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311 Data Weekly PM Meeting 2025 #1902

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ryanfchase opened this issue Jan 25, 2025 · 14 comments
Open
1 task

311 Data Weekly PM Meeting 2025 #1902

ryanfchase opened this issue Jan 25, 2025 · 14 comments
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@ryanfchase @cottonchristopher
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Complexity: Small Feature: agenda Role: Product Management size: 0.25pt Can be done in 1.5 hours
Milestone
W - Ongoing

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@ryanfchase
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ryanfchase commented Jan 25, 2025 •
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Overview

This issue tracks meeting agendas for the weekly 311 Data PM meeting (every Thursday at 7pm PST)

Agenda Quick-links

Agendas by Date

Instructions

Accountability Checks

For each member, add them as assignee in search criteria and paste as a link over their name:

Use this as a base URL

https://github.com/hackforla/311-data/issues?q=is%3Aopen+is%3Aissue+-label%3A%22Feature%3A+agenda%22+-label%3AEpic+-label%3A%22Feature%3A+GitHub+Board%2FOnboarding%22

e.g.

Template

## YYYY-MM-DD - 311 Data PM Weekly Meeting
_[Back to Top](#)_

### AGENDA
_Timezones listed as Pacific Time._

- [ ] 7:00PM _5 min_ - Check-in
- [ ] 7:05PM _10 min_- Weekly Audit
- [ ] 7:15PM _45 min_- Topic Requests + Questions for Bonnie
- [ ] 8:00 fin

### Accountability Checks

### Topic requests/questions:
- [ ] Weekly Audit: https://github.com/hackforla/311-data/issues/1134
- [ ] Review PM Team [project board](https://github.com/orgs/hackforla/projects/63/views/1?filterQuery=label%3A%22Role%3A+Product+Management%22)

### Notes:

### Action Items:

### Resources/Instructions

---
### Attendees:
- [ ] Ryan
- [ ] Cotton
- [ ] Bethlehem
@ryanfchase ryanfchase added this to the W - Ongoing milestone Jan 25, 2025
@github-project-automation github-project-automation bot moved this to New Issue Approval in P: 311: Project Board Jan 25, 2025
@ryanfchase ryanfchase moved this from New Issue Approval to Start Here in P: 311: Project Board Jan 25, 2025
@ryanfchase ryanfchase mentioned this issue Jan 25, 2025
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@ryanfchase
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2024 Agenda

@ryanfchase
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ryanfchase commented Jan 25, 2025 •
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2025-01-27 - 311 Data PM Weekly Meeting

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AGENDA

Timezones listed as Pacific Time.

  • 3:00PM 5 min - Check-in
  • 3:05PM 15 min- Questions from the team
  • 3:20PM 40 min- Board Review, Topic Requests
  • 4:00 fin

Topic requests/questions:

Questions about the project board (WIP)

  • can we review our project board

Notes:

Action Items:

Resources/Instructions

Attendees:

  • Ryan
  • Cotton
  • Tracy

@ExperimentsInHonesty
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ExperimentsInHonesty commented Jan 27, 2025 •
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Product Manager Duties and Responsibilities

Regular PM Duties/Responsibilities:

  • Weekly label check (weekly, before meeting, monthly, as needed, etc.)
  • Add who each item is done with (alone, with PM team, etc.)
  • Some that might be included:
    • Weekly issue audit (weekly)
    • Check/respond to questions (before meetings)
    • Review/respond to issues in question/review (weekly)
      • Respond to blockers/questions OR close completed issues (as needed)
    • Approve new issues (as needed)
    • Test issues (as needed)
    • Update product one-sheet (annually)
    • Update product roadmap (annually)
    • Setup meeting agendas (before meetings)
    • Update program process overview (as needed)
    • Onboard/offboard PM team members (and any other team members that don't have a lead) (as needed)
    • Request updates on issues (as needed)

Product Manager Duties & Responsibilities Sheet

@ExperimentsInHonesty
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ExperimentsInHonesty commented Jan 27, 2025 •
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  • You want people to update their issue the day before the meeting
  • you want to check the issues the day of the meeting, to ask for updates if they haven't updated
  • add to pm agenda Check questions Review the Questions and Review column to make sure that every issue is tagged with a ready for... label (e.g., ready for product)
  • you want to clear the questions' column, if at all possible, multiple times per week. It usually works best if you do it two days before the meeting (helps people do their updates) and the day of the meeting (reduces time during the meeting).
  • You want to unassign anyone who has not given you an update in two weeks (unless you decided they could keep it when they went on a defined break).
  • do new issue approval at same time as questions issues
  • meeting minutes should be added to the agenda in real time.
  • At the end of the meeting, make a new agenda from the template and carry forward any items that you didn't get to. (items should have checkboxes, so you know which ones get talked about).

@ryanfchase
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Bookmarkable links in SPAs: https://www.hackforla.org/?technologies=AWS

@ryanfchase ryanfchase pinned this issue Jan 29, 2025
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ryanfchase commented Feb 1, 2025 •
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2025-02-01 - 311 Data: Design Team Check-In

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AGENDA

Timezones listed as Pacific Time.

12pm - 1pm

Accountability Checks

Topic requests/questions:

  • Review Board Rules
  • Review New Recruitment
    • Add recruited volunteers to the (now closed) recruitment ticket
  • Review any issues that need to be updated now that we have 2025 data
  • Proposal: Ticket brainstorming, Milestone organization

Notes:

  • Concerning when designers have done an iteration of their design for the week, where should their tickets go?
    • Q: We had asked them to move ticket to "In Review". Should we instead have them move it to "Questions" with ready for design?
    • A: This model might not work because getting feedback requires workshopping with the entire team. Instead, let's leave tickets "In Progress" until the work has been finalized AS LONG AS designers are providing their updates on the ticket, AND the final iteration has been updated on the original post.
  • Regarding story points, try to avoid 1pt unless it REALLY IS that small. It seems that even for experienced designers, 1 round of iteration is useful -- so 2pt tends to be the minimum size. 3pt and 5pt should be more often considered.

Action Items:

Resources/Instructions

Attendees:

  • Ryan
  • Joy

@ryanfchase
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ryanfchase commented Feb 1, 2025 •
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2025-02-01 - 311 Data PM Meeting for working on Accomplishments Issue

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AGENDA

Timezones listed as Pacific Time.

1:45pm - 3:30pm PT

Notes:

  • Notes about Blank Map and Performance
    • When it comes to Accessibility and Visualizations or Infographics, it is advisable to make sure that there is another way to access the data on the screen BEYOND just a graph / map / chart
    • It's recommended to list out data (either raw data or summarized data) on the screen in table format
      • allows users with screen readers to access this data (you can't screen read a map with pins on it)
      • helps people who can't use the mouse, prefer the keyboard, or have issues with fine motor control access data from the map
      • in general, even without disabilities, it is important to consider alternative ways of interacting with the data we'd like to visualize (we don't want to turn the site into a video game that only certain people can play)
    • Consider the way that google maps lists locations on the screen
      • there is a left drawer that lists data points that have returned from "the search"
      • hovering over the items in this drawer also highlights the locations on the map (establishes relationship between drawer and pins on map)
      • This style makes sense because user is looking for information about somewhere to eat, the items in this drawer (table) is designed in a way to help you "do the thing", in this case, find somewhere to eat a hamburger
    • I think that we can incorporate this type of UI element as a way to limit the amount of data that can be displayed at a given time (addressing performance needs, keeping the browser from crashing)
      • note: I think we can still use this in a way that inspires the "awe" of data visualization, which seems to be the original quest of the previous contributors. We can still incorporate visual elements that give the emotion of utility and analysis by workshopping designs that do that without overwhelming them (aka make it look techy and cool, but still provide the basic information we want to convey to them)
      • I think it's important to acknowledge that people don't know what they're getting into when they ask for 311-Data service requests. They don't know how dense of a dataset it is, they don't know what "looking at a dataset" means. People don't have a day-to-day working relationship with "big data", so we need to be mindful about bridging people and big data (in a visual way)
    • familiarity: seeing a familiar structure (aka hamburger finder menu in google maps) will help them understand that they are looking at a tool that lets them visually process a larger dataset
    • Future considerations: perhaps our version of this drawer could contain the "actionable steps" interactive elements that help them "deal with it" (but please be careful of basically turning this into a "call the police" button)
Google Maps Locations Table (see left side)

Image

Action Items:

Resources/Instructions

Attendees:

  • Ryan
  • Cotton
  • Bethlehem

@ryanfchase ryanfchase mentioned this issue Feb 2, 2025
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ryanfchase commented Feb 2, 2025 •
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2025-02-03 - 311 Data PM Monday Meeting w/ Bonnie

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AGENDA

Timezones listed as Pacific Time.

  • 3pm - 4pm

Topic Requests

Urgent - Blocking Work

Moderate - Needing Input

Low - General Questions

Recurring Agenda Items

Notes:

Action Items:

Resources/Instructions

Suggested Actions in 311-Report

Image

Attendees:

  • Ryan
  • Cotton
  • Tracy

@ryanfchase
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ryanfchase commented Feb 3, 2025 •
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Action Items for 02-03-2025

@traycn
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traycn commented Feb 3, 2025 •
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Topic Request:

  • What is a Emergent Request?
  • What is a Decision Record?
  • When there is only 1 assignee to an issue, can multiple people work on the issue? If so, is that 1 assignee responsible for updating the issue ticket?
  • Defining Questions / In-Review status on the Kanban board.

@ryanfchase ryanfchase mentioned this issue Feb 4, 2025
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ryanfchase commented Feb 7, 2025 •
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2025-02-06 - 311 Data PM Weekly Meeting

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AGENDA

Timezones listed as Pacific Time.

7 - 8 pm

Accountability Checks

Topic requests/questions:

Bonnie agenda

Notes:

Action Items:

Resources/Instructions

Attendees:

  • Ryan
  • Cotton
  • Bethlehem

@cottonchristopher cottonchristopher added Complexity: Missing This ticket needs a complexity (good first issue, small, medium, or large) Complexity: Small and removed Complexity: Missing This ticket needs a complexity (good first issue, small, medium, or large) labels Feb 9, 2025
@ryanfchase
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ryanfchase commented Feb 10, 2025 •
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We need to add the following ready for org rep tickets to the upcoming agenda

A general item for review:

We also need to add the following section to our agenda template, or perhaps a separate section called "pre-meeting checklist"

## Preparation for Meeting: PMs
- [ ] #[INSERT UPDATE TEAM ROSTER AND ISSUE ASSIGNMENT ISSUE NUMBER] and offboard if needed
- [ ] #[INSERT WEEKLY LABEL CHECK ISSUE NUMBER]  
- [ ] #[INSERT ICEBOX REVIEW ISSUE NUMBER]
- [ ] Make sure that all issues in the New Issue Review/Approval column either have: 
    - [ ] A `ready for...` label [INSERT URL FOR PROJECT BOARD FILTERED FOR `status:"New Issue..."` column AND `-label:"ready for..."`for each 'ready for' label]. If this link contains any issues, they need to be given the appropriate "ready for..." label or...
    - [ ] A `draft` label and the author/someone assigned to them
- [ ] Make sure that all items in the Questions/Review column have a `ready for...` label [INSERT URL FOR PROJECT BOARD FILTERED FOR `status:"Questions..."` column AND `-label:"ready for..."`for each 'ready for' label]. If this link contains any issues, they need to be given the appropriate `ready for...` label.
- [ ] Review the issues with the following labels on the whole project board and either address them now or add to this agenda to discuss.
   - [ ] `Ready for Product` [INSERT URL FOR PROJECT BOARD FILTERED FOR `label:"ready for product"`]
   - [ ] `Ready for Prioritization`[INSERT URL FOR PROJECT BOARD FILTERED FOR `label:"ready for prioritization"`]
- [ ] Check for new issues in the Questions/Review column. Add a link to the question-asking comment from each new issue to the the agenda below

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ryanfchase commented Feb 10, 2025 •
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2025-02-10 - 311 Data Lead Check in with Bonnie: Dev

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AGENDA

Timezones listed as Pacific Time.

  • 3pm - 4pm PT

Topic requests/questions:

Notes:

Action Items:

Resources/Instructions

Attendees:

  • Tracy
  • Ryan
  • Cotton

@ryanfchase
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ryanfchase commented Feb 10, 2025 •
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2025-02-13 - 311 Data PM Weekly Meeting

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AGENDA

Timezones listed as Pacific Time.

  • 7:00PM 5 min - Check-in
  • 7:05PM 10 min- Weekly Audit
  • 7:15PM 45 min- Topic Requests + Questions for Bonnie
  • 8:00 fin

Preparation for Meeting: PMs

Topic requests/questions:

Tickets with ready for org rep label:

A general item for review:

Notes:

Action Items:

Resources/Instructions

Attendees:

  • Ryan
  • Cotton
  • Bethlehem

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Labels
Complexity: Small Feature: agenda Role: Product Management size: 0.25pt Can be done in 1.5 hours
Projects
P: 311: Project Board
Status: Start Here
Milestone
W - Ongoing
Development

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@ryanfchase @traycn @ExperimentsInHonesty @cottonchristopher