diff --git a/.github/styles/Vocab/Mautic/accept.txt b/.github/styles/Vocab/Mautic/accept.txt index fa029643..2ef1268d 100644 --- a/.github/styles/Vocab/Mautic/accept.txt +++ b/.github/styles/Vocab/Mautic/accept.txt @@ -59,9 +59,12 @@ IDP IMAP infographics JavaScript +Jira Jitsi +Jono Joomla Joomla! +Kubuntu Libre Licensor LinkedIn diff --git a/docs/index.rst b/docs/index.rst index 76369927..cc5e45a5 100644 --- a/docs/index.rst +++ b/docs/index.rst @@ -30,6 +30,14 @@ The vision is that it grows over time as the teams and governance structure evol teams/legal_and_finance_team +.. toctree:: + :maxdepth: 2 + :caption: Resources + :hidden: - - + resources/community_wide_resources/community_wide_resources + resources/community_wide_resources/avoiding_burnout + resources/community_wide_resources/getting_help_in_a_crisis + resources/meetings/meetings + resources/meetings/asynchronous_meetings + resources/meetings/preparing_and_running_meetings diff --git a/docs/links/Art-of-community-book.py b/docs/links/Art-of-community-book.py new file mode 100644 index 00000000..961c5e22 --- /dev/null +++ b/docs/links/Art-of-community-book.py @@ -0,0 +1,7 @@ +from . import link + +link_name = "The Art of Community" +link_text = "The Art of Community" +link_url = "http://www.artofcommunityonline.org/" + +link.xref_links.update({link_name: (link_text, link_url)}) diff --git a/docs/links/Jono-bacon-video.py b/docs/links/Jono-bacon-video.py new file mode 100644 index 00000000..6be778e6 --- /dev/null +++ b/docs/links/Jono-bacon-video.py @@ -0,0 +1,7 @@ +from . import link + +link_name = "Jono Bacon's how to prevent burnout video" +link_text = "Jono Bacon's how to prevent burnout video" +link_url = "https://www.youtube.com/watch?v=WC1bpYGoB7s" + +link.xref_links.update({link_name: (link_text, link_url)}) diff --git a/docs/links/everytimezone.py b/docs/links/everytimezone.py new file mode 100644 index 00000000..771cd13d --- /dev/null +++ b/docs/links/everytimezone.py @@ -0,0 +1,6 @@ +from . import link + +link_name = "everytimezone" +link_text = "everytimezone" +link_url = "https://everytimezone.com/" +link.xref_links.update({link_name: (link_text, link_url)}) \ No newline at end of file diff --git a/docs/links/mautic-google-drive.py b/docs/links/mautic-google-drive.py new file mode 100644 index 00000000..f6f8784b --- /dev/null +++ b/docs/links/mautic-google-drive.py @@ -0,0 +1,7 @@ +from . import link + +link_name = "Mautic Google Drive" +link_text = "Mautic Google Drive" +link_url = "https://drive.google.com/drive/folders/1lUQyFnrPEZKlrmhP9HedxSnDGY3StMXx" + +link.xref_links.update({link_name: (link_text, link_url)}) \ No newline at end of file diff --git a/docs/links/mautic-meeting-parser.py b/docs/links/mautic-meeting-parser.py new file mode 100644 index 00000000..e542d445 --- /dev/null +++ b/docs/links/mautic-meeting-parser.py @@ -0,0 +1,7 @@ +from . import link + +link_name = "Mautic Meeting Parser" +link_text = "Mautic Meeting Parser" +link_url = "https://github.com/RCheesley/mautic-meeting-parser" + +link.xref_links.update({link_name: (link_text, link_url)}) \ No newline at end of file diff --git a/docs/links/suicide-prevention-lifeline.py b/docs/links/suicide-prevention-lifeline.py new file mode 100644 index 00000000..daa28521 --- /dev/null +++ b/docs/links/suicide-prevention-lifeline.py @@ -0,0 +1,7 @@ +from . import link + +link_name = "Suicide Prevention Lifeline" +link_text = "Suicide Prevention Lifeline" +link_url = "http://www.suicidepreventionlifeline.org/" + +link.xref_links.update({link_name: (link_text, link_url)}) \ No newline at end of file diff --git a/docs/links/wikipedia.py b/docs/links/wikipedia.py new file mode 100644 index 00000000..98fcfff7 --- /dev/null +++ b/docs/links/wikipedia.py @@ -0,0 +1,7 @@ +from . import link + +link_name = "Wikipedia" +link_text = "Wikipedia" +link_url = "https://en.wikipedia.org/wiki/List_of_suicide_crisis_lines" + +link.xref_links.update({link_name: (link_text, link_url)}) \ No newline at end of file diff --git a/docs/resources/community_wide_resources/avoiding_burnout.rst b/docs/resources/community_wide_resources/avoiding_burnout.rst new file mode 100644 index 00000000..cfabb380 --- /dev/null +++ b/docs/resources/community_wide_resources/avoiding_burnout.rst @@ -0,0 +1,132 @@ +Avoiding burnout +================ + +.. vale off +.. # Turning Vale off as this is a direct quote from Jono's book + +From The Art Of Community by O'Reilly :xref:`The Art of Community` by Jono Bacon, reproduced with permission. + +.. raw:: html + +
+ +
+ +:xref:`Jono Bacon's how to prevent burnout video` on YouTube. + +Unfortunately, there is one other element in life that very specifically falls into the “not fun” category: burnout. + +NOTE: + +Although I have always dreamed that when someone shouts, “Is there a doctor on the plane?” I can step up to the plate, unfortunately I am not a doctor, and you should remember this through this entire section. My carefully scrawled and spellchecked words are no replacement for the opinion of a medical professional. If you are worried about burnout, go and see the doc and get some advice. + +Burnout is a problem that affects all walks of life, all people, and all professions. As such, it is a problem that affects all communities, and yours is no different. Burnout refers to long-term exhaustion that typically causes lack of interest and focus. Unfortunately it can be devilishly difficult to spot and prevent in your community. + +Burnout appears as a series of often subtle changes in personality, perspective, values, and behavior in the sufferer. As these changes progress, it can be difficult to identify that members are suffering from burnout. Unfortunately, burnout often is instead misdiagnosed as irrationality, short temperament, unusual and strange behavior, lack of tolerance, or for the ladies out there, accusations of “the wrong time of the month.” + +While it is difficult to identify categorically, fortunately there is some compelling research that was first published in the June/July 2006 issue of Scientific American in an article called “Burned Out.” It presented the findings of two psychologists, Herbert Freudenberger and Gail North, and their Burnout Cycle. The cycle is comprised of 12 phases that outline the progressively serious steps that are part of burnout. + +These steps don't necessarily happen in a sequential order (it can vary from person to person), and some sufferers will skip some of the steps whereas some will dwell longer on them. These steps offer an interesting list of warning signs for potential burnout victims. Let's take a look at them: + +**1. A compulsion to prove oneself:** + +Often burnout is triggered by an obsessive commitment to prove yourself. This desire is founded in demonstrating to your colleagues and particularly yourself that you can knock the ball out of the park. + +**2. Working harder:** + +To knock the aforementioned ball out of the aforementioned park, hard work is needed. This is manifested in long days, longer nights, and an inability to switch off results. + +**3. Neglecting one's own needs:** + +In this stage, simple pleasures such as sleeping, eating, socializing with friends, and watching Seinfeld are seen as just that: pleasures, and as such a distraction from work. + +**4. Displacement of conflicts:** + +In this stage, you don't really understand the problems that you have. If they lead to discomfort or even panic, the victim dismisses the impressions because they feel threatening. + +**5. Revision of values:** + +In this phase, the obsession and focus of work means that traditional values such as friends or hobbies are dismissed, rejected, and pushed aside. Here your only evaluation of success is being good at your job. + +**6. Denial of emerging problems:** + +In this phase, cynicism, intolerance, and aggression raise their ugly heads. Colleagues are dismissed as idiots. Your increasing problems are blamed on lack of time, incompetent coworkers, and unfair workloads. + +**7. Withdrawal:** + +You reduce your social interaction and contacts to a minimum and dial up your work to 11. You may start relieving the stress by boozing more often during the week or possibly even resorting to drugs. Whatever your choice of substance, you appear to be indulging in it a little more than usual—and dangerously so. + +**8. Obvious behavioral changes:** + +Your strange and erratic behavior is obvious to your friends, family, and colleagues. You are not yourself, and your nearest and dearest can see it a mile off. + +**9. Depersonalization:** + +At this point you feel like you offer no value to the world, and lack confidence in what you feel you could once do. Your life feels like one long series of mechanical and emotionless functions. + +**10. Inner emptiness:** + +You feel an expressed sense of emptiness. You resort more to booze or drugs or possibly find relief in overeating, strange and exaggerated sexual behavior, or other activities. + +**11. Depression:** + +Here you feel hopeless, lost, and exhausted, and see little in the way of rays of light for the future. + +**12. Burnout syndrome:** + +At this, the most serious level, you feel suicidal and desperate for a way out. You are on the verge of mental and physical collapse and need medical support and attention. + +Wow, by the end of reading that lot you may want to go and pet a small animal, watch The Sound of Music, or sniff a rose. It is pretty frightening stuff, and unfortunately it appears to be prevalent. + +Some of you will have read the list and identified with many of these steps, whereas some of you will be identifying others who may have exhibited some of the steps. I have met and known people who have exhibited almost all the behaviors described in these steps, and when serious burnout takes its grip, it can destroy families, careers, and many other aspects of life. + +Detecting and treating burnout +============================== + +With the risks evident in the list of symptoms, you are sure to be wondering what is the best approach to manage this risk. Is there a way to identify and react to burnout in your community? + +This is something I have participated in during various discussion sessions at different conferences. Unfortunately, there is no recipe or secret formula for dealing with burnout in a community. The best solution is to subscribe to one simple philosophy that has helped people deal with complex life changes and decisions for years: + +I got your back, dude. + +Although it may seem outrageously simple, the easiest and most applicable method is to first develop a nose for symptoms and to then extend a personal hand of friendship to the sufferer. Having that sense of companionship through a tough time can really help with burnout. To detect the symptoms you should first read, reread, and then read again the 12 items in the Burnout Cycle. These items provide a core set of knowledge for understanding the nature of burnout. You should then keep a general eye out for these symptoms in your community. + +Specifically look for and be conscious of changes in behavior. If someone just “doesn't seem herself,” she may be getting bitten by burnout. It is these changes in behavior that are the typical signs. If you have a suspicion that someone is getting burned out, just strike up a personal conversation and be entirely frank. Tell the person you noticed she has been a little different recently and that you are concerned. Ask her if she is OK, and ask if there is anything you can help with. In many cases the person will tell you what is on her mind, what is stressing her out, and any problems she appears to be having. + +With overwork as a common cause of burnout, you should also ask how she is coping with her workload and if there is anything you can do to ease it. This offer of help in itself can be a stress reliever—it is a validation that someone is there to help her get through her TODO list. + +Required rest and relaxation +---------------------------- + +One of the most effective methods of shackling up burnout is to get away from things and unwind. It is amazing how a small vacation can help someone decompress. This happened to me when I felt I was burning out. I felt like I wasn't myself and could feel how stressed and anxious I was. To deal with this, I went to Ireland for a long weekend to visit a friend. It is incredible how those few days with a friendly face, getting out in the countryside, having a few drinks, and getting away from a computer helped. + +If you suspect you or someone else is burning out, tell him to do the same and get away for a few days. He will almost certainly claim he can't or doesn't need to, but stand firm: it is for his own good, and he will thank you for it. + +Volunteerism escapes nothing: +----------------------------- + +When on the subject of communities and stress, looks can be deceiving. Although most communities are firmly wedged in the volunteer category, that doesn't mean that their participants don't develop, feel, and react to stress. The lack of compulsion behind volunteers' involvement and contribution does not mean that volunteers who feel stress can just go and do something else. People grow attached to communities, their ethos, and their sense of family. The involvement may not be contractually required, but it is often emotionally required inside the mind of the contributor. + +Work/life balance +----------------- + +At the center of the somewhat unpleasant universe that is burnout is the problem of balance. Although there is little concrete scientific evidence to determine who burnout is more likely to pick on, mere observational evidence suggests that technical folks, musicians, counselors, authors, and teachers have a higher than normal risk of reserving a place on the dreaded Burnout Cycle. + +Balance is a surprisingly complicated goal for many to achieve particularly if your community is an online, Internet-based community. Years ago it was easier to get balance: you simply switched your computer off and went and lived the parts of your life that didn't involve a mouse and a keyboard. As the Internet has steamed into our lives more and more, the amount of time in our lives that doesn't involve said mouse and keyboard is being reduced. + +In addition to the familiar tools of the workplace, such as email, office suites, web browsers, and accounting packages, we now have social networking websites such as Facebook and MySpace; blogging sites such as Blogger and Wordpress.com; microblogging with Twitter and identi.ca; and online chat services such as Skype, Google Gchat, MSN, Yahoo! IM, and AIM. Let's also not forget the entertainment on the Web: countless websites, animations, videos, and articles are all there to attract us to the computer. We can then seal the deal with the countless other online facilities such as Internet banking, reviews websites, mapping tools, online shopping, games, and more. + +It is easy to see how this merry band of pixelated distractions can take Ctrl, and it is not entirely unsurprising that someone could spend an entire day and most of an evening in front of a computer. This is itself not exactly healthy: computers are great, but everyone should spend some time away from them to decompress, get some fresh air, and energize other attributes of the human condition, such as getting out, playing sports, spending time with friends, romantic embraces, and other fun things that don't involve staring intently at a screen. + +Addiction +--------- + +The problem is that when the rest of your life is wrapped with window borders, you are only ever a click away from either work or other commitments, such as community. While we want to encourage our community members to throw themselves into our goals and enjoy every moment of it, it is important to ensure that in the process of doing so they don't ignore and neglect other parts of their lives. + +Addiction has affected many online communities: there are contributors and members who spend every conceivable moment of their lives embedded in the community. This can be seen everywhere. I know of many people today who appear to be constantly online at all times of the day, always responsive to chat messages and queries and seemingly never away from their screens. + +For many this is an agreeable choice that they can step away from when needed. Many people can wake up at 7 a.m., work all day, spend the entire evening in front of the computer in pursuits of their own, head to bed at 1 a.m. or 2 a.m., and spend a valuable six hours sleeping, only to wake up and repeat. That may be OK because these people can easily go away for a weekend, spend a few evenings doing something else, and go on vacation without getting jittery. For some, though, even spending one evening—let alone a whole weekend!—away from their familiar screen can seem like too much. In these cases we are seeing strong signs of addiction. + +You should be very cautious of addiction: it is never healthy in anyone. Unfortunately, the nature of the addicted beast typically means these people are in a state of denial about their condition. Just as with alcohol, cigarettes, or gambling, claims of “I could stop if I wanted to” are often thrown in the general direction of naysayers, but their claim is rarely, if ever, tested. The reason for your caution is that at some point an addicted member will burn out. It may take longer than expected, but when it does, it could have catastrophic results. Keep an eye on your community members and how much they are online: if it feels too much, a quick and sensitive word in their ear can help them get away for a few days. + +.. vale on \ No newline at end of file diff --git a/docs/resources/community_wide_resources/community_wide_resources.rst b/docs/resources/community_wide_resources/community_wide_resources.rst new file mode 100644 index 00000000..f3997b54 --- /dev/null +++ b/docs/resources/community_wide_resources/community_wide_resources.rst @@ -0,0 +1,5 @@ +Community-wide resources +========================== + +This section includes resources that are relevant to all teams across +the Mautic Community. \ No newline at end of file diff --git a/docs/resources/community_wide_resources/getting_help_in_a_crisis.rst b/docs/resources/community_wide_resources/getting_help_in_a_crisis.rst new file mode 100644 index 00000000..39548bc4 --- /dev/null +++ b/docs/resources/community_wide_resources/getting_help_in_a_crisis.rst @@ -0,0 +1,32 @@ +Getting help in a crisis +######################## + + +As a community it's important to be aware of the signs of distress or dysfunction among colleagues, and be willing to take action to help them. Changes in mental state can be extremely rapid especially when combined with drugs / alcohol, and since community members are more closely connected to one another it's possible that one of the community might notice a problem sooner than those physically close to someone, or their family. + +If you're worried about the mental health of somebody in the community, reach out to them immediately to let them know that you care about them and that you're concerned. Then encourage them to reach out to one of the resources listed here to get the professional help that they need. + +Prevention hotlines +******************* + +Most countries have phone numbers you can call to talk with somebody when you are in need. Professionals who listen to you, console you, and ultimately get you to the help you need to get better are at the other end of a phone, email, or message. + +Below you'll find reputable centers for your country, or one nearby. + +USA +=== + +``1 (800) 273-8255`` - National Suicide Prevention Lifeline + +Hours: 24 hours, 7 days a week + +Languages spoken include English and Spanish. + +Website: :xref:`Suicide Prevention Lifeline` + +International +============= + +:xref:`Wikipedia` + +Reproduced from resources made available by Kubuntu which are now no longer available. \ No newline at end of file diff --git a/docs/resources/meetings/asynchronous_meetings.rst b/docs/resources/meetings/asynchronous_meetings.rst new file mode 100644 index 00000000..3bd9ae9e --- /dev/null +++ b/docs/resources/meetings/asynchronous_meetings.rst @@ -0,0 +1,80 @@ +Slack - asynchronous - meetings +############################### + +Slack threads are a great way to hold meetings because: + +- They don't rely on everybody being available to attend the meeting at a specific time - often asynchronous meetings are open for 24 hours +- They don't require the ability to keep pace with a verbal conversation, which can be tricky for those with disabilities or for whom English isn't their first language +- There is a written record of the meeting which can be easily exported + +Mautic uses asynchronous Slack meetings heavily in the Mautic community, and it's likely that you'll at some point need to run one. + +.. vale off + +Running an asynchronous Slack meeting +************************************* + +.. vale on + +Here are some tips for running a great meeting: + +1. Prepare for the meeting as you would for any other - share an agenda at least 24 hours before the meeting is due to start, ideally on Slack, the Community Portal and on the forums, to remind people, to give them time to prepare, and to encourage involvement/engagement +2. Send a reminder 24 hours before the meeting in the relevant Slack channel with the agenda - mention people directly if they're a required attendee +3. Prepare your topics in advance based on the agenda, so that you can copy and paste them into the Slack channel without manually typing them at the time. You can send them to yourself in Slack, so that you have an easy-to-access record. +4. Remember to use the welcome post and the introduction thread - this welcomes people, explains how the meeting works, and allows people to say who they're, and what they do - don't assume that people joining know this, they might be completely new to the community. +5. Take the meeting at the normal pace you would a regular meeting - give people time to chime in on the topic and have the discussions before posting the next topic. This helps to avoid distraction during the meeting and thread-jumping. +6. Always welcome new meeting attendees, and follow up if people have dropped off and stopped attending +7. Encourage participation by mentioning people who might want to discuss the topic, or consider taking on a task +8. Close the meeting by thanking people for joining +9. Don't forget to export the notes 24 hrs - approximately - after the meeting started + +.. vale off + +Exporting Slack meetings +************************ + +.. vale on + +Mautic uses a fork of a Chrome extension created by the Drupal community to scrape Slack meeting notes into HTML, which is then posted onto the forums. + +Instructions are in the GitHub repository: :xref:`Mautic Meeting Parser` + +Sample meeting structure +************************ + +Welcome message +=============== + +.. code-block:: + + Welcome to the team meeting! + + If you haven't done an asynchronous meeting before, please respond in threads :slightly_smiling_face: + + Also note you can start a reply with :bust_in_silhouette: to be anon, or :no_entry_sign: to go off the record and not be included in the notes, which will be exported and saved to Google Docs, and posted on the Community Forums. + + The meeting will be open for 24 hours, after which the notes will be exported. People may comment thereafter but these won't be included in the notes. + + Let's get going! :arrow_down: + +Topics +====== + +.. code-block:: + + :zero:- Introductions : Who are you, where are you based, and how are you involved with this team? + + :one:- Review last meeting's notes and actions (Share a link to the notes in a threaded reply, and call out any actions as sub tasks) + + :one:.:one:- Action item 1 + :one:.:two:- Action item 2 + + :two:- Review Trello tasks (share a link to the Trello board in a threaded reply, and call out any tasks as appropriate) + + :two:.:one:- Task 1 (Link to task in a threaded reply, brief explanation of status or actions needed) + + (continue through the open tasks) + + :three:- Any other business + + Thank people for participating and give the date/time/format for the next meeting and who will be leading it \ No newline at end of file diff --git a/docs/resources/meetings/images/slack_emoji_numbers.png b/docs/resources/meetings/images/slack_emoji_numbers.png new file mode 100644 index 00000000..cf0c1e3d Binary files /dev/null and b/docs/resources/meetings/images/slack_emoji_numbers.png differ diff --git a/docs/resources/meetings/meetings.rst b/docs/resources/meetings/meetings.rst new file mode 100644 index 00000000..fe1c8685 --- /dev/null +++ b/docs/resources/meetings/meetings.rst @@ -0,0 +1,6 @@ +Meetings +======== + +As a widely distributed team of volunteers, the Mautic community work together collaboratively using both synchronous and asynchronous meetings. + +This section provides some useful resources and suggestions for how to run successful community meetings. diff --git a/docs/resources/meetings/preparing_and_running_meetings.rst b/docs/resources/meetings/preparing_and_running_meetings.rst new file mode 100644 index 00000000..56a01af3 --- /dev/null +++ b/docs/resources/meetings/preparing_and_running_meetings.rst @@ -0,0 +1,257 @@ +How to prepare & run a Mautic team meeting +########################################## + +Meeting cycle - asynchronous versus live meetings +************************************************* + +The frequency of team meetings is entirely up to each team to decide - a typical cycle would be **'every 14 days'**. It should normally always be on the same day of week. + +When deciding on the hour of the meeting, keep in mind that the Mautic community members live in all time zones of the globe. The primary way to tackle this is to use :doc:`asynchronous meetings `, +where all conversation happens in Slack threads - exactly one thread per agenda item - over a period of 24 hours. + +There is of course the option to do **live meetings** as well. Some teams do this on a regular basis - for example every second meeting, some 'on demand'. It's highly recommend to add an asynchronous meeting to every live meeting - by writing all highlights from the live meetings down in Slack, and continue from there - to make sure nobody feels excluded, and also to easily capture the minutes from the live part. + +Now for those live meetings obviously need an actual time. Even the exact start of an asynchronous meeting isn't irrelevant, since most of the discussion happen within the first 60 minutes or so. And if nothing else, someone - you - has to kick off the meeting at that hour. + +So the **exact starting hour** of all scheduled meetings requires a bit of negotiation too. Best practice is: + +a) Find a starting hour that's **convenient for you and most of your active team mates**. +b) **Consider alternating** between the earliest and the latest convenient hour possible, so that there's the best chances of offering a convenient slot for people in most parts of the world at least every other time. + +Always remember to avoid barriers for potential new volunteers - which you are probably not aware of. + +Preparing for a meeting +*********************** + +.. vale off + +Add to the Community Portal +=========================== + +.. vale on + +Ensure you add your meeting on your Assembly on the Community Portal. + +High-level agenda +================= + +Have a general 'framework' agenda that you typically work with, e.g. + +1. Introductions - who you are, how you're using Mautic +2. Review last meeting's notes & actions from the Community Portal +3. Review Jira / GitHub board +4. Specific upcoming events +5. Any other Business +6. Ensure that action items are all explicit (ideally: in Jira / GitHub); review priorities +7. Date, time and mode of next team meeting + +Feel free to have variations, like: + +- 'swap 1 and 2' +- '1 isn't needed because it's all in Jira / GitHub' +- '3 doesn't make sense, but ``xyz`` does' +- 'in 2 it's only needed to look at select items in Jira / GitHub, not the entire backlog' +- … + +Don't forget - please do experiment. Let the structure improve over time, and of course, adopt to temporary circumstances. + +Specific topics within the agenda +================================= + +Next, collect the existing topics for each top-level agenda item. + +This is easy when it comes to 'cards from Jira' or 'Leftover topics from last meeting', but don't forget to be the most forward-thinking person - come up with new areas, thoughts and ideas, and also identify challenges that the time should tackle. + +Add an open topic - 'other' - where appropriate. + +Example agenda: + +.. code-block:: + + 1. Introductions - who you are, how you're using Mautic and whatever else you want to add + 2. Review last meeting's notes & actions + 1.1 canva.com + + 1.2 Places of Discussion (Slack vs. Trello vs. Forum vs. Github) + + 1.3 Motion to remove Trello integration from t-community + + 3. Review Jira board + + 3.1 Ensure all teams have an onboarding person/workflow … + +Make agenda items stick out in Slack +==================================== + +Instead of regular numbers like 1.4, prefix every item with Slack emojis, for example ``:one:.:four:`` which will show up as: + +.. image:: images/slack_emoji_numbers.png + :width: 60 + +Your agenda might now look something like this: + +.. code-block:: + + :zero: Introductions - who you are, how you're using Mautic and whatever else you want to add + + :one: Review last meeting's (no-Trello) notes & actions + :one:.:one: canva.com + :one:.:two: Places of Discussion (Slack vs. Trello vs. Forum vs. Github) + :one:.:three: Motion to remove Trello integration from t-community + + :two: Review Trello board + :two:.:one: Ensure all teams have an onboarding person/workflow + +.. vale off + +Share meeting invitation and agenda in Slack +============================================ + +.. vale on + +Remind people about the upcoming meeting, for example the day before. + +Most important: + +- Give exact time & date - for example using :xref:`everytimezone` +- Explain mode of and access to meeting +- Invite everybody, explicitly including those who haven't previously been active but would like to listen in +- Mention your team members - using @ mentions - to make sure they actually receive the heads-up + +Should you have suitable Social Media channels, feel free to advertise there as well. + +If you have your meeting agenda ready, post it on the Community Portal and share it along with the invitation. + +Example: +-------- + +.. code-block:: + + Hey everyone, we have our #t-community team meeting tomorrow, Thursday: + UK time: 11:00 am + Your time: https://everytimezone.com/s/12345 + This will be an asynchronous meeting so please join the discussion whenever you are available and as often as you can, within the next 24 hours. + /cc @teammember1 @teammember2 @teammember3 ... + +Or, if it's a live meeting: + +.. code-block:: + + Hey everyone, we have our #t-community team meeting tomorrow, Thursday: + UK time: 11:00 am + Your time: https://everytimezone.com/s/12345 + This will be a live meeting, everyone who can make it is very welcome to attend in person via Audio (optionally Video): https://meet.jit.si/mautic-community-team + + For continuation (and also for everybody who can not make it to the live call) we will turn every meeting topic into a thread right here in Slack, so you can still join the asynchronous follow-up discussion whenever you are available and as often as you can, within the next 24 hours. + /cc @teammember1 @teammember2 @teammember3 ... + +Prepare your meeting content +============================ + +For each sub-level Agenda item, + +1. Prepare contextual information - like link to Jira / GitHub card, +2. Think hard what you want to achieve, tell or ask on this item, and write that in words, +3. Even if you have nothing specific, come up with an opening statement for the item. + +- Even for the first item - Introductions - it's nice to update your words for every meeting. + +As a result, your prepared notes could now look like this: + +.. code-block:: + + :zero: Introductions - who you are, how you're using Mautic and + Hi! I'm Ekke, acting team lead, and also part of the largest Mautic agency in the universe. Currently very busy preparing our anniversary party which we're throwing tomorrow. If you're in the area, please come :) + + :one: Review last meeting's (no-Trello) notes & actions + https://forum.mautic.org/t/notes-from-meeting-on-28th-february-2020/13153 + + :one:.:one: canva.com + from https://mautic.slack.com/archives/CQV40ULMA/p1582808881044700?thread_ts=1582804260.027100&cid=CQV40ULMA + + :one:.:two: Places of Discussion (Slack vs. Trello vs. Forum vs. Github) + from https://mautic.slack.com/archives/CQV40ULMA/p1582805125033800 + + :one:.:three: Motion to remove Trello integration from t-community + from https://mautic.slack.com/archives/CQV40ULMA/p1582805125033800 + + :two: Review Trello board + https://trello.com/b/OOB4fS1p/mautic-community-team + + :two:.:one: Ensure all teams have an onboarding person/workflow + We're almost there, so cool! + @someteammember did you get any feedback from t-xyz already? + +Running the asynchronous meeting +================================ + +Opening the meeting +------------------- + +At exactly the scheduled time, you should hit the enter button and send the opening text for the meeting. Here's an example: + +.. code-block:: + + Hi everyone... Welcome to our team meeting! + + We're doing this one as asynchronously. If you haven't done an asynchronous meeting before: It's really simple and self-explaining, all you need to remember is + ---> Please respond in threads :smiley: + + ------ + Also note you can start a reply with + :bust_in_silhouette: + to be anon, or + :no_entry_sign: + to go off the record and not be included in the notes, which will be exported and saved to the Community Portal. + + IMPORTANT: This team meeting starts now and will be open on Slack for 24 hours, after which the notes will be exported. People may comment thereafter but these won't be included in the notes. + ---- + Let's get going! + :arrow_down: + +Or, if it's a live meeting: + +.. code-block:: + + Hi everyone... Welcome to our team meeting! + We're doing this one live (https://meet.jit.si/mautic-community-team), but add threads in Slack in parallel for asynchronous attendance. If you haven't done an asynchronous meeting before: It's really simple and self-explaining, all you need to remember is + ---> Please respond in threads :smiley: + + Also note you can start a reply with + :bust_in_silhouette: + to be anon, or + :no_entry_sign: + to go off the record and not be included in the notes, which will be exported and saved to Google Docs, and posted on the Community Forums. + + -- + This team meeting starts with the live call on https://meet.jit.si/mautic-community-team and will be open on Slack for 24 hours, after which the notes will be exported to the Forum. People may comment thereafter but these won't be included in the meeting notes. + ---- + Let's get going! + :arrow_down: + +Kicking off and discussing the agenda items +------------------------------------------- + +Next, post the agenda items one by one. Create a thread for each item immediately, using the prepared statements / questions. Hint: try hard to concentrate - it's so easy to mix up posts and threads. + +The pace for this can vary, but better get all agenda items launched in the first 15 minutes or so. + +Afterwards - or in parallel if you like - you can join the actual discussion. Finally. + +Ending the meeting +------------------ + +After 24 hours - doesn't have to be really exact - you should explicitly end the meeting. One way to do so is by responding to the ``Hi everyone… Welcome to our team meeting!`` post, with the 'Also send to #name of channel' checkbox ticked, something like Thanks everyone, this meeting is now officially over and now is the time to move the content to the forum. + +Moving the content to the forum +=============================== + +Use the :ref:`meeting parser tool ` + +Live meetings +************* + +- Use team's jit.si channel +- Remember to record the meeting +- Take brief notes, place those in the agenda item threads after live ended - adjust agenda if needed +- Upload recording to Google drive :xref:`Mautic Google Drive` \ No newline at end of file