---
# System prepended metadata

title: 2024 Q2 review / Q3 planning meeting
tags: [Group planning]

---

# 2024 Q2 review / Q3 planning meeting

July 8, 2024 9am - noon

Participants:

- Kristina
- Eric
- Chris
- Renata

## Homework

* Add all relevant work + hours from this quarter to [effort spreadsheet](https://docs.google.com/spreadsheets/d/19Nxa4HiCYmQ4oXa41XR7kBIpRoatxD-Efp0VBUpRLDk/edit#gid=0)
    * "Jan - June CCT DS" tab
    * Due Friday July 5! 
* Update and Score previous quarter OKRs
    * [2024 Q2 OKRs](https://docs.google.com/spreadsheets/d/1fSgiFikRvJlNxtvtjlyZSAENuDeMKvwf0uG5AMWhFfQ/edit?gid=844680069#gid=844680069)
* Draft next quarter OKRs
    * [2024 Q3 OKRs](https://docs.google.com/spreadsheets/d/1XbhYxsUm6bBNxdiBh_fFYPa4zfP4nqUDHKCKU7Gz9qI/edit?gid=267995325#gid=267995325)
* Review 
    * [notes from previous meeting](https://hackmd.io/DtXlop-4QziZ38rXj7iVcw) and [annual meeting](https://hackmd.io/iltgSPr2R1OuVC-tQV75eg)
    * Link above includes homework
* Suggest topics below
* Create a presentation & add it to the [2024 Q3 folder](https://drive.google.com/drive/folders/1d7FQhhPNgEBPkyoVsGZYR9ahL2R9_aZ4?usp=drive_link); summarize: 
  * Major accomplishments
  * What went well, what didn't 
  * Plans for next quarter

## Agenda

* 9:00 - 9:15: Group activity
    * Based on "All Alike" from [this list](https://teambuilding.com/blog/get-to-know-you-games)
    * Split up into two groups of two, set timer for 5 minutes, each group has to try to find as many traits they have in common as possible. The group that ends up with the most wins! (Actually, everyone wins because we learn more about each other)
* 9:15 - 10:00: State of the group presentation
* 10:00 - 11:00: Individual presentations (~15min ea)
    * Break at 10:30
    * [Kristina / group](https://docs.google.com/presentation/d/1uSESgyerWi6NEEhuiveLMEQwh9RbaTemsmMrvLLM7ts/edit#slide=id.p)
    * [Eric](https://docs.google.com/presentation/d/1LNeJ5B6By_EFb9pYs_5llCkFHQduJptOUdjiF_RFmyQ/edit#slide=id.p)
    * [Renata](https://docs.google.com/presentation/d/16QO8m37fPYK4Da4DTksqMaikh-ebKNXQf4yHCaOp8I4/edit#slide=id.g2ead821ad28_0_208)
    * [Chris](https://docs.google.com/presentation/d/18blxgWehQ9rEMh1wCysQlAtrZxD77w4mumr8djiHeOE/edit?pli=1#slide=id.g2eacadb3486_0_0)
* 11:00 - 12:00: Discussion
    * Topics from below
    * Wrapup slide questions
    * Anything else of interest! 


## Notes
- What is purpose of sprint retrospective? 
    - Is this not as useful for us because we don't need those handrails? 
    - (Kristina) Need to do more research on their purpose
    - Are there modifications we can make that are more suited to our group? 
        - Good suggestion: that sprint's leader check the insights graphs and report to everyone if anything is awry
- "Provide training materials" = think about how to best provide them
- Redundancy among a couple repos / projects is okay, and better than trying to mash multiple projects together (YMMV)
- Working with collaborators
    - Having a report shared with them with ongoing results and corresponding descriptions
        - How often should this be updated? 
- Jeremy Weiss interview? 
- Short Youtube videos / talks on new things we learn
- Thermal calendars project workload
- Written todo / action items for carbon stores project to keep projects organized and on track
- Lab handbook workshop pre-existing content already compiled
- Providing code to workshop participants ahead of time
- Certificates as a way to encourage people to do more work on their own
- Group advertising
    - Zoom backgrounds
    - Stickers
    - Flyer stand - draft [flyer](https://drive.google.com/file/d/1DNWNWOwe9bahsu9Q77jJK20FhRHFK6FP/view?usp=drive_link) 
    - Intro to recorded videos
        - Hard to add to recordings
        - Making sure logo was right
        - Got stuck at new logo step, and getting them to implement changes
- Making it easier to put up trainings recordings
    - One person do it? Or more specific instructions? 
    - YT studio has limitations
    - Editing locally means transcript gets lost
- One-on-one structure
    - Good to timebox status updates
    - Good to devote time to meta stuff especially with being remote
    - What to do with intermediate level of details during status updates - Kristina ask group leaders group about this
- Video about how to work with us, maybe even be animated? 

## Discussion Topics / Parking Lot

- More skills development
- Trainings for remainder of year
- Review of new one-on-one meeting structure
- Following sprint protocols more closely
- Each group member summarizes learning from one training / learning about pedagogy or collaboration 
- Trainings assessment
    - Are people using what we've taught in their work after the fact? 
- Are our meetings effective? 
- How to do work that is lower priority? e.g., lab level trainings, workshop assessment
- Giving proper credit when people join project partway through
- Suggestions for asynchronous work, especially with time zones that are really off
- **Improving project management**
    - Especially with academics when the keep changing what they're looking for
    - Getting solid details on what the research question is and what the project outcomes are
    - Playing telephone where direct collaborators are communicating with other collaborators and relaying info back to us
    - Key collaborators spending less time on projects for periods of time, sometimes unpredictably

##### Breakout Room Chris & Eric
- Both lived in Boston
- Been to NYC
- Live in Tucson
- Eaten Saguaro fruit
- Like food: enchiladas
- Like to volunteer
- Like hiking
- ~~Like different waters: sea vs fresh~~
- Driven cross country
- Been to Lewisburg, PA
- Been to Canada
- First program language - BASIC


##### Renata + Kristina shared traits

- Spent some time on the AT
- Run
- Do yoga
- Vegetarian
- Lived in Gainesville
- Went to UF/weecology
- Been to Colorado + Connecticut
- Done ecology field work
- Both collected rodents at Portal
- Both driven Buicks
- Have been to Europe