PI Reviews - Proposal on New Format/Structure
Target rollout dates:
- FY23 November - December to update monthly Section PI meeting format
- FY24 January to do first monthly Leadership PI meeting
Background
As part of the XFN Prioritization working group, we've begun to merge the synchronous Cross Functional Prioritization reviews with the existing Performance Indicator reviews. While that's been an improvement in reducing extra synchronous calls the current format of PI reviews is not aligned to our needs with XFN Prioritization. Moreover - we've reached a scale where larger sections have a hard time making it through all content and discussion in a 50min review.
Proposal
existing monthly section PI reviews
1) Update the format/content in theWe're proposing to simplify, focus and create structure around the PI reviews. In addition, we'd like to add a layer of organization to ensure teams have ample time to dig deep into details and provide XFN R&D Leadership the ability to review the entire surface area of the product with a single lens.
Meeting Format
- Meetings will be 50mins in length
- All data reviewed will be published on the section's PI page in the internal handbook (example)
- Content will focus on the following areas:
- Development - Error Budgets, Past Due Security/InfraDev Issues (S1/S2)
- Quality - Past Due Bugs (S1/S2)
- UX - Past Due SUS Impacting Issues (S1/S2)
- Product - XMAU, XFN Prioritization
- PM Section Leaders will host and moderate each meeting
- Each meeting should be recorded, and published so participants can engage async
Meeting Sizing, Structure and Timing
- Meetings will continue to be scoped to the section to ensure we can collaborate effectively section-wide. That said, for larger sections it makes it challenging to ensure we cover key areas so we will re-scope how we deep dive on the content for each review.
- At a minimum, meeting participants must include from each group (attendance can be async, but need to be on the invites):
- Engineering Managers or Sr Engineering Manager / Director for the stage
- Product Design Manager(s) for the Stage
- Quality Engineering Manager for the Stage
- Group Manager, Product for the stage
- Reviews will happen monthly, targeting the last two weeks of the month to allow for ample time for PI charts to update
- We will deploy a new template for each meeting, and follow a structure that maps to the PI pages in the internal handbook.
- Section MAU
- Stage MAU
- Stage Error Budget
- Stage Availability
- Stage Security Backlog (Past Due S1/S2*)
- Stage UX Backlog (SUS S1/S2)
- Stage Bug Backlog (Past Due S1/S2)
- Stage XFP (Issue and MR Ratios)
- Group MAU
- Group Error Budget
- Group Availability
- Group Security Backlog (Past Due S1/S2*)
- Group UX Backlog (SUS S1/S2)
- Group Bug Backlog (Past Due S1/S2)
- Group XFP (Issue and MR Ratios)
- With the depth of content we won't have time to review everything so we'll structure discussion with the parameters below.
- Read Only - All items that don't require discussion and should not be verbalized
- Shout Outs - Celebration and praise for any meaningful accomplishments against targets
- Discuss - topics that the PI owner would like feedback or input from
- Action Items - clear takeaways to action on after the discussion
2) Introduce a new monthly PI review for cross-functional leaders
Monthly PI Leadership Review
To improve efficiency, and provide higher level visibility to R&D leadership we will create a rollup Performance Indicator Review.
- Monthly, 50min meeting
- Attendees include:
- VP of Product
- Members of Product Leadership Team (incl VP of UX)
- VP of Development
- VP of Quality
- All section leaders
- Topics include:
- Rollup of "hot areas" from the individual stage PI reviews
- Core product-wide metrics review (CMAU, etc)
- Whatever the VP of Product wants to deep dive on for the month