Onboard & Offboard: Product #33

fyliu · 2022-08-27T21:57:23Z

Dependencies

A product manager needs to be onboarded or offboarded

Overview

We need to have a checklist of items to do when a product manager needs to be onboarded or offboarded so that the process can be consistent and fast.

Date Updated

(insert date you created this issue and keep updating the date each time the org template change are integrated)

Action Items

Check to see if the org template for this process has new steps in it, and if it does, update this issue and its template with content and add the last date you updated the template below
Copy template to comment below
Add name of person
Check off as done

#### Onboard
- [ ] Slack channel membership
  - [ ] #people-depot
- [ ] VRMS signup
- [ ] Add to Google calendar invites
   - [ ] [Wed - PM meeting]
   - [ ] [Thursday - All-team meeting]
- [ ] Add to team page on Wiki (does not yet exist)
- [ ] Google Drive
   - [ ] Add to drive as Manager
- [ ] Roster
  - [ ] Send link
  - [ ] Team member adds themselves
  - [ ] Check for Public and note in roster
  - [ ] Check for 2FA and note in roster
- [ ] GitHub
     - [ ] Add to peopledepot team
     - [ ] Add to peopledepot-write team
        - [ ] Change membership to maintainer
     - [ ] Add to read vault
        - [ ] Change membership to maintainer
- [ ] Figma 
  - [ ] invite
  - [ ] acceptance
- [ ] 1password 
     - [ ] invitation
     - [ ] acceptance
     - [ ] add to vaults
       - [ ] people depot
       - [ ] Zoom vault
- [ ] Add to email address(s)
   - [ ] peopledepot@hackforla.org
- [ ] Social Media Accounts with role assignment (does not exist)
   - [ ] Facebook
- [ ] Train how to 
   - [ ] login to team account
   - [ ] setup chrome shortcut for adding to desktop
   - [ ] use zoom spreadsheet, vault and accounts
   - [ ] calendar invite

#### Offboard
- [ ] Send them [this link to the H4LA Volunteer Reference Confirmation Request form](https://docs.google.com/forms/d/e/1FAIpQLSd5luR-W6pvq9WlQRPpuH3LVDfa_PrYixe8bfIbLcyS6CFxog/viewform?pli=1), in case they need to use it in future
- [ ] Remove from Google calendar invite
   - [ ] [Wed - PM meeting]
   - [ ] [Thursday - All-team meeting]
- [ ] WIKI
  - [ ] move to new place on team page
  - [ ] 1password setup
    - [ ] remove from team vaults
       - [ ] people depot
       - [ ] Zoom vault
- [ ] Google Drive
   - [ ] demote to viewer
- [ ] Roster
  - [ ] mark as inactive
- [ ] GitHub
     - [ ] demote member to read only team and remove from write team
- [ ] Figma
  - [ ] remove from team
- [ ] Help them delete the desktop shortcut to email address if they made one.
- [ ] Remove from email address(s)
   - [ ] peopledepot@hackforla.org
- [ ] Remove from Social Media Accounts with role assignment
   - [ ] Facebook

Instructions: How to onboard new PMs (to onboard non-Product team members, see issue #146)

After receiving a request to join the team via the PeopleDepot Slack channel, ask them to DM you their email address, and tell them that you'll be sending them a bunch of email invites to 1Password, Google Drive, team meetings, Figma, and the team's GitHub, so they should keep an eye on their email inbox
Copy the 'Onboard' template above (by clicking on the icon at top right of the template) and paste into a new Comment below, adding the person's name and today's date - see the Action Items at the top of this Issue
- Start ticking the boxes as you do each of the following steps...
Add them to the PeopleDepot 1Password vault:
- Post a message on the # admin channel, asking for the person to be added to PeopleDepot's 1Password vault and giving both their Slack handle and their email address - the admin team will email them an invite
Check that they've joined the PeopleDepot Slack channel
- In # people-depot, click on the top right-hand people button (tooltip ='View all members of this channel')
- Click on the 'Members' tab
- Enter the person's Slack handle in the 'Find members' box
Ask them if they've signed up with VRMS yet:
- If not, ask them to go to vrms.io
Add them to the Google Calendar invite for the PeopleDepot team meeting:
- Sign into your own Google account
- Open Google Calendar (icon beneath your profile pic, or in the Google apps bento box icon beside your profile pic)
- Double-click on the next 'PD: All' meeting
- Click on the Edit icon (pencil)
- Under 'Guests', enter the person's email address in the 'Add guests' box
- Click on their email address when it appears
- Click 'Save'
- Select the 'This and recurring meetings' option in the dialog box that follows
- Repeat for the next 'PD: PM' meeting
Add them to the PeopleDepot GitHub:
- Find the person's GitHub handle on the Hack 4 LA > People GitHub page on GitHub. If you can't find them, they may be using another handle, so you'll need to ask them for their GitHub handle via Slack before proceeding...
- Go to the Hack 4 LA > Teams GitHub page and type 'peopledepot' into the 'Find a team' box
- Four teams will appear, just TWO of which you'll need to add them to: peopledepot and peopledepot-write
- Click the link for one of the above two teams, and click the 'Add a member' button
- Type in the person's GitHub handle
- Select their account when it appears
- Click 'Invite'
- Click 'Add [the person's GitHub handle] to [peopledepot or peopledepot-write]'
- Select the person's account in the list of team members (checkbox beside their name)
- Click on the dropdown within the '1 member selected' button at the top of the list
- Click 'Change role' > 'Maintainer' > 'Change role'
- Repeat for the other team (either peopledepot or peopledepot-write)
Add them to the PeopleDepot Google Drive:
- In Google Drive, go to Shared drives > PeopleDepot folder
- At the top level (i.e., without opening the PeopleDepot folder), click on 'Manage members' at the top of the page
- Type the person's email address into the 'Add people...' box
- Deselect 'Notify people'
- Change role from 'Content manager' to 'Manager'
- Click 'Send'
Add them to the PeopleDepot Figma folder:
- Go to the PeopleDepot Figma folder
- In the left-hand panel (NOT the main panel), click on 'All projects' under 'PeopleDepot'
- Double-click on the 'Team project' tile
- Click on the 'Share' button at top right
- Type the person's email address into the 'Invite others...' box
- Change 'Can view' beside their name to 'Can edit'
- Click 'Send Invite'
Add them to the PeopleDepot Team Roster:
- In Google Drive, go to Shared drives > PeopleDepot folder, and open the PeopleDepot Team Roster sheet. In a new row at the bottom, start filling in the new team member's details including:
- Status (change to 'Active')
- Role
- Dashboard (type 'L' for lead)
- Email address
- Slack name
- Slack ID
  - In Slack, click on the person's profile pic or the 'View Profile button > click on the More Options button (3 vertical dots) > click 'Copy member ID' and paste into the Team Roster
- GitHub handle
- HFLA GitHub member?
  - Check that they ARE actually a member of Hack 4 LA (see 'Organizations' to the bottom left-hand section of their GitHub profile page)
- Added to Project team on GitHub? (see above)
- 2FA/Public?
  - On the Hack 4 LA 'People' page on GitHub, check that their GitHub profile is marked 'Public'
- GitHub Permission Level (type 'Maintainer')
- Added to Google Project Drive (type 'Manager')
- Agenda md tag
  - Copy and paste any completed cell from this column - it will autocomplete with the person's details
On Slack, send the person the link to the PeopleDepot Team Roster and ask them to complete remaining empty columns, especially their phone number, texting, and availability (you can also tell them to ignore the grayed-out columns - and remind them to check their email inbox for invites to all of the above!)
On Slack, send the person a link to the Forward emails to team members page from the Product Management CoP GitHub Wiki and ask them to set themselves up to receive emails from the team account
Keep an eye on the Team Roster for completion
Keep an eye on Slack for any questions from your new team member!
Remind them to join the Product Management CoP, if they haven't already

Resources

1password.com - however, you will need to ask # admin to send an invite (see above)
PeopleDepot GitHub base team (i.e., read)
PeopleDepot GitHub write team
Hack 4 LA Volunteer Reference Confirmation Request form
Hack 4 LA People GitHub page
Hack 4 LA Teams GitHub page
PeopleDepot Google Drive
PeopleDepot Figma
PeopleDepot Team Roster
Instructions on how to set up forwarding project emails to your own email account
Product Management CoP
Extra: shortcut for adding a profile to your desktop = chrome://settings/manageProfile

The text was updated successfully, but these errors were encountered:

fyliu · 2022-08-28T04:54:23Z

ExperimentsInHonesty · 2023-03-05T07:28:00Z

This issue needs to be customized before its ready to prioritize

ExperimentsInHonesty · 2023-03-24T00:43:04Z

ExperimentsInHonesty · 2023-04-13T00:20:16Z

Setup Figma #145

ExperimentsInHonesty · 2023-04-13T00:29:28Z

can't do the email setup because fang has changed the account to use his 2fa instead of the 1password 2fa

fyliu · 2023-04-13T02:39:15Z

can't do the email setup because fang has changed the account to use his 2fa instead of the 1password 2fa

~~I don't think I did, but I'll check to see what it asks me to do for login.~~

~~Okay, it did change. Let's change it back.~~

It's still using the same 2fa authenticator. ~~Just click the small "Try another way" link below the phone verification, then click on the Google authenticator option and use the 1Password 2fa code.~~

~~I will look at stopping google from using my phone for verification. Somehow it remembers and trusts all the devices that logged in before.~~

I went into the YouTube app and removed the peopledepot account from being managed by it.

ExperimentsInHonesty · 2023-06-01T00:27:47Z

Next week, try this with Kathleen and see if she gets the 2fa prompt

Kathleenfrancois · 2023-06-15T19:50:12Z

Kathleenfrancois · 2023-09-01T01:34:01Z

ExperimentsInHonesty · 2024-05-31T20:11:50Z

shmonks · 2024-08-04T21:11:07Z

fyliu added the project management label Aug 27, 2022

This was referenced Aug 27, 2022

PD: PM's Agenda and Meeting Minutes #28

Open

Create onboarding issue template #32

Closed

Create milestones and labels for PeopleDepot #34

Closed

fyliu changed the title ~~Onboard Eric Vennemeyer~~ Onboard & Offboard: Product Aug 28, 2022

ExperimentsInHonesty added this to the 3 - Project Mgmt milestone Mar 4, 2023

ExperimentsInHonesty self-assigned this Mar 24, 2023

ExperimentsInHonesty mentioned this issue Apr 13, 2023

People Depot Team Meeting Agenda 2024 #103

Open

shmonks added this to P: PD: Project Board Jun 7, 2024

shmonks moved this to In progress (actively working) in P: PD: Project Board Jun 7, 2024

ExperimentsInHonesty added the complexity: missing label Jun 24, 2024

shmonks mentioned this issue Aug 12, 2024

Onboard & Offboard: Team members (not product) #146

Open

6 tasks

shmonks moved this from In progress (actively working) to Ice Box in P: PD: Project Board Aug 12, 2024

shmonks mentioned this issue Aug 14, 2024

PD project page on website: creating and updating team info #361

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shmonks mentioned this issue Aug 30, 2024

Update issue assignment and team roster #375

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shmonks added the dependency Issue has dependencies label Sep 20, 2024

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shmonks mentioned this issue Nov 1, 2024

Recruit volunteers for team open roles #310

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Onboard & Offboard: Product #33

Onboard & Offboard: Product #33

fyliu commented Aug 27, 2022 •

edited by shmonks

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fyliu commented Aug 28, 2022 •

edited

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ExperimentsInHonesty commented Mar 5, 2023

ExperimentsInHonesty commented Mar 24, 2023 •

edited by Kathleenfrancois

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ExperimentsInHonesty commented Apr 13, 2023

ExperimentsInHonesty commented Apr 13, 2023

fyliu commented Apr 13, 2023 •

edited

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ExperimentsInHonesty commented Jun 1, 2023

Kathleenfrancois commented Jun 15, 2023 •

edited

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Kathleenfrancois commented Sep 1, 2023

ExperimentsInHonesty commented May 31, 2024 •

edited by shmonks

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shmonks commented Aug 4, 2024 •

edited

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Onboard & Offboard: Product #33

Onboard & Offboard: Product #33

Comments

fyliu commented Aug 27, 2022 • edited by shmonks Loading

Dependencies

Overview

Date Updated

Action Items

Instructions: How to onboard new PMs (to onboard non-Product team members, see issue #146)

Resources

fyliu commented Aug 28, 2022 • edited Loading

Onboard Eric Vennemeyer

ExperimentsInHonesty commented Mar 5, 2023

ExperimentsInHonesty commented Mar 24, 2023 • edited by Kathleenfrancois Loading

Onboard Kathleen 2023-03-23

ExperimentsInHonesty commented Apr 13, 2023

ExperimentsInHonesty commented Apr 13, 2023

fyliu commented Apr 13, 2023 • edited Loading

ExperimentsInHonesty commented Jun 1, 2023

Kathleenfrancois commented Jun 15, 2023 • edited Loading

Onboard Shifra Goldberg 2023-06-15

Kathleenfrancois commented Sep 1, 2023

Onboard Kyle Arenda 2023-08-31

ExperimentsInHonesty commented May 31, 2024 • edited by shmonks Loading

Onboard 2024-05-31 Sarah Monks

shmonks commented Aug 4, 2024 • edited Loading

Onboard 2024-08-03 Vanessa Aviles

fyliu commented Aug 27, 2022 •

edited by shmonks

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fyliu commented Aug 28, 2022 •

edited

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ExperimentsInHonesty commented Mar 24, 2023 •

edited by Kathleenfrancois

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fyliu commented Apr 13, 2023 •

edited

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Kathleenfrancois commented Jun 15, 2023 •

edited

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ExperimentsInHonesty commented May 31, 2024 •

edited by shmonks

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shmonks commented Aug 4, 2024 •

edited

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