Open Source Bridge/2013/Meetings/2013-09-04 retrospective

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DRAFT: Open Source Bridge 2013 Retrospective

Attending: Reid Beels, Melissa Chavez, Kirsten Comandich, Audrey Eschright, Amy Farrell, Craig Fisk, Jacob Helwig, Ben Hengst, Josh Heumann, Christie Koehler, Sherri Montgomery

Overview: The first part of the retrospective was a relatively open-ended brainstorming session, which led us to some key areas to discuss for improvement. These notes do not include details on the brainstorming. After discussing some ares to work on, we came up with the idea of setting up sub-teams to make recommendations for approaching planning for 2014.

Areas Discussed

We grouped the items that stood out (good or bad) and came up with categories:

  • Volunteers
  • Care of Volunteers
  • Biz
  • Outreach
  • Organizational Issues
  • Moving
  • Existential problems (Angst)
  • Communications and Docs
  • Hacker Lounge
  • Team
  • Party
  • Food
  • Core Team Stress

Core Team Stress

We chose to focus on the "Core Team Stress" area for further brainstorming on possible improvements. (Arguably, this could be taken as a microcosm of most of the other issues.) Issues and ideas included:

  • Access to information
    • Where do I go for information?
    • Cross-training / Information sharing
    • Silos? Lack of docs/training?
  • Need processes to be shareable and reproducible
  • Food volunteering -- make it a requirement?
  • Lack of well-defined tasks limits who helps
  • Work sprints and committees (as structures for sharing work)
  • Make "Logistics" more granular
  • Too much decision-making on the ground (at the event, some team members made decisions because they were unaware of existing decisions/plans)
  • Planning meetings -- less update-focused, more focused on removing blockers
  • Cross-committee MASTER RUN LIST

Focus Areas and Teams

We identified a number of focus areas and subteams to work on them. These are:

Volunteer

  • Josh
  • Audrey
  • Melissa

Finance

  • Melissa
  • Christie
  • Craig
  • Reid
  • Kirsten

Hacker Lounge

  • Christie
  • Reid
  • Sherri

Marketing/Outreach

  • Melissa
  • Reid
  • Audrey
  • Amy

Content

  • Christie
  • Josh
  • Amy
  • Reid

Registration

  • Kirsten
  • Reid

Technology

  • Reid
  • Kirsten
  • Christie

Hospitality

  • Amy
  • Audrey

Logistics (Overall)

  • Melissa
  • Sherri

Areas in close communication with Logistics are Catering, A/V, Venue, and Party.

Catering

  • Melissa
  • Sherri

A/V

  • Kirsten (audio)

Venue

  • Sherri
  • Christie

Party

  • Christie


(Although many of these might be "committees" for OSB2014, and in fact we started off talking about them that way, the people identified here are signed up to make some initial recommendations, not necessarily to continue in a committee capacity through the planning season.)

Next Steps

Each team is to discuss their focus area and report back to the core team with the following recommendations for their area:

  1. Roles
  2. Goals
  3. Timeline
  4. Responsibility matrix