Community Relations/Planning: Difference between revisions
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{{archive|comment=See [[Community Relations Specialists]].}} |
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<blockquote>''We are moving and adapting [[Mw:Developer Relations/Planning|mw:Developer Relations/Planning]].''</blockquote> |
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This is how the [[Community Relations]] team organizes their work. |
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== Quarterly goals == |
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We follow the process for defining quarterly goals used at [[Mw:Wikimedia Engineering/2015-16 Goals|Wikimedia Engineering/2015-16 Goals]]. It starts around the middle of the previous quarter, about seven weeks before the planned quarter starts. |
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== Goals == |
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Community Relations goals define our short term priorities. They are [[phab:maniphest/query/PyG.eCj1vX0k/|tracked in Phabricator]]. |
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Quarterly goals are tasks that can be completed within a quarter. Regular workflows don't constitute goals per se, although significant and measurable improvements in these workflows can be defined as goals. |
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Goals can be single tasks or long-themed tasks with many subtasks. As opposed to regular workflows, they have a beginning and an end. |
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For people dedicating a lot of time to regular workflows, goals are a way to commit to non-regular tasks that must be completed, which otherwise would end up slipping month after month because of "regular work". |
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Goals are assigned to one person, who is responsible of its completion regardless of who else is involved. |
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=== Individual goals and team goals === |
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All goals are assigned to one person, who is the ultimate responsible of its successful completion. Sometimes that person is also in charge of doing most if not all the work required to achieve the goal. These are considered individual goals. Defining your individual goals and agreeing them with your team is also a way to define and agree what will not be a goal for you during the quarter. This is specially useful in busy times, when you must prioritize existing tasks or deal with new unexpected tasks. |
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Team goals benefit from top priority attention and resourcing. They are tracked through Quarterly Check-ins. Any team member can propose a team goal and each proposal will be discussed by the team. |
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Some goals are selected as team goals, and will define the priorities of the team during that quarter. All team members should be aware of the progress and main problems of the team goals, and should help within their capacity, even if sometimes this is done at the expense of their individual goals. Team collaboration is the main feature of a team! |
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Individual goals consist of tasks that can be performed mostly or completely by one person. They are expected to be completed within a quarter. Each individual agrees their goals with their manager, scoping and resourcing them accordingly. |
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=== Where to find candidates for goals === |
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We need to find a balance between completing ongoing efforts and starting new ones. We need to make steps towards the implementation of our annual plans and team strategy, but we also need to leave room for autonomous experimentation and pet projects. |
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== Subprojects and their boards == |
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This is a good sequence to find candidates for goals: |
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# Unfinished goals from the current quarter |
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# Unfinished tasks from the current quarter, promoted as goals |
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# Open tasks in our backlogs |
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# Events and programs with fixed dates |
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# Team annual plan |
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# Team strategy |
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The Community Relations team has an [[Phab:project/profile/3448/|umbrella project in Phabricator]] which acts as parent for several subprojects. All subprojects have one board to organize their tasks, except [[Phab:project/view/3451/|Community Relations Support]], where tasks are organized in quarterly milestones. |
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=== Goal-setting process === |
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# The process starts with the creation of a new section for the next quarter under [[Technical Collaboration/Goals]] and a related task in Phabricator. |
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=== Subproject boards === |
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# An announcement is sent to wikitech-l, wikitech-ambassadors, and optionally other channels inviting everybody to propose, discuss, and help committing to quarterly goals. |
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Tasks in subprojects are expected to move through the board columns: |
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# Team members can start proposing goals at the wiki page, its discussion page, or team meetings. |
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# By the deadline for goals drafted, all goal candidates should have a related task in Phabricator including related projects and measurement of success. Discussions specific to a goal should happen in its own task. |
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* The '''Inbox''' column is the default location for new tasks landing in the subproject. |
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# From that point, candidates will be prioritized through online discussions and team meetings until they have agreed at a department level. |
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* The '''Needs discussion''' column hosts tasks that don't have enough information or consensus to be committed |
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# By the end of the quarter, every team member has also agreed a list of individual goals with the rest of the team. |
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* The '''To-Do''' column hosts tasks committed and waiting until someone has time to work on them. |
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* The '''Started''' column hosts ongoing tasks as well as closed tasks that haven't been evaluated yet. |
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* The '''Evaluated''' column hosts only closed tasks that have been reviewed within the team or through a survey to the person who requested support. |
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=== Community Relations Specialists quarterly milestones === |
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[[phab:project/view/3451/|Community Relations Specialists]] track the support requests received through so-called milestones for every quarter. We only accept support requests from other teams in their boards. New requests are expected to land in the general Backlog by default. |
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Adding a task to a quarterly milestone implies that the team has the intention to work on that task during that quarter. This action is usually done by the owners of the tasks or the manager of Community Relations Specialists. All tasks in a quarterly milestone must be assigned to someone. |
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During the quarter, tasks are expected to move through the board columns: |
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* The '''Backlog''' column hosts the tasks that haven't started yet. |
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* The '''Started''' column hosts ongoing tasks as well as closed tasks that haven't been evaluated yet. |
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* The '''Evaluated''' column hosts only closed tasks that have been evaluated through a survey to the person who requested support. |
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Any Community Relations Specialists tasks closed during the quarter must be filed under their corresponding milestone, including those closed as Declined, Invalid or Duplicate. |
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At the end of the quarter, all open tasks must be either pushed to the next milestone or to the general backlog. Once the board has all the tasks closed under the Evaluated column, it can be archived. |
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Latest revision as of 00:57, 13 December 2025
 | This page is kept for historical interest. Any policies mentioned may be obsolete. |
This is how the Community Relations team organizes their work.
Goals
[edit]Community Relations goals define our short term priorities. They are tracked in Phabricator.
Goals can be single tasks or long-themed tasks with many subtasks. As opposed to regular workflows, they have a beginning and an end.
Goals are assigned to one person, who is responsible of its completion regardless of who else is involved.
Team goals benefit from top priority attention and resourcing. They are tracked through Quarterly Check-ins. Any team member can propose a team goal and each proposal will be discussed by the team.
Individual goals consist of tasks that can be performed mostly or completely by one person. They are expected to be completed within a quarter. Each individual agrees their goals with their manager, scoping and resourcing them accordingly.
Subprojects and their boards
[edit]The Community Relations team has an umbrella project in Phabricator which acts as parent for several subprojects. All subprojects have one board to organize their tasks, except Community Relations Support, where tasks are organized in quarterly milestones.
Subproject boards
[edit]Tasks in subprojects are expected to move through the board columns:
- The Inbox column is the default location for new tasks landing in the subproject.
- The Needs discussion column hosts tasks that don't have enough information or consensus to be committed
- The To-Do column hosts tasks committed and waiting until someone has time to work on them.
- The Started column hosts ongoing tasks as well as closed tasks that haven't been evaluated yet.
- The Evaluated column hosts only closed tasks that have been reviewed within the team or through a survey to the person who requested support.
Community Relations Specialists quarterly milestones
[edit]Community Relations Specialists track the support requests received through so-called milestones for every quarter. We only accept support requests from other teams in their boards. New requests are expected to land in the general Backlog by default.
Adding a task to a quarterly milestone implies that the team has the intention to work on that task during that quarter. This action is usually done by the owners of the tasks or the manager of Community Relations Specialists. All tasks in a quarterly milestone must be assigned to someone.
During the quarter, tasks are expected to move through the board columns:
- The Backlog column hosts the tasks that haven't started yet.
- The Started column hosts ongoing tasks as well as closed tasks that haven't been evaluated yet.
- The Evaluated column hosts only closed tasks that have been evaluated through a survey to the person who requested support.
Any Community Relations Specialists tasks closed during the quarter must be filed under their corresponding milestone, including those closed as Declined, Invalid or Duplicate.
At the end of the quarter, all open tasks must be either pushed to the next milestone or to the general backlog. Once the board has all the tasks closed under the Evaluated column, it can be archived.