DS: PM and Stakeholder Meetings #89

Hanastevenson · 2021-08-30T23:00:10Z

Overview

This issue tracks the agenda for the stakeholder and PM of design systems meetings.

Template

[DATE] Agenda and Notes

### Prework
- [ ] issue for audit  - add label audit

### Roll Call

#### Recurring items: Happens on the PM Monday meeting
 - [ ] review any issues that are in the [new issue approval column](https://github.com/hackforla/internship/projects/1#column-15516595)
 - [ ] check Branding issue to see if there is anything the team needs to do, so that we can prioritize it #68
 - [ ] Accountability and Support Check.
    - [ ] Review assignments for each PM
       - [ ] [Bonnie](https://github.com/hackforla/design-systems/issues/assigned/ExperimentsInHonesty)
       - [ ] PM


#### New Items
#### Task items from Team meeting to review

  - [ ] Carry forward the "New Items" that we did not get to look at today

### FYI

### Notes from meeting
- 

### New Task Items

#### Items for next week's agenda

Weekly Agenda

Week 2021/08/30
Week 2021/09/13
Week 2021/09/20
Week 2021/09/27
Week 2021/10/04
Week 2021/10/11
Week 2021/10/18
Week 2021/11/1

Resources/Instructions

Zoom meeting

The text was updated successfully, but these errors were encountered:

ExperimentsInHonesty · 2021-10-20T15:51:21Z

@Hanastevenson please update this with links to the past and future agendas, so that I have a way to find previous items we have talked about and that I have a place to store new items I want to address.

Please add this to our next agenda (if you need clarification), or just add to your team agenda if you understand
This issue hackforla/UI-UX#25, is supposed to be a place where we store resources for designers, that will eventually end up being added to the toolkit portion of the website under external resources. You post items all the time in the chat, and I think it would be good to capture them in this issue so that we can decide what to put on the toolkit page. For example the Videos series about typography.

Hanastevenson · 2021-10-20T19:52:56Z

@ExperimentsInHonesty Past and future agendas are now in the comment section above. Feel free to add more actions to the Issue if you need to. In terms of the resources, we actually had this discussion with the team on Monday, next Monday they will be bringing their thoughts on how as a team they wish to collate the resources for Design Systems.

As a team we are also trying to include our thoughts in the Discussion tab. The idea is that team members bring their thoughts to the meeting and then paste them into the Discussion in case other members miss a meeting. We can discuss this further in our 1-2-1.

Hanastevenson · 2021-10-20T20:19:43Z

@ExperimentsInHonesty I have also been collating the resources here

Hanastevenson · 2022-01-18T19:47:30Z

Hanastevenson · 2022-01-24T23:25:32Z

Hanastevenson · 2022-02-14T19:19:47Z

14th February Agenda and Notes

Prework

Old PM to create new PM agenda for today.

Roll Call

Recurring items: Happens on the PM Monday meeting

review any issues that are in the new issue approval column
Accountability and Support Check.
- Review assignments for each PM

New Items

A new meeting invite is needed for the All Team meeting as currently it is being sent from the old PM's email address. Create new calendar invite for the All Team meeting #344
A new Zoom link is needed for the UX/UI meeting - New Zoom link for UX/UI team #331
The Getting Started page on the Wiki needs to be updated with the new PM's name. Remove the old PM's name.
@cunninghamej needs to be added to the Github team and then added to these Issues DS: All-Hands Meetings (2022) #263 and DS: Research Team Meetings (2022) #142

Task items from Team meeting to review

Carry forward the "New Items" that we did not get to look at today

FYI

@JeannyRen has postponed tonights meeting, a message went out on the Design Systems Slack channel. The calendar meeting was deleted.
The UX/UI team are not having a meeting this week since they had two last week and half of the team are travelling. They also had two meetings last week and have enough Issues to be worked on.
Are we able to removed Hana's notifications from the [email protected] email address
Reminder for Bonnie to check in with the VRMS team - Research stats for the Design System VRMS#1048
Reminder for Bonnie to check status of this Issue - Update HfLA website: team members and check all info #302

Notes from meeting

New Task Items

Items for next week's agenda

allthatyazz · 2022-03-02T23:25:23Z

allthatyazz · 2022-03-07T19:45:09Z

allthatyazz · 2022-03-14T15:12:15Z

3/14/22 Agenda and Notes

Prework

Roll Call

Recurring items: Happens on the PM Monday meeting

New Items

Discuss the new product roadmap for release of MVP (DS template and totorial)
Discuss the usability testing
Discuss the PRD document Yas prepared for the team.

Task items from Team meeting to review

FYI

Notes from meeting

Yas informed Bonnie of the team's progress. Since there was no designer working on the tutorial in the previous week, there was no progress in the Figma Foundations tutorial ( essentially there was no progress since meeting on 3/3/2022 and this lack of progress caused frustration for the stakeholder. )
Bonnie requested that the PM and the team prioritize this task ASAP and have an initial version of the design and research plan ready by the next meeting. She also mentioned that the research plan does not need to include sophisticated details and a script.
Bonnie added a grading format to the tutorial Figma file to show what examples are good and bad ( Yas has to run this by the design lead).
For the rest of the meeting, Bonnie provided guidance on how to redo the Figma Audit done by the previous team in a proper way that would be auditable. Bonnie created a new spreadsheet and marked the previous one as depreciated. Yas will update the new audit as much as she can till the next meeting.
In the process of making the new spreadsheet, we discovered more inconsistencies in the previous work. For example, the hex numbers of the primary colors in the DS team Figma are wrong even in the final version that the team came up with. Bonnie pointed out that this issue is only the tip of the iceberg with the issues the DS team is facing now.

New Task Items

Items for next week's agenda

allthatyazz · 2022-03-18T16:43:24Z

Providence-o · 2022-03-20T12:51:49Z

Please add to your next agenda

Discuss with Bonnie you adding this CTA to your team agenda

allthatyazz · 2022-05-09T19:32:14Z

ExperimentsInHonesty · 2022-05-28T21:23:09Z

You never signed off on this hackforla/website#2745. Can I confirm that it was completed (by leaving a LGTM comment)? If you have new people to add or remove, please open a new issue for changes

allthatyazz · 2022-06-06T19:43:03Z

6/6/22 Agenda and Notes

New Items

Update Bonnie about the team's progress
Discuss the latest changes on HfLA's Figma Kit
Ask Bonnie to help update the Project Description Cleanup of homepage, readme, and wiki #422 (comment)

Task items from Team meeting to review

FYI

This meeting was cut short because ED was not feeling well. We also changed our meeting times to the First and Third Monday of each month. The calendar invite was set by the PM.

Notes from meeting

Items for next week's agenda

allthatyazz · 2022-06-20T15:18:13Z

7/18/22 Agenda and Notes

New Items

Update Bonnie about the team's progress
Discuss the latest changes on HfLA's Figma Kit
- Discuss the requirements for new sections of the Kit
  - Create a Design System Page for your Project
  - Create a Color System section
  - Create a Typography section
Ask Bonnie to help update the Project Description Cleanup of homepage, readme, and wiki #422 (comment)

Forward Task items for Team meeting to review

   - [ ] Create a Design System Page for your Project
   - [ ] Create a Color System section
   - [ ] Create a Typography section

FYI

Notes from meeting

The long-term goal for Figma Kit would be to eventually turn it into a webpage-friendly format. So it would be either a standalone platform or part of the HfLA's website, potentially under the toolkit page. Some of the reasonings and implications for the Figma kit would be:
- Expanding the Figma Kit from the tool (Figma itself) to a platform ( web format) would enable us to add effective search options for the users. So as the Kit grows and includes more and more sections, users can search based on keywords, Figma features etc.
- Each page of the current Figma Kit, should have the same width and same design language.
- The example page heading is not accessible right now and its design is not compatible with other pages. The use of bright yellow color on a dark blue background is not WCAG compatible.
- If we use cutout illustrations on the high-contrast background, we need to be mindful of how different skin tones would look on such background ( for example if there are characters with a dark tone, they are recognizable when zooming out as if they are fading into the background and we want to give the same value to all characters. )
Regarding the Start page, the Stakeholder likes the idea of the Housekeeping requirements. She added two other requirements that must be included under the housekeeping standards.
- Method for designating most recent version
- Method for understanding where to put new versions

Items for next week's agenda

allthatyazz · 2022-11-07T20:42:02Z

10/17

We discussed the necessity to push the product out of the door before the end of the year. As a result of this meeting, PM took the following actions.

Updated the team and required the team to wrap up V1 in 2 weeks.
Clarified the deadlines for the team. DS: All-Hands Meetings (2022) #263 (comment)
Work on a daily basis with the content and design teams to insure we are on the track to release.

PM & Stakeholder addressed the FOLA team page limitation problem and the Website team's misplaced Cover page on their Figma file's page menu.

Hack for LA would be closed for the month of December (no general onboarding and no stakeholder or lead meetings...).

allthatyazz · 2022-11-15T01:13:34Z

11/7

The stakeholder approved the plan for release to UX-UI CoP. We walked through the final touch-ups required for the v1.0 release. We also discussed the logistics of the release. After this meeting, PM took the following actions.

creating a checklist of tasks based on the talk with the Stakeholder. HfLA Figma Kit V1 Release #445
Contacting the CoP leads (Sara Brady and ) and asking for a 10-min presentation time.

ExperimentsInHonesty · 2022-12-26T18:05:26Z

We will be reviewing the [email protected] email box to see if you can unsubscribe or at least tune the notifications from
- sogolytics.com
- getenjoyhq.com
- calendly
Please explain how you are using live notes on your team. If its helpful we might roll it out to all teams. Also want to hear how we using it and if its GDPR compliant (my link)
All the projects need to have the label feature: agenda. I have revised your label agenda to reflect this requirement. I am happy to explain how the guides team will be using this label to help people find the agendas of all projects.
- let's also discuss the emojis that you are using on the labels (very innovative)

allthatyazz · 2023-02-05T14:58:31Z

2/6 Agenda

This is the first 1-1 meeting of 2023.

Yas's Items

Project one sheet update
Team latest work

Bonnie's Items

We will be reviewing the [email protected] email box to see if you can unsubscribe or at least tune the notifications from
- sogolytics.com
- getenjoyhq.com
- calendly
Please explain how you are using live notes on your team. If its helpful we might roll it out to all teams. Also want to hear how we using it and if its GDPR compliant (my link)
All the projects need to have the label feature: agenda. I have revised your label agenda to reflect this requirement. I am happy to explain how the guides team will be using this label to help people find the agendas of all projects.
- let's also discuss the emojis that you are using on the labels (very innovative)

Task items

Onboard Josh - Onboard & Offboard: Product #353
Review https://docs.google.com/spreadsheets/d/1q0g4049PVFAK2Nc6gglapnlFouqSfne1AiSP_gDeyLY/edit#gid=0
CoP: Data Science: Survey: Repo Labels data-science#160 The contact person is Abe

Notes

Josh is a new PM who likes to join the DS team. He was formerly the PM for another project but that project was put on hold.
We went through the updated project one sheet. Update Project One Sheet #486
We took a look at the starter DS template created by the DS team. Bonnie pointed out that this template is inadequate to address the needs of the organizations.
We took a look at the website team's and Internship team's Figma files and Bonnie pointed out that our template is inferior to those examples. DS team must address the gap between the current template and the needs of the organization in 2023.
Yas explained why the current file is organized into separate sections rather than putting everything on the giant sticker sheet.
- The other teams are expected to only dedicate 1 page of their Figma file to their DS and include everything on one page.
- As a DS team, we felt that if we organize our file into separate sections the users can find what they need faster and without the need to look at other components. For example, someone who only needs to read about colors will go to the color section.
We discussed the use of emojis in our GitHub labels. Yas explained that DS team started using them to reduce the visual clutter in our Kanban board and make it less overwhelming for the members of our teams. Bonnie liked the idea and thinks this is creative. She will consider rolling out this idea to other teams as well.

allthatyazz · 2023-02-20T20:49:49Z

2/20

Agenda and pre-meeting notes on progress

Updates from the team
- HfLA Design Systems Template
- Josh has met with Design Leads (Debbie and Khanh).
  - We dug into the history of the project.
  - Design Leads believe adding code and specs to Figma reduces the usability for designers.
- Josh and Yas discussed some initial plans for phases.
  - Phase 1 the sticker sheet: polishing the existing components and making some essential components that are currently missing, Phase 2 specs: Adding specs such as visual indicators and annotation for developers in Figma, Phase 3 tokens or code snippets: Creating a code documentation library with Storybook or a similar tool.
- Ava Li from Civic tech jobs is interested to join us to help develop the DS. After Eva reached out, I am thinking that Phase 1 and Phase 3 can be done in tandem. I really love to advocate for HfLA to use design tokens (I really like this example from Amazon’s Style Dictionary) . So maybe while Khanh and Debbie working on the sticker sheet, Eva can do research on how we can have a fully tokenized DS. If we end up using a documentation tool like Storybook, I do not think we ever need Phase 2!

Notes and clarifications from Bonnie

As the Design Systems team, our goal is to create a White Label version of the HfLA Website team's Design System that can serve as a template for other projects. If we consider our work as a product, let's call the product 'Universal Design Systems Template'. The following requirements have been identified by stakeholders for this template:
- The template must include visual indicators and annotations that express roundness, padding, and other design properties that are essential for developers to write the code.
- A column for the CSS class and CSS code should be included to facilitate modification by developers. When a designer copies from our template and makes changes to the components' appearance in their file, collaboration with a developer will be necessary to update the code.
- Our team would like to see collaboration between designers and developers in a shared space to build each project's design systems over time. This approach will help ensure that design and code work together seamlessly and allow for iterative improvements to the design system.
The objective of our product is to provide more value to users beyond a mere collection of design assets. Rather than solely focusing on catering to the needs of designers with features such as a fancy sticker sheet in Figma, our product aims to assist other projects as well by incorporating code and specifications into the design process. By doing so, we seek to enhance the overall speed and quality of project delivery in volunteer-based civic tech projects and other brigades. We also differentiate ourselves from existing UI Kits, such as Material 3 Design Kit, which primarily serve the needs of designers.
The 'Universal Design Systems Template' must cater to the needs of designers and developers, regardless of their seniority level. While there have been several discussions with the previous PM and design leads from the DS team, these discussions were not adequately documented. The Stakeholder had initially requested the DS team to build a template based on the HfLA Website team's DS. This project had dedicated a significant amount of time to find a solution that works for the unique challenges of HfLA, such as the revolving door of volunteers. Therefore, the proposed template should take into consideration the lessons learned from HfLA's Website Project and aim to address similar challenges that may arise in other projects (DANIELLE NEDIVI's case study is actually the history of building the website team DS not the history of the DS team's template).
It is a well-established fact that the DS of the HfLA website team is the most comprehensive among all of HfLA's projects. Several teams have successfully started their own design systems based on the website team's template, which has proven to be highly effective. As the DS team, our goal is to create a template that is even more advanced and superior to that of the HfLA website team, rather than the other way around. This will help us ensure that our template is the ultimate reference point for other HfLA projects and provides the best-in-class solution for designing and developing user interfaces.
Figma is going to be the single source of truth for documenting everything related to Design Systems at HfLA. While there are several best practices available online, it's crucial to remember that HfLA is quite different from an enterprise setup, where separate documentation tools are used for designers and developers. At HfLA, we need to use a unified platform that caters to both designers and developers, which eliminates the need for maintaining separate platforms. Additionally, most design systems' documentation tools are not free, and we cannot afford to use paid tools such as Zeplin or ZeroHeight. While Storybook is free, it only supports React projects. Attempting to build a standalone website for documentation purposes was not sustainable, and our previous attempt to do so failed miserably.
Fortunately, we have found a platform that is free and can be used by both designers and developers - Figma! By using Figma as our central platform for documenting our design systems, we can ensure that all stakeholders have access to the latest information, and everyone can collaborate in real-time. This approach will not only save time but also ensure that the teams' workflow is efficient, effective, and accessible to everyone involved in the project. Imagine, if there are separate platforms for designers vs developers. If a designer makes a change to a component in Figma, with the limitation of HfLA, it would be technically impossible to update the related code in the developer's documentation platform, and overtime, we would face a lot of technical debts.

Action Items

Yas will work on a written draft to document these key conversations for the future. This document can be served as a PRD. ( I am actively updating and rephrasing the notes from this meeting to be the start of a PRD.) Draft a PRD for "Universal Design System Template" #489
Bonnie will talk with Ava from CivicTechJobs. Ava is a senior developer with a rare set of skill sets compared to other HfLA developers who are junior.

sandraberjan · 2023-02-23T21:41:42Z

"DANIELLE NEDIVI's case study is actually the history of building the website team DS not the history of the DS team's template)"
What's the difference between a Design System and a Design System Template? Are there any Design System Template examples out there I can look at to better understand what it is?

(Not pushing back on anything... Just trying to understand if such a template is something that's been done before or if we are creating a custom type of thing for our needs)

allthatyazz · 2023-02-23T22:03:43Z

@sandraberjan for clarifications on the word "template" let's read the first bullet point from the notes above.

As the Design Systems team, our goal is to create a White Label version of the HfLA Website team's Design System that can serve as a template for other projects. If we consider our work as a product, let's call the product 'Universal Design Systems Template'.

To go back to your question,

What's the difference between a Design System and a Design System Template?

In a practical sense, there is no difference between those two. The DS team would create a design system as if it is meant for a hypothetical product so that other teams at HfLA would use our file as their template in the creation of their very own design system. So it is like we are creating the role model or the mother version of a design system that is somehow general enough and flexible enough that other teams can modify it and make their own child version.

My reflection after reading your comment is maybe we need to drop the word "template" from our product's name. Calling our product "HfLA's Universal Design Systems" for me is clear enough.

sandraberjan · 2023-02-25T20:56:21Z

Thank you for responding, @allthatyazz ! I'm looking into what "White Label" means and found some examples of a "white label" design system. I think you are probably right about dropping the word "template". I'll research a tiny bit more on what people are calling similar systems like this (will spend less than 20 min on that) and report back on what I find.

@sandraberjan for clarifications on the word "template" let's read the first bullet point from the notes above.

As the Design Systems team, our goal is to create a White Label version of the HfLA Website team's Design System that can serve as a template for other projects. If we consider our work as a product, let's call the product 'Universal Design Systems Template'.

To go back to your question,

What's the difference between a Design System and a Design System Template?

In a practical sense, there is no difference between those two. The DS team would create a design system as if it is meant for a hypothetical product so that other teams at HfLA would use our file as their template in the creation of their very own design system. So it is like we are creating the role model or the mother version of a design system that is somehow general enough and flexible enough that other teams can modify it and make their own child version.

My reflection after reading your comment is maybe we need to drop the word "template" from our product's name. Calling our product "HfLA's Universal Design Systems" for me is clear enough.

ExperimentsInHonesty · 2023-02-26T03:08:57Z

@allthatyazz for our next meeting

Update Project Profile: Design Systems website#3731 (comment)

allthatyazz · 2023-03-06T19:19:10Z

3/6

Update the product 1 sheet on the website with Bonnie's help
Review PRD for the Universal Design Systems
Update on the team's progress

Notes

We recorded this session to share with the designers and the whole team. Watch the recording here.

allthatyazz · 2023-05-01T13:51:53Z

3/20

Attendees: Bonnie (stakeholder), Josh (PM), Khanh (Design Lead)
The button component was discussed during this meeting.
Khanh documented her takeaways in Update Design System Template #487 (comment)

Khanh’s Update from the meeting with Bonnie

Rather than a “Universal Design System Template” that can be adapted by all the teams currently under HfLA, Bonnie wanted something more along the lines of a “HfLA Design System Starter”

Meaning that she wants a whole design system that can be copied and pasted for any new projects that has components already built out with code that other teams can just tweak

For the component list, we’ll look at the “Materials UI” to help us decide what to build out

From “Khanh’s Template Update (3/17/2023)” Bonnie would like us to add:

“Base published date”

We need to make the descriptive details component accurate

Any repetitive details will just live in the same box

allthatyazz · 2023-05-01T14:18:59Z

Hanastevenson assigned Hanastevenson and ExperimentsInHonesty Aug 30, 2021

Hanastevenson added feature: agenda meeting notes 👤 PM Role: product manager tasks documentation labels Aug 30, 2021

This was referenced Oct 20, 2021

Guide: Designers Toolkit hackforla/UI-UX#25

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Agenda for week of August 16th 2021 #53

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DS: PM and Stakeholder Meetings #89

DS: PM and Stakeholder Meetings #89

Hanastevenson commented Aug 30, 2021 •

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DS: PM and Stakeholder Meetings #89

DS: PM and Stakeholder Meetings #89

Comments

Hanastevenson commented Aug 30, 2021 • edited by kelenelee Loading

Overview

Template

Weekly Agenda

Resources/Instructions

ExperimentsInHonesty commented Oct 20, 2021

Hanastevenson commented Oct 20, 2021

Hanastevenson commented Oct 20, 2021

Hanastevenson commented Jan 18, 2022 • edited Loading

Pre work

Recurring items: Happens on the PM Monday meeting

New Items

FYI

Notes from meeting

New Task Items

Items for next week's agenda

Hanastevenson commented Jan 24, 2022 • edited Loading

Prework

Roll Call

Recurring items: Happens on the PM Monday meeting

New Items

Task items from Team meeting to review

FYI

Notes from meeting

New Task Items

Items for next week's agenda

Hanastevenson commented Feb 14, 2022 • edited Loading

Prework

Roll Call

Recurring items: Happens on the PM Monday meeting

New Items

Task items from Team meeting to review

FYI

Notes from meeting

New Task Items

Items for next week's agenda

allthatyazz commented Mar 2, 2022 • edited Loading

Prework

Roll Call

Recurring items: Happens on the PM Monday meeting

New Items

Task items from Team meeting to review

FYI

Notes from meeting

New Task Items

Items for next week's agenda

allthatyazz commented Mar 7, 2022 • edited Loading

Prework

Roll Call

Recurring items: Happens on the PM Monday meeting

New Items

Task items from Team meeting to review

FYI

Notes from meeting

New Task Items

Items for next week's agenda

allthatyazz commented Mar 14, 2022 • edited Loading

Prework

Roll Call

Recurring items: Happens on the PM Monday meeting

New Items

Task items from Team meeting to review

FYI

Notes from meeting

New Task Items

Items for next week's agenda

allthatyazz commented Mar 18, 2022 • edited Loading

Prework

Roll Call

Recurring items: Happens on the PM Monday meeting

New Items

Task items from Team meeting to review

FYI

Notes from meeting

New Task Items

Items for next week's agenda

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allthatyazz commented Jun 6, 2022 •

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allthatyazz commented Jun 20, 2022 •

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allthatyazz commented Nov 7, 2022 •

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allthatyazz commented Nov 15, 2022 •

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ExperimentsInHonesty commented Dec 26, 2022 •

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allthatyazz commented Feb 5, 2023 •

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allthatyazz commented Feb 20, 2023 •

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sandraberjan commented Feb 23, 2023 •

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allthatyazz commented Feb 23, 2023 •

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allthatyazz commented Mar 6, 2023 •

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allthatyazz commented May 1, 2023 •

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