HfLA Website: Technical leads meeting agenda (and office hours attendance)

[JessicaLucindaCheng]

Overview

As technical leads, we want a meeting agenda for when we meet to discuss problems and keep each other informed. This issue will be where all our meeting agendas are.

Members on leave

• Poorvi shared on 5/28/22, planning to take a break for an additional 2-3 weeks.

Notes (need to be documented somewhere permanently, in addition to this agenda)

• Docker compose up times for dev team members
• Survey results for dev team meeting link preference

Action Item(s)

• Copy and paste the template into a new comment to start an agenda
• Add the date of the meeting in the Prior and Upcoming Meeting section below
  • Add a link of the meeting agenda to its corresponding date

Resources/Instructions

Template

# Agenda for MMM DD, YYYY

## Prework to prep for the meeting
**Must do:**
- [ ] Check the bottom of the Prioritized Backlog for any developer issues (`label:"role: front end"`, `label:"role: back end/devOps"`, `label:"role: dev leads"`) that are miss prioritized and reprioritize them. 
- [ ] Check New Issue Approval for the following labels:
  - [ ] `label:"role: front end"`
  - [ ] `label:"role: back end/devOps"`
  - [ ] If there are any with the above labels and
    - [ ] If it has "DRAFT" in the title and/or a `draft` label, it means it is still being written and you can ignore it for now. However, you may want to follow up with the issue writer if it has been sitting in draft mode for a while to see if they are still writing it.
    - [ ] If it already has a milestone, check the issue event logs and comments to see why it is still in the Prioritized Backlog. Possible scenarios (but does not cover every scenario):
      - [ ] If the issue was previously in the Prioritized Backlog or In Progress columns and a developer moved it because they were unassigning themselves, you can re-prioritize it.
      - [ ] If a PM added the milestone but didn't move it to the Prioritized Backlog, ask the PM.
      - [ ] If there is a comment as why it was moved, take appropriate actions and follow up as necessary.
    - [ ] If doesn't have a milestone and isn't a draft,
      - [ ] Read through the issue
      - [ ] If needed, make edits or ask the issue writer to make edits
      - [ ] If the issue is ready for a dev to work on, then add a `ready for milestone` label. This lets the PM(s) know the issue is ready for a milestone to be added and to prioritize it into the Prioritized Backlog column. 
- [ ] Check all columns for `label:"ready for dev leads"`, which usually means a follow-up issue needs to be written for devs but could be some other follow-up that needs to be done - you'll need to check within the issue itself. 
  - [ ] Once the dev issue is written,
    - [ ] Make sure a link to the issue that had `label:"ready for dev leads"` is provided in the Resources/Instructions section of the follow-up issue written, such as "Related issue #[NUMBER OF ISSUE]"
    - [ ] Remove the `ready for dev leads` label.  
    - [ ] After removing the `ready for dev leads` lable, move that issue into New Issue Approval column, move it to the Done column. If it is in some other column, what to be done will be different.
- [ ] Check all columns for `label:"Status: Help Wanted"` and focus on dev issues with it (front end, back end, dev leads). This ideally should be done during meeting time but since we don't always have time, I have added it here.
- [ ] Check on any prs with "Changes requested". This ideally should be done during meeting time but since we don't always have time, I have added it here.
- [ ] Check on the following below. This ideally should be done during meeting time but since we don't always have time, I have added it here.
  - [ ] Front end issues `label:"role: front end"`
    - [ ] In Progress column
    - [ ] Questions and Review column
    - [ ] Dev column
  - [ ] Back end issues
    - [ ] In Progress column
    - [ ] Questions and Review column
    - [ ] Dev column 

**Should do:**
- [ ] Check to see if we have enough of each complexity issue in the Prioritized Backlog column. This check helps make sure we don't run out of issues without being aware of it. 
  - [ ] `label:"role: front end"`
    - [ ] `label:"good first issue"`
    - [ ] `label:"Size: Good second issue"`
    - [ ] `label:"Size: Small"`
    - [ ] `label:"Size: Medium"`
    - [ ] `label:"Size: Large"`
  - [ ] `label:"role: back end/devOps"`
    - [ ] `label:"good first issue"`
    - [ ] `label:"Size: Good second issue"`
    - [ ] `label:"Size: Small"`
    - [ ] `label:"Size: Medium"`
    - [ ] `label:"Size: Large"`

**Could do:**
- [ ] Check `label:"time sensitive"` in Prioritized Backlog to be aware how long they have been in the Prioritized Backlog (since it was initially prioritized).
  - [ ] If any of them have been in the Prioritized Backlog (since it was initially prioritized) for a month or more
    - [ ] You may want to remind developers to pick up their next issue by filtering by role and complexity and then picking the top one in the Prioritized Backlog.
    - [ ] Also, if you think the issue should be prioritized higher in the backlog you can filter by milestone and then move it higher
    - [ ] If you think it should have a different milestone/higher priority milestone, bring it up with the PMs
- [ ] Check `label:"Status: Urgent"` in Prioritized Backlog to be aware how long they have been in the Prioritized Backlog (since it was initially prioritized).
  - [ ] If any of them have been in the Prioritized Backlog (since it was initially prioritized) for two weeks or more, remind developers to pick up their next issue by filtering by role and complexity and then picking the top one in the Prioritized Backlog.
  - [ ] Also, if you think the issue should be prioritized higher in the backlog you can move it up the Prioritized Backlog column but still stay within the milestone
  - [ ] If you think it should have a different milestone/higher priority milestone, bring it up with the PMs

    
## FYIs (nothing needs to be done, just keeping each other informed)

## Recurring items
- [ ] Divide up any tasks from the [Dev/PM Agenda](https://github.com/hackforla/website/issues/2607)
- [ ] Check if this issue has been completed: https://github.com/hackforla/VRMS/issues/1098

## Items carried over from last meeting (things we didn't have time for)

## New items

## Notes from meeting

## Tasks

## Items for next meeting agenda

Prior and upcoming meetings

• 2022-Feb-01
• 2022-Feb-03
• 2022-Feb-10
• 2022-Feb-19
• 2022-Feb-22
• 2022-Feb-26
• 2022-Mar-03
• 2022-Mar-05
• 2022-Mar-08
• 2022-Mar-10
• 2022-Mar-12
• 2022-Mar-17
• 2022-Mar-19
• 2022-Mar-22
• 2022-Mar-26
• 2022-Mar-29
• 2022-Mar-31
• 2022-Apr-02
• 2022-Apr-07
• 2022-Apr-12
• 2022-Apr-14
• 2022-Apr-16
• 2022-Apr-19
• 2022-Apr-21
• 2022-Apr-23
• 2022-Apr-26
• 2022-Apr-28
• 2022-Apr-30
• 2022-May-06
• 2022-May-10
• 2022-May-24

[JessicaLucindaCheng]

All Leads Meeting Notes May 1, 2022

• (Saumil) Anything in the Done column if it's open leave it in there. Also, if it is less than 30 days old in the column leave it in there. Update: Changed number of days in Move old, closed issues off the Project Board #2955 from 60 to 30 as requested in the meeting.
• (Both tech leads) Discuss videos (low priority):
  • New members' journey
    • Setting up prework
    • Walking through the Contributing file (an overview)
  • How to navigate the project board
  • How labels are used
• (Jessica) Check on/write issues for citizen engagement and program area pages to be dynamic
  • Citizen Engagement: Already dynamic
  • Program Areas: Issue exists Update the Program Areas page so the projects are dynamically rendered #2485

[JessicaLucindaCheng]

Thursday, May 26, 2022 Office Hours Attendance

• Carlos Perez
• Wilny Duong
• Eric Vennemeyer

[JessicaLucindaCheng]

Notes for updating the template:

Agenda for MMM DD, YYYY

Prework to prep for the meeting

Must do:

• Check the bottom of the Prioritized Backlog for any developer issues (label:"role: front end", label:"role: back end/devOps", label:"role: dev leads") that are miss prioritized and reprioritize them.
• Check New Issue Approval for the following labels:
  • label:"role: front end"
  • label:"role: back end/devOps"
  • label:"role: dev leads"
  • If there are any with the above labels and
    • If it has "DRAFT" in the title and/or a draft label, it means it is still being written and you can ignore it for now. However, you may want to follow up with the issue writer if it has been sitting in draft mode for a while to see if they are still writing it.
    • If it already has a milestone, check the issue event logs and comments to see why it is still in the Prioritized Backlog. Possible scenarios (but does not cover every scenario):
      • If the issue was previously in the Prioritized Backlog or In Progress columns and a developer moved it because they were unassigning themselves, you can re-prioritize it.
      • If a PM added the milestone but didn't move it to the Prioritized Backlog, ask the PM.
      • If there is a comment as why it was moved, take appropriate actions and follow up as necessary.
    • If doesn't have a milestone and isn't a draft,
      • Read through the issue
      • If needed, make edits or ask the issue writer to make edits
      • If the issue is ready for a dev to work on, then add a ready for milestone label. This lets the PM(s) know the issue is ready for a milestone to be added and to prioritize it into the Prioritized Backlog column.
• Check all columns for label:"ready for dev leads", which usually means a follow-up issue needs to be written for devs but could be some other follow-up that needs to be done - you'll need to check within the issue itself.
  • Once the dev issue is written,
    • Make sure a link to the issue that had label:"ready for dev leads" is provided in the Resources/Instructions section of the follow-up issue written, such as "Related issue #[NUMBER OF ISSUE]"
    • Remove the ready for dev leads label
    • If it is in the New Issue Approval column, move it to the Done column. If it is in some other column, what to be done will be different.
• Check all columns for label:"Status: Help Wanted" and focus on dev issues with it (front end, back end, dev leads). This ideally should be done during meeting time but since we don't always have time, I have added it here.
• Check on any prs with "Changes requested". This ideally should be done during meeting time but since we don't always have time, I have added it here.
• Check on the following below. This ideally should be done during meeting time but since we don't always have time, I have added it here.
  • Front end issues label:"role: front end"
    • In Progress column
    • Questions and Review column
    • Dev column
  • Back end issues label:"role: back end/devOps"
    • In Progress column
    • Questions and Review column
    • Dev column

Should do:

• Check to see if we have enough of each complexity issue in the Prioritized Backlog column. This check helps make sure we don't run out of issues without being aware of it.
  • label:"role: front end"
    • label:"good first issue"
    • label:"Size: Good second issue"
    • label:"Size: Small"
    • label:"Size: Medium"
    • label:"Size: Large"
  • label:"role: back end/devOps"
    • label:"good first issue"
    • label:"Size: Good second issue"
    • label:"Size: Small"
    • label:"Size: Medium"
    • label:"Size: Large"

Could do:

• Check label:"time sensitive" in Prioritized Backlog to be aware how long they have been in the Prioritized Backlog (since it was initially prioritized).
  • If any of them have been in the Prioritized Backlog (since it was initially prioritized) for a month or more
    • You may want to remind developers to pick up their next issue by filtering by role and complexity and then picking the top one in the Prioritized Backlog.
    • Also, if you think the issue should be prioritized higher in the backlog you can filter by milestone and then move it higher
    • If you think it should have a different milestone/higher priority milestone, bring it up with the PMs
• Check label:"Status: Urgent" in Prioritized Backlog to be aware how long they have been in the Prioritized Backlog (since it was initially prioritized).
  • If any of them have been in the Prioritized Backlog (since it was initially prioritized) for two weeks or more, remind developers to pick up their next issue by filtering by role and complexity and then picking the top one in the Prioritized Backlog.
  • Also, if you think the issue should be prioritized higher in the backlog you can move it up the Prioritized Backlog column but still stay within the milestone
  • If you think it should have a different milestone/higher priority milestone, bring it up with the PMs

FYIs (nothing needs to be done, just keeping each other informed)

Recurring items

• Divide up any tasks from the Dev/PM Agenda
• Check if this issue has been completed: Meeting name change request for Hackforla.org Website VRMS#1098

Items carried over from last meeting (things we didn't have time for)

New items

Notes from meeting

Tasks

Items for next meeting agenda

[kathrynsilvaconway]

Notes for updating the template:

Agenda for August, 29th, 2022

Prework to prep for the meeting

Must do:

• Check the bottom of the Prioritized Backlog for any developer issues (label:"role: front end", label:"role: back end/devOps", label:"role: dev leads") that are miss prioritized and reprioritize them.
• Check New Issue Approval for the following labels:
  • label:"role: front end"
  • label:"role: back end/devOps"
  • label:"role: dev leads"
  • If there are any with the above labels and
    • If it has "DRAFT" in the title and/or a draft label, it means it is still being written and you can ignore it for now. However, you may want to follow up with the issue writer if it has been sitting in draft mode for a while to see if they are still writing it.
    • If it already has a milestone, check the issue event logs and comments to see why it is still in the Prioritized Backlog. Possible scenarios (but does not cover every scenario):
      • If the issue was previously in the Prioritized Backlog or In Progress columns and a developer moved it because they were unassigning themselves, you can re-prioritize it.
      • If a PM added the milestone but didn't move it to the Prioritized Backlog, ask the PM.
      • If there is a comment as why it was moved, take appropriate actions and follow up as necessary.
    • If doesn't have a milestone and isn't a draft,
      • Read through the issue
      • If needed, make edits or ask the issue writer to make edits
      • If the issue is ready for a dev to work on, then add a ready for milestone label. This lets the PM(s) know the issue is ready for a milestone to be added and to prioritize it into the Prioritized Backlog column.
• Check all columns for label:"ready for dev leads", which usually means a follow-up issue needs to be written for devs but could be some other follow-up that needs to be done - you'll need to check within the issue itself.
  • Once the dev issue is written,
    • Make sure a link to the issue that had label:"ready for dev leads" is provided in the Resources/Instructions section of the follow-up issue written, such as "Related issue #[NUMBER OF ISSUE]"
    • Remove the ready for dev leads label
    • If it is in the New Issue Approval column, move it to the Done column. If it is in some other column, what to be done will be different.
• Check all columns for label:"Status: Help Wanted" and focus on dev issues with it (front end, back end, dev leads). This ideally should be done during meeting time but since we don't always have time, I have added it here.
• Check on any prs with "Changes requested". This ideally should be done during meeting time but since we don't always have time, I have added it here.
• Check on the following below. This ideally should be done during meeting time but since we don't always have time, I have added it here.
  • Front end issues label:"role: front end"
    • In Progress column
    • Questions and Review column
    • Dev column
  • Back end issues label:"role: back end/devOps"
    • In Progress column
    • Questions and Review column
    • Dev column

Should do:

• Check to see if we have enough of each complexity issue in the Prioritized Backlog column. This check helps make sure we don't run out of issues without being aware of it.
  • label:"role: front end"
    • label:"good first issue"
    • label:"Size: Good second issue"
    • label:"Size: Small"
    • label:"Size: Medium"
    • label:"Size: Large"
  • label:"role: back end/devOps"
    • label:"good first issue"
    • label:"Size: Good second issue"
    • label:"Size: Small"
    • label:"Size: Medium"
    • label:"Size: Large"

Could do:

• Check label:"time sensitive" in Prioritized Backlog to be aware how long they have been in the Prioritized Backlog (since it was initially prioritized).
  • If any of them have been in the Prioritized Backlog (since it was initially prioritized) for a month or more
    • You may want to remind developers to pick up their next issue by filtering by role and complexity and then picking the top one in the Prioritized Backlog.
    • Also, if you think the issue should be prioritized higher in the backlog you can filter by milestone and then move it higher
    • If you think it should have a different milestone/higher priority milestone, bring it up with the PMs
• Check label:"Status: Urgent" in Prioritized Backlog to be aware how long they have been in the Prioritized Backlog (since it was initially prioritized).
  • If any of them have been in the Prioritized Backlog (since it was initially prioritized) for two weeks or more, remind developers to pick up their next issue by filtering by role and complexity and then picking the top one in the Prioritized Backlog.
  • Also, if you think the issue should be prioritized higher in the backlog you can move it up the Prioritized Backlog column but still stay within the milestone
  • If you think it should have a different milestone/higher priority milestone, bring it up with the PMs

FYIs (nothing needs to be done, just keeping each other informed)

Recurring items

• Divide up any tasks from the Dev/PM Agenda
• Check if this issue has been completed: Meeting name change request for Hackforla.org Website VRMS#1098

Items carried over from last meeting (things we didn't have time for)

New items

Notes from meeting

Tasks

Items for next meeting agenda

[JessicaLucindaCheng]

@kathrynsilvaconway Sorry for the confusion. I thought I had closed this issue. If you are looking for the Dev/PM agenda, it's here: #2607

Edit: The technical leads agenda is not the same as the dev/pm agenda. The prep work for the technical leads agenda is something totally separate from the dev/pm agenda. The tasks in this issue are not something you have to do and was just something extra Saumil and I did. However, the prep work in the dev/pm agenda is something Bonnie/PMs want us to do.

Edit 2: If you are looking for some instructions for the Dev/PM agenda pre-work, you can check the How to do "Prework to prep for meeting” in Dev/PM agenda section in the Developer Roles Google Doc

[JessicaLucindaCheng]

@SAUMILDHANKAR I'm closing this agenda since we aren't using it anymore.

@kathrynsilvaconway I am closing this agenda/issue. If you want something similar to this and have meetings with other dev leads, feel free to open a new issue and just copy what you need from this.

[JessicaLucindaCheng]

Must do:

• Check the bottom of the Prioritized Backlog for any developer issues (label:"role: front end", label:"role: back end/devOps", label:"role: dev leads") that are miss prioritized and reprioritize them.
• Check New Issue Approval for the following labels:
  • label:"role: front end"
  • label:"role: back end/devOps"
  • label:"role: dev leads"
  • If there are any with the above labels and
    • If it has "DRAFT" in the title and/or a draft label, it means it is still being written and you can ignore it for now. However, you may want to follow up with the issue writer if it has been sitting in draft mode for a while to see if they are still writing it.
    • If it already has a milestone, check the issue event logs and comments to see why it is still in the New Issue Approval column. Possible scenarios (but does not cover every scenario):
      • If the issue was previously in the Prioritized Backlog or In Progress columns and a developer moved it because they were unassigning themselves, you can re-prioritize it.
      • If a PM added the milestone but didn't move it to the Prioritized Backlog, ask the PM.
      • If there is a comment as why it was moved, take appropriate actions and follow up as necessary.
    • If doesn't have a milestone and isn't a draft,
      • Read through the issue
      • If needed, make edits or ask the issue writer to make edits
      • If the issue is ready for a dev to work on, then add a ready for milestone label. This lets the PM(s) know the issue is ready for a milestone to be added and to prioritize it into the Prioritized Backlog column.
• Check all columns for label:"ready for dev leads", which usually means a follow-up issue needs to be written for devs but could be some other follow-up that needs to be done - you'll need to check within the issue itself.
  • If it is to write a follow-up issue, once the follow-up dev issue is written,
    • Make sure a link to the issue that had label:"ready for dev leads" is provided in the Resources/Instructions section of the follow-up issue, such as "Related issue #[NUMBER OF ISSUE]"
    • Remove the ready for dev leads label and add a comment saying the follow-up issue has been written and add a link to the follow-up issue.
    • After removing the ready for dev leads label, if the issue is a closed issue, move that issue from New Issue Approval column to the Done column.
      • If it is in some other column, what has to be done could be different. If you are not sure, ask a PM.
• Check all columns for label:"Status: Help Wanted" and focus on dev issues with it (front end, back end, dev leads). This ideally should be done during meeting time but since we don't always have time, I have added it here.
• Check on any prs with "Changes requested". This ideally should be done during meeting time but since we don't always have time, I have added it here.
• Check on the following below. This ideally should be done during meeting time but since we don't always have time, I have added it here.
  • Front end issues label:"role: front end"
    • In Progress column
    • Questions and Review column
    • Dev column
  • Back end issues
    • In Progress column
    • Questions and Review column
    • Dev column

Should do:

• Check to see if we have enough of each complexity issue in the Prioritized Backlog column. This check helps make sure we don't run out of issues without being aware of it.
  • label:"role: front end"
    • label:"good first issue"
    • label:"Size: Good second issue"
    • label:"Size: Small"
    • label:"Size: Medium"
    • label:"Size: Large"
  • label:"role: back end/devOps"
    • label:"good first issue"
    • label:"Size: Good second issue"
    • label:"Size: Small"
    • label:"Size: Medium"
    • label:"Size: Large"

Could do:

• Check label:"time sensitive" in Prioritized Backlog to be aware how long they have been in the Prioritized Backlog (since it was initially prioritized).
  • If any of them have been in the Prioritized Backlog (since it was initially prioritized) for a month or more
    • You may want to remind developers to pick up their next issue by filtering by role and complexity and then picking the top one in the Prioritized Backlog.
    • Also, if you think the issue should be prioritized higher in the backlog you can filter by milestone and then move it higher
    • If you think it should have a different milestone/higher priority milestone, bring it up with the PMs
• Check label:"Status: Urgent" in Prioritized Backlog to be aware how long they have been in the Prioritized Backlog (since it was initially prioritized).
  • If any of them have been in the Prioritized Backlog (since it was initially prioritized) for two weeks or more, remind developers to pick up their next issue by filtering by role and complexity and then picking the top one in the Prioritized Backlog.
  • Also, if you think the issue should be prioritized higher in the backlog you can move it up the Prioritized Backlog column but still stay within the milestone
  • If you think it should have a different milestone/higher priority milestone, bring it up with the PMs

[blulady]

Hey @JessicaLucindaCheng This is such an useful tool. I am super grateful that you shared it with us. I was going through it and got confused and was hoping you could clarify.

• Check New Issue Approval for the following labels:
  • label:"role: front end"
  • label:"role: back end/devOps"
  • label:"role: dev leads"
  • If there are any with the above labels and
    • If it has "DRAFT" in the title and/or a draft label, it means it is still being written and you can ignore it for now. However, you may want to follow up with the issue writer if it has been sitting in draft mode for a while to see if they are still writing it.
    • If it already has a milestone, check the issue event logs and comments to see why it is still in the Prioritized Backlog.

Ugh... sorry can't find the underline markdown.

[JessicaLucindaCheng]

@blulady I'm so sorry for the delay in responding to you. My computer's wifi/Internet is still causing me problems.

Hey @JessicaLucindaCheng This is such an useful tool. I am super grateful that you shared it with us. I was going through it and got confused and was hoping you could clarify.

• Check New Issue Approval for the following labels:

  • label:"role: front end"

  • label:"role: back end/devOps"

  • label:"role: dev leads"

  • If there are any with the above labels and

    • If it has "DRAFT" in the title and/or a draft label, it means it is still being written and you can ignore it for now. However, you may want to follow up with the issue writer if it has been sitting in draft mode for a while to see if they are still writing it.
    • If it already has a milestone, check the issue event logs and comments to see why it is still in the Prioritized Backlog.

Ugh... sorry can't find the underline markdown.

Good catch! Sorry for the confusion. It should say, "[ ] If it already has a milestone, check the issue event logs and comments to see why it is still in the New Issue Approval column."

I fixed it in the comment/checklist: #2699 (comment)

[ExperimentsInHonesty]

@JessicaLucindaCheng Did you mean for this issue to be closed? If yes, just leave a note on it, briefly explaining why.

[JessicaLucindaCheng]

@ExperimentsInHonesty This was closed on Aug 29 with this comment: #2699 (comment)
Here is the content of the comment:

@SAUMILDHANKAR I'm closing this agenda since we aren't using it anymore.

@kathrynsilvaconway I am closing this agenda/issue. If you want something similar to this and have meetings with other dev leads, feel free to open a new issue and just copy what you need from this.

The recent comments in this issue between Sarah and me came about because Sarah asked about a workflow for checking the board and I referred her to my checklist from this issue. However, this issue isn't being used as an agenda for meetings anymore.

[JessicaLucindaCheng]

• Also, here is the new dev leads agenda: HfLA: DEV LEAD Meeting Agenda Thursday📝 #3704