Recurring: Update Zoom / Slack reminders

[jamiesiu]

Dependency

On annual basis, review and ensure we have sufficient recurring occurrences for zoom/meeting invites. Best probably around December so that we can be set up for the year.

Overview

On a regular basis (annually), make sure to review and update zoom / calendar / VRMS / Slack reminders for meetings so that the team has what they need to communicate weekly.

Action Items

• [ ] Review team EA google calendar account and adjust All-Team meetings to ensure they follow the week after Team Planning weeks.
• [ ] Review HFLA zoom setup doc
• [ ] Compare to zoom accounts (zoom 3 for all-team meeting, zoom 1 for team plannings) and google calendar. Adjust manually as needed to ensure zoom meeting occurrences match up with calendar invites.
• [ ] Update VRMS
• [ ] Update Slack posts, lists of team plannings/all-team meetings and update for team reference
• [ ] Update Slack reminders as needed
• [ ] Once complete, comment on issue to track

Resources/Instructions

• Due to the way Zoom / Google Calendar recurrences work, there is no straightforward way for All-Team meetings (generally 2nd Tuesday every month except some months) to exactly line up after Team Planning weeks (first friday every month). So we need to manually review and tweak this along with the Slack reminders.
• Use Slack /remind list to review existing Slack reminders and update as needed

[jamiesiu]

reviewed and confirmed all zoom meetings for remainder of year for All-Team meetings align with Google calendar and sequence of Team Planning Weeks -> All-team meetings

We have a Slack post for team to list all future all-team meeting/team planning meetings for rest of year https://hackforla.slack.com/files/T04502KQX/F04J3S1KC49

[jamiesiu]

Set up all-team meeting reminders

• /remind #expunge-assist "“:mega: Hey Team! Reminder that we have All-Team meeting tomorrow at 5pm PT/8pm ET! We'll go over our team's goals for the month, introduce new folks, and answer any questions you may have about our future direction. Please join if you can at https://us02web.zoom.us/j/89195555435?pwd=NnFCVyt0cXV0WGZLVzRHeHJqd0lDUT09. Hope to see you there!” in this channel at 9AM Monday, July 10th, Pacific Daylight Time."
  • Set to remind on the Monday before all-team meeting at 9am PT
• Remind #expunge-assist on “:mega: Hey Team, next week is Team Planning Week (cadence based on the 1st Friday of every month). So all regular recurring syncs are cancelled for that week. PM's and Leads will meet to discuss our goals for the month. Syncs will resume again the following week”
  • Set this reminder to notify on the Friday before Team planning week at 9am PT

[jamiesiu]

there likely exists a zapier / method to make these easier or to adjust our meeting cadence to do so. would require additional research. Slack has limitations in that it can only set reminders on a # basis e.g. remind x every 4 weeks or the 21st of the month. Slack does not support functions based on day count e.g. 2nd friday of the month (this is supported in Google/Zoom)

[amejiamesinas]

Action Items

• [x] Review team EA google calendar account and adjust All-Team meetings to ensure they follow the week after Team Planning weeks.
• [x] Review HFLA zoom setup doc
• [x] Compare to zoom accounts (zoom 3 for all-team meeting, zoom 1 for team plannings) and google calendar. Adjust manually as needed to ensure zoom meeting occurrences match up with calendar invites.
• [x] Update VRMS
• [x] Update Slack posts, lists of team plannings/all-team meetings and update for team reference
• [x] Update Slack reminders as needed
• [x] Once complete, comment on issue to track

[amejiamesinas]

• [x] Review team EA google calendar account and adjust All-Team meetings to ensure they follow the week after Team Planning weeks.
• [x] Review HFLA zoom setup doc
• [x] Compare to zoom accounts (zoom 3 for all-team meeting, zoom 1 for team plannings) and google calendar. Adjust manually as needed to ensure zoom meeting occurrences match up with calendar invites.
• [x] Update VRMS
• [x] Update Slack posts, lists of team plannings/all-team meetings and update for team reference
• [x] Update Slack reminders as needed
• [x] Once complete, comment on issue to track

[amejiamesinas]

Updating PM/Leads Meeting to Mondays at 5PM PST

• [x] Review/update Google Calendar (including invite list)
• [x] Review/update [HFLA zoom setup doc]
• [x] Update VRMS
• [x] Update Slack reminders (general and PM/Leads Channel)
• [x] Comment on this issue to track

[amejiamesinas]

Changing Zoom Room for EA: PM/Leads Monday Meetings

• [x] Review/update Google Calendar (including invite list)
• [x] Review/update [HFLA zoom setup doc]
• [x] Update VRMS
• [x] Comment on this issue to track