Update: The latest version of the WordCamp Phases flowchart can be found in the “WordCamp Program” page of the Deputy Handbook.
Objective: Clarify and optimize the current WordCamp application process to help the organizers and deputies.
As we welcomed several new deputies since the beginning of 2022, some of us started noticing vague or outdated steps in the WordCamp application phases.
To smoothly onboard new organizers and deputies, it’s worth taking our time to clarify the current phases. As the first step, I created a flow chart of the current process works.
To view the details and read comments, visit the Google Slides version.
Feedback Wanted
Please leave comments on the flow chart itself OR this post about:
- Any difference in your understanding of a step or timing
- Any clarification required
- Any improvement/change to suggest
Examples of suggestions
These are actual suggestions already added as comments to the flow chart.
- Remove “Needs Crowdsignal account” – No WordCamp is actually using it.
- Combine “Needs E-mail” and “Needs Site” and call it “Needs E-mail and Site” – These steps are in one documentation, and the same person often takes care of both.
- Remove the “Needs Mentor” status and follow a different process – finding a mentor can happen concurrently with other steps, and it can take a while. No need to block the organizer while deputies are reaching out to potential mentors. Instead, have a clear process to follow up with the “No mentor” emails sent to Help Scout.
- Clarify who can pre-review or approve the budget. I learned the correct assignment is supposed to be 1) mentors and deputies can pre-review then 2) only super deputies can approve. This should be clarified in doc and/or tracker status.
- Remove “Needs to be Added to Pre-Planning Schedule” status – After this and “In Pre-Planning”, no action is needed. So we don’t need both of these statuses.
- Automate the process between “In Pre-Planning” to “Needs Budget Review”
Example of question
- Do we need “Interview/Orientation Scheduled” and “Budget Review Scheduled” now that we have alerts in the deputy channel?
- My issue with the “scheduled” statuses is that they are rarely used. So I don’t feel they are a good indication of the current status. Instead, “Needs orientation | budget review” can serve the same purpose (if a WordCamp is stuck here, deputies will still go and find out if a meeting is scheduled and follow up).
Next Steps
After collecting feedback for 3 weeks (until August 15), I can gather them up and propose updated versions of the phase visualization. Also, accompanying documentation for deputies (perhaps built on this existing doc?) will be useful.
Thanks, @devinmaeztri, @_dorsvenabili, and @sippis, for feedback on the flow chart and this post!