2019-12-16 Documentation meeting agenda/notes

Owned by Jasmine Jones (Unlicensed)
Last updated: Dec 16, 2019 by Sarit Hand

Date

  12:00pm EDT / 11:00am CDT / 10:00am MDT / 9:00am PDT


Attendees

Kevin Clair

Jessica Crouch

Sarit Hand

Jasmine Jones (Unlicensed)

Angela White

Not in attendance


Conference Call Info

https://ucla.zoom.us/j/417841189

Dial by your location

        +1 669 900 6833 US (San Jose)

        +1 646 558 8656 US (New York)

Meeting ID: 417 841 189

Find your local number: https://ucla.zoom.us/u/aLp51XpUu


Discussion items

ItemTimeWhoDiscussion Topics and QuestionsNotesAction Items
Roll Call5 minutes

Note taker: Sarit Hand

(Next note taker: Jasmine Jones (Unlicensed))



Updates from Jessica5-7 minutesJessica Crouch
  • Roll out of the Help Center

Thanks to our work in advance. Center is live 1400 users. People are excited. Main site has resources on how to get started. Emails are coming in directly to Jessica.

Use star for favorite the page, use "watch" to get notifications of changes.

Comments coming in: Couple of points

  1. Easiest way is the best way. Most users are not tech comfortable.

2. If we get comments for things like typos are we comfortable just going in and making a change without having to have a discussion.

3. While exploring options: FYI Confluence is free open source, cloud.  A few limitations, not all tools are available. Check if it can be available for cloud. i.e linking to videos or embedding in the page but cannot view in full size, so will need to be large on the page.

Kudos Jessica for work on moving the Help Center!

  • Type your task here, using "@" to assign to a user and "//" to select a due date
Updates from last meeting15 minutesJasmine Jones (Unlicensed)
  • Docs sub-team roster updates
  • Review of assigned updates made by  
  • Roster change, Jamie is not able to continue, she found someone else but still has to go through application process. Waiting on approval from nomination committee for replacement.
  • Review of assigned updates.
    • Languages and ARKs are completed
    • Angela, Classifications, some progress, working on each section. What new material needs to go in there,

Side discussion on adding use cases: JJ, How to provide alternative uses. Build out use case section or page for each part. Put out on user list serve for use case scenarios.

Review

  • Event - Kevin, first pass, everything looked fine for the Friday release, second pass will consider use cases.

Side discussion on comprehensiveness:

  • Sarit - How comprehensive should we be?
  • Jasmine, is there a standard? What do our users need us to have in there? Or is it up to us to decide.
  • Jessica, ultimately up to the group. Working under the assumption that a person is looking at the manual they are also looking at the functional overview. Additional visuals are always great. This is what is in it and this is how you make it work.
  • Functional overview is the first page of the section
  • Jasmine-shore up visual aid needs,

Review

  • Sarit - started to review, need to figure out what is still applicable and what needs to be added because it is new or changed.

Side discussion on versioning pages, entire manual etc.

  • Jasmine - how best to keep up with changes from one version to other.
  • Jessica - The most current version is what you see but nested beneath new page
  • Angela, look at - DSpace manual
  • Add version of manual option


  • Recommendations from Sarit Hand communicated via email
    • Now that it is all in Confluence, is it really necessary for the video tutorials to reside in a separate area?  Or at least have them available on the page where the instructions are.  That way people can read the instructions and then see an actual video without jumping around. Otherwise, I do think there needs to be more images with arrows and circle etc. to really illustrate things. A link to the video and a return link at the very least would be helpful when navigating the manual. Answered
    • Second recommendation, I know you can just select the next page in the navigation pane on the left, but I think for ease of use we should add navigation buttons at the bottom of each page, “Next Page”, “Previous Page”,” Go to beginning of chapter” “Skip to next Chapter” or something.  It is very disconnecting when trying to read a full section like all of the digital objects guides.  I recall that was annoying to me whenever I would visit the manual. Jasmine and Sarit can look at
Using Confluence5-7 minutesJasmine Jones (Unlicensed)
  • How the sub-team will be using Confluence to track work, tasks, and communication

Jasmine-tracking page was changed up, using the "@" feature and task function to make it easier to track

Each meeting agenda will have a bottom section for suggested agenda topics by a certain date

Added assigned peer reviewer column


Work plan updates15 minutes

All

  • Each sub-team member will provide updates on work to date for 2019-2020 Work Plan objectives, how work will be carried out, where we need to pool resources/time, timelines for work

Kevin - no update for this meeting, but we have made some progress in our discussion today.  Will review meeting notes.

Jasmine - working with Brittany on testing team who is providing info.  Some stuff is coming out. Christine will include Jasmine on emails.

 Angela - Working on it, taking notes from today's meeting.

Sarit - Internal comm workflow, looked at Jira as an option but may be too daunting for users? or other method to manage internally.

  • Type your task here, using "@" to assign to a user and "//" to select a due date
New business5 minutesAll
Jessica, next call is coming up.  Can a member get on the call, January 22nd 2pm ET? Can she add it to the agenda and someone take notes and bring to team, and maybe answer questions,
  • Type your task here, using "@" to assign to a user and "//" to select a due date

Suggested Agenda Topics


Add your topics below. Indicate who will be speaking to the topic, as well as provide an estimated time allotment.

Standing agenda items 

Critical priority (needs to be addressed immediately to enable us to move forward)

Medium priority (can wait 1-2 more meetings if there's not enough time)

  • Team onboarding documentation and communication (Jasmine Jones (Unlicensed), 10 minutes)
    • What information do/did you wish you knew to onboard onto this team?
    • What channels should our team use to communicate? 

Low priority (can wait 2-3 more meetings if there's not enough time)