[Design] Preview Countdown Meeting (giant non-code deliverables meeting)

[Sheila Mooney]

So I wanted to send out this email to summarize our plan for having  
regular "Preview meetings" from now until the end of Preview. We  
discussed this during Monday's Branding meeting as well as during the  
Hosted Service meeting yesterday. I thought it was worth sending out  
this summary with some context about what we would aim to accomplish  
for those that were not in attendance.

Now that we are getting closer to our ship date, many people feel the  
need to have some kind of high-level weekly check-in on where we are  
in getting to the finish line for all the products. Previously each  
project had it's own non-code deliverables meetings leading up to the  
release where we would go over the release checklist items,  
documentation etc. This was very centered on each particular project.  
We also haven't really had a place for the Hosted Service to hook in  
to all of this. For Preview everything needs to come together at the  
same time so having an "uber" list of major deliverables and  
dependencies makes more sense. Many things such as the web presence  
will be product and not project based and needs to be designed with  
that in mind. This meeting is NOT meant to replace bug councils, or  
regular engineering meetings.

Some examples of topics we might cover....

+ Branding issues
+ Status on end-user documentation such as web presence
+ Overall timeline ie: what are the big deliverables this week -  
Cosmo release, osaf.us upgrade
+ Discuss dependencies between projects ie: Jared is expecting a  
finalized domain name by X date, how does this impact other  
deliverables.
+ Things on people's mind - are they blocked on something.

I am currently working on drafting a wiki page that maintains this  
giant "countdown" list of major deliverables and will have it  
prepared for our first meeting. We can review this on an ongoing  
basis. I will own making sure this main page is current and will  
likely link off to secondary pages that might have a different owners/ 
creators as more of the deliverables come together ie: working list  
of position statements or draft of the hosted service terms of use.

Due to the large group of people that may attend this regularly and  
in order to respect everyone's time, we will be VERY strict in  
keeping to the agenda and time allotment for each topic. The purpose  
of this meeting is to talk mostly about deliverables, next actions  
and identify potential issues.  For example, there will be an agenda  
item to discuss "Positioning Statements" in Monday's meeting. Our  
goal would be to identify the next steps in moving this forward NOT  
to brainstorm or review specific position statements during the  
meeting. There would be some subsequent discussion/group identified  
to do that.

Since a number of people will want to suggest topics for discussion,  
I will send out a preliminary draft agenda every Friday morning for  
review giving people some time to request additions. The suggested  
list of attendees is outlined below. If you AREN'T on the list and  
would like to attend, you are certainly welcome. Likewise, if anyone  
feels they want to opt out, that's ok too. I will forward the weekly  
agenda to the design list so if you feel the topics are relevant or  
not so relevant to you, you can certainly pick and choose which  
individual meetings you would like to attend.

Meeting date/time/location: Mondays @1:15pm-2:15pm in Gotham -  
staring on Monday Feb 5.
Facilitator: Sheila
Timekeeper: Katie
Note-taker: Rotating
Attendees: Sheila, Katie, Mimi, Priscilla, Jared, Aparna, Philippe,  
Ted, Bear, Pieter
Conference Bridge: Sheila's

Cheers,
Sheila



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