### Lessons Learned from Organizing Community Workshops for Open-Source Tools Pascal Sauer & Alex Hagen <img src=logo.png></img> notes: https://events.hifis.net/event/1741/contributions/13920/ 15 min presentation, 5 min questions -- ### setting the stage - 📖 open source model/tool - used by some externals, interest by more - you organized workshop - with 15 participants - 🗺️ from all over the world - hybrid - 🤦 ignored setup instructions, tech trouble - 🙊🙈🙉 online participants stay muted & invisible notes: - ~ representative situation from 3 workshops - what to expect, think about in advance for smooth workshop --- ### main goal - discuss, clarify, write down - common understanding - informs all further decisions - how to measure success? notes: we didn't do this, but should have -- #### strengthen knowledge - improve understanding of the model and its results - spark interest vs. provide in depth understanding - support informed decision if this is the right tool - basis for long-term cooperation -- #### grow community - enable people to - use and run model - develop and contribute notes: 2 examples your goal may/should be specific --- ### key questions - quite general - informed by main goal notes: if unclear, work on goal? -- #### target audience - open for all - ✅ more people - ⚠️ unpredictable (prior knowledge, commitment) - ⚠️ heterogeneous audience - 👩💻 tech support required - by invitation<!-- .element: class="fragment" data-fragment-index="2" --> - ✅ more predictable, more control<!-- .element: class="fragment" data-fragment-index="2" --> - ⚠️ no new people<!-- .element: class="fragment" data-fragment-index="2" --> --- #### workshop format - online - ✅ more people, accessible - ⚠️ potentially timezone trouble - recordings - Q&A sessions for different timezones - ⚠️ challenge: camera off audience; who is following? - ⚠️ less commited audience notes: - 1-2 tech support people, still slowed - ask people to turn on camera - eventually some participants started, others followed - have team join with camera -- - in-person - ⚠️ less people, much less accessible - ⚠️ meeting room required - ✅ direct access for tech help - ✅ better interaction/discussion, also outside sessions - hybrid<!-- .element: class="fragment" data-fragment-index="2" --> - ⚠️ more setup<!-- .element: class="fragment" data-fragment-index="2" --> - ⚠️ danger: 2-class audience<!-- .element: class="fragment" data-fragment-index="2" --> --- #### type of sessions - input - discussion - requires good understanding - hands-on - 🧑💻 tech support! - how to get feedback? - exercises? --- #### where participants work - local PC - heterogeneous systems (Windows, Mac, Linux) - 🔒 no admin permission - 🐌 super slow/outdated system - 😅 pre-workshop setup ignored - 👩💻 lots of tech support needed -- - provide access to prepared system - ✅ system works - suitable infrastructure required - ⚠️ unfamiliar system for participants - virtual machine on PC (e.g. dockerfile)<!-- .element: class="fragment" data-fragment-index="2" --> - ✅ system works<!-- .element: class="fragment" data-fragment-index="2" --> - ⚠️ requires setup on PC<!-- .element: class="fragment" data-fragment-index="2" --> - ⚠️ unfamiliar system for participants<!-- .element: class="fragment" data-fragment-index="2" --> notes: best or worst of both worlds? --- #### workshop team - organizers (timetable, website, ...) - presenters - one session per person - less work for each presenter - more coordination overhead - ⚠️ danger: redundant or missing parts - 🧑💻 tech support --- ## recap | **question** | **A** | **B** | **C** | |--------------|------------|------------|-----------| | **audience** | broader | interested | involved | | **format** | online | in person | hybrid | | **session** | input | discussion | hands-on | | **team** | organizers | presenters | 👩💻 tech support | --- ### recommendations - expectation management (communicate goal) - 🚀 stories session - 🗓️ timetable - website with all infos, tutorials, slides notes: invited externals to present spark interest show whats possible timetable + timezone feature -- <img src=website_tutorial.png></img> --- ### summary - 💡 clarify main goal - 🤓 consider ressources & key questions upfront - ⚠️ prepare for complications - tricky setup problems - participants not committed, drop out - more time is needed - 🚀 be proud of spreading open source! --- ### final slide [pascal.sauer@pik-potsdam.de](mailto:pascal.sauer@pik-potsdam.de) [github.com/pascal-sauer](https://github.com/pascal-sauer) [slides on GitHub](https://github.com/pascal-sauer/open-source-community-workshops) [slides made with reveal.js](https://revealjs.com/)