HfLA Onboarding Tasks and Responsibilities

[Rabia2219]

Overview

We need to create a list of tasks and responsibilities for the onboarding so that the transition can be smooth and effective

Action Items

• create a list of items in a comment below
• review with new onboarding team

Resources/Instructions

• HfLA Meetup
• Onboarding: Meetup URLs and Brigade Zoom Webinar URLs
• Onboarding FigJam
• Civic Tech volunteering in USA

[ExperimentsInHonesty]

Items needed for onboarding

• List of tasks
• Permissions
• Training
• Links

Permissions

• Tables edit
• FigJam edit`
• zoom@civictechstucture.org

Links

• Onboarding deck - Part 1 - webinar
• Onboarding deck - Part 2 - interactive
• Figjam - is linked on 31
• Onboarding deck for level 1 developers - this is linked on slide 36
• Tables

Breakout rooms list

1. Code of Conduct Help
2. Data Science
3. Dev 1
4. Dev 2
5. DevOps
6. PM
7. UI/UX
8. Room 8
9. Room 9
10. Room 10

Leads

1. Code of Conduct Help
2. Data Science
   • Sofia Alice
   • Karina Lopez
3. Dev 1
   • Self Serve (slide 36)
4. Dev 2
   • HeeJung
5. DevOps
   • Ryan Sakuma
6. PM
   • Bonnie Wolfe
7. UI/UX

• Aparna Gopal
• Jennifer Nguyen
• Peter Gwon
• Julia Gab

Tasks Pre Meeting anytime before meeting - Clean up FigJam- 6:30 pm - Fix the link for Slack by creating a new one and updating slide 12 with the new link and the new date

• 6:45 pm - Turn on the forms in tables on the Volunteers and Website Onboarding tabs

Tasks During Meeting

• Get everyone started on the deck (they should still have the deck from the previous room), share slide 2 and read it out loud
• Create Breakout rooms

Code of Conduct Help

If someone has problems finding the Password in the code of conduct (slide 9 and 10). Take them into the Code of Conduct Help breakout room and explain the following

Because we all are using our phones all the time, we all learned to speed read. The way brain does that is by skipping words that it deems uncessary to the majority of the content. So even though in this Code of Conduct webpage, it says something to the effect of here is the password (but not actually those words). You brain will skip right over it. We want you to really read every word of the CoC page, so we embed this password sentance in the document. The way to prevent your brain from making you skip it, is to mute your microphone and then read the whole page outloud. Then you can't skip any words. And you will read it and know the second you have read it.

[ExperimentsInHonesty]

• upgrade Ryan Chase and Ryan Sakuma and Alex English to slack Admin

[ryanfchase]

We should consider changing this for next onboarding

• New slide for how to get people's attention (e.g. Slide 3 will be "everyone raise their hands" slide)
  • we don't move on till everyone does this
  • this doesn't work if someone is absent in the beginning 🤷
• Start Here section for people to draft their sticky notes
• Big red box around the Ready for Placement column
  • "If you move your sticky note here, YOU WILL GET IGNORED / LOST / NEED TO START OVER"
• Create a new board to fix the sizing problem
  • change the link in the deck to reflect the new Figjam link
• We need a slide with an example sticky note
  • Bonnie says we have this?
• 36 - Dev 1 is supposed to be self-guided
  • go in there and be buddies and help each other and if need help come back to main room
• People are confused about #engineering vs #hfla-site meeting times

Making changes to the deck

• make a copy of the deck and make changes
• Ask Bonnie to replace the link to our revised deck

Scheduling

• We need to pick dates for after the 18th

RC has added Alex's note above

Add to slides:

• 36 - Dev 1 is supposed to be self-guided. So go in there and be buddies and help each other and if need help come back to main room
• Slide about hand raising
• more details about what needs to go on a sticky note

Figma Group: Onboarding Old

• we can just delete this

[ale210]

task:

Add to slides:
36 - Dev 1 is supposed to be self-guided. So go in there and be buddies and help each other and if need help come back to main room
Slide about hand raising
more details about what needs to go on a sticky note

[Rabia2219]

Add to the onboarding deck (Pending Bonnie's review)

• Add a new slide with proper theme/format to include the following:

Product Manager Pre-Placement Tasks (Self Test?)
- Go to [PM Open Roles](https://github.com/orgs/hackforla/projects/67/views/5)
   - Review each role and determine which roles you could do based solely on the meeting times that the team requires for this role.  
      - If it's unclear which meetings you would need to go to, please message in the #admin channel so that we can help the team fix the posting.
   - [Schedule a meeting with Bonnie](https://calendar.app.google/rKCQ2ptiuXz8pSnt9) and list the projects that you could go to based on the meeting times
- In between your booking the appointment and meeting with Bonnie, please do the following
   - Review the details of the open roles and learn more about the project on its project page
      - write down any questions you have.
   - If you are looking for work, please look at some job postings for the role you want to have and identify skills those posting require that you would like more exposure to or experience with.
- When you meet with Bonnie
   - You will talk about your past experience (school and work), and what skill development or experience you want to get out your Hack for LA.
   - She will tell you about the projects that you have listed, based on this information
   - You will choose the project that best fits with what you are looking for.

[Rabia2219]

Add to the onboarding deck (Pending Bonnie's review)

• Replace Talk with The CoP Leads about Project Open Roles on Slide 30 with

   - [Schedule a meeting with Bonnie](https://calendar.app.google/rKCQ2ptiuXz8pSnt9) before choosing a project

FYI the link to Open Roles on Slide 30 is linked to the old project board

[Rabia2219]

create a new slide in the onboarding deck (pending Bonnie's review)

**How to create a filter so that emails from @hackforla.org do not end up in Spam**

For Gmail:

1. Open Gmail and click on the gear icon (⚙) in the top-right corner
2. Click "See all settings"
3. Go to the "Filters and Blocked Addresses" tab
4. Click "Create a new filter"
5. In the "From" field, enter: @hackforla.org
6. Click "Create filter"
7. Check the box "Never send it to Spam"
8. Click "Create filter"

For Yahoo:

1. Open Yahoo Mail and click on the gear icon (⚙) in the top-right corner
2. Select "More Settings"
3. Click "Filters" on the left menu
4. Click "Add new filters"
5. Name the filter (e.g., Hack for LA Safe List)
6. Under "From," select "Contains" and enter: @hackforla.org
7. Under "Choose a folder to move to," write "Inbox" in "Folder name"
8. Click "Save"

For Outlook / Hotmail:

1. Click on the gear icon (⚙) in the top-right corner.
2. Select "View all Outlook settings."
3. Navigate to "Mail" → "Junk email."
4. Under "Safe senders and domains," click "Add."
5. Enter @hackforla.org.
6. Click "Save."

[ryanfchase]

• need to put down on a slide:
  • you need to sign in to Figjam in order to create sticky notes
• extra slide OR more examples of stickies
  • one for each role
  • shows each role what test questions they will need to answer
• A/B is being scrapped, Google form worked perfectly
• Slide: Rename yourself Dev1 or Dev2 based on your self test
• Slide: if Data Science, skip past the other self tests

[RSkuma]

Slide Deck for Pt.2 (Updated 5/13/25)

Make sure to edit the Slack Invite link on Slide 13, each invite is time limited and has a set amount of uses before becoming invalid

Onboarding Pt.2 Steps

1. Greetings, double check that everyone has the pt.2 slides. Put the link in the chat
2. Raise hand exercise, everyone should do this
3. Rename to add your CoP
4. Introduce Slide 2, we will be around to to help but please read and follow all slides
5. You will need to login in order to create a sticky note in Figma
6. On Figjam check Confirm the following:

• Tables secret phrase
• github invite accepted and is a public member
• slack has been joined
• Tables Attendance

FAQ's
When can get the github invite?: After filling the form on slide 18(so the secret phrase is needed to get the invite)
How to make Github public: Go to slide 23