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Proposal by Cassie Zamparini on behalf of OpenCraft

Topic

Indicate which topic your proposal falls under:

  • Enhance Core Contributor Onboarding
  • Improve Collaboration, Communication & Reporting
  • Improve Fulfilling Commitments and Planning Processes
  • Improve Review Processes

Overview

The recent survey highlights a clear need for a unified resource that details the processes and roles associated with onboarding and the ongoing responsibilities of Core Contributors. To address this, I propose the creation of a dynamic and comprehensive "Open edX Handbook" that will be continuously updated and refined to meet the community’s evolving needs.

Initially, the handbook will involve relocating and consolidating existing Core Contributor information and expanding the information in a newly established space (eg. Similar to The OpenCraft Handbook). Over time, this space will evolve into a centralized, all-encompassing resource designed to enhance documentation accessibility, clarify information, and reduce information overload for the entire community, not just Core Contributors.

The primary goals of the first phase of this initiative are to:

  1. Support the Core Contributor onboarding process

  2. Provide more in-depth guidance on Core Contributor processes and tooling

  3. Help Core Contributors easily locate information relevant to their roles

  4. Promote effective Core Contributor participation

  5. Reduce reliance on community members for straightforward answers

  6. Strengthen the Core Contributor community as a whole

Solution

To address the challenges outlined in "Enhancing the Core Contributor Experience," I propose the following solutions to benefit both newcomers and the broader Core Contributor community:

  • Centralized Documentation:

    • Audit and Consolidate: Perform a thorough audit of existing documentation and consolidate it into a well-organized central repository. This will address the current challenge of overwhelming and dispersed information.

  • Enhanced Content Order and Quality:

    • Revise and Organize: Improve clarity, engagement, and informativeness of the content. Ensure accessibility for both technical and non-technical users. Implement a search, structured table of contents, cross-referenced links, and a logical content arrangement to facilitate easy navigation. Address issues of scattered information that complicate access for new Core Contributors.

  • Identify Content Requirements:

    • Conduct a Qualitative Study

      • Interview 5-7 Core Contributors from diverse roles to understand their specific needs and gather insights on essential handbook content.

    • Incorporate Key Information Based on the Survey Feedback:

      • Glossary of Terms: Define abbreviations and terms (e.g. CC, OEX, TOC, OEP, ADR).

      • Purpose, Vision, and Mission: Clearly articulate the Core Contributor’s purpose, vision, and mission.

      • Involvement Guidelines: Outline actionable steps for involvement, including role-specific links (e.g., Product Managers should refer to the Roadmap).

      • Role-Specific Guidance: Structure content based on roles, similar to GitLab’s role-based handbook model.

      • Detailed Role Definitions: Define responsibilities for various Core Contributor roles.

      • Commitment Assessment: Provide guidelines for assessing commitments to ensure accountability.

      • Communication Tools: Offer guidelines for effective use of communication tools as proposed by Ali Hugo.

      • Contact Information: Include contact details for role-specific guidance.

      • Sprint Explanations: Detail the sprint process and outline expectations for each Core Contributor, including check-ins if necessary.

      • Active Working Groups: List all active working groups with links to their collaborative spaces.

      • Content Selection: Decide which information to include directly in the handbook and which to reference through links (e.g., Product Review Process, Product Proposals).

  • Increased Self-Reliance:

    • FAQs and Troubleshooting: Include sections for frequently asked questions and troubleshooting to empower contributors to find answers independently, reducing the need for community support for basic queries.

  • Easy Submission of Changes:

    • GitHub Repository: Host the handbook in a GitHub repository to facilitate easy submission of changes through formal pull requests. This will allow others to review and approve changes before they are implemented in the Wiki, or similar.

Impact

To measure the effectiveness of the handbook, we could use the following metrics:

  1. Usage Statistics: Use built-in analytics to monitor the number of views and interactions with the handbook. Confirm if current tools already capture this data.

  2. Newcomer Feedback: Send a brief, automated survey to new Core Contributors shortly after onboarding to gather quick feedback on clarity and usefulness.

  3. Information Clarity: Monitor the number of support requests Axim receives related Core Contributor responsibilities. Confirm if current tools already capture this data.

By focusing on these metrics, we can quickly assess the handbook’s impact and make necessary adjustments without requiring extensive time or resources.

Timeline

I propose an iterative approach to this project. To ensure a faster review process, I will assemble a team of dedicated reviewers. This will facilitate timely feedback and enable continuous improvements throughout the development phases.

Phase 1: Initial Planning and Definition (2 weeks)

  1. Define Core Sections:

    • Identify the essential sections and topics needed in the handbook based on preliminary research and feedback from core contributors.

  2. Initial Input Gathering:

    • Consult with Key Stakeholders: Validate the list of sections and gather initial insights on content requirements.

    • Prioritize Sections: Determine the order in which sections should be developed, starting with the most critical ones.

Phase 2: Iterative Content Development and Population (Developed in 4-week intervals)

  1. Section-by-Section Development:

    • Weeks 1-2: Develop content for the highest-priority sections.

    • Weeks 3-4: Review and refine these sections with feedback from Core Contributors and post content publicly.

  2. Repeat Development Cycles:

    • Continue developing and refining additional sections in subsequent 4-week phases, incorporating feedback and making iterative improvements as needed.

This approach ensures a structured yet flexible development process, allowing for continuous refinement based on feedback and evolving needs.

Example Handbooks

Conclusion

By implementing this proposal, I hope to significantly support the onboarding experience for new Core Contributors, streamline their integration into the community, and improve their overall effectiveness and satisfaction of current Core Contributors. This comprehensive handbook will serve as a vital resource, supporting the growth and success of our community.

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