19:59:45 <ekhugen_alt> #startmeeting WOS mentoring
19:59:46 <openstack> Meeting started Wed Sep 14 19:59:45 2016 UTC and is due to finish in 60 minutes.  The chair is ekhugen_alt. Information about MeetBot at http://wiki.debian.org/MeetBot.
19:59:47 <openstack> Useful Commands: #action #agreed #help #info #idea #link #topic #startvote.
19:59:50 <openstack> The meeting name has been set to 'wos_mentoring'
20:00:18 <ekhugen_alt> #topic Speed Mentoring
20:00:27 <ekhugen_alt> Hi, who's here for WOS mentoring?
20:00:33 <aimeeu> hello!
20:00:43 <Nicole> hi there, nicole is here.
20:01:30 <aimeeu> Hi Nicole. I am just now looking at the slide deck you sent.
20:01:37 <MeganR> Hi
20:01:47 <Nicole> Excellent!
20:01:53 <ekhugen_alt> Hi Aimee, Hi Nicole, Hi Megan
20:02:00 <Nicole> Hi Emily!
20:02:22 <ekhugen_alt> I think diablo_rojo and ildikov are also here?
20:02:54 <ekhugen_alt> Hi Carol
20:03:10 <ildikov> o/
20:03:14 <CarolBarrett> Hi Emily
20:03:27 * ildikov is trying to follow :)
20:03:45 <diablo_rojo> I'm here
20:03:59 <ekhugen_alt> okay, I think we can get started, Nicole nicely sent out a powerpoint with some Speed Mentoring information
20:04:02 <ekhugen_alt> did everyone get it?
20:04:20 <CarolBarrett> I did
20:04:29 <aimeeu> yep
20:04:40 <MeganR> yes
20:04:41 <Nicole> hi everyone!
20:04:57 <Nicole> i'm new to this, so please bear with me!
20:05:01 <ekhugen_alt> cool, Nicole do you want to go through it slide by slide?
20:05:29 <Nicole> sounds great!
20:05:44 <Nicole> bringing it up now ...
20:06:30 <Nicole> ok. i've put together a few slides to walk us through an overview of the proposed plan.
20:06:38 <vkmc> o/
20:06:40 <vkmc> hi all
20:06:52 <ekhugen_alt> hi victoria
20:06:59 <Nicole> if we can go to slide 2, we'll see objectives.
20:07:23 <Nicole> what i've included within objectives takes into account our earlier discussion.
20:07:23 <ekhugen_alt> yep, I think that looks good, we also need mentors for the long-term mentoring program too
20:07:50 <CarolBarrett> ekhugen_alt +1
20:08:06 <Nicole> yes, under "attract mentors", i've listed both long-term mentors & mentors specifically for the breakfast.
20:08:35 <Nicole> i also included a second objective around continuing to develop a leadership pipeline.
20:08:39 <CarolBarrett> I think the speed mentor participants includes Mentors and Mentees - Right?
20:08:53 <MeganR> I really like the idea of a Leadership Pipeline!
20:08:53 <Nicole> yes, both
20:09:08 <Nicole> both mentors & mentees
20:09:17 <ekhugen_alt> MeganR +1
20:09:40 <Nicole> based on our earlier discussion, i've also included a few examples of groups in need of mentors ...
20:10:34 <ekhugen_alt> ah okay so the list on the bottom is additional groups in need of mentors
20:10:34 <Nicole> i'll add to the slide a delineation that "speed mentoring participants" includes mentors & mentees -- thanks, carol!
20:10:42 <Nicole> yes, emily
20:10:54 <Nicole> these are a few of the groups we talked about earlier
20:11:05 <Nicole> a few of the groups in need of mentors
20:11:16 <ekhugen_alt> makes sense
20:11:19 <Nicole> cool!
20:11:27 <Nicole> are there any objectives i've missed?
20:11:40 <Nicole> or any other input before we move to the next slide?
20:11:50 <MeganR> No, that looks good
20:12:04 <Nicole> excellent! moving to the next slide ...
20:12:21 <ekhugen_alt> I think the objective of the speed mentoring breakfast is also to provide an icebreaker for first time attendees
20:12:36 <diablo_rojo> ekhugen_alt +1
20:12:50 <Nicole> slide 3 outlines our earlier discussion around organization into career & technical, as well as an outline of the overall program.
20:13:16 <Nicole> ah, ok, emily -- i see your input about slide 2 -- adding the need to provide an icebreaker for first-time attendees
20:13:35 <Nicole> adding that now ...
20:13:42 <ekhugen_alt> thanks Nicole!
20:14:09 <Nicole> absolutely!
20:14:48 <Nicole> if there is no other input on slide 2, we'll move to slide 3
20:15:12 <ekhugen_alt> I think I'm good on slide 2
20:15:19 <Nicole> cool!
20:15:55 <Nicole> on slide 3, organizing the mentoring sessions into career & technical. we'll need to find a way to make this obvious at the event.
20:16:37 <ekhugen_alt> Right, I think we'll be in a lunch room again, so we should have plenty of room
20:16:44 <Nicole> and then, an outline of the overall program. intro, mentoring sessions, and close.
20:16:58 <ekhugen_alt> we'll just have to make sure the tables are marked well.  Maybe different color table numbers or something?
20:17:10 <Nicole> sounds great, emily!
20:17:14 <CarolBarrett> +1 - good idea
20:17:40 <diablo_rojo> Colors is good, assuming no one is color blind :)
20:17:42 <Nicole> i've noted that
20:17:58 <ekhugen_alt> we could do color + pattern, like stripes vs dots
20:18:04 <ekhugen_alt> good idea kendall
20:18:08 <Nicole> we could also go with different icons, rather than colors, but the spirit is the same
20:18:23 <Nicole> yep, like the stripes & dots!
20:18:37 <diablo_rojo> +1 stripes &  dots
20:18:53 <ekhugen_alt> during the intro, I think we talked about having a few mentors/mentees talk about their experiences?
20:19:10 <Nicole> in terms of overall program outline, the thought is that we'll have time for 3-4 15-min mentoring sessions.
20:19:44 <Nicole> open question, emily ... i have in my notes that the overall program run time is 1 hour, 15 mins. is this accurate?
20:19:55 <ekhugen_alt> yes, I agree with that nicole, last time we had to cut the 4th mentoring session short, so maybe going to 3 would be better this time
20:20:14 <Nicole> ah, ok -- great insight!
20:20:21 <CarolBarrett> I think that's a good plan
20:20:24 <Nicole> marked!
20:20:28 <ekhugen_alt> it should be nicole, I still haven't seen that the call for papers website has reopened for workgroup meetings
20:20:38 <ekhugen_alt> diablo_rojo do you know when that's going to happen?
20:21:04 <diablo_rojo> I don't off the top of my head, but let me ping someone to ask. One sec.
20:21:13 <ekhugen_alt> ty
20:21:26 <Nicole> thx
20:21:31 <ekhugen_alt> but yes, nicole we asked in the women of openstack meeting to have it from 7:30-8:45 again, I believe
20:21:43 <Nicole> excellent. which day?
20:21:51 <CarolBarrett> The call for work group meeting slots went out last week
20:21:57 <Nicole> tried searching on the summit website but couldn't find the day
20:22:01 <CarolBarrett> I think today may be the last day to make requests
20:22:09 <CarolBarrett> Should I forward that to this group?
20:22:52 <Nicole> in terms of logistics of movement within the room, it was suggested that the mentors be the ones to move between the tables. any thoughts?
20:23:14 <diablo_rojo> That seemed to work well last time.
20:23:19 <ekhugen_alt> oh yes, carolbarrett I will make sure to go update it today
20:23:27 <Nicole> excellent!
20:23:30 <ekhugen_alt> and nicole I think it will be Tuesday, the first official day of the summit
20:23:41 <Nicole> great -- thanks, emily!
20:24:20 <Nicole> does the ratio of mentors to mentees seems about right for us to target?
20:25:11 <aimeeu> I think that's a good target, but if I remember, not all mentors actually made it to the breakfast in Austin
20:25:21 <Nicole> any other questions or input regarding structure/format on slide 3?
20:25:25 <ekhugen_alt> so CarolBarrett have you tried to submit a workgroup session? the only summit category I can choose right now is vbrownbag
20:25:52 <ekhugen_alt> so for the ratio, you mean between 1 mentor for every 12 mentees to 1 mentor for every 6 mentees?
20:25:52 <Nicole> aimeeu, thanks for the input!
20:26:04 <CarolBarrett> ekhugen_alt - You need to be an offical WG owner for this to work. Are you trying to submit for the speed mentoring session?
20:26:19 <ekhugen_alt> yes, I am
20:26:50 <Nicole> what has worked well previously in terms of ratio?
20:26:53 <CarolBarrett> My guess is that is already in the plans. Suggest you send a note to Claire or Erin at the Foundation to confirm time and location
20:27:01 <vkmc> if there is a good number of mentors, I'd tried to reduce the number of mentees per mentor
20:27:14 <ekhugen_alt> okay, I will send a note and copy people, thanks!
20:27:22 <vkmc> usually time is tight and everybody has lots of questions
20:27:33 <aimeeu> vkmc: +1
20:27:41 <Nicole> so, 1 mentor for 6 mentees?
20:27:42 <ekhugen_alt> vkmc and Nicole, last time we had about 8 mentees per mentor
20:27:51 <CarolBarrett> Nicole: +1
20:27:56 <Nicole> ok, great to know
20:28:00 <aimeeu> Also, maybe suggest that mentees don't need to introduce themselves to each mentor that comes to the table? That consumed a lot of time.
20:28:00 <ekhugen_alt> and that was maybe a bit much, I agree
20:28:02 <vkmc> Nicole, +1
20:28:39 <Nicole> good to know!
20:29:02 <ekhugen_alt> +1 aimeeu, we should be sure to include that in the mentor prep session
20:29:03 <Nicole> any other input on slide 3, before we move to slide 4?
20:29:28 <Nicole> ok, noted!
20:30:36 <Nicole> moving to slide 4 ...
20:31:03 <Nicole> emily, wanted to have an open dialogue about how we might divide & conquer. :)
20:31:12 <Nicole> on slide 4 ...
20:32:25 <Nicole> the concept is that we can divide & conquer. let me know if there are any tasks here that are out of place & belong in one or the other
20:33:15 <ekhugen_alt> sure, I think that there are prep type things (like the baseball cards), things to bring (like mardi gras beads) and then things that need to be done at the event (like directing people)
20:33:45 <Nicole> yep, great point
20:33:54 <ekhugen_alt> and if anyone else wants to do the speaking, like the intro and closing, I'm happy to share that as well
20:34:19 <CarolBarrett> ekhugen)alt: Good point. I think you should own the directing people part of things too
20:34:40 <ekhugen_alt> right, last time it worked well to have 3-4 of us directing people
20:35:00 <ekhugen_alt> I think if we're going to break off into two groups (career and technical) we might want even more help
20:35:32 <Nicole> ok, so collectively we should decide who those 3-4 people will be
20:36:47 <ekhugen_alt> is everyone in this meeting going to be at Barcelona, I guess is the first question?
20:37:10 <Nicole> great question. i'll be there.
20:37:12 <ekhugen_alt> we'd talked about asking for more volunteers at the monday WOS meeting too
20:37:14 <MeganR> I will be
20:37:14 <aimeeu> I don't know yet and probably won't know for another couple of weeks
20:37:32 <CarolBarrett> ekhugen_alt: Agree, think 3 is the minimum, but another 1 or 2 is good - esp when the mentors move tables. I'm happy to help out.
20:37:50 <CarolBarrett> I'll be there
20:38:04 <diablo_rojo> I can be there
20:38:25 <ekhugen_alt> okay so that's good, we have at least 5 of us (nicole, carol, megan, kendall, emily) and possibly 6 (aimee)
20:38:37 <Nicole> cool!
20:39:08 <Nicole> do we need 3 for career, and 3 for technical?
20:39:21 <DLynch> I won't be
20:39:31 <ekhugen_alt> aww, that's too bad danielle, we'll miss you!
20:39:44 <CarolBarrett> bummer Danielle!
20:39:56 <ekhugen_alt> I think last time we had: 1 "caller", 1 person at the door directing people as they came in and then a few floaters
20:39:59 <CarolBarrett> I think 3 for each would be good
20:40:10 <DLynch> I'd love to be there...:(
20:40:51 <CarolBarrett> ekhugen_alt: That's right.  I think having people make sure the mentor table switches goes quick and correct would be good
20:41:07 <ekhugen_alt> right
20:41:31 <ekhugen_alt> other things I can think of to bring: holders for the table numbers (we talked about having high ones so they're more visible)
20:41:49 <ekhugen_alt> a bell for calling time (I can bring one again)
20:42:09 <CarolBarrett> The bell worked well.
20:42:22 <CarolBarrett> We should also make sure we have a microphone
20:42:35 <ekhugen_alt> +1 carol
20:42:58 <ekhugen_alt> I think we also asked for a projector too, although I'll confirm that with claire and erin
20:43:05 <Nicole> i can work with claire & erin to make sure we have a mic
20:43:08 <CarolBarrett> perfect!
20:43:22 <ekhugen_alt> since we said maybe having the rules projected up front might be useful
20:43:36 <ekhugen_alt> thanks nicole
20:43:57 <Nicole> emily, i can put the mic & the projector in a single request to them
20:44:04 <ekhugen_alt> awesome, ty!
20:44:12 <Nicole> sure!
20:44:39 <Nicole> ok, i've made the additions to slide 4
20:44:40 <ekhugen_alt> for prep, we also want to have a prep call with the mentors again
20:44:56 <Nicole> got it
20:45:03 <ekhugen_alt> we could probably just reuse the slides from last time and just update them a bit
20:45:40 <CarolBarrett> sounds good
20:45:43 <Nicole> emily, can you point me to the slides?
20:45:48 <ekhugen_alt> https://docs.google.com/presentation/d/1lkt5NAhhFnGgRFuOCoiliJLJDxo1tAWle0dkYhvxnm8/edit#slide=id.p3
20:46:01 <ekhugen_alt> does that link work for you nicole?
20:46:14 <Nicole> trying it now
20:46:34 <Nicole> yes, it does
20:46:37 <Nicole> thanks!
20:47:03 <ekhugen_alt> cool, maybe for next meeting we should plan a review of the prep charts
20:47:45 <Nicole> ok -- i'll note taht
20:47:47 <Nicole> *that
20:47:55 <ekhugen_alt> I think that's all else I can think of for responsibilities, does anyone else have any suggestions?
20:48:21 <Nicole> ok, moving to the last slide ...
20:48:55 <ekhugen_alt> did you mean you need the links for the wiki page and baseball card templates?
20:49:11 <Nicole> in terms of open questions ... the only i have at this point are links to the wiki page & the google drive (to collect the info for the baseball cards)
20:49:54 <ekhugen_alt> google drive baseball cards https://drive.google.com/drive/folders/0B8Uo3_Z83yK2SzViTUw3clQ5NGc?usp=sharing
20:50:48 <Nicole> great -- thanks, emily!
20:51:03 <Nicole> do you also have the link to the wiki page?
20:51:31 <ekhugen_alt> https://wiki.openstack.org/wiki/Mentors
20:51:56 <Nicole> perfect, tx!
20:52:15 <ekhugen_alt> thanks for pulling all this together Nicole, we really appreciate it
20:52:17 <Nicole> i think that's all i had for today. any other input?
20:52:31 <CarolBarrett> Shaping up to be a great event!
20:52:44 <ekhugen_alt> +1 carol
20:52:50 <Nicole> awesome! looking forward to it!
20:53:09 <Nicole> i'll distribute the updated slides shortly
20:53:27 <ekhugen_alt> I will add a short note about the call for mentors, I've been talking with Kendall and Erin and we're still working on getting the questionnaires updated
20:53:54 <ekhugen_alt> so as soon as they're updated I'll let the group know and be looking for someone to send out the call for mentors, both in general and then for Speed Mentoring in particular
20:54:16 <CarolBarrett> sounds good
20:54:30 <ekhugen_alt> any other questions on Speed Mentoring?
20:54:36 <CarolBarrett> Not from me
20:54:48 <MeganR> I don't have anything
20:54:52 <vkmc> not from me either
20:54:58 <ekhugen_alt> okay, in our last 5 minutes here, I promised ildikov that we'd talk a bit about upstream training
20:55:04 <DLynch> nothing from me
20:55:05 <ekhugen_alt> #topic upstream training
20:55:08 <ildikov> :)
20:55:15 <CarolBarrett> I do have a Q on basic mentor though...
20:55:21 <ekhugen_alt> oh sure Carol
20:55:54 <CarolBarrett> Is there any update on getting a technical mentor for Ivy Alexander? I have a career mentoring session with her later this week...
20:56:19 <ekhugen_alt> no, I don't have any technical mentors free, I was hoping after another round of calling for mentors to get a few more
20:56:25 <ildikov> We are slowly updating the training materials and trying to add new items as well like WGs
20:56:33 <CarolBarrett> OK - will let her know. Thanks!
20:56:44 <ekhugen_alt> sorry about that
20:57:14 <ekhugen_alt> yes, ildikov did you get the reviewers you needed for the training materials?
20:57:16 <ildikov> I just wanted to ask here what's the timeline for having mentors signed up?
20:57:55 <ekhugen_alt> well we're hoping to put out the call for mentors soon, like I mentioned earlier, how many mentors are you looking for for upstream?
20:57:59 <ildikov> ekhugen_alt: we're getting there, I'll keep up with the reminder mails :)
20:58:43 <ildikov> We have a limit at 50 for attendees
20:58:59 <CarolBarrett> I've got to run - take care everyone!
20:59:01 <ekhugen_alt> does every attendee for upstream need a mentor though?
20:59:05 <ekhugen_alt> okay, thanks!
20:59:18 <ekhugen_alt> we're just about at time, ildikov, can we continue on openstack-women?
20:59:34 <ildikov> Yeap
20:59:40 <ekhugen_alt> okay, thanks everyone!
20:59:46 <ildikov> I'll jump over
20:59:46 <MeganR> Bye!
20:59:47 <ekhugen_alt> #endmeeting