New Readers/Meetings

This is a description of the recurring meetings that New Readers has. This documentation is intended to help the team understand our processes, improve them, and plan for

Operational

TMF/Stand up

Lead by: Anne

Timing: Biweekly, Mondays at 9:30am Pacific for 30 minutes

Attendance: working team

Goal: keep team on the same page, call out and resolve blockers. This is a very tactical meeting.

Format: TBD with Phabricator board.

Retrospective

Lead by: Anne

Timing: Every 4 weeks, Mondays at 9:30am Pacific for 30 minutes

Attendance: working team

Goal: improve internal collaborations through reflection and critique. We should be able to discuss freely what isn't working in the way that we work together, examine those things, and make improvements.

Process:

• [Retro lead] At previous week's TMF, remind attendees that this is coming
• [Retro lead] Thursday before the retro, ask attendees to think about what went well, what needs improvement, and what we learned
• [Attendees] Before meeting, write up some notes
• [Attendees] During meeting, paste notes in to the document together. Talk through them with focus on sticky areas
• [Retro lead] Following meeting, send out highlights and make changes where needed based on feedback

Brainstorm and learning

Lead by: Abbey

Timing: Every 4 weeks, Mondays at 9:30am Pacific for 60 minutes

Attendance: working team

Goal: bring multidisciplinary minds of New Readers team together for focused learning on new information and generative thinking for challenging problems.

Process:

• [Brainstorm lead] At previous week's TMF, remind attendees that this is coming and ask for ideas for focus subjects. Probably follow up by email, TBD.
• [Brainstorm lead] Thursday before the meeting, choose an area to focus on and let attendees know so that they can chew on it
• [Attendees] Think about the area for discussion in advance
• [Brainstorm lead] Facilitate meeting, ensure notes are taken

Planning

Quarterly planning

Goal setting

Timing: quarterly, at least 1 week before goals are due

Attendance: working team

Goal: set publicly-reported goals for quarterly planning

Format: TBD (needs work)

Project planning

Timing: quarterly, before end of the quarter

Attendance: working team

Goal: basic project planning for all work under the New Readers program. Elements: people, dependencies, roles, rough timelines, and community inclusion.

Format: TBD (needs work)

Mid-quarter check in

Timing: once per quarter, around the middle of the quarter.

Attendance: working team

Goal: ensure that projects are moving along and make adjustments to expectations and plans to reflect reality.

Format: Follows project list generated during quarterly planning. Each "accountable" person must update on the status of their project, adjust timelines and dependencies as needed.

Reporting

Monthly update for executives

Lead by: Jorge

Timing: Monthly on the 2nd Wednesday at 10am.

Attendance: wider team and executives

Goal: keep executives in the loop. Generate content for monthly update to meta.

Format: Discuss each annual plan objective and where it stands