Re: Minutes of Silver meeting of 16 March 2018

Jeanne,

Apologies, I'm on vacation today so could not attend the call.

Thank you for the minutes.

Jennifer

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________________________________
From: Jeanne Spellman <jspellman@spellmanconsulting.com>
Sent: Friday, March 16, 2018 11:21:38 AM
To: Silver Task Force
Subject: Minutes of Silver meeting of 16 March 2018


Formatted minutes:
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Text of Minutes:

   [1]W3C

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                               - DRAFT -

                    Silver Task Force Teleconference

16 Mar 2018

Attendees

   Present
          Jan, Charles, Shari, Jeanne, Kelsey, Imelda, Jemma,
          Shawn, Camron

   Regrets
          David

   Chair
          jeanne, shawn

   Scribe
          Lauriat

Contents

     * [2]Topics
         1. [3]last minute details for Design Sprint
     * [4]Summary of Action Items
     * [5]Summary of Resolutions
     __________________________________________________________

last minute details for Design Sprint

   Jeanne: Can anyone print up name tags for participants? Just
   realized we should have these.

   Shari: Sure, I can do that.

   Jeanne: Thank you! [+1 from me]
   ... How many people do we have, so I can check the room?

   Shawn: We have exactly 30. Adding Michael makes 31.

   Jeanne: Getting materials, flipchart, tape, and such. Let's
   start with Camron, to talk through activities to figure out
   what exactly we need.

   Camron: I'll talk through things. We'll have 30 of the most
   influential, knowledgeable people on accessibility in the room
   and we really want to make the most of the two days that we
   have.
   ... On day 0, we have a meet and greet on Sunday. Jeanne, will
   you be there?

   <silver> I have a confilct so I have to leave the meeting
   around 9 ish. I would like to know what arrangement will be
   needed for the payment of foods.

   Jeanne: Yes, Charles and I will be there.

   Camron: Getting to know the other people in the group helps out
   a lot. Getting to know perspectives, background, how people
   work, communication, really helps out a lot for collaboration.
   ... For people who don't make it, that's okay. On day 1, we'll
   start off with some introductions and ice breakers for about an
   hour.
   ... Then we'll move on to getting a shared understanding of
   what we want to achieve and then reviewing what we know - the
   research summary, so we all have the same data to work with.
   ... We'll have a break in there and then we'll have a lunch
   hour.

   Jeanne: We'll have lunch delivered. My husband will run errands
   and help us with what we need.

   Jemma: We should figure out the logistics of my paying for
   lunch.

   Jeanne: Let's talk later on, you and I, to figure that out?

   All: Thank you for covering lunch, Jemma!

   Camron: After lunch, we'll come back at 1:15 on the dot, full
   of energy, and start to define and identify some ideas.
   ... One way we can do this, we'll create some "How might
   we...?" ideas. We'll want to generate not solutions at this
   point, but things like "How might we address some issue of the
   spec?" (I'll have some examples ready for Monday)
   ... We'll start to refine assumptions, and then take a quick
   break.
   ... At 3:00pm, we'll diverge. When we diverge, we'll have some
   small group activities, starting to focus on the goals,
   figuring out "What are the key issues?".
   ... In two days, we'll not solve every issue, so we'll want to
   allow different groups to own different issues and make the
   progress that we can.

   Jeanne: We'll have six weeks after the design sprint to come up
   with a requirements document, so we'll want to spend more time
   generating ideas and necessarily refining them in the exercise.

   Jennison: Jeanne and Shawn, have you organized your wedding
   reception group assignments?

   Lauriat: Nope, we'll get there.

   Camron: We can use an activity called "Crazy 8s" to generate
   ideas. Shawn pointed out the need to accommodate how
   participants can go through this exercise, and we don't have to
   adhere exactly to the piece of paper technique...
   ... People can keep track of the ideas in whatever way works
   best for them, the goal is to create eight ideas from each
   person.
   ... and then we'll vote on the ideas. I'd like some input on
   voting methods that would work best for this group, whether
   hands raised or something else.

   Jeanne: We could use drive and create a form on the fly that
   people could access however they need to.

   Lauriat: I would worry about the technical difficulties
   derailing things.

   [group discusses several options and scribe doesn't catch them
   all]

   Jeanne: We do need to make sure that however the groups track
   these ideas, we'll need to collect or convert them digitally so
   that we can save everything in Drive for reference.

   Camron: Something I had planned to do, through pictures and
   such, and I'll collect them all so that we can share them after
   the end of the design sprint.

   Jeanne: We may have students from the university who could
   volunteer to take notes and collect things.

   Jennison: We need to make sure to factor them in for seats and
   also lunches.

   Kelsey: This group has mostly worked remotely. Could we have
   any way to dial in for the design sprint?

   <silver> I have to leave for another meeting. please let me
   know if you have more info about food arrangement.

   Camron: It wouldn't really have the same experience.

   <silver> see you all at San Diego.;-)

   Jeanne: In my experience, it ends up as a huge distraction for
   people in the room, as we'd need to pass around a device to
   keep those on the call in the loop.
   ... We'll try to get people to keep notes in IRC, so you can
   follow along there. You can ping me on Skype and if/as
   appropriate, I can try to have you dial in.

   Charles: We could put together a Skype meeting for the debrief.

   Kelsey: That'd be great, thank you!
   ... if up for Skype for the introduction, I'd appreciate
   following along with that as well.

   Jeanne: Absolutely!

   Camron: If okay with this group, I'll continue walking through
   the agenda?

   Jeanne: Yep!

   Camron: Talking about the decide phase Tuesday morning, we want
   to get consensus.
   ... We won't vote just once. We'll vote to get some ideas, even
   on part of an idea, to vote and hone in on what to focus on.
   ... We'll do that multiple times to get a really good idea of
   what we want to prototype.
   ... We'll take a break and then get into the prototype
   activity. Explore an idea to see what it would look like, how
   would it work?
   ... We'll take a break for lunch and then continue prototyping
   after lunch. At this point, toward the end of the second day,
   we'll get into testing.
   ... Question how well it applies, run through scenarios.
   ... In prototyping, you put yourself in the perspective of the
   user, how would it feel to go through using this?
   ... After some validation, we'll talk through some next steps,
   wrap up to document next action items, and put together a
   summary of how complete or confident a given prototype is to
   the group.

   Jennison: The voting that happens on Tuesday morning, will it
   use the same process as the previous voting style?

   Camron: Yes.

   Jennison: Let's talk through the voting style now, rather than
   figure it out on the spot next week.

   Camron: That'd be great.
   ... I'll tweak the schedule and activities a little bit before
   we get there. How are decisions going to be made? Majority,
   unanimous? We should make that clear to participants before
   making a given decision.

   Jeanne: We should use consensus, but we have some backup ideas.

   Charles: The decisions we need to make in the room to progress
   to any conclusions made Wednesday are made by consensus or, if
   not, by majority. This just informs what goes into testing in
   order to make the really final decisions.

   Camron: Do those same rules apply during the design sprint?

   Jeanne: There aren't strict rules aside from what goes into the
   specification must happen by consensus.
   ... I don't think we have any strict rules about how a face to
   face meeting runs.

   Lauriat: We should use voting to see where we should go, rather
   than some strict consensus.

   Charles: So not really voting, we won't have any "no" votes,
   but more to get a sense of where we should go.

   Camron: Sounds like final decisions will be made outside of the
   design sprint, so any decisions aren't binding? Given that, I
   think we can use whatever method we think will work best for
   the group.
   ... And we'll document all of the ideas and the decisions made
   so that we can go back to see where things came from.

   Jeanne: We'll need to enforce this, as we'll have people in the
   room used to W3C methods and think that they apply in the
   design sprint.

   Camron: Taking notes on that.

   Jennison: So what about the actual voting technique itself?

   Camron: Do we have to have the same technique for all people in
   all activities?

   Jennison: Ideally, yes.

   Jeanne: For small groups, we could do it differently than the
   large group.

   Lauriat: Writing down the prefered ideas to track what they
   want to vote on? Would work better for the small groups rather
   than large.

   Jennison: I have a question: on Monday, is it that the small
   groups will be looking at the 80 or 100 ideas and within the
   groups and then it'll go down to a smaller group for Tuesday?

   Camron: Yes, so we won't carry the same volume through each
   step, voting and then condensing at each step.

   Kelsey: Will each group have a moderator who'll keep that
   happening?

   Camron: Hoping that the groups do that themselves, as a matter
   of driving the group's voting.

   <Kelsey> *drill down technique :)

   Jennison: I think within the groups, from an accessibility
   perspective, the narrowing down will prove easier since they
   can figure out what works best for them.

   [group talks through how to set better mentality around
   prioritization, rather than voting in or out]

   Jeanne: How many people should we have in each group?

   Camron: Ideally four or five. Easier to remember people's
   names.

   Kelsey: Maybe not quite an icebreaker, but maybe asking why
   people got involved in accessibility?

   Jeanne: Absolutely agreed.

   <Charles> can you send me the directions?

   Jeanne: Reminder, no meetings next week, for those not at CSUN!

Summary of Action Items

Summary of Resolutions

   [End of minutes]