Project Management (meta)

This is kind of a meta-project.
For each one of our ongoing projects I will:

Try and assign someone to be in charge (it does not have to be the creator of the project on discord, but that's kind of the default)
Communicate with the person in charge weekly to track progress, blockers, and check if they need help
Try and find volunteers to help on each project, according to the needs

I am planning to dedicate ~2 hours per week on this, for the next 2/3 months, then reevaluate whether this is for me. If I find that this is not for me I will try and find someone to replace me and handle the transition.

For now I have created a very simple Notion page that I will use to track the projects. My aim is to keep everything as simple and friction-less as possible.

Help Needed:
For now, I don't really need any help, but feel free to give me recommendations if you have experience in project management.

Project tracker:
https://maximolog.notion.site/Project-Management-c606e22323f344a4b843ce90f75a2534?pvs=4

Maxime Fournes's Notion on Notion

Project Management | Notion

Project Management Routine

sacred-rose•2/15/24, 7:05 PM

I feel you're being pretty optimistic with the hours per week

dead-brownOP•2/15/24, 7:15 PM

Maybe

sacred-rose•2/23/24, 5:19 PM

There is 17 people who want to assist today's action meeting. It would be nice to divide the meetings in individual projects meetings ? I mean, right now these meetings are not really about that and I think almost no project has a real team, but we should change that

sacred-rose•2/23/24, 5:20 PM

I guess we should think what's the real use of these action meetings

sacred-rose•2/23/24, 5:21 PM

Because we are (or will be in the near future) too many people

dead-brownOP•2/23/24, 5:41 PM

That's a good point... Maybe this meeting should become a "project leads" meeting, where only people who have updates to give about their project are invited to present them (the meeting can stay public and everyone can ask questions - at least we can experiment with that format)

sacred-rose•2/23/24, 5:44 PM

I do feel these meetings are also a place where people just make updates about stuff that are related to PAI (or even AIS which I dont think we need) but are not "projects" and has some socializing aspect to it

sacred-rose•2/23/24, 5:45 PM

But we can absolutely try what you said

sacred-rose•2/23/24, 5:45 PM

It sounds good

dead-brownOP•2/23/24, 5:46 PM

hmmm sounds like we could split it into two meetings: a "general forum" one, where everyone can give update or discuss whatever they want, no real agenda just a time slot of 1 hour, and a "project leads" meeting as mentioned above

sacred-rose•2/23/24, 5:46 PM

Yeah

dead-brownOP•2/23/24, 5:50 PM

@Organizer what do you think? Also IMO this highlights a need to start thinking about how we scale up this org now that more and more people are joining and becoming active

dead-brownOP•2/23/24, 5:52 PM

TLDR: too many people are joining the weekly actions meeting, we are thinking of splitting it into 2:

a "general forum" meeting lasting 1 hour, no agenda, everyone can give updates
a "project leads" meeting for project updates

foolish-indigo•2/23/24, 5:52 PM

The splitting seems a more efficient use of peoples time. Let's do it

hurt-tomato•2/23/24, 6:41 PM

Tbh I haven't had the problem of too many people in the action meeting yet, but I agree that we should expect that to happen!

sacred-rose•2/23/24, 7:04 PM

So even tho 17 people put they they would come no one comes if theres not an organizer of the meeting?

sacred-rose•2/23/24, 7:05 PM

@Maxime F (RationalHippy) the meeting was cancelled by joep

sacred-rose•2/23/24, 7:06 PM

But I think if someone can direct it it can happen ?

sacred-rose•2/23/24, 7:06 PM

Personally I cant talk rn

Ssacred-rose But I think if someone can direct it it can happen ?

dead-brownOP•2/23/24, 7:10 PM

What do you mean by "direct it"? Just take the lead during the meeting? Or actually press a button to start the event?

sacred-rose•2/23/24, 7:12 PM

Lead it*

Ddead-brown What do you mean by "direct it"? Just take the lead during the meeting? Or actua...

sacred-rose•2/23/24, 7:13 PM

Like see share the gdocs of the day, ask people what theyve been into

dead-brownOP•2/23/24, 7:13 PM

well I wouldn't mind but no one is joining

dead-brownOP•2/23/24, 7:13 PM

I think I will just go for diner, and come back for the project prioritisation meeting at 9

sacred-rose•2/23/24, 7:13 PM

Ok, cool

sacred-rose•2/23/24, 9:26 PM

@Maxime F (RationalHippy) can you edit stuff in a post like tags and names?

sacred-rose•2/23/24, 9:26 PM

because if not I should give you more perms

sacred-rose•2/23/24, 9:27 PM

So we add the 2 and 3 stars

sacred-rose•2/23/24, 9:46 PM

Recuitments DMs existed, it was just old. It is #Welcoming / onboarding new members (DMs)

sacred-rose•2/23/24, 9:50 PM

Btw #PauseAI socials - make it easier to find and organize local meetups is about a page of the website and #PauseAI Local Communities is the high priority project

Ssacred-rose @Maxime F (RationalHippy) can you edit stuff in a post like tags and names?

dead-brownOP•2/23/24, 11:01 PM

I don't think I can

Ddead-brown I don't think I can

sacred-rose•2/23/24, 11:02 PM

and what about now?

Ssacred-rose and what about now?

dead-brownOP•2/23/24, 11:04 PM

Yep now I can

sacred-rose•2/24/24, 7:08 AM

I think you didnt add new projects like #Plans for warning shots / wake-up calls . That seems good, like 2 stars at least. A bunch of people think a pause will be really possible in case one happens

sacred-rose•2/24/24, 7:08 AM

And missing one would be bad for future warning shots

hurt-tomato•3/4/24, 2:33 PM

@Maxime F (RationalHippy) built a discord bot to make it easier to track progress. What a G.

dead-brownOP•3/4/24, 2:41 PM

Here is the code for this bot: https://github.com/Maximophone/ProjectBot
At the moment I am the only one who can use it, but in the future it may be possible to give access to more users (the script would need to run on a server rather than on my laptop)

GitHub

GitHub - Maximophone/ProjectBot: A python bot that does project tra...

A python bot that does project tracking from a discord server to a notion database - Maximophone/ProjectBot

sacred-rose•3/4/24, 8:04 PM

Cool! what exactly does it do?

dead-brownOP•3/4/24, 8:48 PM

it creates a new page in the projects database in notion and populates some of the info: title, description, discord url, project lead, tags

sacred-rose•4/5/24, 4:55 AM

Based on things that I read in Proposal to Reorganise Pause AI Discord, 2024-04-04 strategy meeting, and the last messages of projects-💪Improved project portfolio

sacred-rose•4/5/24, 4:57 AM

I think it would be good to do some changes. maybe before it didn't make sense to have project leaders and accountability because there wasn't many people that seem to volunteer but I think now is different

sacred-rose•4/5/24, 5:00 AM

I think we should have leaders and maybe committed and uncommitted volunteers on them. What you called mentors in the strategy meeting I think it would just be committed volunteers from the onboarding project/team

sacred-rose•4/5/24, 5:02 AM

That's basically my ideas, but of course there should be people who already do project and volunteer management. I don't know how should the balance of maintaining people accountable vs free be.

sacred-rose•4/5/24, 5:07 AM

It would be nice if people who wants to be volunteers are helped by the onboarding team into project(s) either committing themselves to do stuff or not. Either contacting another project leader or not.

Ssacred-rose It would be nice if people who wants to be volunteers are helped by the onboardi...

dead-brownOP•4/5/24, 10:26 AM

by "compromising" do you mean committing?

sacred-rose•4/5/24, 3:14 PM

Yeah, yeah. fixed

sacred-rose•4/17/24, 1:48 AM

I've been thinking about the whole onboarding pipeline and project management and I think we should start by having a project leader for project management (maybe felix, although he could be busy with other stuff) and from that see if we can get project leaders for other projects, insisting in the important ones.

sacred-rose•4/17/24, 1:49 AM

We should discuss this in the next strategy meeting.

sacred-rose•4/17/24, 1:52 AM

in strategy meetings we could discuss macrostrategy stuff AND project prioritization stuff. It would be important for people from the boards and project manager(s) to be there

sacred-rose•4/17/24, 1:54 AM

Project managers also should communicate with project leaders/ teams in separate meetings (or at least communicate periodically)

Project Management (meta)

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