Team Practices Group/Health check survey/Guidance for facilitators

Schedule the meeting

 * 1) Ask the team lead for a list of attendees.
 * 2) Put together the full invitation list
 * 3) Whoever is embedded in that team should be required
 * 4) Every other TPG member should be optional
 * 5) Ask an engineering admin to schedule the meeting, at a time that works for all represented timezones. Here is a sample of the email you could customize and then send to the admins (currently both Sarah H and Megan N):

Advance preparation

 * 1) If this team has not done a THC before, create a new spreadsheet for the survey and be sure to share it with the TPG group and the team participating in the survey.
 * 2) From the latest sheet/tab of the master survey spreadsheet, click on the down arrow next to the sheet name, choose "Copy to...", and choose the destination team spreadsheet. This will create a new tab in the team spreadsheet, which might need to be renamed.
 * 3) Create a new notes doc in google docs for this instance, and "share" it with all the participants (not with all of WMF). Optionally pre-populate the notes doc with the date, a link to the current THC, and a list of the focus areas as headings to be filled in.
 * 4) Add a link to the notes doc to the meeting description.
 * 5) Enter the links for this team's notes doc and the team spreadsheet in the current quarter's "Overall Results" google doc (which should have been shared with you.

One or two days before the meeting
Send an email reminder to the participants ahead of time (a day or two before). The calendar feature "email guests" works great for this. Here is a sample, which you can customize as needed (and be sure to replace the placeholders!).

Last-minute Preparation
On your laptop, open the following:
 * The team's health check spreadsheet
 * The notes doc
 * The current THC
 * Overall Results doc (so you can jot notes during the meeting about questions or problems regarding the survey itself)

During the Meeting

 * 1) At the start, briefly cover the following topics:
 * 2) Consider reading the preamble (https://office.wikimedia.org/wiki/Health_check_survey_results), but most of it is summarized in the following points.
 * 3) This is a retrospective (chance to reflect and learn), covering the past quarter
 * 4) Focus here on raising issues (good or bad), not finding solutions
 * 5) Definition of "Team Health": Team health is a qualitative measure based on the team's assessment of 11 focus areas (‘Quality’ and ‘Fun’ are two of the areas, for example) that were chosen as health indicators for WMF teams.
 * 6) This is not a performance evaluation or way for mgrs to judge teams
 * 7) Team ratings in each focus area will be shared with WMF. In-meeting notes will only be available to this team and its managers (and TPG), although a few non-attributed quotes might be shared with WMF.
 * 8) For each focus area, team will reach consensus on a rating
 * 9) 5-point rating scale (awesome, awesome-mediocre, mediocre, mediocre-crappy, crappy)
 * 10) Quick pace: Need to cover 11 focus areas in about an hour
 * 11) Notes are very important. Everyone should help add and clarify notes as we go.
 * 12) Facilitate the discussion. Keep an eye on the time.
 * 13) If at all possible, save 5-10 minutes at the end for a quick retrospective about the experience, the survey, and the process overall.

Post-meeting

 * 1) If teams have suggestions for the health check process itself (areas for improvement or areas that are unclear to them), make a note in the "Overall Results" google doc.
 * 2) Do some self-reflection, and add any thoughts to the "Overall Results" doc, either specific to this team, or general (at the bottom).
 * 3) (Optional/Proposed): Follow up with the team lead to see if they have any concerns or feedback that they didn't want to share in front of the whole group.