Onboard & Offboard: UX Research

[layneam]

Overview

We need to have a checklist of items to do when a UX researcher onboard and offboards so that the process can be consistent and fast.

Date Updated

Created date: 2022-03-11

Action Items

• Check to see if the org template for this process has new steps in it, and if it does, update this issue and its template with content and add the last date you updated the template below
• Copy template to comment below
• Add name of person
• Check off as done

#### Onboard
- [ ] Slack channel membership
  - [ ] #ballotnav
  - [ ] #ballotnav-design
- [ ] Add to Google calendar invites
   - [ ] Tuesday 6PM PST - All-team meeting
   - [ ] [DAY- - UX Research meeting TBD]
- [ ] Tag PM to request for you to team page on Wiki
- [ ] Google Drive
   - [ ] Add to drive as Contributor 
- [ ] Request roster from PM team 
  - [ ] Team member adds themselves
  - [ ] Check for 2FA and note in roster
- [ ] GitHub
     - [ ] Add to team write team
     - [ ] Add to read vault
- [ ] Figma
  - [ ] invite
  - [ ] acceptance
- [ ] 1password 
     - [ ] invitation
     - [ ] acceptance
     - [ ] add to vaults
- [ ] Add to team invite 

#### Offboard
- [ ] Remove from Google calendar invite
   - [ ] Tuesday 6PM PST - All-team meeting
- [ ] WIKI
  - [ ] move to new place on team page
  - [ ] 1password setup
    - [ ] remove from team vaults
       - [ ] [REPLACE with name of primary vault]
       - [ ] [REPLACE with name of secondary vault]
       - [ ] Zoom vault
- [ ] Google Drive
   - [ ] demote to viewer
- [ ] Roster
  - [ ] mark as inactive
- [ ] GitHub
     - [ ] demote member to read only team and remove from write team
- [ ] Figma
  - [ ] remove from team
- [ ] Help them delete the desktop shortcut to email address if they made one.
- [ ] Remove from email address(s)
   - [ ] [email protected]
- [ ] Remove from Social Media Accounts with role assignment
   - [ ] Facebook

Resources/Instructions

• 1password.com
• Google Drive
• Team Roster
• Check public and 2FA at people page
• BallotNav GitHub Teams
  • base (read)
  • write
  • maintain
  • [triage]
  • admin
  • [other]
• WIKI team page: https://github.com/hackforla/BallotNav/wiki/The-Team
• BallotNav Figma
• Shortcut for adding a profile to the desktop: chrome://settings/manageProfile
• Tutorials
  • Forward emails to team members

---

org template updated 2022-02-23
Changelog

[staceyrebekahscott]

@layneam Assigning to both of us and moving to In Progress. I want to get this finalized and assign to the 2 new UX researchers to test the process. I'll review and add my feedback shortly.

[layneam]

@jonlam27 @fedelandini Can one of you please update the template with the current details of the UX team meeting?

• Add to Google calendar invites

• Tuesday 6PM PST - All-team meeting

• [DAY- - UX Research meeting]

[fedelandini]

@layneam could you link the document? thanks

[staceyrebekahscott]

Discussed with Karen the logic behind keeping the on boarding process within the same issue (copying tasks from the overview section and creating as a new comment for each person).

I thought it would be cleaner and easier to understand if it was created in the same way as the UX Experience Profile in the CoP. It would also be easier to search for the issue if looking for a particular person and when they were on boarded.

UX Experience Profile
Guide for UX Experience Profile

An issue template would need to be created with all the steps to get on boarded to the project, and each new team member would use the template to create their own issue and work through the steps.

To be discussed further at the next PM Meeting.

[staceyrebekahscott]

@kcoronel I see we also have Airtable and Miro accounts for BallotNav. Do you have any insight into how these have been used by the team? The UX team has mentioned Miro, and I am looking into learning more.

@layneam I think it would be helpful to add a sentence or 2 about the applications the team is getting access to. How do you make changes to the section we are to copy/ paste?

[kcoronel]

@staceyrebekahscott we used Airtable for the national civic day of hacking and tried to use it for our issue of collecting all the data but it didn't work. It looks like we used miro for a user journey and for the board of advisor persona (Jon is a good person for Miro). You can access both thru the ballotnav gmail account, I wonder if there is another way to have the ui/ux team access, maybe it is our responsibilities as PM's to add their personal emails to the project.

[staceyrebekahscott]

Offboard: Lihui Zhang

• Remove from Google calendar invite
  • Tuesday 6PM PST - All-team meeting
• WIKI
  • move to new place on team page
    - [ ] 1password
    - [ ] remove from team vaults
    - [ ] Primary vault
    - [ ] Secondary vault
    - [ ] Zoom vault
• Google Drive
  • demote to viewer
• Roster
  • mark as inactive
• GitHub
  • demote member to read only team and remove from write team
    -[ ] Figma
    - [ ] remove from team
    - [ ] Help them delete the desktop shortcut to email address if they made one.
    - [ ] Remove from email address(s)
    - [ ] [email protected]
    -[ ] Remove from Social Media Accounts with role assignment
    - [ ] Facebook
    -[ ] Miro
    - [ ] Remove from team
• Slack
  • Remove from / or offer instructions on removing from BallotNav channels

[staceyrebekahscott]

@layneam @kcoronel Lihui messaged me on Slack and said she is leaving the team due to starting a new job. I created an Off boarding checklist in the comment above, and I'll check off what I have permission to do. She did not go through a structured on boarding so I think this off board should be simple, but this will be a good chance to test the checklist and make sure we included everything.

[kcoronel]

@staceyrebekahscott Lihui has been removed from everything except slack channels, I don't seem able to do this :(

[staceyrebekahscott]

@kcoronel Please off board Irina, Gayathri and Federica by creating a comment in this issue for each team member and following the off board template in the overview above. (Add the boxes for Miro to the comment, as it is not part of the template.

Once completed, please move issue to Prioritized Backlog.

[staceyrebekahscott]

I feel that these on boardings should be handled as separate issues, as it would be easier for tracking purposes, but I do not want to overcomplicate the process now for the team members we need to off board immediately. Once in Prioritized Backlog, I'll address all of the off boarding issues as a whole.

[staceyrebekahscott]

Gayathri should be off boarded from issue #468

[kcoronel]

Also need to offboard Seyoung