docs: Add Coffee Table Groups Coordinator Documentation

[meg-gutshall]

Summary

Context

I think we need documentation around the Coffee Table Groups Coordinator role and what they do to keep our Coffee Table Groups running smoothly. Right now, there isn't a whole lot of visibility around the position. I think this is mainly due to the asynchronous nature in which the role operates, but we should work to change that (the visibility, I mean).

Goals

I would like to evaluate the content we already have to see if it is still applicable. Then, I'd like to use the relevant information along with some ideas we discussed in our meeting to achieve the following:

• Craft a complete description of the Coffee Table Groups Coordinator role
• Identify a comprehensive list of the Coffee Table Groups Coordinator's duties
• Determine if another Coffee Table Groups volunteer role is needed to support the Coffee Table Groups Coordinator role (i.e. someone more hands-on to compliment the Coffee Table Groups Coordinator's administrative duties)

Resources

From the VC-Contributors repo

In the Team Leads document, there is a list of general duties for all team leads. In addition, there are duties specific to certain roles. The Coffee Table Groups Coordinator role lists the following:

• Maintain a list of all Coffee Table Groups
• Add new groups when a form submission is received
• Support Coffee Table Group Leaders

From the virtualcoffee.io repo

Role Department: General Virtual Coffee Operations

Role Purpose: This role coordinates and manages our Coffee Table Groups and supports them because they are essential to our community.

Role Duties and Responsibilities:

• Oversees, observes and manages the Coffee Table groups.
• Ensures all event descriptions are clear and accessible for members.
• Checks in with Coffee Table hosts for feedback and to ensure hosts are supported.
• Acts as point person for hosts, fielding questions and assisting with onboarding.
• Reviews applications for new Coffee Table groups.

Role Benefits:

• Opportunity to learn group organization.
• Opportunity to work with several different Virtual Coffee endeavors.

Role Qualifications:

• Active in the community & member in good standing.
• Member for at least 3 months.
• Attended at least 10 Coffees.

Working Conditions:

• About 3-4 hours per week.
• Time is split between communications in Slack and potential Zooms.

From April's Meeting Notes

The following are bullet points from that meeting which are relevant to this issue:

• Each group should have a liaison
• Abbey’s role → Coffee Tables Group Coordinator
  • More administrative role
  • More visibility behind the role
• The Leader is the originator of the Coffee Table group
• Hosts/Cohosts facilitate the the Coffee Table groups
• Host training
  • Use Room Leader docs
• Pain points:
  • Changing anything – host, time, description, etc.
    • There are four different places you need to change things
  • Visibility in processes
  • How to get more people going to Coffee Tables
  • Advertising Coffee Tables
• Lean on GitHub Issues, MRs, and Discussions to create a papertrail
• When should we use Airtable forms/GitHub Issues, MRs, and Discussions
• Standardize Coffee Table co hosts
• Look into making #book-club an official Coffee Table Group
  • Would need a coordinator behind it

Collaborators

• @abbeyperini – For sure!!
• @tkshill – Since you were at our meeting in April, you may want to weigh in on this.

[meg-gutshall]

FYI, this discussion is still out there: #352

[meg-gutshall]

@abbeyperini, I started a draft PR with some barebones info in a file. If you'd like to give it the first shot, be my guest!