311 Data Product Planning Monthly Agenda

[ryanfchase]

Overview

This issue tracks meeting agendas for the monthly Product Planning meeting for 311 Data

Agenda Quick-links

August 2, 2023

Agenda Template

## YYYY-MM-DD - 311 Data Product Planning
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### AGENDA
_Timezones listed as Pacific Time._

- [ ] 7:00PM _5 min_ - Check-in & announcements
- [ ] 7:05PM _30 min_ - agenda_item_1
- [ ] 7:35PM _5 min_ - agenda_item_2
- [ ] 7:55PM _15 min_ - Q/A + Discussion

### Topic requests/questions:

### Notes:

### Action Items:

### Resources/Instructions


---
### Attendees (PMs + Leads):

- [ ] Cotton
- [ ] Bethlehem
- [ ] Brian
- [ ] Rong
- [ ] Joy
- [ ] Allison
- [ ] Ryan
- [ ] Bonnie
- [ ] London

[ryanfchase]

2023 August 2 - 311 Data Product Planning

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AGENDA

Timezones listed as Pacific Time.

• 7:00PM 5 min - Check-in & announcements
• 7:05 30 min - Repo Discussion w/ Bonnie
• 7:35 20 min - Repo Discussion pt 2
• 8:00 10 min - New PM team structure discussion @ryanfchase

Action Items:

• Outline steps for maintaining our remaining issues: Lead Issue Review (Tech Stack Old vs New) #1529

---

Attendees (PMs + Leads):

Product Management

• Jason Flack
• Muhammad Basil
• Sanju Venugopal

UI/UX Research

• Holly Worthen

UI/UX Design

• Joy
• Elizabeth Pose

Engineering

• Edwin J
• Ryan Chase

Content/Marketing/Copywriting

• TBD

UNASSIGNED

• Bonnie

[cottonchristopher]

2023-10-04 - 311 Data Product Meeting

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AGENDA

Time zone listed as Pacific Time.

• 7:00PM 5 min - Check-in
• 7:05 20 min - Team announcements + updates
• 7:25 20 min - Project Board Review/ Process document review
• 7:45 15 min - Breakout Rooms
• 8:00 finished

Topic requests/questions:

• Naming the current Version of the product
• Process document review
• RC: V2 launch plans
• Offboarding updates

Notes:

1. Product team will review Configuring Analytics tools in breakout room.

Action Items:

Resources/Instructions

---

Attendees (PMs + Leads):

Product Management

• Jason Flack
• Muhammad Basil
• Sanju Venugopal

UI/UX Research

• Holly Worthen

UI/UX Design

• Joy
• Marissa
• Anna Kim

Engineering

• Edwin J
• Ryan C
• William B

Content/Marketing/Copywriting

• TBD

UNASSIGNED

• nobody

[ryanfchase]

2024-01-03 - 311 Data Product Planning

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AGENDA

Timezones listed as Pacific Time.

• 7:00PM 5 min - Check-in & announcements
• 7:05PM 30 min - milestone review (see topic requests)
• 7:35PM 25 min - address any pain points / concerns for early 2024
• 8:00PM - finish

Announcements

RC:

• I have removed ALL open role cards from each of the Community of Practice repos
• Open Roles are created when there are more open issues than there are active members

Topic requests/questions:

Milestone Review

• review all milestones in order. Identify "current" milestones. Discuss "due dates".
• go through all issues and confirm they are in the right place
• confirm this is the minimum number of tickets needed to complete the milestone

RC's list of potential pain points for 311 Data

• onboarding new members
• streamlining current members onto new issues
• Clarify contribution guidelines, PRs and review process
• completing technical documentation
• ensuring leadership team is correctly supported

Edwin's Notes

• 2024 data pipeline is not set up properly
• we are waiting on the data.lacity.org to set up their 2024 data API endpoint

Notes:

Action Items:

• Create label "Pre-Launch" to identify which issues are relevant to pre-launch
• Use "Pre-Launch" label to move all "Post-Launch" issues to their correct Post-Launch milestone
• Create spreadsheet for UX Research Action Steps (categorize when we will address each Action Step)
• Create list of tickets to be reviewed for Bonnie's ticket workshop

Bonnie's ticket workshop list:

• Propose new file organization structure #1549
• Set up a cron job via github actions to update data nightly  #1535

Notes on PM Issue Audit:
@bberhane and @ryanfchase think that audits should also check to see if tickets are still being worked on. PMs can check assignee's ETA and follow up with them once the time has elapsed (see notes below).

Notes on ETAs and Size labels:

• Size label should be the initial estimation of time based on the issue creator's assessment
• The assignee will assess the issue and see if the work falls within the Size label's range. The assignee should comment how long they think they will need (e.g. Size label is 1hr and assignee comments, "ETA: 30 minutes to 1hr")
• If assignee thinks it will take longer than the Size label, they should comment and tag the issue owner (e.g. "ETA: 4 hours but Size label says 1 hour"). Assignee updates the size label at their discretion.

Resources/Instructions

---

Attendees (PMs + Leads):

Product Management

• Cotton
• Bethlehem
• Ahmed

UI/UX Research

• Holly Worthen

UI/UX Design

• Anna Kim

Engineering

• Edwin J
• Ryan
• Johnny

Content/Marketing/Copywriting

• TBD

UNASSIGNED

• nobody

[ryanfchase]

2024-02-07 - 311 Data Product Planning

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AGENDA

Timezones listed as Pacific Time.

• 7:00PM 5 min - Check-in & announcements
• 12:05 30 min - Topic Requests
• 12:35 20 min - Discussion
• 12:55 5 min - Wrap-up

Topic requests/questions:

• per Bonnie, offboard Sanju: 311 Data Weekly PM Meeting Agenda  #1546 (comment)

Notes:

Action Items:

Resources/Instructions

---

Attendees (PMs + Leads):

Product Management

• Cotton
• Bethlehem

UI/UX Research

• Brian
• Rong

UI/UX Design

• Anna

Engineering

• Ryan
• Johnny

Content/Marketing/Copywriting

• TBD

UNASSIGNED

• Bonnie

[ryanfchase]

Some notes for our next meeting (I will add these items myself based on how high priority they are):

General notes from 2/29 meeting

TODO

• add Allison and Joy to leads group
• we need to compile a few good tickets for Design team to use as reference when making their tickets
• we need to re-organize the epics so that there is 1 epic per feature
• we need to go through Action Steps spreadsheet and start making tickets for Design/Engineering
• there are 3-ish pre-launch Design issues that are ready for hand-off! We need to make sure Dev Lead(s) can see these and act on them see below
• I think we need to update the Pre-Launch Issues spreadsheet with the issues that engineering makes
• consider using PreLaunch labels for all prelaunch items (since members "cant see" epics)
• Design worked on a pre-launch ticket, but the proposed design goes beyond scope (it addresses a post-launch Action Step): Modal Neighborhood Districts #1650

TODO Ryan

• make engineering ticket for Loading Modal (Johnny wants to work on this)
• jot down a note on how to make Dependabot alert changes (Settings > Code Security and Analysis > Enable/Disable)
• prioritize: Update the Twitter logo to 'X' #1691

Ready for Hand Off

• Modal Neighborhood Districts #1650 (comment)
• Update all instances of the old Twitter logo to the rebranded X #1642 (comment)
• Update Loading Modals after Feedback from Bonnie #1655 (comment)
• possibly Add warning for when user tries to load data prior to 2024 #1677

Notes

• Bonnie says that Epics are for PMs only, nobody else should be assigned to epics
• Since members don't see epics, Design Issues should inherently convey all information needed to hand-off to Engineering

Possible Action Items for Design Issues

[ExperimentsInHonesty]

Items for 2024-03-06 agenda

• I pinned your three agendas to the top of the issue tab https://github.com/hackforla/311-data/issues
• In order to get this off my plate and so I can close the open issue on the website team ER: Update Project Profile: 311 Data  website#6114, I have done the following
  • Left you explicit instructions on how to rewrite this issue, see my comments Update Hero for display on HfLA Website #1608 (comment).
  • Created a new issue open issue to replace the hero image on the Hack for LA website. #1692, so that the designer receives only the info they need to get the job done efficiently.
    • I stuck the 1692 in the icebox with instructions on 1608 on how to release the dependency and move it to the new issue approval with a ready for product label.

[ryanfchase]

2024-03-06 - 311 Data Product Planning

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AGENDA

Timezones listed as Pacific Time.

• 7:00PM 5 min - Check-in & announcements
• 7:05 10 min - review Bonnie's comments / issues about Hero Image
• 7:15 20 min - review Blank Design Issue template
• 7:35 5 min - review Prelaunch Issue Point Spreadsheet
• 7:45 5 min - Q+A
• 7:50 - fin

Topic requests/questions:

• popover message for limiting data to the past 30 days - ticket: Add warning for when user tries to load data prior to 2024 #1677
• Dev to ask Design about scope of work for Modal Neighborhood Districts #1650
• review export button in product team slack

Notes:

Action Items:

• review: Update Hero for display on HfLA Website #1608 (comment)
• review: open issue to replace the hero image on the Hack for LA website. #1692
• New Template: blank-design-issue.md (New Issue > Blank Design Issue [Get Started] > review contents )
• review: Prelaunch Issue Point Spreadsheet
• review: Epic: Usability Testing with HfLA #1463
• review: Epic: Usability Testing with HfLA #1463

Resources/Instructions

---

Attendees (PMs + Leads):

Product Management

• Cotton
• Bethlehem
• Ahmed

UI/UX Research

• Holly Worthen
• Brian
• Rong

UI/UX Design

• Joy
• Allison

Engineering

• Johnny
• Ryan

[bberhane]

3-6-24 notes product planning meeting:

• Popover ticket will be fully ready for handoff (top version in Figma file is ready for handoff, 2024 version)

• Please include before version on 1677, post screenshot and add “ready for dev lead” label Add warning for when user tries to load data prior to 2024 #1677

• Review export button product team slack

• Joy’s ticket issue 1650: Difficult for design team to determine what's current stable version of the application

• Design’s been working off existing component library
  Modal Neighborhood Districts #1650

• We need to help make sure that when new designs are made, it’s based off the current version

• Minimum padding before text wraps for the search legend

• Sophia’s ticket, export button 1612: One of the first things we can do is add the export functionality; Holly advocates for the export button

• Sophia’s mockup exports selected data into CSV

• Side bar isn’t scrollable; not enough real estate at bottom to add “export” button

• Design has mockup for scroll

• Consider adding download icon (Ryan)

• Design will do a little research before deciding on final design

• Product will make a design ticket for adding the export functionality to the map (I believe we did in real time)

• In the PM agenda for 3/7, get clarification on testing, dog food vs. moderated

• Hero image update: split up action steps, then sign-off for design

• Make labels for each feature

• Design likes the ticket template

• Record meeting with bonnie tomorrow for research

[ryanfchase]

Notes From Research

• 20 people is a lot, Holly wants to push back on this and thinks 5 people is a little more realistic
• perhaps Bonnie is actually saying that we are just supposed to do the bug hunt
• Holly thinks it would be good to direct these people towards the things that we specifically JUST changed (e.g. ask them to search for Empowerment Congress)
• Holly wants a list of things that we think we should test ^ (e.g. limiting date range, emp congress)

Possible New Tickets

• One ticket for dogfood testing
• One ticket for usability tests right after launch with NC members
• One ticket for moderated tests with

Leave instructions for Research Team

• instructions on how to divy up work on Research Plan
• e.g. 1 person comments they will work on 1 section for approx 2 hr, etc.

[ryanfchase]

2024-04-03 - 311 Data Product Planning

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AGENDA

Timezones listed as Pacific Time.

• 7:00PM 15 min - Check-in & announcements
• 7:15 30 min - agenda_item_1
• 7:50 10 min - Q+A

Topic requests/questions:

Check In + Updates

• Welcome back @annaseulgi + updates from UIUX team
• updates from dev team
• updates from research team
• updates from product team

Topic Requests

• need to address UIUX design system issue where parent components are modified after inner components are handed off to dev
• follow up on Bonnie's notes for "dogfood testing" + research team
• review remaining Action Steps

Notes:

Action Items:

Resources/Instructions

---

Attendees (PMs + Leads):

• Ryan
• Bethlehem
• Cotton
• Ahmed
• Anna
• Holly
• Johnny

UNASSIGNED

• nobody

[bberhane]

Notes from product planning meeting 2024-04-03:

Welcome back, Anna!

Research/Testing:

• 3 types of testing done simultaneously, send out unmoderated usability study to hack for LA volunteers (all internal)

• Moderated with ppl from data science CoP and eventually external stakeholders (neighborhood council members)

• Dev is working on ironing out some bugs before launch; advised Holly to go ahead and begin testing

• Holly’s coming up with potential unmoderated script by Monday for dev/leads to review and align on what items are ready to be tested [we’ll cover this in next week’s meeting]

• Anticipated time for dev to complete bug fixing: one month

• Product team to develop script for demo (Is the application useful?)

• Revelation: Product is designed to be for data scientists who work within neighborhood councils

• Holly wants to find happy medium between use case for data scientists and the layman

• It’s unclear who the target audience is, which has complicated our understanding of why this application would be important/useful

• Returning to personas

Dev:

• Anticipated time for dev to complete bug fixing: one month

UI/UX:

• Design system not established/updated, need to firm up source of truth
• Components don’t match up with what’s on the site
• Request type style 4 should be referenced for most accurate request type colors
• Allison + Angela to draft up a more up-to-date component for the modal; currently, modal components are not 100% accurate
• UI/UX team to discuss when/how to hammer down design system updates
• How design operates: Design team splits up tasks by immediate updates to the website/map and design system updates

[cottonchristopher]

Meeting Notes: meeting 4/3/24 Team Planning

Victory Report!!!!!: the team seems to be more self-sufficient (Bonnie stopped by and there were no questions)

Research/Testing: Wait for the site to be done/polished?

• Research (Holly/Team) will discuss. for next meeting. Unmoderated testing- create a list of tasks/activities that are most
  usable/effective.
• PM's can make tickets
• Current/ upcoming testing is for internal HackforLa (Organization wide)

PM:

• PM can make tickets for research as needed (see above)
• Ticket Process: using labels (Changes in the process at large, EPICS are for PMs, include all relevant info. links, tasks on the
  ticket for the Team)
• Ticket for DEV leads for bugs/crashing (Robert is making?)
• Prelaunch tickets completion: loading modal (Johnny), bug fixing, contact form - email address, Map- behaviors

Design: Demo and File mismatches. (Figma changed and dev team may have a different settings/design saved)
There are some things like, typography, search and filter modal updates

• Solution is still to be hashed out:
  1. Make tickets to track progress/work- PMs.
  2. (Anna has been making screenshots) - temporary/permanent fix?
• Anna will discuss with the team on what the priority is
• We do need a goal for truth on the designs (may not be a priority right now)
• Modal- Alison and Angela, create component of the filters modal (up-to-date)

User????: who is the User?- working towards identifying the Clearly defined User
data scientists, data scientists working for an NC, researcher.

@ryanfchase

[bberhane]

2024-05-01 - 311 Data Product Planning

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AGENDA

Timezones listed as Pacific Time.

• 7:00PM 5 min - Check-in & announcements
• 7:05 30 min - Update from team leads
• 7:35 25 min - Open floor
• 8:00 _ - fin

Topic requests/questions:

Update from dev: Engineering is working on making final launch tickets
PM team is still working on having more streamlined processes and ticket templates that align with org

Notes:

Action Items:

Resources/Instructions

---

Attendees (PMs + Leads):

Product Management

• Cotton
• Bethlehem

UI/UX Research

• Holly Worthen

UI/UX Design

• TBD

Engineering

• TBD

[ryanfchase]

Adding this to the upcoming agenda:

• PM team wants to know from Bonnie what is needed for GA Configure Google Analytics platform for 311-Data to gather user interaction data #1592 (comment)

[ryanfchase]

2024-06-05 - 311 Data Product Planning

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AGENDA

Timezones listed as Pacific Time.

• 7:00PM 5 min - Check-in & announcements
• 7:05PM 40 min - Topic Requests/questions
• 7:45PM 15 min - Q/A + Discussion
• 8:00PM - fin

Topic requests/questions:

• review progress on ticket audits, team accountability checks
  • Ryan to provide an example of a few dev team tickets as part of an agenda
• review project board updates (need to close old project boards)
  • review Bonnie's slack post
  • possibly attend PM Friday CoP if we need more help on this
• review pre-launch spreadsheet
  • Review Dev tickets / members / estimations
  • Review UXR tickets / members / estimations
  • Review Design tickets / members / es
• Check if UXR team needs GA for usability testing: Configure Google Analytics platform for 311-Data to gather user interaction data #1592 (comment)
• UXR Usability test status update
  • moderated usability test (do we need to post in more slack channels?)
  • un-moderated usability test (via usertesting.com ?)
  • Data science CoP (awaiting reply from CoP leads iirc)

Questions for Bonnie

• What is our use cases for GA? What are other examples of teams using GA? Do we need to access a GA dashboard: Configure Google Analytics platform for 311-Data to gather user interaction data #1592 (comment)
• Should we be incorporating our Mailchimp campaign for the Contact Us page? When we send emails to users, which email should be sending that email? (todo - link contact page ticket)

Notes:

Action Items:

• Give Holly access to the 311-data email, add her email to the 311-Data general vault

Resources/Instructions

• THAT product team mega-comment

• pre-launch spreadsheet link: https://docs.google.com/spreadsheets/d/1wy9zp0HLTsCBjPejAJmtLrZPELLGQwTgHhcyx5HpALQ/edit#gid=0

---

Attendees (PMs + Leads):

• Cotton
• Bethlehem
• Holly Worthen
• Anna
• Ryan
• Bonnie

[ryanfchase]

New Tickets

• datepicker should not allow "future months" (e.g. if today is June 6th 2024, do not allow user to advance to July 2024)
• PM team needs a "saved reply" for "please provide ETA, etc" for accountability checks
  • ETA-ing: for a given volunteer, use their update to provide an updated ETA which can be put into the Story Point spreadsheet.
  • add a checkbox for the "saved reply" to update the Story Point spreadsheet with their provided ETA
    ETA can be used to guesstimate how long a milestone / release (e.g. pre-launch) will take
• PM team to use the copy all Start Here cards from project board into our wiki, use this template for relevant info:
  • Completed ticket for copying cards: GitHub Project Board Migration Issue #1751
  • Open ticket for moving contents into wiki: Add comments with card information into 311-Data Wiki after migration #1755
  • shortcut for finding cards that need to migrate
  • look for "description" cards that will end up becoming column headers (keep it concise!)
  • ignore "references" these are not real cards
• PM team to add to FAQ about overlapped boundaries: Add Q&A About Overlapping Boundaries to FAQ Page #1760
  • See comment from a few weeks ago

Notes from 6/5/24

• reviewed Design System Updates: Search/Filter Modal #1600
• GA: use general for general statistics for MVP: Configure Google Analytics platform for 311-Data to gather user interaction data #1592
  • consider where to add tags on specific actions for future releases
• ETA-ing: for a given volunteer, use their update to provide an updated ETA which can be put into the Story Point spreadsheet.
  • ETA can be used to guesstimate how long a milestone / release (e.g. pre-launch) will take

New Project Board

• what happens when you click migrate?
  • who gets permissions?
  • need to add Teams (311-Data-Write)
• Due end of June

screenshot

[ryanfchase]

2024-08-07 - 311 Data Product Planning

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AGENDA

Timezones listed as Pacific Time.

• 7:00PM 5 min - Check-in & announcements
• 7:05PM 30 min - welcome back slides
• 7:35PM 5 min -flex time
• 7:55PM 20 min - Questionnaire time, Q/A, Discussion

Topic requests/questions:

• welcome back slides: https://docs.google.com/presentation/d/128WTvjESfaKJ_0MKvJFD5_Q4wwOvSnie-3st1ZD2XDI/edit?usp=sharing
• Check in questionnaire: https://forms.gle/czuZrU7WgYvPBc7G8
• Anonymous feedback form: https://forms.gle/JJ8b7Mtir64nrXZr7

Review...

• Pre-Launch Roadmap
• Post-Launch Roadmap
• Goals for the month

Notes:

Action Items:

Resources/Instructions

• All Epics: https://github.com/hackforla/311-data/issues?q=is%3Aopen+is%3Aissue+label%3AEpic

---

Attendees (PMs + Leads):

• Cotton
• Bethlehem
• Holly Worthen
• Joy
• Allison
• Ryan
• Johnny
• Bonnie

[ryanfchase]

2024-09-04 - 311 Data Product Planning

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AGENDA

Timezones listed as Pacific Time.

• 7:00PM 5 min - Check-in & announcements
• 7:05PM 30 min - agenda_item_1
• 7:35PM 5 min - agenda_item_2
• 7:55PM 15 min - Q/A + Discussion

Topic requests/questions:

PRIORITY: Review Action Steps spreadsheet (via UXR v1.2 Mod. Usability Test Presentation)

• WIP, see link to presentation and prev. Action Steps spreadsheet in Resources below

Review Proposed Tickets

• Display NC names on hover via pop-up modal  #1807
• Identify the name of adjacent NCs, if another NC is already selected #1808
• Make date range textboxes clickable in Search and Filters modal  #1806
• Add Mapbox Zoom Controls to Map Page #1793

Meeting Note Recap

• 8/29/24 pm mtg notes
• 8/31/24 dev mtg notes
• uiux design notes on presentation from #311-data-uiux

Notes:

Action Items:

Resources/Instructions

• Usability Testing v1.2 August Presentation (Slide Show)
• Action Steps post bug and usability testing January 2024

---

Attendees (PMs + Leads):

• Cotton
• Bethlehem
• Holly Worthen
• Anna
• Ryan
• Bonnie

[cottonchristopher]

Notes from 9/4/2024
Tickets to be made:
1. Corresponds to Insight 1, address known, but name of NC unknown. Suggestion: address selected, zoomed-in, Add a
Pill(pillbox)-
2. Corresponds to Insight 3 (partial), No option to de-select. Suggested solution, same as above
3. Design ticket: to auto-recenter to all boundaries. Post launch?
4. SR Hover box confusion: Sequence should be- hover, spin and load. Sequence only occurs once. Should occur every
time. Ryan has a ticket?
5. Corresponds to Insight 6, Address entered, and House icon appears. Need or nice to have?
6. Calendar fxn not intuitive: Make date range editable or allow a drop down as well. Area should be clickable.

Post launch: NC council names on hover for unselected areas, however it may present challenges with contrast color
achievement and visibility (per Joy) - Design ticket

[ryanfchase]

New design tickets based on above comment:

• Redesign address search house icon: Redesign address search house icon #1816
• Button for auto-recenter to all boundaries: Create button to reset selection mode and recenter around all boundaries #1817
• NC council names on hover when unselected: Display NC names on hover via pop-up modal  #1807
• Search and Filters date range need to be editable: Redesign date selection in search & filters modal to be type-to-edit #1818

[ryanfchase]

2024-10-02 - 311 Data Product Planning

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AGENDA

Timezones listed as Pacific Time.

• 7:00PM 5 min - Check-in & announcements
• 7:05PM 30 min - agenda_item_1
• 7:35PM 5 min - agenda_item_2
• 7:55PM 15 min - Q/A + Discussion

Topic requests/questions:

• Discuss UIUX Design contributions to Action Steps Notes (R1)
• ⚠️ New Bug: Bug Hunt & Code Quality Live-Forever Ticket #1726 (comment)
• Documentation
  • prepping for launch by updating Team Wiki
• Slides: https://docs.google.com/presentation/d/1Op1hZsFRC1023Se-MatVROWxkMhkoLvHwIF2oASMzZw/edit#slide=id.g2f9680e244f_0_0

Notes:

Action Items:

Resources/Instructions

• R1: Comments on V1.2 August Usability Test Presentation, Google Doc

---

Attendees (PMs + Leads):

• Cotton
• Bethlehem
• Holly Worthen
• Brian
• Rong
• Joy
• Allison
• Ryan
• Bonnie