2023-05-11 Director Sync

Owned by Daniel Puratich
Last updated: 2023-05-15 by Anthony Luo
2 min read

Brief

Scheduling is currently in the in progress as of 5/9/2023. If anyone cannot attend it will be okay as I am aware we are tired from competition. Each topic has been prescribed a maximum discussion time below which will be enforced via timer. This meeting is intended to run 30 minutes maximum.

 

Attendees

Meeting Requestor: @Daniel Puratich

Optional Preferred Attendees: @Megan Spee & @Anthony Luo

 

Topics

  • Discuss plan to propose to leads regarding how we, warg directors, want to enforce subteams track their project management data for the term.

    • Asana Description

    • Meeting Minutes Info (5 minutes)

      • Just be sure we’re all okay with enforcing a naming scheme and meeting minutes going into this confluence space for all subteam meetings

        • all meetings should be written in respective folder.

        • naming scheme should be yyyy-mm-dd (2023-05-11 for 2023 may 11)

      • Enforcing a google calendar usage policy

        • > 3 people needs gcal schedule.

      • Asking meeting leaders to enforce topic time limits ?

    • Asana/Confluence/Discord/GoogleCalendar Info (5 minutes)

      • How we track tasks, purchases/receipts, and documentation across WARG

      • Want to get all subteams on a consistent system (even if that system has room for improvement over time)

    • Media Storage (5 minutes)

      • This is pretty much figured out I just want to clarify for the future

  • Finalize scheduling for immediate meetings (5 minutes)

  • What is our direction for general meetings and project sync meetings ? (5 minutes)

    • Totally fair if the conclusion to this is “ask the leads at next leads meeting”

  • Unknown Topic (5 minutes)

    • I would like to accomplish this Asana Description if possible

    • @Anthony Luo to clarify what exactly this is as this has not been communicated

 

Discussion

  • Tasks go into project asanas?

  • Meeting minutes in confluence. Research in confluence.

  • All tasks should be in respective subteam page & also live in A project page.

    • tasks must contain: subteam & project fields. that allows each subteam to organize their tasks as they see fit.

  • Large milestones listed as such under top level leads dashboard?

  • see AEAC 2023

Media Storage

  • OneDrive (sharepoint?)

    • 1TB Data Limit (couple hundred rn)

    • Links r fine for sharing.

Scheduling

  • Leads meeting

    •  

  • competition debrief

    • 10-12, 13-15

Gen meeting

  • monthly social, talk about things, make it fun!

 

one-two weeks after the comp debrief, sync with subteams

  • one subteam as a time (multiple sub-team leads together).

  • Ask how their projects & project breakdowns are looking.

  • help out with asana as needed.

 

 

  • Agree on gcal enforcement

  • Agree on tasks in asana, info in confluence, discuss discord, gcal schedule

  • Media storage is fine for now, asana task to fix in future

  • 2 hr for debrief part 1 2 hr for part 2. One before lunch, one after lunch. Sunday. Anni to schedule and create meeting minutes

  • General meeting is done. Monthly onsite social. Fun social in a room. Have people from any team have fun.

  • Ensure program alignment is achieved at the end of debrief stuff

  • Meetings with all subteams soon after debrief