---
# System prepended metadata

title: 2023 Q2 review / Q3 planning meeting
tags: [Group planning]

---

# 2023 Q2 review / Q3 planning meeting

Monday July 10, 10am - 2pm, virtual

Participants:

* Kristina
* Chris
* Jessica
* Eric

## Outcomes

Everyone has set clear & achievable goals for this quarter
We choose 2-3 small group changes to try out this quarter

## Action items

## Homework

* Update and score [2023 Q2 OKRs](https://docs.google.com/spreadsheets/d/10vSrxY7YRZm_b-Cs5jURPOBEZ4qYom_jf_1XoxKMw48/edit#gid=844680069)
* Draft next quarter [2023 Q3 OKRs](https://docs.google.com/spreadsheets/d/1_DR-B6TzRFOEbQBetnN0loZgIY_kv9wjZqxmnyQdO1A/edit#gid=1967228253)
* Review [notes from previous quarter(s)](https://osf.io/tzmhp/wiki/OKRs%20%26%20Quarterly%20Reviews/)
* Suggest topics below in **Parking Lot**
* Create a presentation
* Add contributions to group's 2023 [effort spreadsheet](https://docs.google.com/spreadsheets/d/1TNv0PG2iqRSLJJxX7mBFBsO0j1_EpabGH8Auqk3obEw/edit#gid=0)
    * Only add hours for complete efforts? 

## Agenda

*assign someone timekeeper*
*review OKRs tomorrow (Tuesday)*

- Group activity (10:00–10:20)
    - Goal: to learn something new about each other
    - Split up into pairs, get to ask each other one question
    - Some question ideas (try to make sure they are inclusive and fun)
        - [This list](https://www.icebreakers.ws/get-to-know-you/icebreaker-questions.html)
        - Would you rathers, like "Would you rather have one 3 week long vacation or three 1 week long vacations" or "Would you rather be able to eat only sweet food or only savory food the rest of your life?"
    - 3 minutes per pair, rotate around so everyone talks to everyone
    - Get back together and tell us about what you learned about everyone! 
- Vote on topics (10:20–10:30)
- Topic discussion #1: Hiring (10:30–11:00)
- Break(11:00–11:15)
- Presentations (11:15–12:15)
    - [Group/Kristina](https://docs.google.com/presentation/d/1vwBRiqHXVH5i7RtoJ_PkY_KBQz28mJ3fHgEfpkqvJ80/edit#slide=id.g25800c73ad3_0_14)
    - [Jessica](https://docs.google.com/presentation/d/1Yowk_VPX4sPw01V7svz9p8vR0ExBNBq2qs7Le95zbMA/edit?usp=drive_link)
    - [Eric](https://docs.google.com/presentation/d/1M02kLlPZFTfCZ-hntn0OVrAT4YfsfhCXE9im7l7qvt8/edit?usp=sharing)
    - [Chris](https://docs.google.com/presentation/d/1CVqx1fDkwi_HCSdy0rUDzrJwJBsCzBNxzGwAIC7jz2U/edit#slide=id.p)
- Lunch (12:15–12:45)
- Topic discussion #2: Group process improvements (12:45–1:15)
- Break (1:15–1:30)
- Topic discussion #3 (1:30–2:00)


## Notes During Meeting

- Hiring process (brief)
    - Making sure job ad matches what we're looking for; no secret requirements
    - Don't need to "translate" our needs to resume bullet items.  Can say things like "looking for someone with domain knowledge that complements our team" rather than "bioinformatics OR machine learning (but other things also ok)"
    - Lots of options, using "or"
    - Less specific about certain technical skills being required
- Incubators
    - Getting credit for incubators seems doable!
  - How to keep incubators from dragging on when manuscripts are part of them?  Jessica keeps getting asked to re-run analyses by collaborators after 80 hrs of incubator time is up
      - [name=schnaufer][time=Mon, Jul 10, 2023 12:29 PM] IMO can also revisit what we're doing and meet with interested parties to change it (no support, different type of support, etc.)
    - Make sure we can hand-off incubators to *someone*—collaborators should be responsible for that personel ([name=schnaufer] may not be a person that has the expertise to actually modify, run, the result of the incubator)
- How to divide up PR/communication work
    - Have certain people assigned to certain types of tasks? e.g., one person writes toots, sends out workshop advertisements



## Discussion Topics / Parking Lot

### Potential topic discussion sections: 

- Hiring process
    - How it went? Possible improvements? 
    - Open Q&A sessions / recorded video as ad
    - UA [hiring guide](https://hr.arizona.edu/supervisors/recruitment-hiring/guide-successful-searches#collapse-604)
- Group culture
    - Peer programming implementation (schedule times, rotating amongst group members?)
    - Ideas for improving remote/hybrid-friendly aspects
        - More asynchronous work / better documentation? 
    - Additional forms of support from Kristina? 
- Group process improvements
    - Move sprint/incubator meeting times?
    - Move standups? Do some asynch? 
    - Having regular OKR reviews during quarter
    - Revisit purpose of outreach hour (co-working/discussion balance)
    - Effort sheet updates
    - Purpose of time tracking
    - Calendar appointments
- Group scope 
    - Review and possibly revise mission & vision
    - Teaching technology/tools like AI? 
- Advertising group
    - Add testimonials/metrics to website? 
    - Rolling list of who to reach out to? 
    - Distribution of social media work
- Collaboration training: see some approaches in [this DS article](https://www.tandfonline.com/doi/full/10.1080/26939169.2023.2191666)
- Career planning
- Social media
    - Purpose of using for our group
    - How to use Mastodon for our group
    - Creating our own accounts
    - Other social media platforms/communities? 
- Incubator:
    - How to limit unpaid post-incubator work?