

• We discussed the items that should be included on the Start here page. We reviewed HUU and the Website team's Figmas to assess the relevance of the content on their Start Page.
• Bonnie will follow up with the website team to update their developer's start here content on their Figma File.

New Task Items

Items for next week's agenda

[allthatyazz]

5/9/22 Agenda and Notes

Roll Call

Recurring items: Happens on the PM Monday meeting

• [ ] review any issues that are in the new issue approval column
• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] PM

New Items

• [x] Ask about new volunteers recruitment, and where to post. Is it OK to use personal LinkedIn to promote the open roles?
• [ ] Follow up on the Website team Start Here page.
• [x] Discuss the team's progress in regards to the usability study

Task items from Team meeting to review

FYI

• Bonnie shared a couple of personal news that would potentially reduce the amount of time she can devote to HfLA. In the coming weeks, we should have more information about it.

Notes from meeting

• We went through the recent design changes and the stakeholder expressed her satisfaction with the design.
• Stakeholder suggested that PM could have a 1:1 meeting with the members who are putting LESS than the expected time into the project.
• It is OK if we ( PM and Leads) use our personal LinkedIn accounts for the recruitment of new talents but everyone must go through the official HfLA's onboarding.
• Stakeholder recommended that PM gets in touch with Gordon (PM from Lucky Parking) and learn from their experience of managing their GitHub and workflow.

New Task Items

• Stakeholder encouraged the PM to write down her vision for a product.
  • [ ] Vision (long term vision of the product)
  • [ ] The life of the program ( what the previous team did, what went wrong, what actually work, and where we are now)
  • [ ] 12-month roadmap
  • [ ] A quarterly roadmap ( closer to what we are doing right now)

Items for next week's agenda

[ExperimentsInHonesty]

You never signed off on this https://github.com/hackforla/website/issues/2745. Can I confirm that it was completed (by leaving a LGTM comment)? If you have new people to add or remove, please open a new issue for changes

[allthatyazz]

6/6/22 Agenda and Notes

New Items

• [ ] Update Bonnie about the team's progress
• [ ] Discuss the latest changes on HfLA's Figma Kit
• [ ] Ask Bonnie to help update the Project Description https://github.com/hackforla/design-systems/issues/422#issuecomment-1144214719

Task items from Team meeting to review

FYI

This meeting was cut short because ED was not feeling well. We also changed our meeting times to the First and Third Monday of each month. The calendar invite was set by the PM.

Notes from meeting

Items for next week's agenda

[allthatyazz]

7/18/22 Agenda and Notes

New Items

• [x] Update Bonnie about the team's progress
• [x] Discuss the latest changes on HfLA's Figma Kit
  • [x] Discuss the requirements for new sections of the Kit
    • [ ] Create a Design System Page for your Project
    • [ ] Create a Color System section
    • [ ] Create a Typography section
• [ ] Ask Bonnie to help update the Project Description https://github.com/hackforla/design-systems/issues/422#issuecomment-1144214719

Forward Task items for Team meeting to review

   - [ ] Create a Design System Page for your Project
   - [ ] Create a Color System section
   - [ ] Create a Typography section

FYI

Notes from meeting

• The long-term goal for Figma Kit would be to eventually turn it into a webpage-friendly format. So it would be either a standalone platform or part of the HfLA's website, potentially under the toolkit page. Some of the reasonings and implications for the Figma kit would be:
  • Expanding the Figma Kit from the tool (Figma itself) to a platform ( web format) would enable us to add effective search options for the users. So as the Kit grows and includes more and more sections, users can search based on keywords, Figma features etc.
  • Each page of the current Figma Kit, should have the same width and same design language.
  • The example page heading is not accessible right now and its design is not compatible with other pages. The use of bright yellow color on a dark blue background is not WCAG compatible.
  • If we use cutout illustrations on the high-contrast background, we need to be mindful of how different skin tones would look on such background ( for example if there are characters with a dark tone, they are recognizable when zooming out as if they are fading into the background and we want to give the same value to all characters. )
• Regarding the Start page, the Stakeholder likes the idea of the Housekeeping requirements. She added two other requirements that must be included under the housekeeping standards.
  • Method for designating most recent version
  • Method for understanding where to put new versions

Items for next week's agenda

[allthatyazz]

10/17

We discussed the necessity to push the product out of the door before the end of the year. As a result of this meeting, PM took the following actions.

• Updated the team and required the team to wrap up V1 in 2 weeks.
• Clarified the deadlines for the team. https://github.com/hackforla/design-systems/issues/263#issuecomment-1293761975
• Work on a daily basis with the content and design teams to insure we are on the track to release.

PM & Stakeholder addressed the FOLA team page limitation problem and the Website team's misplaced Cover page on their Figma file's page menu.

Hack for LA would be closed for the month of December (no general onboarding and no stakeholder or lead meetings...).

[allthatyazz]

11/7

The stakeholder approved the plan for release to UX-UI CoP. We walked through the final touch-ups required for the v1.0 release. We also discussed the logistics of the release. After this meeting, PM took the following actions.

• [x] creating a checklist of tasks based on the talk with the Stakeholder. https://github.com/hackforla/design-systems/issues/445
• [x] Contacting the CoP leads (Sara Brady and ) and asking for a 10-min presentation time.

[ExperimentsInHonesty]

• [ ] We will be reviewing the [email protected] email box to see if you can unsubscribe or at least tune the notifications from
  • [ ] sogolytics.com
  • [ ] getenjoyhq.com
  • [ ] calendly
• [ ] Please explain how you are using live notes on your team. If its helpful we might roll it out to all teams. Also want to hear how we using it and if its GDPR compliant (my link)
• [ ] All the projects need to have the label feature: agenda. I have revised your label agenda to reflect this requirement. I am happy to explain how the guides team will be using this label to help people find the agendas of all projects.
  • [ ] let's also discuss the emojis that you are using on the labels (very innovative)

[allthatyazz]

2/6 Agenda

This is the first 1-1 meeting of 2023.

Yas's Items

• [x] Project one sheet update
• [ ] Team latest work

Bonnie's Items

• [x] We will be reviewing the [email protected] email box to see if you can unsubscribe or at least tune the notifications from
  • [ ] sogolytics.com
  • [ ] getenjoyhq.com
  • [ ] calendly
• [x] Please explain how you are using live notes on your team. If its helpful we might roll it out to all teams. Also want to hear how we using it and if its GDPR compliant (my link)
• [x] All the projects need to have the label feature: agenda. I have revised your label agenda to reflect this requirement. I am happy to explain how the guides team will be using this label to help people find the agendas of all projects.
  • [x] let's also discuss the emojis that you are using on the labels (very innovative)

Task items

• [x] Onboard Josh - https://github.com/hackforla/design-systems/issues/353
• [ ] Review https://docs.google.com/spreadsheets/d/1q0g4049PVFAK2Nc6gglapnlFouqSfne1AiSP_gDeyLY/edit#gid=0
• [ ] https://github.com/hackforla/data-science/issues/160 The contact person is Abe

Notes

• Josh is a new PM who likes to join the DS team. He was formerly the PM for another project but that project was put on hold.
• We went through the updated project one sheet. #486
• We took a look at the starter DS template created by the DS team. Bonnie pointed out that this template is inadequate to address the needs of the organizations.
• We took a look at the website team's and Internship team's Figma files and Bonnie pointed out that our template is inferior to those examples. DS team must address the gap between the current template and the needs of the organization in 2023.
• Yas explained why the current file is organized into separate sections rather than putting everything on the giant sticker sheet.
  • The other teams are expected to only dedicate 1 page of their Figma file to their DS and include everything on one page.
  • As a DS team, we felt that if we organize our file into separate sections the users can find what they need faster and without the need to look at other components. For example, someone who only needs to read about colors will go to the color section.
• We discussed the use of emojis in our GitHub labels. Yas explained that DS team started using them to reduce the visual clutter in our Kanban board and make it less overwhelming for the members of our teams. Bonnie liked the idea and thinks this is creative. She will consider rolling out this idea to other teams as well.

[allthatyazz]

2/20

Agenda and pre-meeting notes on progress

• [x] Updates from the team
  • [x] HfLA Design Systems Template
  • Josh has met with Design Leads (Debbie and Khanh).
    • We dug into the history of the project.
    • Design Leads believe adding code and specs to Figma reduces the usability for designers.
  • Josh and Yas discussed some initial plans for phases.
    • Phase 1 the sticker sheet: polishing the existing components and making some essential components that are currently missing, Phase 2 specs: Adding specs such as visual indicators and annotation for developers in Figma, Phase 3 tokens or code snippets: Creating a code documentation library with Storybook or a similar tool.
  • Ava Li from Civic tech jobs is interested to join us to help develop the DS. After Eva reached out, I am thinking that Phase 1 and Phase 3 can be done in tandem. I really love to advocate for HfLA to use design tokens (I really like this example from Amazon’s Style Dictionary) . So maybe while Khanh and Debbie working on the sticker sheet, Eva can do research on how we can have a fully tokenized DS. If we end up using a documentation tool like Storybook, I do not think we ever need Phase 2!

Notes and clarifications from Bonnie

• As the Design Systems team, our goal is to create a White Label version of the HfLA Website team's Design System that can serve as a template for other projects. If we consider our work as a product, let's call the product 'Universal Design Systems Template'. The following requirements have been identified by stakeholders for this template:

  • The template must include visual indicators and annotations that express roundness, padding, and other design properties that are essential for developers to write the code.
  • A column for the CSS class and CSS code should be included to facilitate modification by developers. When a designer copies from our template and makes changes to the components' appearance in their file, collaboration with a developer will be necessary to update the code.
  • Our team would like to see collaboration between designers and developers in a shared space to build each project's design systems over time. This approach will help ensure that design and code work together seamlessly and allow for iterative improvements to the design system.

• The objective of our product is to provide more value to users beyond a mere collection of design assets. Rather than solely focusing on catering to the needs of designers with features such as a fancy sticker sheet in Figma, our product aims to assist other projects as well by incorporating code and specifications into the design process. By doing so, we seek to enhance the overall speed and quality of project delivery in volunteer-based civic tech projects and other brigades. We also differentiate ourselves from existing UI Kits, such as Material 3 Design Kit, which primarily serve the needs of designers.

• The 'Universal Design Systems Template' must cater to the needs of designers and developers, regardless of their seniority level. While there have been several discussions with the previous PM and design leads from the DS team, these discussions were not adequately documented. The Stakeholder had initially requested the DS team to build a template based on the HfLA Website team's DS. This project had dedicated a significant amount of time to find a solution that works for the unique challenges of HfLA, such as the revolving door of volunteers. Therefore, the proposed template should take into consideration the lessons learned from HfLA's Website Project and aim to address similar challenges that may arise in other projects (DANIELLE NEDIVI's case study is actually the history of building the website team DS not the history of the DS team's template).

• It is a well-established fact that the DS of the HfLA website team is the most comprehensive among all of HfLA's projects. Several teams have successfully started their own design systems based on the website team's template, which has proven to be highly effective. As the DS team, our goal is to create a template that is even more advanced and superior to that of the HfLA website team, rather than the other way around. This will help us ensure that our template is the ultimate reference point for other HfLA projects and provides the best-in-class solution for designing and developing user interfaces.

• Figma is going to be the single source of truth for documenting everything related to Design Systems at HfLA. While there are several best practices available online, it's crucial to remember that HfLA is quite different from an enterprise setup, where separate documentation tools are used for designers and developers. At HfLA, we need to use a unified platform that caters to both designers and developers, which eliminates the need for maintaining separate platforms. Additionally, most design systems' documentation tools are not free, and we cannot afford to use paid tools such as Zeplin or ZeroHeight. While Storybook is free, it only supports React projects. Attempting to build a standalone website for documentation purposes was not sustainable, and our previous attempt to do so failed miserably. Fortunately, we have found a platform that is free and can be used by both designers and developers - Figma! By using Figma as our central platform for documenting our design systems, we can ensure that all stakeholders have access to the latest information, and everyone can collaborate in real-time. This approach will not only save time but also ensure that the teams' workflow is efficient, effective, and accessible to everyone involved in the project. Imagine, if there are separate platforms for designers vs developers. If a designer makes a change to a component in Figma, with the limitation of HfLA, it would be technically impossible to update the related code in the developer's documentation platform, and overtime, we would face a lot of technical debts.

Action Items

• [ ] Yas will work on a written draft to document these key conversations for the future. This document can be served as a PRD. ( I am actively updating and rephrasing the notes from this meeting to be the start of a PRD.) https://github.com/hackforla/design-systems/issues/489
• [ ] Bonnie will talk with Ava from CivicTechJobs. Ava is a senior developer with a rare set of skill sets compared to other HfLA developers who are junior.

[sandraberjan]

"DANIELLE NEDIVI's case study is actually the history of building the website team DS not the history of the DS team's template)" What's the difference between a Design System and a Design System Template? Are there any Design System Template examples out there I can look at to better understand what it is?

(Not pushing back on anything... Just trying to understand if such a template is something that's been done before or if we are creating a custom type of thing for our needs)

[allthatyazz]

@sandraberjan for clarifications on the word "template" let's read the first bullet point from the notes above.

As the Design Systems team, our goal is to create a White Label version of the HfLA Website team's Design System that can serve as a template for other projects. If we consider our work as a product, let's call the product 'Universal Design Systems Template'.

To go back to your question,

What's the difference between a Design System and a Design System Template?

In a practical sense, there is no difference between those two. The DS team would create a design system as if it is meant for a hypothetical product so that other teams at HfLA would use our file as their template in the creation of their very own design system. So it is like we are creating the role model or the mother version of a design system that is somehow general enough and flexible enough that other teams can modify it and make their own child version.

My reflection after reading your comment is maybe we need to drop the word "template" from our product's name. Calling our product "HfLA's Universal Design Systems" for me is clear enough.

[sandraberjan]

Thank you for responding, @allthatyazz ! I'm looking into what "White Label" means and found some examples of a "white label" design system. I think you are probably right about dropping the word "template". I'll research a tiny bit more on what people are calling similar systems like this (will spend less than 20 min on that) and report back on what I find.

@sandraberjan for clarifications on the word "template" let's read the first bullet point from the notes above.

As the Design Systems team, our goal is to create a White Label version of the HfLA Website team's Design System that can serve as a template for other projects. If we consider our work as a product, let's call the product 'Universal Design Systems Template'.

To go back to your question,

What's the difference between a Design System and a Design System Template?

In a practical sense, there is no difference between those two. The DS team would create a design system as if it is meant for a hypothetical product so that other teams at HfLA would use our file as their template in the creation of their very own design system. So it is like we are creating the role model or the mother version of a design system that is somehow general enough and flexible enough that other teams can modify it and make their own child version.

My reflection after reading your comment is maybe we need to drop the word "template" from our product's name. Calling our product "HfLA's Universal Design Systems" for me is clear enough.

[ExperimentsInHonesty]

@allthatyazz for our next meeting

• https://github.com/hackforla/website/issues/3731#issuecomment-1445256946