📖
Tech Fleet User Guide
  • 🌿START HERE
    • 🔢Get Started
      • 1️⃣What is Tech Fleet?
      • 2️⃣Tech Fleet FAQ
      • 3️⃣Start With the Community Collective Agreement
      • 4️⃣First Steps in the Tech Fleet Community
      • 5️⃣How to Get Discord Roles in Tech Fleet
      • 6️⃣How to Become an Apprentice on Projects
      • 7️⃣How to Become a Co-Lead on Projects
      • 8️⃣How to Register for Masterclasses
  • 😃About us
    • 🤟About Our Org
      • 👋Hello World
      • 💗Mission and Values
      • 🤝We Live by the Collective Agreement
      • 🌎Diversity, Equity, and Inclusion in Action
  • 📰TRAINING OPENINGS
    • 📡Current and Upcoming Program Openings
      • 📜Project Openings
        • 🏃‍♀️Projects to Apply To Now
        • 🧙‍♀️Upcoming Projects
        • 🔥Live Project Phases in Tech Fleet
        • 🙈See It All In One Place
      • 🎓Masterclass Openings
    • ℹ️Application Forms
  • 🚀Join The Community
    • How to Join Tech Fleet Discord
    • 🛠️Onboarding to Tech Fleet
      • 😍Book a Community Onboarding Call
      • 📧Join our Mailing List
      • 📹Onboarding Videos
      • 🖥️Information Website
      • ✨Community Happenings
  • ⚙️RESOURCES
    • 🛠️Quick Links
      • 🤖Join Tech Fleet Discord
      • 🎨Figma Community Templates from Tech Fleet
      • 📅Tech Fleet Web Calendar
      • 📰Tech Fleet's Project Repository on Notion
      • 📧Join our Mailing List!
      • 🧭Tech Fleet's Roadmap
      • 🔗Common Links
      • 🚩Tools Used in Tech Fleet Programs
    • 🏫Community Tutorials
      • 🌠Portfolio Case Study Guide
      • The Great Tech Fleet Discord Migration Video Tutorials
        • ❔Discord FAQ
        • 🌐Discord Basics
        • ✍️Sign Up Process for Tech Fleet Discord
        • 🐎Common Channels in Tech Fleet Discord
        • 🔐Security Protocol in Tech Fleet Discord
        • 🧵Basic Chatting Abilities in Discord
        • 🤝Get a Tech Fleet Buddy
        • 🗓️Managing Events in Tech Fleet Discord
        • 🆘Get Technical Support in Tech Fleet Discord
        • ‼️Using Roles for Alerts, Notifications, and Channel Access
        • 🦮Getting Career Guidance in Tech Fleet Discord
        • 💼Getting on Projects in Tech Fleet Discord
          • 👀Observers in Tech Fleet Discord
          • 🌿Apprentices In Tech Fleet Discord
          • 🪜Co-Leads in Tech Fleet Discord
          • 🫂Mentors in Tech Fleet Discord
        • 🎓Masterclasses in Tech Fleet Discord
      • 🅰️Community Glossary
      • 🎨Join the Tech Fleet Figma Educational Space
      • 🤓How to Get Technical Support
    • 🏗️Project Team Tutorials
      • 🪄Product Milestone Workbook
        • 🎖️Milestone Basics
        • 👟MVP Milestones
        • 🎯MMP Milestones
        • ✅Milestone Checklist
      • ⌛Project Kickoff Workbook
  • 🏃‍♀️Agile Portal
    • 🤝Agile Training in Tech Fleet
    • 🛹Agile Handbook
      • Start the Agile Handbook Here
        • 👓Contents of the Agile Handbook
        • 🌎What You Read About Agile May Be Different From What You See in the World
        • 🎬Agile Manifesto Trailer
        • 🔑Introduction to the Agile Handbook
        • 🤖Can AI Replace Agile Teams?
      • 🧘‍♀️Agile Philosophies
        • 🌊Waterfall Ways of Work
        • 📜Agile Ways of Work
        • 🚂Applying Agile Philosophies to Work
        • 🎢Building MVP's and MMP's with Agile
      • 🤝Agile Teamwork
        • 💪Making Strong Agile Teams
          • 🌿Prioritizing Growth Over Skills
          • 🌻The Four Stages of Team Growth
          • 🚀Self-Actualized Agile Teams
            • 🏗️Building Agile Mindsets
            • Psychological Safety
            • Service Leadership
            • Self-Organization
            • Continuous Improvement
            • Iterative Value Delivery
        • 🫂Day-to-Day on an Agile Team
          • 👩‍🏭Cross-Functional Agile Teamwork
          • 🪜Leadership on Agile Teams
          • 😎Daily Life on Agile Teams
          • ♥️Resolving Team Conflict as Service Leaders
          • 📑The Process for Resolving Conflicts
          • ❌Collective Agreement Violations
      • 🧑‍🔬Agile Methods
        • 🏃‍♀️Scrum Method
          • 🤔What is Scrum?
          • 🧖Scrum Team Functions
          • 🗓️Scrum Meetings
          • ✍️Common Agile Deliverables
        • 🙉Other Agile Methods
      • 🪐Agile-Related Outputs and Deliverables
        • ⏲️Timeline for Agile Outputs
        • 🙌Team Outputs for Agile
          • Agile Team Outputs Before Projects Begin
            • 🏇Client Kickoff
            • 👁️Agile Team's Vision
            • 👩‍🏫Agile Team Process
            • 🍱Backlogs and Kanban Boards
            • 🦾RACI Charts
            • 🤗Working Agreements
            • 📈Project Phase Roadmaps
          • Agile Team Outputs During Projects
            • 🧑‍💼Sprint Planning Items
            • 👩‍💻Sprint Demo Presentations
            • 🦸‍♀️Sprint Retro Boards
            • 📏Agile Team Maturity Measurement
            • 🏁Project Hand-Off Document
        • 🚧Agile Product Development Deliverables
          • 👟Achieving Milestones on Agile Teams
          • 🔬Research Test Plans
          • ⁉️Agile Product Requirements
            • 🧐Where's the PRD (Product Requirements Document)?
            • 🧠Documenting Problems, Needs, and Goals
            • ⁉️Mapping Product Assumptions
            • 🔢Prioritizing Problems and Future Work
            • 😎Release-Level Vision
            • 🤠Release-Level Scope
            • 📯Product Release Roadmaps
            • 🏭Epics, Features, and Work Tasks
            • ✌️User Story Statements
            • ✅Acceptance Criteria
            • 🔷Behavior-Driven Development Scenarios
            • 🤔Use Case Scenarios and Task Flows
        • 🖥️Deliverables Dashboard
      • 📑Agile Glossary
    • ✨Service Leadership Handbook
  • 🌳PROJECT PORTAL
    • 🌱Learn About Project Training
      • ℹ️Tech Fleet Projects are Training, Not Volunteer Work or Employment
      • 🧑‍🤝‍🧑Our Approach to Learning
      • 🌎Team Structure on Tech Fleet Projects
      • ⛓️Commitment vs. Job Function vs. People on Teams
      • 🎢Team Functions
        • 🪐Product Strategy Function
        • ⌛Project Management Function
        • 🌏User Experience Functions
          • 🎨UX Design Function
          • 🤓UX Research Function
          • ✍️UX Writing Function
        • 🤖Development Function
        • 👩‍🔬Solutions Architecture Function
      • 🤝UX Research Ethics
    • 📃Applying to Tech Fleet Project Training
      • 😎How Tech Fleet Project Applications Work
      • 🔢Steps to Apply to Project Training
      • ✔️Application Requirements
      • 🤠Project Timelines and Application Process
      • ⁉️Project Application Questions
        • ❔Tech Fleet General Application Questions
        • ❔Tech Fleet Project Phase Application Questions
      • 🤔Updating the General Application
      • 🌠Application Tips
      • 🗞️See the Latest Project Openings
    • 🔍Interview Guide for Tech Fleet Project Team Building
      • 👀Key Traits We Look For in Team Mates
      • 🪜Co-Lead Interview Guide for Project Coordinators
      • 🪴Apprentice Interview Guide for Co-Leads
      • 📨Email Templates for Communicating to Applicants
  • 🎓MASTERCLASS-PORTAL
    • 🗞️Masterclass Openings
  • 👀OBSERVER PORTAL
    • 😎Observer Dashboard
    • 🙈Life as an Observer
    • 🕵️‍♀️Observer Handbook
      • 🎢Read the Agile Handbook First
      • 🙈What's a Tech Fleet Observer?
      • ❤️The Benefits of Observing
      • ❓Observer Frequently Asked Questions (FAQ)
      • 🚶‍♀️Daily Expectations of Tech Fleet Observers
        • 👩‍🎓Read the Handbooks before Observing
        • 🐐Join Tech Fleet Discord Before Observing
        • Observer Role in Discord
        • 👈Pick Projects to Observe
        • Seeing Project Deliverables as an Observer
        • 👀Day-to-Day as an Observer
        • 🤔Reflecting on Observations in Tech Fleet Discord
        • 🫂Get Support as an Observer
        • ⚒️Using Tools as an Observer
          • 🎨Tech Fleet Figma Educational Account for Observers
        • 🙌Knowing When you're Ready to Finish Observing
      • ❤️Code of Conduct for Observers
      • 🏁Start Observing Today
  • 🪴APPRENTICE PORTAL
    • 🖥️Project Dashboard for Apprentices
    • 🧑‍🚀Apprentice Handbook
      • 🫴Life as an Apprentice
      • Application Process for Apprentices
      • Becoming an Apprentice
      • Discord for Apprentices
      • 🎨Tech Fleet Figma Educational Account for Apprentices
      • Code of Conduct for Apprentices
      • Upholding Community Values as an Apprentice
      • Communication as an Apprentice
      • Leaving Your Project Early
      • Meetings
      • Working styles
      • Using Tools as an Apprentice
      • Organization for Apprentices
  • 🫶CO-LEAD PORTAL
    • 🖥️Project Dashboard for Co-Leads
    • 🪜Co-Lead Handbook
      • 🔥Life as a Co-Lead
      • Application Process for Co-Leads
      • Discord for Co-Leads
      • Code of Conduct for Leads
      • Lead Role Breakdown
      • Upholding Community Values as a Lead
      • Principles as a Lead
      • Day-to-Day Lead Expectations
      • How to Select Your Apprentices as a Lead
      • Interviewing Apprentices as a Lead
      • Leaving Your Project Early
      • Using Tools as a Lead
      • 🎨Tech Fleet Figma Educational Account for Co-Leads
  • ❤️COMMUNITY CODE OF CONDUCT
    • 💟Code of Conduct and Anti-Harassment Policy
    • 🏠Safe Space
  • 📐Policies
    • 🌏Community Collective Agreement
      • 🤗Community Core Values
        • 🫴Tech Fleet's Mission and Values
        • 🤝Tech Fleet Members' Rights
        • ❤️Tech Fleet Pledge of Purpose
        • 🫂Tech Fleet Pledge of Community
      • ❌Prohibited Activity in Tech Fleet
      • 📣Reporting and Resolving Issues
      • 🙅‍♀️Community Enforcement
      • 🌐Transforming Tension & Conflict
    • 👩‍⚖️Tech Fleet's Policies
      • 💼Legal Disclaimers
      • 🖱️Slack and Discord Policy
      • 👩‍🎓Masterclass Terms and Conditions
      • ⏪Services Refund Policy
      • 📓Tech Fleet Bylaws
      • 👤Tech Fleet Board Member Covenant
      • 👁️‍🗨️Conflict of Interest Policy
      • 🔎Information Security Procedures
  • 🏗️GUILD PORTAL
    • 💻Tech Fleet Operations
      • 🥳Tech Fleet Operations Workbook
      • ⚖️Governance
      • 👩‍⚖️Board of Directors
    • 👣Guild Directory
      • 🎓Growth and Development Guild
      • 🚧Infrastructure Guild
      • 🙏Leadership Guild
      • 🪐Product Team Guild
      • 🕧Project Coordinator Guild
      • 📼Video Production Guild
    • ⚒️Guild Handbook
      • 🐣Creating Change in Tech Fleet
      • Code of Conduct for Guilds
      • Guilds in Tech Fleet
      • Creating a new Guild
      • Operating a Guild
      • Guild Bylaws Template
  • 🫶Project Coordinator Portal
    • ⚙️Project Coordinator Handbook
      • Code of Conduct for Project Coordinators
      • Project Coordinator Process
      • Using Tools as a Project Coordinator
      • Project Intake Process
      • Getting the Team Formed
      • Pre-Kickoff as a Project Coordinator
      • Kickoff as a Project Coordinator
Powered by GitBook
On this page
  1. APPRENTICE PORTAL
  2. Apprentice Handbook

Organization for Apprentices

PreviousUsing Tools as an ApprenticeNextProject Dashboard for Co-Leads

Last updated 1 year ago

Slack channels

All of our communication happens over Slack. We use it to communicate with each other as well as with the rest of the community. Though Slack is a great tool for keeping us all on the same page there are a few things to keep in mind when using it:

  • Slack is not an instant messaging platform. When mentioning someone in a message the expectation is that they will see or react to the message within a working day. If something needs to be discussed urgently, using a working session to address that need is best.

  • Don’t silo your communication. It is easy to want to DM someone when the need arises. Though that may help you get unblocked, it keeps other team members out of the loop. Using team channels to communicate ensures everyone is on the same page and that those who are not can catch up asynchronously.

  • Keep discussions in one place. When responding to a message make sure to reply in a thread so that all relevant messages are central to one location. This ensures channels are easy to follow and that team members are not getting notifications they do not need to see.

Project workspaces

Your team workspace is where anything and everything related to your project will live. Apprentices will be invited to their team’s project workspace at the beginning of each project. Workspaces are broken down using a few high-level categories including each team within the project (i.e. Design, Strategy, Research, Writing, Development, etc) as well as common spaces to keep track of project progress (i.e. Weekly Updates, Team Hub, etc). Within these spaces the project team is free to determine what structure works most effectively.

Workspace Examples:

Tech Fleet web calendar

All project meetings and meeting links are made public via the Tech Fleet calendar. This is the first place any member of the team should look to understand what the day ahead of them looks like. It is also a good idea to copy calendar events to your personal calendar in order to keep track of them. Before adding events to the calendar, please make sure there is team consensus and a meeting agenda is in place.

Backlog task tickets

Notion boards are our go-to sprint planning tools here at Tech Fleet. These act as your team’s source of truth for the duration of the project. During sprint planning meetings, the team will discuss what needs to be achieved by the end of the next week (sprint) and break their goals down into action items that we call ‘tickets’. Members of the team will take ownership of one or more of these tasks and ensure the necessary work is carried out during the sprint. If a ticket is completed on time, it is identified as ‘complete’ or ‘demo’ (in the case that its contents will be shared with the client). It is important that tickets are updated promptly in order to keep the team aligned on sprint goals and deliverables.

Meeting notes

There is no objectively "correct" way to make agendas or keep notes for a meeting. The best system is the one that you will use. Keep a central repository with your team that has a template for note-taking, notes archives, and a schedule of who is responsible for leading and taking notes for each meeting. Make sure that meeting agendas are available to all attendees at least a few hours before each meeting, so all can come prepared.

At a minimum, your meeting notes should always contain the following elements:

  • Meeting date, time, and topic

  • Key takeaways and decisions

  • Action items labeled with owner, due date, and any dependencies

Here are some suggestions that may help you organize notes and agendas, depending on team needs and dynamics:

  • Attach a running notes document to the meeting invite for recurring meetings so it can be accessed quickly and easily.

  • Put follow-ups and action items from the last meeting in the first line of the agenda so nothing falls through the cracks.

  • If meeting schedule is tight, establish time limits on certain topics to ensure all agenda items are addressed. Organize agenda items in order from highest to lowest priority.

  • For important meetings, especially those involving clients, send a summary email to attendees afterwards with the meeting takeaways and action items.

  • For long or important meetings, consider having multiple note-takers who take turns or take concurrent notes so nothing is missed.

Housekeeping

Keeping your workspaces as organized as possible ensures that team members and those invited to those workspaces can access and acquire information as quickly and painlessly as possible. It also provides observers with a more cohesive idea of project status and current undertakings. Housekeeping can and will likely be tackled in ways specific to the team and their workspace structure but it is recommended that time be put aside on a weekly basis (at the least) for cleanup.

Weekly updates

Each project workspaces includes a Weekly Updates section by default. Weekly updates allow for observers and onlookers to easily understand the progress being made on a project and makes the hand-off process between phases much easier. Use this space to brief the community on big picture tasks, celebrate achievements, and provide links to resources (Figma files, Figjam boards, Google Docs, etc). A general outline that you can use is:

  • Overall Weekly Updates. Briefly outline the major updates for the week, whether they be team related, client related, or just celebrating an achievement. Keep things positive!

  • Team Updates. Each team (research, design, writing, etc) should provide a brief overview of what they’ve been up to during the sprint and point readers to resources they’ve used to complete their work.

  • Strategic Changes & Decisions (if any). If major strategy decisions have been made, it would be best to outline them here. This allows for readers to understand the context of sprint work moving forward.

Tips for good organization

You know yourself better than any of your team members know you. There is no perfect productivity system. Here are some tips that have worked for us- feel free to adopt the ones that resonate and ignore the ones that don't.

  • Keep an "inbox" for everything that clutters your head and interrupts your work - important tasks and dates to remember, ideas for other projects, reference information, anything bothering you, etc. A notebook, sticky note, whiteboard, or to do list application might work well for this. Once the clutter is out of the forefront of your mind and somewhere where you can organize and come back to it later, you will be able to focus better.

  • Taking a few minutes at the beginning of a project to set up folders, calendars, and goals will save you a lot of time later. It's easier to follow an existing system than try to retroactively tame chaos.

  • However you choose to record your tasks, have a prioritization system. You may be tempted to tackle smaller, lower-priority tasks during your flow time to "get things off your list," but upon reflection you will realize that you are best off focusing on your primary work when you are most refreshed and energetic.

  • If you struggle with productivity and organization, communicating your goals and systems with an accountability partner may help.

  • Learn to say no. You will produce better work if you can give your attention to the things that really matter, and are not constantly overloaded by more tasks than you can reasonably handle. This may force you to ask the question, "is this something that really needs to be done or just a wish-list item?"

🪴
🧑‍🚀
The Serious Type (Phase 2)
Earth Hero Mobile App