Proposal for Contribex Meeting Changes

Meeting: Weekly Sig-Contribex Update

TLDR: Currently the first part of the meeting is all status reports. Let's make that efficient so the meeting is more discussion and less you reading your status report aloud, because that could have been just an email. :D

Meeting Purpose: (need to confirm with group)
- Discuss work in progress, goals and ideas, using the discussion topics table (see below) to generate more planning and make conversations more interactive
- Proposal that this meeting is weekly again, in part to achieve tighter feedback loops

Pre-Meeting Preparation Steps

• First: Prepare the meeting notes doc for the upcoming meeting (by Monday 4pm PST)
  • copy-paste the standard agenda template elements, but also add the Status Reports and Meeting Discussion tables
    • Status reports (see table template below)
      • Table format aims to capture status updates concisely and more visibly than a narrative doc
      • Supporting info (docs, GH issues, etc.) can be linked-to from this table
    • Meeting discussion topics (see table template below)
• Second: Auto-generated Slack reminder in #sig-ContribEx (by Monday 5pm PST)
  • Reminds people to fill out the two tables embedded in the meeting notes doc by Tuesday 5pm PST, and to add anything else they wish that doesn't fit
• Third: Auto-generated Slack reminder in #sig-ContribEx to REVIEW people's additions to the agenda (esp. status reports)
  • Reminder auto-asks people to post questions, concerns, requests for clarification in the Slack channel
    • Want to ensure people have a chance to ask about and discuss completed work
    • Also want to make channel livelier, drive discussion there
    • Encourage questions about value/impact to reiterate purpose

Status Report Table Template (with sample entry):

| Subproject | Issue or topic | Work done | Work in progress | Blockers? Need help? |
| –––– | –––– | –––– |––––|––––|––––|
| Comms | Office Hours | Generated user support to [provide value] | Setting up planning for May | Need more panelists

Discussion Topic Table Template (with sample entry):

| Subproject | Topic for discussion | What's the outcome you seek? | Reason why group is needed | ~Time needed (in minutes) |
| –––– | –––– | –––– |––––|––––|––––|
| Comms | Do we still need Office Hours? | A decision to stop or continue | Lots of stakeholders/participants | 20 mins |

Meeting: Weekly Sig-Contribex Triage

Meeting Purpose: (need to confirm with group)

• Walk the project board and make sure work is flowing forward, with owners and priorities clear
• Highlight "good first issues" to onboard new contributors and invite them to claim
  • Should create and distribute simple messaging to attract agile coaches and product, project, and program managers
  • Process specialists (new and experienced) might be drawn to opportunities to apply their skills to a high-profile project like K8s, but worry that "I'm not technical enough"
  • Message to be shared over Twitter, Slack channels we belong to, LinkedIn
  • Jorge receives alerts for issues tagged "good first issue" and tweets them, has great success rate (let's all do it)

Jorge's Reminders to Self

• Reminders /remind #sig-contribex fill out weekly checkin at ()[link] every monday at 9am PT
• Replace existing meeting notes with this new format
• Drive decision on whether the biweekly update becomes weekly
• Figure out how to fit the triage meeting with the existing meeting
  • Does it merge with the update? or
  • Does it remain separate, but happens 1x/month?
• Set two Slack reminders ()"Report your status updates" and "Read the status updates + post your questions")
• Seperate social meeting to hang out!
• Don't forget the required stuff, CoC, new contributor intros, the freeform thing at the end, etc.