Re: Documentation working group

[Majken Connor]

No one has replied, so I am assuming that this means there aren't
objections. I will send something out to Reps tomorrow or so to see if
anyone else is interested in working on this. I'll check back for replies
before I do, just in case.

(Sorry if this comes through twice, I added the alias in case my emails
won't go through to the council list anymore)

On Mon, Feb 2, 2015 at 2:44 PM, Majken Connor <maj...@gmail.com> wrote:

> Hi Council,
>
> There are a lot of decisions made by council that have been poorly
> documented, even ones that matter a lot, like how long a Rep can be
> inactive before being asked to leave the program. I think it would be
> important to the program to have a working group that would go through old
> meeting notes and mailing lists and try to compile a list of things to
> document. I have some ideas on different approaches that could be taken,
> including ways to set scope to only capture things that meet a certain
> level of "important."
>
> I don't specifically need council's help with this, I'm not suggesting
> this be something added to the plate. I just wanted to get feedback before
> suggesting this to a wider group.
>
> My first draft proposal would be that:
>
> 1. The group makes a framework for listing the types of decisions we're
> looking for and how to structure them. This way we'd know if we haven't yet
> found all of the past decisions that need to made, and then we could also
> suggest to council areas that don't yet have an official policy at the end.
> This is also where we can set the threshold for what should be captured.
>
> 2. The group then combs through meeting logs, mailing list archives and
> email history of the alias. Ideally we would have at least several former
> council members to go through the council meeting logs and well as their
> email history. Mentors and Reps in general could help without having to
> access things that are traditionally council only.
>
> 3. Based off of this work the SOPs can be reorganized and updated.
>
> I think this would be a good "pilot" for a group of experienced Reps who
> maybe don't have the time to contribute to in person events like they used
> to. Hopefully what would come out of the project is a group of people who
> see the need to continue helping council with documentation so that we
> don't end up with this problem in the future.
>
> I understand this project hinges on finding other people who are willing
> to devote time to this, but assuming that I can, does this seem like it's
> on the right track?
>

[Emma Irwin]

HI Majken


sorry I actually don't remember seeing this. Thanks for this effort - as
mentioned to Ben having partnerships between mentors and council on some of
this 'more indepth work' seems important for success, to me anyway.
Something like this can also be an example of working with council to
achieve those goals we all agree are important.

> _______________________________________________
> reps-council mailing list
> reps-c...@lists.mozilla.org
> https://lists.mozilla.org/listinfo/reps-council
> https://wiki.mozilla.org/ReMo/SOPs/Mailing_List_Policy
>



--
Emma Irwin
@sunnydeveloper
Mozilla Reps Council Member

[Rosana Ardila]

Hi Kensie,

I think this is a great idea! Thanks for being proactive in driving a
solution.

Just two things: I don't think that people who haven't been on the
council should have access to the mailing list archives or confidential
logs.

Another one is that the council moved to video meetings because we are
so much more productive. We are moving much faster since we started
them, so there are no logs of those videos.

I guess a good thing moving forward is to have a wiki page where we
document solutions that then as time permits are moved to the right
documentation spot.

We can track them in emails or in the meeting logs as "*Decision*: xxxxx".

Thanks,
- Rosana

[Majken Connor]

Hmm, maybe my email didn't go through to the list when I first sent it?
Thanks Emma for replying this time.

In terms of keeping track of decisions, Community IT have been using
"meetinghero" for our meeting notes. I understand hesitation at adding yet
another tool, I originally wanted to keep to etherpads, but I have come
around. If nothing else, I suggest you check it out to see the UX.

I've made you guys a sample meeting so you can play around with the agenda
- https://app.meetinghero.com/meetings/54db9a452a740f627b7bc140 - it links
to your google account.

There is specifically a section to track decisions as well as an area to
track notes and action items, as well as custom views just for decisions so
you can track decisions across multiple meetings.

There is a link at the bottom of the agenda to "copy summary to
clipboard." What follows is the output from the sample agenda/notes I
filled out for you.


MeetingHero summary for meeting "Test meeting for Council"

View Full Details:
https://app.meetinghero.com/meetings/54db9a452a740f627b7bc140

Time: Feb 25, 2015 1:15 PM - 2:15 PM

Attendees: Majken Connor

Agenda

- Add topics
- I am sad it doesn't let you nest here
- OOh just noticed you can also assign agenda items!

Decisions

- There is a separate place for decisions
- This matters because of the different views available at the top.
-

Action Items

- Action items let you assign them
- You can also check them off when they're done
- You can see all action items across meetings by clicking Action Items
up top

Open Issues

- Not entirely sure how this category is actually used.
- I think it's for big picture things that haven't been decided or have
action items
- eg We need to be more transparent

Notes

- Here you can take notes
- Tab key does allow you to nestI am sad that it doesn't copy over from
the agenda
- You can drag and drop the order of things in any of the areas

> reps-council mailing listreps-council@lists.mozilla.orghttps://lists.mozilla.org/listinfo/reps-councilhttps://wiki.mozilla.org/ReMo/SOPs/Mailing_List_Policy
>
>
>

[Rosana Ardila]

Kensie,

I just saw your post on Reps General, and while I think that it is really
great that you're moving things forward I was hoping that you would discuss
at least my concerns before sending an open invitation to everyone.

Here's the thing: over the years the council has been handling very tricky
situations within regional communities. And that information can't under
any circumstance land in the wrong hands. I really appreciate what you're
trying to do, but I don't think that random Reps should be granted access
to those confidential discussions that include very personal details about
Reps and what happens in regional communities. There are witchhunts going
on and I wouldn't want to fire them up.

I would appreciate if you can at least consider the concerns before
publishing an initiative like this. I think it is the council's duty to
protect individuals and I certainly don't think that someone who "has time"
should be granted the access to our confidential information.

Is there a way we can discuss this without having to go on the public list
first? I am concerned about safety of individuals, this is not about having
the council being a black box. We have the peers to make sure that there is
someone watching over the council.

Thanks,

- Rosana

On Thu, Feb 12, 2015 at 12:02 PM, Rubén Martín <nuke...@mozilla.com> wrote:

> Hi Kensie,
>
> How this can be exported to wiki?
>
> AFAIK, we don't want to move meeting notes to another platform, since the
> problem some people have pointed out is that we don't have a single source
> of truth.
>
> We have been working on having meeting automated on the wiki:
>
> https://wiki.mozilla.org/ReMo/Meetings#Remo_Council_Weekly_Meetings
>
> How this tool can help us to improve what we already have?
>
> Regards.
>
> El 11/02/15 a las 19:20, Majken Connor escribió:

>>> _______________________________________________
>> reps-council mailing list
>> reps-c...@lists.mozilla.org
>> https://lists.mozilla.org/listinfo/reps-council
>> https://wiki.mozilla.org/ReMo/SOPs/Mailing_List_Policy
>>
>
>

> --
> Rubén Martín [Nukeador]
> Mozilla Reps Community Manager
> http://reps.mozilla.org/
>
>

[Majken Connor]

Rosana,

Sorry I didn't think that we weren't in agreement. I did suggest that we
would have former council members help with capturing information from the
decisions they were involved in. They will still have those emails in their
accounts, I am not suggesting that we give access to anyone that didn't
already have it.

Also in terms of setting the framework and the scope, I don't think we
should try to capture one-off decisions at this point, I think we should
just be looking for policy decisions that in theory affect the program
moving forward. Again I'm very sorry for the misunderstanding!

Also, Nuke's response didn't get to me, I guess it was sent to the list and
I am not on it anymore. Nuke, I pasted the output that meetinghero gives
you, it goes straight to your clipboard, so it would be very easy at the
end for someone to use that function to paste it into the wiki. They would
just need to clean up the mark-up a little? If you don't end up using it in
the end, I thought at least it might be inspiration in how to better
organize the notes, or perhaps be copied for a tool in the portal in the
future.