Proposal: [Experiment] Adopt Standardised Team-wide Project Management Tools – already utilised by other Make Teams for a Quarte

Proposal: [Experiment] Adopt Standardised Team-wide Project Management Tools – already utilised by other Make Teams for a Quarter. – Make WordPress Community
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This proposal is focused towards improving our project management and goal and progress tracking by using the same transparent tools that other Make Teams already utilise.
Background and Skeleton
Currently we have many spreadsheets,
trello
Trello
Project management system using the concepts of boards and cards to organize tasks in a sane way. This is what the make.wordpress.com/marketing team uses for example:
boards,
slack
Slack
Slack is a Collaborative Group Chat Platform
. The WordPress community has its own Slack Channel at
groups and many other disparate ways of working on our various ongoing projects outside of helpscout.
From my personal experience having returned as a
Community Deputy
Program Supporter
Community Program Supporters (formerly Deputies) are a team of people worldwide who review WordCamp and Meetup applications, interview lead organizers, and keep things moving at WordCamp Central. Find more about program supporters in our
Program Supporter Handbook
and now as Community
Team Rep
Team Rep
A Team Rep is a person who represents the Make WordPress team to the rest of the project, make sure issues are raised and addressed as needed, and coordinates cross-team efforts.
, I believe that the first action – before further planning and goals discussions – is to standardise and fully utilize the power of the tools already available to us. We can benefit by learning from other teams that already consistently use these tools.
Make Marketing Team
Make Learn Team
Make Hosting Team
Make Meta Team
Theme Team
and
WP.tv Team
, etc.
…and possibly this demo of a
Make Community Team →
Benefits of adopting
Github
GitHub
GitHub is a website that offers online implementation of git repositories that can easily be shared, copied and modified by other developers. Public repositories are free to host, private repositories require a paid subscription. GitHub introduced the concept of the ‘pull request’ where code changes done in branches by contributors can be reviewed and discussed before being merged by the repository owner.
GitHub is a powerful and widely-used platform for project management and issue tracking already in full use by
@WordPress
Adopting GitHub for these purposes within the Community Team would bring a number of benefits, including:
Improved collaboration and communication
: GitHub provides a central location for team members to access and work on project tasks and issues, as well as a
built-in system for commenting, tracking progress, and assigning tasks.
This makes it easy for team members to stay informed about the progress of a project and to contribute to it, even when working remotely.
Increased transparency and accountability
: With GitHub, team members can easily see the progress of tasks and issues, as well as who is responsible for them. This increased transparency helps to ensure that everyone is on the same page and that tasks and issues are not falling through the cracks.
Better organization and prioritization
: GitHub provides a number of tools for o
rganizing and prioritizing tasks and issues, such as labels, milestones, and project boards.
These tools make it easy for team members to understand what needs to be done and when, and to focus their efforts on the most important tasks.
Standardisation
: By adopting GitHub for project management and issue tracking,
the Community Team will standardize our way of working
, making it easier for new team members to get up to speed and
enabling more effective cross-team collaboration
. This standardization also makes it easier for Community Team members to
track progress, identify issues and make data-driven decisions.
Overall, adopting GitHub for project management and issue tracking would bring improved collaboration, increased transparency, better organization, and standardization, ultimately leading to a more efficient and effective team.
Next Steps, the Experiment:
I propose we adopt these tooling methods similar to other make teams, and experiment with its usage for a month, having monthly meetings reviewing its success or not, and gathering data for more data-driven decision making
If after the first Quarter the consensus is that this does not suit our team, we will revert back to initial project and tracking practices and explore more.
We already have a place-holder team and projects board on the WordPress Github org
Team
Project
This will
help get everyone onboard
should we move this way.and as well as
improve decisions
about how we will use the tool and the
decisions we make
by using this system.
Update: Other teams using github already were kind enough to share some of the resources they use and workflows which would be extremely beneficial should we move forward with this adoption standard.
How Learn uses Github:
Learn Team Onboarding:
Proposal Adoption Feedback Form
Please comment on this proposal!
What
excites
you about potential Community Team adoption of GitHub?
What
concerns
do you have?
Take the Proposal Poll →
Thanks to
@mysweetcate
@juliarosia
@megabyterose
@peiraisotta
for their help editing, offering invaluable advice, and their support for this proposal by
@leogopal
community-management
community-team
github
proposal
team-goals
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Thank you
leogopal
I think
GitHub
GitHub
GitHub is a website that offers online implementation of git repositories that can easily be shared, copied and modified by other developers. Public repositories are free to host, private repositories require a paid subscription. GitHub introduced the concept of the ‘pull request’ where code changes done in branches by contributors can be reviewed and discussed before being merged by the repository owner.
is good🥰
GitHub is also used in some projects in Japan (even projects that handle documents such as translation).
I think it’s very
open source
Open Source
Open Source denotes software for which the original source code is made freely available and may be redistributed and modified. Open Source **must be** delivered via a licensing model, see GPL.
Non-engineers may not be familiar with it, but it’s not difficult to write an issues.
Hello Leo! Thank you very much for writing the proposal so detailed and precise.
The truth is that I am unsure about it. I think the community team is not particularly technical, and using
GitHub
GitHub
GitHub is a website that offers online implementation of git repositories that can easily be shared, copied and modified by other developers. Public repositories are free to host, private repositories require a paid subscription. GitHub introduced the concept of the ‘pull request’ where code changes done in branches by contributors can be reviewed and discussed before being merged by the repository owner.
may pose certain barriers we didn’t have so far. Maybe for many people opening an issue, requesting a pull request, or similar is their everyday life, but for others, it can be a bit blocking.
I’m also afraid that discussions will move from this Make site to GitHub, and we shouldn’t lose the spirit of owning our content (linked to our .org profile) and lose the use of this space for decision-making and public discussions like this one.
On the other hand, switching from
Trello
Trello
Project management system using the concepts of boards and cards to organize tasks in a sane way. This is what the make.wordpress.com/marketing team uses for example:
to GitHub projects indeed seems interesting. Although I don’t know how much Trello is used beyond the month when we create the goal cards. We rely heavily on HelpScout,
Slack
Slack
Slack is a Collaborative Group Chat Platform
. The WordPress community has its own Slack Channel at
conversations and this site for most actions. So while I understand the use of GitHub by other teams with a larger load of goals and small tasks (Learn courses, Marketing articles, any team that has code in their hands), I’m not sure what the actual use we could make of it would be. Any specific thoughts on this? Thanks!
unintended8
– love your points and legitimate concerns of how this would work or be of benefit. It was also something that concerned me until I realised a few key points:
a) there will be no Code.
b) if someone knows kanban or
Trello
Trello
Project management system using the concepts of boards and cards to organize tasks in a sane way. This is what the make.wordpress.com/marketing team uses for example:
boards, they will have the same abilities on the project boards available on our
github
GitHub
GitHub is a website that offers online implementation of git repositories that can easily be shared, copied and modified by other developers. Public repositories are free to host, private repositories require a paid subscription. GitHub introduced the concept of the ‘pull request’ where code changes done in branches by contributors can be reviewed and discussed before being merged by the repository owner.
team.
c) Trello was used for planning and often forgotten until time for reviews or recaps.
d) There was no way other teams would know what we are working on or add to the conversation unless they dug up our trello boards AND if we took their suggestion and weighed it in.
e) The team on Github would allow us to use it like we did Trello though with advantages ranging from automations, assignments, inter-team collaboration and visibility, project boards for the various projects like the reactivation project, and advanced reporting abilities.
These benefits, combined with a clear and supportive onboarding plan, will supersede the cons that some might have to briefly overcome.
Update
: Other teams using
github
GitHub
GitHub is a website that offers online implementation of git repositories that can easily be shared, copied and modified by other developers. Public repositories are free to host, private repositories require a paid subscription. GitHub introduced the concept of the ‘pull request’ where code changes done in branches by contributors can be reviewed and discussed before being merged by the repository owner.
already were kind enough to share some of the resources they use and workflows which would be extremely beneficial should we move forward with this adoption standard.
How Learn uses Github:
Learn Team Onboarding:
…standardise and fully utilize the power of the tools already available to us. We can benefit by learning from other teams that already consistently use these tools.
I fully agree with the above statement. We should explore the tools other teams are using and pick the ones that fit us best.
However, the rest of your proposal is focussing on
one
tool that is used by some of the Make teams. I think it would be wise first to do a bigger exploration of what’s used by others, before we commit to a tool that might not be the best fit to what we need.
tacoverdo
— I have reached out to the other teams to get a sense of their tooling and workflow (the ones not yet using
github
GitHub
GitHub is a website that offers online implementation of git repositories that can easily be shared, copied and modified by other developers. Public repositories are free to host, private repositories require a paid subscription. GitHub introduced the concept of the ‘pull request’ where code changes done in branches by contributors can be reviewed and discussed before being merged by the repository owner.
). Their insights would help though I am using the approach of start with what you have, with what you know, and then move iteratively.
Github Projects replaces
Trello
Trello
Project management system using the concepts of boards and cards to organize tasks in a sane way. This is what the make.wordpress.com/marketing team uses for example:
, and offers Organisation wide views, reports, ideation and having our projects live where other teams projects live it becomes a little easier to collaborate as well as to know what tools we use for planning/sprint/retros/roadmaps/goals-setting and therefore use it more.
Hi Leo, I appreciate your efforts to share this proposal.
I think moving from
Trello
Trello
Project management system using the concepts of boards and cards to organize tasks in a sane way. This is what the make.wordpress.com/marketing team uses for example:
to
GitHub
GitHub
GitHub is a website that offers online implementation of git repositories that can easily be shared, copied and modified by other developers. Public repositories are free to host, private repositories require a paid subscription. GitHub introduced the concept of the ‘pull request’ where code changes done in branches by contributors can be reviewed and discussed before being merged by the repository owner.
Projects is fine.
My concern is about transparency.
Increased transparency and accountability: With GitHub, team members can easily see the progress of tasks and issues, as well as who is responsible for them. This increased transparency helps to ensure that everyone is on the same page and that tasks and issues are not falling through the cracks.
I noticed that every link in your post that begins with
returns a 404 / Page not found error. I know that this is because I haven’t been invited to the GitHub Organization yet. The Community Team has a standard that decisions are made here on this blog. Conversations in
Slack
Slack
Slack is a Collaborative Group Chat Platform
. The WordPress community has its own Slack Channel at
and elsewhere is fine, but if you want to introduce/change/retire something, it needs to happen here. Having more discussions in private seems to be the wrong decision to me.
I’m curious to know what GitHub team discussions would replace? What tools is the Community Team using today that you’d like to see move to GitHub team discussions?
A critical feature that I believe is missing from GitHub team discussions is search. I’ve reviewed team discussions for my company and we’re unable to find this feature. If I wanted to bring up a topic, I’d like to search the discussions first to see the a topic has been discussed before.
rmarks
, great points.
The move is more for the benefits provided by using the same style as
Trello
Trello
Project management system using the concepts of boards and cards to organize tasks in a sane way. This is what the make.wordpress.com/marketing team uses for example:
with
Github
GitHub
GitHub is a website that offers online implementation of git repositories that can easily be shared, copied and modified by other developers. Public repositories are free to host, private repositories require a paid subscription. GitHub introduced the concept of the ‘pull request’ where code changes done in branches by contributors can be reviewed and discussed before being merged by the repository owner.
Project Kanban Boards (almost every feature is available so we wont be missing anything)
So why move?
Having our projects on Github on the Official WordPress Organisation offers the benefit of getting more inter-team collaboration and even more team
mentors
Event Supporter
Event Supporter (formerly Mentor) is someone who has already organised a WordCamp and has time to meet with their assigned mentee every 2 weeks, they talk over where they should be in their timeline, help them to identify their issues, and also identify solutions for their issues.
and
deputy
Program Supporter
Community Program Supporters (formerly Deputies) are a team of people worldwide who review WordCamp and Meetup applications, interview lead organizers, and keep things moving at WordCamp Central. Find more about program supporters in our
Program Supporter Handbook
sign-ups by making our work more visible.
We would also benefit from the reporting and analytics, quick idea log dropping, more utilisation than we had with Trello which was left fairly dormant once planning was outlined.
Having standardisation for our other team projects there as well would help us constantly refine our workflows together rather than working in silos.
Projects would mostly be public and transparent, like:
This would mostly track ideas, project or other actionable items progress through a linear system. Discussions will still happen in here and on
slack
Slack
Slack is a Collaborative Group Chat Platform
. The WordPress community has its own Slack Channel at
, tracking and progress in Projects, and reporting from there will be made better and brought here.
Essentially my hope is to gain from the other teams, work with them and find ways they can work with us, as well as use a system that will be widely and regularly used which is its own benefit.
I just noticed the
Proposal Adoption Feedback Form
was added to the post. I’d like to point out that is also not transparent. The broader community cannot see how people voted or the comments they have made for/against.
Thanks for catching that! I thought after submitting it would show the results at the time, I changed it to a crowdsignal poll which does show the results.
Thanks a lot
leogopal
for sharing this proposal!
I love and support this idea for the following reasons:
We would switch to an open-source tool
We would learn how to use this tool, that many of us might actually need to use to open tickets to other teams. Currently, I think that only very few people from the community team are comfortable on
GitHub
GitHub
GitHub is a website that offers online implementation of git repositories that can easily be shared, copied and modified by other developers. Public repositories are free to host, private repositories require a paid subscription. GitHub introduced the concept of the ‘pull request’ where code changes done in branches by contributors can be reviewed and discussed before being merged by the repository owner.
and are carrying the burthen of opening tickets every time we need it.
I love the idea of the experiment, with the chance to come back if it doesn’t work for us
Currently the
Trello
Trello
Project management system using the concepts of boards and cards to organize tasks in a sane way. This is what the make.wordpress.com/marketing team uses for example:
board is almost never used by anyone, it could be because of our fault, or maybe because this is not the best tool for our scope. It is worth it to try something different!
I am very glad that you’re proposing changes to improve our project management, and try ways to keep better track of our milestones and responsibilities. Sometimes I feel that, even if we all do our best, we’re somehow all over the place when it comes to community projects. I think we could achieved better goals if we find a way to use our tools in a more productive way, and keep each other accountable.
Deputies
Program Supporter
Community Program Supporters (formerly Deputies) are a team of people worldwide who review WordCamp and Meetup applications, interview lead organizers, and keep things moving at WordCamp Central. Find more about program supporters in our
Program Supporter Handbook
and
mentors
Event Supporter
Event Supporter (formerly Mentor) is someone who has already organised a WordCamp and has time to meet with their assigned mentee every 2 weeks, they talk over where they should be in their timeline, help them to identify their issues, and also identify solutions for their issues.
, for example, have routine tasks to complete, and knowing task assignments, timelines, and blockers would be a huge help for our team organization.
Like others observed, I would suggest to use GitHub only for managing projects, and keep all discussions and conversations on
Slack
Slack
Slack is a Collaborative Group Chat Platform
. The WordPress community has its own Slack Channel at
and
P2
P2
P2 or O2 is the term people use to refer to the Make WordPress blog. It can be found at
In the docs team, we use
a separate GitHub repository
for reporting issues and working on documentation.
This is a central place for reporting issues, and it has been a significant improvement in the team’s workflow. Before utilising it, we had a different way of reporting and fixing issues for every Docs project (end user general and
block
Block
Block is the abstract term used to describe units of markup that, composed together, form the content or layout of a webpage using the WordPress editor. The idea combines concepts of what in the past may have achieved with shortcodes, custom HTML, and embed discovery into a single consistent API and user experience.
editor, each handbook in developer.
wordpress.org
WordPress.org
The community site where WordPress code is created and shared by the users. This is where you can download the source code for WordPress core, plugins and themes as well as the central location for community conversations and organization.
etc.).
Inside this repository, we have
a few workflows
for automating tasks. For now, they all are based on labels.
Once the issue is labelled by the documentation project, the
GitHub
GitHub
GitHub is a website that offers online implementation of git repositories that can easily be shared, copied and modified by other developers. Public repositories are free to host, private repositories require a paid subscription. GitHub introduced the concept of the ‘pull request’ where code changes done in branches by contributors can be reviewed and discussed before being merged by the repository owner.
bot will comment on the issue, mentioning the team member in charge of that part of the documentation. This is to make sure project reps are aware of new issues.
Another automatisation is when the issue is labelled with the WordPress version. The issue gets automatically added to the GitHub project dedicated to documenting said version.
These projects, on the other hand, because they are all under the same GitHub organisation, allow any issue or pull request from any repository under the organisation to be added to the project. Also, any organisation member can be assigned to these from inside the project. This is a massive opportunity for cross-team collaboration.
This is just the beginning; there are many options for automating tasks and making our lives easier.
Besides that, some parts of the documentation are hosted and created on GitHub. This has so many benefits but the major one, in my opinion, is the possibility for everyone to contribute directly (as opposed to only a few having access to the WordPress.org dashboard, which is a significant bottleneck after Codex access).
All the other benefits: version control, precise contribution tracking, all sorts of project management tools etc., can not be found all in one tool other than GitHub, and I can not recommend it enough – for everything.
I’d be happy to help in any way possible to make this standardisation happen.
milana_cap
, thank you so kindly for this background and information to benefits and usages that I hadn’t yet considered but would be truly advantageous to have in the future.
I love your offer to help make this possible, I think what might help alleviate the very valid concerns from the community about this adoption would be if we put together some more information with your guidance (having done this already) about how this would work and how we plan to cater to all concerns.
Perhaps a zoom call, during which we can address each concern, would be the most efficient way.
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While I love
GitHub
GitHub
GitHub is a website that offers online implementation of git repositories that can easily be shared, copied and modified by other developers. Public repositories are free to host, private repositories require a paid subscription. GitHub introduced the concept of the ‘pull request’ where code changes done in branches by contributors can be reviewed and discussed before being merged by the repository owner.
, use it every day and I’m constantly surprised about it’s new features – I’m not sure if using closed source software for this a good way to go for WordPress. I know that we are using it already, but maybe it’s a good idea to think isn’t there are a worthy alternative.
From top of my head only GitLab comes to my mind, but I’m not sure if it would fit all of our needs.
Great. use it every day and I’m constantly surprised about its new features
I’m not sure if using closed-source software for this is a good way to go for WordPress.
It’s a better Kanban board. But what’s the alternative to the monism of Agile ideology? whose relentless development speed curtails ambitions to incremental improvements on existing offerings.
It’s important to know that
GitHub
GitHub
GitHub is a website that offers online implementation of git repositories that can easily be shared, copied and modified by other developers. Public repositories are free to host, private repositories require a paid subscription. GitHub introduced the concept of the ‘pull request’ where code changes done in branches by contributors can be reviewed and discussed before being merged by the repository owner.
is a barrier of entry for many folks who may just remain quiet about it and then don’t (can’t) contribute. It can be overwhelming and intimidating. That said, if you are saying you will focused on project management (and not code), then really good training videos and meetings could help a lot.
I don’t think it can be underestimated how many community (and WP people in general) are there for the human interaction and actual conversation. The management tools are absolutely necessary – I just recommend keeping them as human as possible.
Teams who may be interested in this topic or providing their feedback too.
+make.wordpress.org/training/
+make.wordpress.org/docs/
+make.wordpress.org/marketing/
+make.wordpress.org/hosting/
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To me,
GitHub
GitHub
GitHub is a website that offers online implementation of git repositories that can easily be shared, copied and modified by other developers. Public repositories are free to host, private repositories require a paid subscription. GitHub introduced the concept of the ‘pull request’ where code changes done in branches by contributors can be reviewed and discussed before being merged by the repository owner.
seems more likely about code and development, not for project management. They have something that could be helpful for this, my doubt is: that’s not a platform project management centric, so we may experience issues because the owners would prefer in future to work and build things for devs and not for other types of projects.
Not sure it’s been discussed (or already tested), but another potential benefit of centralizing on
GitHub
GitHub
GitHub is a website that offers online implementation of git repositories that can easily be shared, copied and modified by other developers. Public repositories are free to host, private repositories require a paid subscription. GitHub introduced the concept of the ‘pull request’ where code changes done in branches by contributors can be reviewed and discussed before being merged by the repository owner.
could be the ability to fund contributors and teams via
GitHub Sponsors and Open Collective
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I think standardisation is important. I understand the drawbacks, but I think the benefits outweigh them.
However, it should be used gradually so that the drawbacks are minimised.
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