ATD Persona 1 Recruitment Strategy

[kim-tellez]

Overview

We need to develop a recruitment strategy that targets finding Community Activists.

Action Items

• Create recruitment strategy with sample email & LinkedIn messaging templates
• Create contacts spreadsheet
• Create sample script/list of questions for Informational Interviews
• Create Screener Survey Questions (in Google Doc to allow for comments)
• Create Screener Survey (Google Form)
• Review with PMs

Resources/Instructions

Recruitment Strategy Doc

Contacts Spreadsheet

Sample script/list of questions for Informational Interviews

Screener Survey Questions

Screener Survey

Screener Survey Ready to Send

email signatures

Wiki
#179

[ExperimentsInHonesty]

@kimberly-tellez The email is great. Please feel free to reach out to organizations other than Neighborhood Councils with this message. If you have neighborhood councils on your list we need to coordinate them with our department stakeholder (the Department of Neighborhood Councils).

[lrchang2]

@kimberly-tellez @joyceeyang @jjaylo Please add update using this template (even if you have a pull request)

Progress: "What is the current status of your project? What have you completed and what is left to do?"
Blockers: "Difficulties or errors encountered."
Availability: "How much time will you have this week to work on this issue?"
ETA: "When do you expect this issue to be completed?"
Pictures: "Add any pictures of the visual changes made to the site so far."

If you need help, be sure to either:

1. ask for help at your next meeting
2. put a "Status: Help Wanted" label on your issue and pull request
3. put up a request for assistance on the #access-the-data channel.

[lrchang2]

notes from talk with Bonnie

• look into mail merge tool (through hackforla email) as seen used in the internship project acceptance letters to automate and customize emails.
  • when testing tool, be careful of email signature. formatting may get messed up
• add question during interview to see if other grassroots groups in LA work with NCs

[lrchang2]

@kimberly-tellez Please add update using this template (even if you have a pull request)

Progress: "What is the current status of your project? What have you completed and what is left to do?"
Blockers: "Difficulties or errors encountered."
Availability: "How much time will you have this week to work on this issue?"
ETA: "When do you expect this issue to be completed?"
Pictures: "Add any pictures of the visual changes made to the site so far."

If you need help, be sure to either:

1. ask for help at your next meeting
2. put a "Status: Help Wanted" label on your issue and pull request
3. put up a request for assistance on the #access-the-data channel.

[Aparna1Gopal]

Notes
Was paired with Kim-Tellez to work on this issue by Lucy Chang, PM as a good first issue post Onboarding on April 19, 2022.
Was introduced to Kim-Tellez by PM Lucy Chang via Slack. Will be discussing specific tasks with Kim to work on, as a good first issue.
Will be meeting with all UXRs currently working on the User Personas.

[Aparna1Gopal]

UXRs meeting to discuss all User Personas for ATD.
#154 (comment)

Discussed importance of developing and maintaining an ever-evolving pool of potential research participants who can be interviewed at various iterative stages of ATD. All UXRs on 'user persona' project tasked with working on building up this database and conducting outreach (Recruitment).

@Aparna1Gopal currently working on:

• Expanding the research participant database. Researching and updating recruitment database.
  https://docs.google.com/spreadsheets/d/1lE-0M2Fc9Njf71aG9wrlE5gXhyWh_hV1AnXEtKnu558/edit#gid=0

• Collect Screener Survey 'Resources and Best Practices'.

• Review/Read through Screener Survey 'Resources and Best Practices'. Review in order to implement the same on ATD's Screener Survey.

• Review/Edit Screener Survey
  https://docs.google.com/document/d/1PTEBRiPYWQarMyXMwCxGZy_OqW4qu5MSGfqCX7kZSxM/edit

Resources:

Recruitment Doc and Spreadsheet
https://drive.google.com/drive/folders/1jcAbPA5W1ET5YuejqttGRn_rlow7LI_3

User Personas
#90

Survey Resources, Best Practices

https://f.hubspotusercontent30.net/hubfs/5622333/CFA_QualitativeResearchGuide_v1.pdf

https://www.userinterviews.com/ux-research-field-guide-chapter/surveys

Screener Surveys, Best Practices

https://www.userinterviews.com/ux-research-field-guide-chapter/screener-surveys

https://www.nngroup.com/articles/screening-questions-select-research-participants/

https://www.playbookux.com/11-tips-for-creating-effective-screener-questions-for-user-research-studies/

https://projects.iq.harvard.edu/files/harvarduxgroup/files/ux-research-guide-sample-questions-for-user-interviews.pdf

https://uxdesign.cc/seven-steps-to-writing-a-screener-survey-1c75cf19c585

https://usability.yale.edu/understanding-your-user/user-interviews/user-interview-example-questions

https://www.usertesting.com/blog/screener-questions

[Aparna1Gopal]

Progress: "What is the current status of your project? What have you completed and what is left to do?"

• Currently reviewing the Screener Survey before it is sent out to research participants

• Working on expanding the research participant database
  The item list currently being worked on is mentioned here: ATD Persona 1 Recruitment Strategy #147 (comment)

• First review of Screener Survey

• Second review of Screener Survey

• Final Screener Survey ready to send out to research participants

Blockers: "Difficulties or errors encountered."
I got onboarded and started working on ATD last week, so navigating across multiple pages/resources to try and understand the requirements/need/progress of the project. This is important as it ties in directly to the needs of the Screener Survey (example: why are certain questions on the survey, is it really necessary, can it be removed, am I missing something etc). Planning to set up call with Kim Tellez to discuss this further and get a better overview.

Availability: "How much time will you have this week to work on this issue?"
6 hours (including meetings)

ETA: "When do you expect this issue to be completed?"
By next Tuesday's meeting (May 3)

Pictures: "Add any pictures of the visual changes made to the site so far."

If you need help, be sure to either:

ask for help at your next meeting
put a "Status: Help Wanted" label on your issue and pull request
put up a request for assistance on the #access-the-data channel.

[Aparna1Gopal]

Progress: "What is the current status of your project? What have you completed and what is left to do?"
Screener survey, my review and first draft of Screener complete. Workshopped with Kim to work on Draft 2 and finalize it ready for circulation

Blockers: "Difficulties or errors encountered."
Understanding the foundational needs of the screener. Will be collaborating and workshopping with Kim on May 04, 2022 to work around this.
Collaborated with Kim T for workshop. However, there were other blockers that arose that are discussed in further #147 (comment)

Availability: "How much time will you have this week to work on this issue?"
6 hours (excluding meetings)

ETA: "When do you expect this issue to be completed?"
Current issue regarding Screener Survey is complete
The screener has been reviewed by Kim T and next by Aparna G. Needs PM’s review. See notes #147 (comment)

Pictures: "Add any pictures of the visual changes made to the site so far."
Screener Survey https://docs.google.com/document/d/1PTEBRiPYWQarMyXMwCxGZy_OqW4qu5MSGfqCX7kZSxM/edit

If you need help, be sure to either:

1. ask for help at your next meeting
2. put a "Status: Help Wanted" label on your issue and pull request
3. put up a request for assistance on the #access-the-data channel.

@lrchang2 @kimberly-tellez
Issue Updated

[Aparna1Gopal]

Notes:

Aparna G and Kim T met on May 04, 2022 5PM PST to discuss/workshop the Screener Survey

Is the Screener Survey still applicable? Since the recruitment strategy now includes reaching out to potential research participants via LinkedIn/Email, then having an informational interview with them. Initially Screener Survey was to be sent after this stage. But since the informational interview already provided the basic info regarding the user, will the the screener be necessary now is the question.

Discussed below are various Options that the Screener could be used for :

Option 1 could be that the screener could be sent as a first point of contact along with the ATD’s introduction slide deck to potential research participants.

Option 2, the research participant who has already completed an informational interview with ATD can send this Screener Survey to their network (to recruit additional research participants)

Option 3, Since all the groundwork has been completed on the Screener this resource can be submitted as a blog/guide to Access the Data’s Toolkit. Will be reviewing with PM and UX Lead.
(Aparna G and Kim T decided to work on a design sprint format to further develop Option 3. Will be following up with PM and UX Lead before commencing this sprint)
Discuss hosting the Screener Survey blog/toolkit (Where will the Screener write-up be hosted – will it be on the toolkit page, GitHub Guides etc.)

Aparna G will continue pairing with Kim T to work on this issue #147 while also working on Aparna G’s individual issue.

[Aparna1Gopal]

Notes

@Aparna1Gopal Tasks

• Expanding the research participant database. Researching and updating recruitment database.

https://docs.google.com/spreadsheets/d/1lE-0M2Fc9Njf71aG9wrlE5gXhyWh_hV1AnXEtKnu558/edit#gid=0

[Currently on hold? Based on last week’s ATD Meeting pertaining to citizen engagement, wherein it was mentioned a collective outreach would be preferable instead of individual outreach from team, based on stakeholder requirements. Need to follow up with PM and UX Lead]

• Final Screener Survey ready to send out to research participants
  https://docs.google.com/document/d/1PTEBRiPYWQarMyXMwCxGZy_OqW4qu5MSGfqCX7kZSxM/edit

[On hold, until the further discussions with PM, See above notes]

[bradyse]

Notes

After ATD Research breakout meeting on Wed 5/11, we determined that @joyceeyang needs to send out this survey to our most recent community activist contact (Chris). Once @Aparna1Gopal okays the edits from the Final Screener Survey, @bradyse will make the edits in the actual Google Form and send the link to Joyce to send out.

[Aparna1Gopal]

Progress: "What is the current status of your project? What have you completed and what is left to do?"
Screener Survey complete

Blockers: "Difficulties or errors encountered."
I had a blocker since I was not sure which direction to proceed with the Screener. I was paired on this issue as a first issue, and there are multiple stakeholders required to take this decision.

As a workaround, I have Slack communicated with Lucy C, PM and Sara B, UXR (currently working on the Google Form) and cleared this blocker.

Availability: "How much time will you have this week to work on this issue?"
2 hours

ETA: "When do you expect this issue to be completed?"
The Screener has been completed.

Pictures: "Add any pictures of the visual changes made to the site so far."
https://docs.google.com/document/d/1PTEBRiPYWQarMyXMwCxGZy_OqW4qu5MSGfqCX7kZSxM/edit

If you need help, be sure to either:

ask for help at your next meeting
put a "Status: Help Wanted" label on your issue and pull request
put up a request for assistance on the #access-the-data channel.

[Aparna1Gopal]

#147 (comment)
@bradyse Please find the Final Screener Survey here https://docs.google.com/document/d/1PTEBRiPYWQarMyXMwCxGZy_OqW4qu5MSGfqCX7kZSxM/edit

@joyceeyang @lrchang2

[bradyse]

Made edits, had one more question about the required responding regarding the "General Questions" section. I asked Aparna in Slack about it. Once that is confirmed, then the survey is ready to go.

[Aparna1Gopal]

@bradyse Noted and Done!

[bradyse]

@joyceeyang Here is the link to the Screener Survey to send to Chris: https://forms.gle/8zA4j8tqwx4LceDX8

Thank you @Aparna1Gopal for your help!!

[joycekyang]

Got it! Thank you @bradyse and @Aparna1Gopal

[LouismChan]

Hi Joyce (@joyceeyang ) This is the link for data experts: https://forms.gle/3ofdUikFkbBK5Vbf6. Please send this link for data experts to Chris also. Thanks.

[LouismChan]

Thanks Joyce (@joyceeyang ), Chris Ringewald has filled out the Data Expert survey.

[Aparna1Gopal]

Notes:

We had a breakout session at today's ATD Team Meeting (May 18, 2022) to discuss next steps for the personas.

For this persona 1 - Community Activist:

Co-Leads were assigned (Joyce and Sara)

Tasks to work on for this Persona - Update Wiki, Create a Slide deck to send to research participants along with Screener while recruiting, other tasks as determined by the Co-leads

Collaborate across all three Persona groups to identify any overarching themes with the research strategy etc.

I also asked for feedback regarding my blocker (notes below on blocker)
It was decided that we could have two different processes based on diversifying recruitment strategy.

1. Reach out to potential personas on LinkedIn/Email etc. after researching them as a persona. Conduct informational interviews with them and then proceed to have in-depth interviews with them. Could send out Screeners to them to disseminate to their network as potential research participants and also a blurb/slide deck regarding ATD's work
2. Reach out to potential personas with the Screener (and/or Slide Deck). Once Screener is complete and they are targeted as potential users, can proceed with in-depth interviews with them.

Notes regarding blocker:
Hi Lucy,
Kim and I met last week to discuss the Screener. All progress and notes are documented here: #147 (comment) #147 (comment) #147 (comment)
But, moving forward we had a blocker regarding the Screener. And wanted to bounce it back to the PM
Is the Screener even necessary at this point or is it working as a redundant tool?
Apparently the Screener was conceived at the early stages of ATD. But with ATD’s evolution even the recruitment strategy has evolved.
Since we now reach out to research participants directly,
Then conduct informational interviews with them (where many questions from the screener could be discussed with them),
Would the Screener Survey itself work as a redundant tool at this point? (our informational interview and recruitment strategy is doing this job for us)
Please let us know your thoughts. I am also adding [@Kimberly Tellez] to this message to keep her in the loop.
Thank You!
Aparna

[Aparna1Gopal]

@lrchang2 Can this issue be closed? Since we have completed the Screener and all Action Items?

@bradyse @joycekyang

[bradyse]

I would vote that this issue be closed. @Aparna1Gopal @lrchang2 @joycekyang

I created a new issue to update the Wiki page: #179