Obtain feedback & iterate on core sprint checkins & retros

[antoviaque]

This issue is to follow up on a topic from the contributor meetup working group

See https://discuss.openedx.org/t/brainstorm-better-planning-collaboration-reporting-for-core-contributor-work/9585

[jalondonot]

Contributor meetup update 09/01:
@ali-hugo and @cassiezamparini are still working on the survey. They don't have any blockers but require more time to finish it.

[ali-hugo]

@jalondonot Thanks for the ping.

I started work on the survey today. It might be a while before it's ready to send out though, as I'm sure there will be a few rounds of review. I'll update this ticket when the survey is ready.

[antoviaque]

@ali-hugo Could you post here a public link to your current survey draft & reviews, in case anyone following this is interested?

[ali-hugo]

@antoviaque Sure! Here is the Google Doc where we are working on refining the survey questions.

Once we are happy that we've covered all of the important topics, we will be moving the questions into Typeform, a service that allows you to create user-friendly surveys, and easily track responses.

[antoviaque]

Update: the survey has been sent by @ali-hugo - cf https://discuss.openedx.org/t/survey-improving-the-core-contributor-experience/12409 . All core contributors should have received an email to participate.

[cassiezamparini]

Update: We've had a 20% response rate on the survey.

[antoviaque]

Notes from the core contributor meetup yesterday: all core contributors were reminded to answer the survey. @arbrandes noted that @sarina asked everyone at Axim to do it a couple of days ago, and @jalondonot will do the same for eduNext.

[cassiezamparini]

We've received 29 out of 66 responses. Another reminder has been sent. We've also added an estimated amount of time so CC's know how long they could end up spending.

[cassiezamparini]

Update 😄

• We've received 30 responses with a 44.8% completion rate
• What we're doing:
  • Everyone who hasn't completed the survey has been contacted individually. They've been asked to either complete the survey or tell us why they can't/won't complete it
• What we aim to do:
  • Focus on the results we've got after this last round of reminders and then publish them to the community. Perhaps this will motivate more people to add their feedback

[cassiezamparini]

@ali-hugo FYI:

@e0d suggested we add a due date of the 30th of May for the CC Survey. Perhaps we can add one last post on the Forum / Slack announcing that. Let me know your thoughts.

[ali-hugo]

Thanks @cassiezamparini.

I think that's a good idea. I will post an update on the forum first thing next week; I think we might get a better response once the Redwood cut-off has passed.

[ali-hugo]

FYI: I thought the Redwood cut-off was this week, but turns out it was last week! I will post the update about the deadline today.

[cassiezamparini]

We set a due date for May 31, 2024 for the survey.

We're sitting with the following completion rates:

Next steps:

1. @ali-hugo and I will be analyzing the results as soon as we have time.
2. Once we have the results, I'll engage the leaders at each organization to set up 1-1 conversations - if it makes sense.
3. We'll post the results on the forum with a few possible ideas of ways to move forward.

Open to any further ideas!

[antoviaque]

@cassiezamparini @ali-hugo Checking in on this - I am not sure you have been able to look into the results yet? Could we set a deadline for publishing a report, to not drag this on further? It is blocking a lot of things.

[ali-hugo]

@antoviaque Sorry for the slow (no) progress on this. @cassiezamparini will be taking this on while I focus on the WGU project. I'll leave it to her to add details about the deadline.

[cassiezamparini]

@antoviaque I have started looking at this and aim to have it completed by the end of July.

[cassiezamparini]

The results of the "Improving the Core Contributor Experience" Survey will be discussed during the next working group call on the 6th of August 2024 :) Join the conversation!

cc. @sarina @antoviaque @jalondonot @ali-hugo

[cassiezamparini]

Here is the report that I will run through tomorrow. eduNEXT team members have also started leaving thoughts.

cc. @sarina @antoviaque @jalondonot

[antoviaque]

From the summary of the last meeting, at

Onboarding and Communication

Cassie has worked on a report about the answers to core contributor experience survey. Specifically, she pointed at requested improvements with the onboarding of new contributors, such as integrating a handbook with an onboarding course to make information more accessible and straightforward. Furthermore, Cassie relayed answers about the reports on community activities, which seemed valuable but were perceived as tedious. She proposed transforming these reports into a streamlined newsletter format that would be easier to consume and more engaging for contributors.

Establishing next steps & decisions based on the survey results
Adolfo and other contributors discussed the need for setting clear action items following Cassie's presentation of data and proposals. The idea was to organize and prioritize the overwhelming amount of information into actionable plans that could be tackled by the community. Adolfo suggested organizing a summit where community members could present proposals based on the current findings, enabling a structured approach to decision-making.

@cassiezamparini I think the next step was to post the report on the forums, and announcing a summit in ~1 month - have you been able to do either? It might be worth announcing it largely, to reach all core contributors and community members - maybe doing a whenisgood open to everyone during the announcement?

[cassiezamparini]

@antoviaque So the next step was for me to make a list of priorities based on the report. And then we'll review them in the CC WG. After that, I'll create a call for proposal / summit on the Wiki with a link to the report for transparency. I'll be sharing the priorities list in our next call :)

[cassiezamparini]

View the priorities document here.

@antoviaque ^ let me know your thoughts...

[antoviaque]

@cassiezamparini Thanks for putting it together! I will review more closely before the contributor meetup on Tuesday, but this looks like a good basis for discussion. 👍

[cassiezamparini]

@e0d @antoviaque @jalondonot

Check out the Wiki Call for Submissions and Summit here. Please add your comments when you're able to.

And then I think it would be worthwhile spreading this across various channels to advertise it:

• Email notification (any suggestions on how best to do this? ie. Eden does this for certain announcements)
• Forum post
• Across all Slack WGs

[antoviaque]

@cassiezamparini Thanks! I will review next week.

We could aim to publish it by the end of next week, if there are no outstanding comments by, say, Thursday evening?

CC @e0d @jalondonot

[cassiezamparini]

@antoviaque Happy to aim for this Thursday to publish it.

I'd appreciate everyone's thoughts on how to get it "out there" too..

[jalondonot]

I'll review it tomorrow. Thanks, @cassiezamparini!

[antoviaque]

@cassiezamparini For how to get the message out there, besides the announcement on the forum & slack channels, you could also send it through the core contributors mailing list (core-contributors@axim.org)?

Also a blog post could be good? This way anyone who keeps an eye on the community, even if they aren't already in the core group, could see it and participate. @ehuthmacher what do you think?

Last, it is more work but it might be worth going to some of the working groups to announce, present it to people there, and ask for attendance & proposals. Asking specific people individually could also help.

[cassiezamparini]

For how to get the message out there, besides the announcement on the forum & slack channels, you could also send it through the core contributors mailing list (core-contributors@axim.org)?

Oh awesome - just to clarify does this email address forward to all Core Contributors? I'm happy to put together an email.

Also a blog post could be good?

That'll be great if @ehuthmacher also thinks so...

Last, it is more work but it might be worth going to some of the working groups to announce, present it to people there, and ask for attendance & proposals. Asking specific people individually could also help.

I think this is a good idea. I could reach out to the WG Chairs and ask for their assistance.

[ehuthmacher]

@antoviaque @cassiezamparini Yes, I will be happy to publish a blog post for you. Please send me your final draft, when ready.

[antoviaque]

@cassiezamparini Yes I believe it sends an email to all core contributors.

And thank you @ehuthmacher ! 👍

[jalondonot]

Sorry for the late review. I like it so far and I have no comments to add. Well done and thanks for putting this together, @cassiezamparini!

[cassiezamparini]

@e0d @antoviaque @jalondonot

Thanks so much for reviewing everyone 😄

Please could you do one more full read through before I send it out to the wider community: https://openedx.atlassian.net/l/cp/k2jGh4Tf

[jalondonot]

Thanks, @cassiezamparini. I've just added a few minor comments regarding the wording of the new section. Apart from that, it seems good to me.

[cassiezamparini]

@antoviaque or @e0d I'd like to start spreading the news about the summit today - could you take one final pass and let me know if you're happy?

We also just need to insert a meeting link.

cc. @ehuthmacher or @mphilbrick211 maybe you could assist me in creating a meeting link for people to join this summit?

[antoviaque]

@cassiezamparini I just had a quick look and I am fine with it. I still think the github tickets would be easier to organize and follow than wiki pages, but since you have already prepared everything in the wiki I'm not going to ask you to change it - but then you are responsible for tracking the proposals :p

And I have created a stub meeting in the calendar, and given you access to update it as you see fit.

[cassiezamparini]

Thanks @antoviaque. I'll probably organise the Github tickets myself once the proposals come in. Just so I know what's going on. Perhaps we need a new board of sorts to sort them into different review stages? But I figure we can get to that on proposal submission.

[cassiezamparini]

@ehuthmacher The proposal is ready :) Thank you for adding the details to the blog.

[cassiezamparini]

@antoviaque @jalondonot Please let me know if you get the email I just sent off:

[antoviaque]

@cassiezamparini Hmm, I didn't get that email - but maybe it's because you are posting from an email that's not subscribed, and the email needs to be manually confirmed by a moderator? @sarina probably knows :)

[jalondonot]

I didn't get the email either, @cassiezamparini.

[cassiezamparini]

@sarina To send an email to all the Core Contributors to notify them of the Summit on the 21st October do I need to submit a request to the Axim Eng Team here?

[sarina]

No, I received the email just fine and it's not a moderated list (all members can post).

Everyone else should check their spam.

[ehuthmacher]

The blog has been published here. I will share it on social media as well.

[cassiezamparini]

Thank you @ehuthmacher 😄