Wikimedia monthly activities meetings/Quarterly reviews/Legal, HR, Finance, Communications, TPG, October 2015

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Notes from the Quarterly Review meeting with the Wikimedia Foundation's Legal, Communications, Finance & Administration and Talent & Culture (HR), and Team Practices teams, October 8, 2015, 10:30am - 12:00pm PDT.

Please keep in mind that these minutes are mostly a rough paraphrase of what was said at the meeting, rather than a source of authoritative information. Consider referring to the presentation slides, blog posts, press releases and other official material

Present (in the office): Geoff Brigham, Terry Gilbey, Boryana Dineva, Tilman Bayer (taking minutes), Yana Welinder, Jacob Rogers, Stephen LaPorte, Victoria Baranetsky, (joining at 10:48 after the Legal team's presentation): Wes Moran, Elena Hernandez, Anna Lantz, Maria O'Neill, Amy Elder (joining at 11:09 after HR): Moiz Syed, Juliet Barbara, Heather Walls, Samantha Lien, Tony Le, Lynette Logan, Trevor Parscal; participating remotely: Katherine Maher, Luis Villa, Victor Grigas, (joining at 10:48 after the Legal team's presentation): Joady Lohr, (joining at 11:34:) Kristen Lans, Arthur Richards

Presentation slides for Legal (abridged version)

Legal[edit]

Geoff: Q1 was a good quarter for Legal
action, automation and core
In Q3-4 we presented our plans on policy and other initiatives, and in Q1 we started acting on them.

slide 2

[slide 2]

slide 3

[slide 3]

slide 4

[slide 4]

now have contract software that improves handling of 80-90 contracts per quarter
use improved software to track requests to legal@ and to give training
core workflows: on track
e.g. trademarks, governance, public policy, etc.
130 legal requests
caveat: YOY numbers will appear skewed for about 2 quarters (we were backlogged a year ago, so we had to triage, then we received resources to catch up. We are on track now

slide 5

[slide 5]

slide 6

[slide 6]

slide 7

[slide 7]


Presentation slides for Talent & Culture (abridged version)

Talent & Culture[edit]

Joady:

slide 2

[slide 2]

find new PEO for our temps
--> Lila: what are we after? encourage you to spell out measure of success on this slide in the future
Joady: ...
Lila: How do we assess this dissatisfaction/problems experience by contractors?
Joady: by amount of troubleshooting that HR has to do
Lila: fair enough, in that case:
--> Lila: should use [amount of troubleshooting HR has to do re contractors] as KPI/sucess indicator
Amy: great improvement in Q1 thanks to Greenhouse
Lila: what is our average time to hire?
Amy: 45 days (influenced by conversions, so really more like 50 days
Lila: that's better than it used to be, breakout conversions and candidates
process improved in general, thank you
--> Lila: need some (basic) training about hiring, for managers and interviewers
[PS by Anna L: this is addressed in a later presented goal #5]
they represent us to outside world
even people who don't get the job should feel excited about us, wanting to take a different position later
Terry: Maria did some great research on that
--> Lila: yes, please share that [research on candidate experience] with me
Lila: also, we are used to panel interviews, which are hard to do right
we should care more about how well organized interviews are, than how many we do [e.g. a few well-scheduled interviews on one day are better than several that are spaced out too much]

slide 3

[slide 3]

(Joady:)
HRIS replacement

slide 4

[slide 4]

other successes and misses:
hired Boryana :)
and James as new recruiter
Lila: last time when we talked about annual (performance) reviews, decided not to change levels or parameter at that time, but for next year's round
want to message this early to staff
Terry: no action on this in Q1 due to understaffed team, not an explicit goal for Q2
Anna L: having informal conversations and are putting thought into next steps
--> Lila: may want to put that [planning/communication about performance review process] on agenda for Q2. Q3 will be too late

slide 5

[slide 5]

slide 6

[slide 6]

(Joady:)
core workflows

Lila: any observations about org, things we should do/not do? no


Presentation slides from the meeting

Communications[edit]

Katherine: great news this time
set ourselves to (do stuff) after last q
Lila: what is "pure awesomeness" as KPI?!
Katherine: someone from the team put that in
not sure about the math myself ;) but will have some concrete quantitative KPIs next time as subfunctions in the team become more defined

slide 2

[slide 2]

Wikimania: significant overperformance against goals. demonstrates Wikipedia's brand strength in regional markets, offers insight for future Wikimanias...

slide 3

[slide 3]

slide 4

[slide 4]

the first pilot campaign: VE
multi-channel, practical content like video, CTA to edit
Lila: did your team build these (howto) videos? yes, Victor
Juliet: doing research on new editor experience with VE

slide 5

[slide 5]

Lila: gearing up for IP rollout this q? yes
Lila: did testing for donor campaign? not yet, would have needed to ask them to log in (as VE is not yet enabled for IP editors)

slide 6

[slide 6]

Heather:
Wikipedia 15
objective: celebrate community with community
raise awareness in new audiences

slide 7

[slide 7]

idea: easily reusable
Lila: how about a broadcast event like the Times Square new year's ball drop? ;)

slide 8

[slide 8]

slide 9

[slide 9]

backfilled positions: 2 FTEs, Jeff and Ed
another one next week

slide 10

[slide 10]

slide 11

[slide 11]

Heather: brand & design: successes in templating, development of brand language, brand research (South Africa)

slide 12

[slide 12]

slide 13

[slide 13]

Juliet: successes in PR and media: thought leadership calendar, Russia block. neutral: orangemoody blocks. miss: PLOS One

slide 14

[slide 14]

Product (miss: Flow), Blog (success), social (success)

slide 15

[slide 15]

Katherine: going to skip very quickly through core workflow slides


slide 21

[slide 21]

appendix:
scorecards: not KPIs, but day to day metrics - might revise these next q
Terry: HR will be providing speed reading classes ;)
questions? none


Presentation slides from the meeting

Finance, Administration, Office IT[edit]

Terry: team keeps wheels greased and engines running

Finance[edit]

slide 2

[slide 2]

purchase orders: this objective has been delayed
Lila: I've been waiting for this since I joined ;)

slide 3

[slide 3]

move close to the 15th of the month: done
all of you can help with that

slide 4

[slide 4]

platform for scorecard
working with Adaptive, not moving fast
Lila: purpose?
Terry: multiple sources of data synced with finance data
difference from analytics tools
--> Lila: take conversation about scorecard offline, just don't want to have multiple overlapping solutions

slide 5

[slide 5]

Tony: audit and tax services
Lila: why change?
Tony: current agreement expiring

Administration[edit]

slide 6

[slide 6]

Lynette: RfP for real estate broker
Lila: goal?
Lynette: figure out WMF's needs short and long term
Terry: goal was to get RfP done

slide 7

[slide 7]

(Lynette:)
Office wiki project
about 7 people across org who help (as power users), and whom I'm talking frequently with

slide 8

[slide 8]

best practice guidelines

slide 9

[slide 9]

implement SLA [service level agreements]

Office IT[edit]

slide 10

[slide 10]

Terry: OIT's goal was to implement better videoconferencing solution
implemented BlueJeans

slide 11

[slide 11]

other sucesses and misses: Finance

slide 12

[slide 12]

Lynette: other successes and misses: Admin

slide 13

[slide 13]

Terry: OIT imaging tool improved productivity for conference rooms [not having to go to each room in person to update devices used for videoconferencing etc.]
Lila: I have seen improvements in tickets

Presentation slides from the meeting

Team Practices Group[edit]

Arthur:
mission of TPG: healthy teams deliver...
during last q came up with two sets of KPIs to measure our impact on delivering customer value as well as our impact on supporting the sustainability of the teams we support
customer satisfaction survey (Likert scale)

slide 2

[slide 2]

takeaways from health check surveys:
teams have lack of support from management and other teams
struggling to get community involvement in their workflows
lack of clarity on overall goals, disconnect between org goals and their own
positive: high levels of fun, good internal communication, delivering lots of value, learning a lot
Lila: so after these outcomes, how do you plan to carry that forward?
Arthur: with teams, addressing things within their control
presented outside issues to enginering management
Geoff: how does this overlap with HR?
Arthur: started that conversation with Gayle back in the day, found some overlap
HR is on individual level
some work on WIkilead and capacity building for supporting teams
did not find other ways to immediately work together, but made plans to identify ways to collaborate
talked with Boryana recently after she joined, she seems interested, will continue looking for ways to collaborate

slide 3

[slide 3]

MPL (Master Project List)
talking with Terry, reduced scope of our goal to encompass only CE and Engineering projects

slide 4

[slide 4]

Vision and Strategy

slide 5

[slide 5]

gather metrics from Phabricator
Lila: does this enable measuring burndowns and other velocity ?
Arthur: I think yes, but:
need education, workflow shaping with teams
--> Lila: might be good to have a goal to have at least 1-2 teams work in this pilot framework [for Phabricator metrics], use as blueprint

slide 6

[slide 6]

core workflows
worked with Community Tech team
facilitating Reading team's strategy process, and now our own
this is new ground for us
NPS: 66% [see appendix], which is really high
see appendix for more survey results
Terry: questions? none