giveth / buddy-bot Goto Github PK

We take info about pairings with name and id from other google sheets (buddy-call-tracker)

• have a notification at time of call, asking for notes
• have notification after call: did it happen? note down in backend and notify nico

Post Buddy Call

Current Process:
After the buddy call takes place, Nico is not fully aware if the buddy call actually happened on the date agreed on or if it was postponed, or didn't happen.
Nico has a buddy call tracker indicating the exact day/date of when the buddy call ACTUALLY happened, but he manually updates this one.

Problem:
The buddy call tracker is not updated real time.
It is important to update the Buddy Call tracker to check on the dates of the most recent buddy call.

Proposed Solution:
The Buddy Call tracker (schedule of when buddy calls took place) is automatically updated AFTER the buddy call takes place.

• Provide links to typeforms
• Formatting

a couple of days (2?) before their scheduled feedback call

Buddy Reminder / Setting Schedule

Frequency: Every 3 months
Current process:
Every contributor has a different schedule, different reminders for each. Not necessarily every end of calendar quarter
HR has to check manually from the buddy call doc, in the Talent Support GC or tracking sheet to confirm when the last buddy call is
HR send a message to the buddy to schedule a buddy call
Proposed solution:
Automate the process when the last buddy call (3 months prior)
Bot sends reminder that buddies should schedule a call, 1-2 weeks before the 3-month mark

Reminding Self Review Forms

Current Process:
We send reminders to each contributor to fill our self-review form via Talent Support GC

Proposed Solution:
Bot will send Self-Review form to the reviewee once schedule has been set

Buddy Review Call Scheduling

Current Process:
The buddy and the contributor will find a common time to do their buddy review call.
Nico manually asks the contributor when the buddy call date is. Nico is also not fully aware if there are postponements of change of dates.

Problem:
Nico is not fully aware of the exact buddy call date and if the buddy call actually happened.
The purpose of Nico knowing is for him to assist the buddies and gather enough feedback before the buddy call.

Proposed Solution:
A bot will prompt the buddy and contributor to select a time and date, and this will be integrated to the Google Calendar.
Once the final date is set, a calendar invite will then be sent to the buddies, Nico.
Should there be changes, the calendar invite will also be updated.

We need to somehow compile a list of buddies to be paired. I currently chose to use a function for that to automatically fill the sheet with all contributors when calling !fillSheet. It does this by looking for community members carrying the role Contributor.

• @willyogo we need to give @Nicbals the necessary permissions to add roles to people, can you make one more admin please? 😇
• give the Contributor role to every participant

Reminding Peer Feedback Forms

Current Process:
The buddy, the contributor or HR (Nico) will ask for feedback in the governance channel with the link
If HR sees there are few or no responses at all, HR will ask the Contributor and Buddy who are the top 3 contributors they closely work with, then ask feedback from the top 3 through the GC
Problem:
We get less responses because not everyone fills out the Contributor Feedback form when @Unicorn is tagged
Proposed Solution:
We create a Discord channel wherein the contributor will tag the top 3 contributors or more they have closely worked with and ask feedback from them (similar to the Praise format)
Example: /getfeedback from @Heather @freshelle @ahmad
Then a bot will DM the tagged persons to fill out the feedback form saying like “Hey @user, this contributor wants to get feedback from you etc etc. Fill out here - [link]”

We should add a function that lets the ADMIN pass a Username as an option - WHO the feedback is for

Compilation of Feedback in the Buddy Call Document

Current Process:
Each Contributor has a Buddy Call Document (word format) - containing the self-review response and all the contributor feedback responses. This is manually updated by Nico by copying and pasting the responses from Typeform (Google sheet) to the Google doc.
Nico manually checks the Google Sheet (Typeform responses) for new responses

Problem:
If HR/Nico is away or asleep during the scheduled buddy review call, there are last minute feedback that won’t be included in the buddy doc
Buddy has to ask or confirm with Nico to provide the link to their buddy doc
Gathering of feedbacks is highly dependent on Nico/HR from checking the sheet for responses

Proposed Solution:
Automatically updated Buddy Call document every time there is a new response/feedback received
The response should be accurately be posted on the correct buddy review document