Top 5 secrets of distributed teams / Christina McNeill & T. Kim Nguyen
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Christina McNeill – Penn State – cmcneill@plone.org T. Kim Nguyen – Wildcard Corp. – nguyen@plone.org
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Top 5 secrets of distributed teams / Christina McNeill & T. Kim Nguyen
- 1. Top 5 Secrets of Distributed Teams Christina McNeill – Penn State – cmcneill@plone.org T. Kim Nguyen – Wildcard Corp. – nguyen@plone.org
- 2. Why Are Successful Teams Important? ●Individuals have limits ●Affect Plone’s success ●Team effectiveness is a range: 0% <–> 100% ●Ways to boost effectiveness
- 7. 1.Plan the Meeting Share agenda & other documents beforehand Scheduling: be consistent in frequency, time, format Do you need a meeting? Pick collaboration tools
- 8. 1.Plan the Meeting Google Drive & Docs Google Calendar
- 9. 2. Manage the Meeting
- 11. 2. Manage the Meeting Start and finish on time Follow agenda: Stay on topic Can use task managers as structure for the meeting Manage personality dynamics Record minutes and action items
- 12. 2. Manage the Meeting: Face-to-Face Google Hangouts (group) Skype (group) Firefox Hello (1 on 1) FaceTime (1 on 1)
- 13. 2. Manage the Meeting: Task Managers ActiveInboxHQ.com Trello JIRA Basecamp (PSM13, PSM14) Github issue tracker
- 16. 3. Communicate Between Meetings 1.Email 2.Collaborative Editing Google Docs Design: invisionapp.com 3. Folder / Google Drive 4. Chat IRC Slack.com
- 17. 4. Share with the Community
- 19. 4. Share with the Community: What & Why Team members Agenda For transparency So people know you’re active & can coordinate with you You may get help!
- 20. 4. Share with the Community: How 1.community.plone.org: Announcements -> Team Minutes 2.Twitter 3.Personal blog (feed to planet.plone.org) news from these sources are included in the newsletter
- 21. 5. PeopleThink™
- 22. 5. PeopleThink™ ●Who make good team members? not always obvious ●Easing collaboration / group dynamics ●Allowing personality and style differences to complement, not clash ●Who will show up consistently? Who will do what they say they would do?
- 23. Applied Theory / Plone Teams 1.Foundation Board 2.Plone.com 3.Plone 5 Launch Team 4.Marketing & Communications
- 25. The Star Chamber … evolved into a political weapon, a symbol of the misuse and abuse of power
- 26. Plan the meeting Manage the meeting Communicate between meetings Share with the community PeopleThink™ Plone Foundation Board Team with most formal process Scheduled bi-weekly meetings Formal agenda process
- 27. Plan the meeting Manage the meeting Communicate between meetings Share with the community PeopleThink™ Plone Foundation Board Agenda Google Hangout Approve prior meeting minutes Record meeting minutes
- 28. Plan the meeting Manage the meeting Communicate between meetings Share with the community PeopleThink™ Plone Foundation Board Email Google Docs
- 29. Plan the meeting Manage the meeting Communicate between meetings Share with the community PeopleThink™ Plone Foundation Board Meeting minutes posted on plone.org/foundation/minutes posted on community.plone.org emailed to Foundation membership Agenda posted on plone.org/foundation/agendas
- 30. Plan the meeting Manage the meeting Communicate between meetings Share with the community PeopleThink™ Plone Foundation Board ●A truly effective mix of: ○ quiet (and maybe not so quiet) doers ○ reality checkers ○ social networkers ○ longstanding context keepers
- 31. Plone.com
- 33. Plan the meeting Manage the meeting Communicate between meetings Share with the community PeopleThink™ Plone.com Regularly scheduled bi-weekly meetings Same day Same time Google Calendar Recurring meetings
- 34. Plan the meeting Manage the meeting Communicate between meetings Share with the community PeopleThink™ Plone.com the same Google Hangout URL private Trac issue tracker
- 35. Plan the meeting Manage the meeting Communicate between meetings Share with the community PeopleThink™ Plone.com Email Comments on issue tracker IRC
- 36. Plan the meeting Manage the meeting Communicate between meetings Share with the community PeopleThink™ Plone.com Closed (private) issue tracker No meeting notes taken, none shared
- 37. Plan the meeting Manage the meeting Communicate between meetings Share with the community PeopleThink™ Plone.com Right people in right roles: themer decider writer idea bouncer & editor general purpose doer
- 38. Plone 5 Launch Team
- 40. Plan the meeting Manage the meeting Communicate between meetings Share with the community PeopleThink™ Plone 5 Launch Team Regularly scheduled bi-weekly meetings Same day Same time Google Calendar Recurring meetings Agenda
- 41. Plan the meeting Manage the meeting Communicate between meetings Share with the community PeopleThink™ Plone 5 Launch Team Follow Agenda Google Hangout
- 42. Plan the meeting Manage the meeting Communicate between meetings Share with the community PeopleThink™ Plone 5 Launch Team Notes *eventually* posted on community.plone.org
- 43. Plan the meeting Manage the meeting Communicate between meetings Share with the community PeopleThink™ Plone 5 Launch Team ●Members chosen to represent all aspects of P5: docs, training, installers, framework team, marketing & communications ●A good mix of deciders and doers ●Needed more people to DO
- 46. Plan the meeting Manage the meeting Communicate between meetings Share with the community PeopleThink™ Marketing & Communications Team Regularly scheduled bi-weekly meetings Same day Same time Google Calendar Recurring meetings
- 47. Plan the meeting Manage the meeting Communicate between meetings Share with the community PeopleThink™ Marketing & Communications Team Overlap with Plone 5 Launch Team members Email Slack
- 48. Plan the meeting Manage the meeting Communicate between meetings Share with the community PeopleThink™ Marketing & Communications Team Folded into Plone 5 Launch Team Notes not taken and/or nothing to share Miscommunication No one attends Meetings canceled
- 49. Plan the meeting Manage the meeting Communicate between meetings Share with the community PeopleThink™ Marketing & Communications Team So much to do, not enough people Small team, work well together Skills needed
- 50. 5 Secrets 1.Plan the Meetings 2.Manage the Meetings 3.Communication Between Meetings 4.Share with Community 5.PeopleThink
- 52. Top 5 Secrets of Distributed Teams Christina McNeill – Penn State – cmcneill@plone.org T. Kim Nguyen – Wildcard Corp. – nguyen@plone.org
Editor's Notes
- big / complex / long lasting things are not accomplished by individuals alone effective teams are critical to the success of Plone we each remember nightmare teams, and (if we’re lucky) some amazing teams but, mostly, teams aren’t at those extremes how do you boost a team’s effectiveness? these are the things that helped us on some moderately successful teams we have been a part of
- Normal team challenges Finding role where everyone is contributing in meaningful ways Personality: work style, communication Leadership & organization Remote team challenges Creating & maintaining enthusiasm for work that could be accomplished in one day if we were all locked in a room together (this is why we love sprints, yes? =) ) Collaborative Tools: because people aren't in the same room, they get easily distracted by things that happen to them in the room they're in, and then they never get back to the remote work Global team challenges time zones language barriers cultural
- 7 Ps
- Plan the Meeting How Be consistent: frequency, time, format Do you need to meet at all? Could use the time to Get Things Done instead. Send documents to read beforehand; send agenda so members can add what they’ve accomplished since last meeting. *choose tools up front
- Plan the Meeting Create a Google drive folder, set sharing permissions once, create docs inside it (they acquire the same sharing permissions) Add attendees. Repeating events. Always notify attendees. Include link to Google Doc in event description. If use Hangout, keep the same Hangout URL.
- Being on time is best use of everyone’s time If a new topic comes up, can it wait until the end or next meeting? Flexibility is good; don’t shut down discussion if it seems to be productive! Try to allow the quieter team members to be heard. May have to (gently!) interrupt others. Have someone record the minutes and action items: best if whoever is recording is not the same person who is running the meeting
- Face-to-Face Google Hangouts (group & public recordings / streaming On Air) Skype (group) Firefox Hello (1 on 1) FaceTime (1 on 1) Task Managers: *good tool to help keep meeting focused & members accountable ActiveInbox Trello JIRA Basecamp (PSM13, PSM14) Github issue tracker
- Task Managers: *good tool to help keep meeting focused & members accountable ActiveInboxHQ.com (for Gmail) Trello JIRA Basecamp (PSM13, PSM14) Github issue tracker (public & private repos)
- Email: if you can, create a group e.g. Google Group, with one email address, or you may forget people Collaborative Editing Google Docs Suggesting mode with editing & approval workflow in-document chat (show demo how to enable this) How to view document history to see what’s been changed and/or rollback to previous version Feedback on Designs: invisionapp.com Shared Folder Google Drive or Web Site Intranet Folder Chat (pro/con list?) IRC Slack or equivalent (advantages of Slack: chat logging, paste snippets/images/files, notifications on all devices)
- Transparency
- How to Communicate community.plone.org: Announcements/Team Minutes* Twitter (seems to be Community social media tool of choice)* personal blog* *These things are included in newsletter
- doers, idea people, take charge, deep thinkers, detail people, process people, historical perspective diversity makes us stronger developers, designers, trainers, writers, testers, organizers
- The Star Chamber was an English court of law who sat at the royal Palace of Westminster, from the late 15th century to the mid-17th century (ca. 1641). Over time, the Star Chamber evolved into a political weapon, a symbol of the misuse and abuse of power
- Plone Foundation Board Plone “team” with the most formal process biweekly meetings agenda drafted, agreed on, then made public and sent out ahead of time
- Google Docs for collaborating on budgets and other documents
- official minutes prepared and approved by the board official minutes posted to plone.org and sent to Plone Foundation membership (and informally posted to community.plone.org for wider readership and community awareness)
- Plone.com Team Issue tracker which we used to structure team meetings Google Hangouts members are accessible & responsive, even if not immediately available to work on “some thing” scheduled bi-weekly meetings
- Plone 5 Launch Team biweekly meetings Google Hangouts Google Docs for agendas and notes send ahead of time and edited during meetings
- Marketing & Communications Team scheduled bi-weekly meetings: helpful that there was overlap between this team, the Plone Board, and Launch team Google Doc for collaborative agenda & notes Invisio App to collaborative edit designs Many times we didn't have the meeting so we could spend the time to work