Create a Guide/Template: Managing your project's slack channel

[Olivia-Chiong]

Overview

We need to create a guide to managing your slack channel so that you and the volunteers on your project have the best experience possible and that we increase retention.

Action Items

The phases in the guide-making process are listed below. Each phase displayed in blue is linked to a wiki page with instructions on how to complete that phase. Open the wiki page in a new tab, copy the instructions for each part into the section labeled 'Tasks' at the bottom of this issue, and complete each task listed.

• Gather Examples Solo (open in a new tab)
• Gather Examples Collaboratively
• Create a Guide Draft
  • If needed, create a template
• Have your guide peer reviewed
• Present your guide for leadership review

Resources

• Google Drive Folder for this Guide’s documents and shortcuts (to documents in other locations) 0083 [DRAFT] Managing your project's slack channel
• Guide DRAFT: Managing your project's slack channel

Youth Justice Nav

• Join your project's Slack channel
  - [ ] If you cannot find it, reach out to the PM Community of Practice Lead to confirm.
  - [ ] If confirmed, create the channel by using the +Add channels link in Slack
  
• Set up meeting reminders in your channel by using the /remind function
  Example of how to use this /remind #channelname Hi team, a reminder that our team meeting is today at 2:00 pm PST.
  (Zoom link) Please provide an update in your assigned issue before the meeting. Thank you at 9AM every Saturday.
  • Create a Guide/Template: Setting up & Deleting Slack Reminders for your project #84
• Pin important messages onto the topic of the channel so they do not get lost. Some teams pin meeting times and Zoom links.
  • Make the message that you are going to pin succinct. After about 2 weeks messages disappear and only the words visible in the pin will remain.

Special Note: Some projects will be tempted to create multiple channels to make the main channel for your project easier to read. It's easier if people just use the threading consistently. However, if you feel you really need additional channels, feel free to create them. Just document their existence for new members in your wiki and make sure to remove them if they become inactive.

Template to use per project

(add other check boxes if you find other ways they are using slack to manage)

   - [ ] meeting team link (zoom)
   - [ ] Channel Description
   - [ ] Pins
   - [ ] reminder to update issues 12-24 hours before meeting 
   - [ ] Signup for the team

Projects to check

• 100 Automations

  • meeting team link - Looks like the team posts the team meeting link (zoom) manually before the meeting.
  • Channel Description - The channel description has their domain name in it.
  • Pins
  • reminder to update issues 12-24 hours before meeting
  • Signup for the team

• 311 Data

  • meeting team link (zoom) - in a pin
  • Channel Description (meeting links which are same as hfla website page)
  • Pins (5 pins from 2019 to 2020)
  • reminder to update issues 12-24 hours before meeting
  • Signup for the team (in a pin)

• Access the Data

  • meeting team link (zoom)
  • Channel Description
  • Pins
  • reminder to update issues 12-24 hours before meeting
  • Signup for the team

• BallotNav

  • meeting team link (zoom)
  • Channel Description
  • Pins
  • reminder to update issues 12-24 hours before meeting
  • Signup for the team

• Brigade Organizer's Playbook

  • meeting team link (zoom)
  • Channel Description
  • Pins
  • reminder to update issues 12-24 hours before meeting
  • Signup for the team

• Civic Tech Index

  • meeting team link (zoom)
  • Channel Description
  • Pins
  • reminder to update issues 12-24 hours before meeting
  • Signup for the team

• Civic Tech Jobs

  • meeting team link (zoom) - different links for developers and all team
  • meeting agenda - there is a link in the meeting zoom link reminder that contains the meeting agenda.
  • Channel Description
  • Pins
  • reminder to update issues 12-24 hours before meeting
  • Signup for the team

• Civic Tech Structure

  • meeting team link (zoom)
  • meeting agenda
  • Channel Description
  • Pins
  • reminder to update issues 12-24 hours before meeting
  • Signup for the team

• Data Science Projects

  • meeting team link (zoom) - set manually before meetings
  • Channel Description - in a pin
  • Pins - two pinned messages
  • reminder to update issues 12-24 hours before meeting
  • Signup for the team

• Design Systems

  • meeting team link (zoom)
  • meeting Agenda
  • Channel Description
  • Pins
  • reminder to update issues 12-24 hours before meeting
  • Signup for the team

• Engage

  • meeting team link (zoom)
  • Channel Description - link to a google doc
  • Pins - more than 10 pinned messages
  • reminder to update issues 12-24 hours before meeting - manually done when
    necessary
  • Signup for the team

• Expunge-Assist (formerly known as Record Clearance)

  • meeting team link (zoom)
  • Channel Description
  • Pins - about 10 pins since 2019
  • reminder to update issues 12-24 hours before meeting
  • Signup for the team- explained when necessary
  • VRMS slack integration module

• Food Oasis

  • meeting team link (zoom)
  • Channel Description
  • Pins - 5 pins
  • reminder to update issues 12-24 hours before meeting
  • Signup for the team

• GreenEarthOS

• • meeting team link (zoom)
  • Channel Description
  • Pins
  • reminder to update issues 12-24 hours before meeting
  • Signup for the team

• Guides

• • meeting team link (zoom)
  • Channel Description
  • Pins - 1 pinned message
  • reminder to update issues 12-24 hours before meeting - reminders are set during or
    immediately after meetings
  • Signup for the team

• HomeUniteUs

• • meeting team link (zoom) - in topic
  • Channel Description
  • Pins
  • reminder to update issues 12-24 hours before meeting
  • Signup for the team

• Internship project

• • meeting team link (zoom)
  • Channel Description
  • Pins
  • reminder to update issues 12-24 hours before meeting
  • Signup for the team

• Lucky Parking

  • meeting team link (zoom) - posted manually before the meeting
  • Channel Description
  • Pins
  • reminder to update issues 12-24 hours before meeting
  • Signup for the team

• Open Community Survey

• • meeting team link (zoom) - in channel description
  • Channel Description
  • Pins
  • reminder to update issues 12-24 hours before meeting
  • Signup for the team

• TDM Calculator

  • meeting team link (zoom) - in a pin
  • Channel Description
  • Pins - 15 pins
  • reminder to update issues 12-24 hours before meeting
  • Signup for the team

• VRMS

  • meeting team link (zoom) - in a pin
  • Channel Description
  • Pins - 2 pins
  • reminder to update issues 12-24 hours before meeting - mentioned in the meeting
    reminder
  • Signup for the team

• Hack for LA's Website

  • meeting team link (zoom) - in a pin
  • meeting agenda - in a pin
  • Channel Description
  • Pins - 4 pins
  • reminder to update issues 12-24 hours before meeting
  • Signup for the team

• Youth Justice Nav

  • meeting team link (zoom) - in a pin
  • Channel Description
  • reminder to update issues 12-24 hours before meeting - added to the slackbot zoom
    meeting reminder
  • Signup for the team

Tasks

[ExperimentsInHonesty]

I am going to put some screenshots and notes in this issue, because I am doing a cleanup on 311's slack channel. We will need the screenshots for later making the guide examples of what no to do.

This screenshot is from the 311 Slack Channel, taken 2022-03-11. The post was created 2020-02-05. The link still works to take you to the WIKI, but they have not been updating the WIKI, so when people get there, it does not guide them to contact the correct people.

This screenshot is from the 311 Slack Channel, taken 2022-03-11. The post was created 2019-12-17. It references people no longer on the team and contains an old zoom link. Avoid using @ messages to people in pins

This screenshot is from the 311 Slack Channel, taken 2022-03-11. The post was created 2019-11-18. It references something from an agenda long since past. Pins should be for evergreen items (like an agenda issue for the entire year)

This screenshot is from the 311 Slack Channel, taken 2022-03-11. The post was created 2019-09-24.

[Evon081]

still working on this issue.
i haven't finished going through the list of projects's slack channel. Previous meeting we left off on 311. I have completed through CivicTechIndex

[Evon081]

UPDATE:
I have gathered examples from teams/projects slack channels.
I have also looked at their wiki .
In the following week i will contact teams leads on their slack channel to have a chat on what works for them and what doesn't.

[Evon081]

I have reached out to the team leads of the following projects:

1. VRMS
2. Open community project
3. lucky parking
4. home unite us
5. ESM triange
6. TDM calculator
7. hack website

however, i only got a response from the team lead for the Hack website and we are yet to fix a meeting date and time.

[Evon081]

I have reached out to the team leads of the following projects:

VRMS
Open community project
lucky parking
home unite us
ESM triange
TDM calculator
hack website
Civic Tech index
Civic Tech jobs
Design Systems
however, i only got a response from the team lead for the Hack website and we are yet to fix a meeting date and time.

i am currently working on creating a sub issue due to their lack of response on their slack channel.
i made a comment on slide 32 of the gather examples as regards that.

[ExperimentsInHonesty]

@Evon081 let's figure out what kind of guidance we need to provide to people so that they understand if they made a sub issue, it has to be linked to the main issue.