• Date: September 26, 2026
• Time: 14:00 UTC (local time)
• Platform: Zoom
• Issue: #3641
• Moderator: Vasant (@vasantrajput)
• Note-taker: Rico (@rfluethi)

Related links:

• Previous meeting (August 22, 2026)
• Proposal: Monthly Office Hour Meeting
• Office Hours GitHub repository with detailed information
• Issue for the focus topic: formats, roles and responsibilities (#3644)
• Open issues from Office Hours

Four contributors joined this session. Vasant moderated it for the first time, as decided on August 22. What worked and what will help the next sessions is described under Lessons from the first run.

The items under Decisions were agreed in the meeting. The items under Recommendations were accepted by the attendees and go to the team reps for implementation. Items marked “as a proposal” still need the team’s confirmation. Please share feedback by the next weekly Tuesday meeting, as a comment on this post or in the #training Slack channel.

Participants

Name	WordPress.orgWordPress.org The community site where WordPress code is created and shared by the users. This is where you can download the source code for WordPress core, plugins and themes as well as the central location for community conversations and organization. https://wordpress.org/ profile	Location
Pravin	@pravin1996	Ahmedabad, Gujarat, India
Rico	@rfluethi	Switzerland
Sumit	@sumitsingh	India
Vasant	@vasantrajput	Ahmedabad, India

Sumit had been largely unavailable in recent weeks because of a serious illness in his family and joined during the session.

Context

The focus topic was the purpose of each meeting format and how each one can create participation rather than mere attendance. The basis was a document by Vasant with seven proposals for the weekly Tuesday meeting, written from the observation that around 30 people regularly attend and only a few of them speak up. The attendees accepted the proposals.

The second blockBlock Block is the abstract term used to describe units of markup that, composed together, form the content or layout of a webpage using the WordPress editor. The idea combines concepts of what in the past may have achieved with shortcodes, custom HTML, and embed discovery into a single consistent API and user experience. covered the TT-Admins meeting, which has been announced for a long time and has not taken place. This is where the most concrete commitment of the session was made: a first monthly meeting, with invitations going out in the coming week.

Lessons from the first run

This was the first session run under the process agreed in August: moderator and note-taker had been assigned at the preceding meeting. Both held up, and two lessons from the session will help the next ones.

Announcing the topic needs lead time. The topic was set, but the preparation only came together shortly before the session. People who know the topic early can plan time for it. The Monday reminder before each Office Hour, agreed in this session, addresses exactly this.

Rotating the note-taker role needs a backup. The assigned person was unable to attend at short notice, and the notes were taken over during the session. To make this work without improvising, it helps to name a second person who can step in, and to ask for a short message when someone cannot make it.

Topics

Order and scope of the Tuesday meeting sections

The sections where contributors actually write, Contributor Updates and Open Discussion, currently come last. Many people register their attendance and are no longer active by the end.

Current order:

1. Intro and Welcome
2. News
3. Come and Contribute
4. Contribution Acknowledgement
5. Project Updates
6. Upcoming Online Workshops
7. Contributor Updates
8. Open Discussions

Proposed order:

1. Intro and Welcome
2. Contributor Updates
3. Contribution Acknowledgement
4. Come and Contribute
5. Project Updates
6. News
7. Upcoming Online Workshops
8. Open Discussions

In addition, sections with nothing to report in a given week should be left out, so the meeting gets shorter.

Pair new contributors with an existing one

New team members from the past week are welcomed by name, and an existing member is tagged to accompany them, for example with a request to find a first issue together. The goal is a first completed task in the first week.

This does not replace the mentorship program; it comes before it. Based on the team’s experience, it takes one to two months from signing up for mentorship to being matched with a mentor. The accompanying person can later point the newcomer to the mentorship program.

Shorten the News section

Links should not be repeated for more than two to three weeks, and when there is no news, a short version is enough. The section is currently the longest one, with items that stay unchanged for four to six weeks. People who read the same item several times stop reading from that point on.

Address issues and questions to named people

In “Come and Contribute”, the moderator picks two to three issues and addresses each one to a specific person, with one issue left open to anyone. In Contributor Updates, two to three people who were active that week are asked directly about their progress and any blockers. A question to a named person gets answered; an open question to 30 people does not.

One concern from the discussion affects implementation: for many issues it is not clear what needs to be done, and the rights to do it are often missing. The TT-Admins or the team reps resolve such obstacles. Anyone who takes on a task in the Tuesday meeting should therefore turn to the TT-Admins with questions.

Contributor Spotlight and props

The Contributor Updates section should be renamed “Contributor Spotlight”, so that visible work comes across as recognition.

This is linked to an existing problem: props given in the Tuesday meeting do not automatically appear in the props channel, and only props from that channel show up on the WordPress.org profile. Anyone who wants the recognition on their profile currently has to ask for it. As a result, props get given twice, and the team’s own props lose their value.

Open the Open Discussion with a real question

Instead of the same questions every week, the section starts with a current decision the team needs input on. In most weeks, the section currently stays empty.

A clarification from the discussion: the question is thought through in advance, including by the moderator, and then handed to another person who asks it. The moderator takes part in the discussion. This makes the format clearer, and everyone sees that anyone can ask questions or start a discussion.

Publish the recap by Friday

The guidance in the meeting script should change from “before the next meeting” to “by Friday”. Two reasons: news and workshops happening on the weekend are out of date once the recap appears on Sunday or Monday, and pushing the work to the weekend is the most common cause of delays.

The effort does not stand in the way. For the Tuesday meeting, the text already exists in SlackSlack Slack is a Collaborative Group Chat Platform https://slack.com/. The WordPress community has its own Slack Channel at https://make.wordpress.org/chat/, and there is a prepared template in the draft ticket where only the marked parts need to be replaced. With that, the recap takes about an hour and can be done on a weekday.

TT-Admins meeting: tasks, format and access

Three questions were on the table: Which recurring admin tasks exist, which of them have a clear process, and which can be handed over? Which format? How does someone become a TT-Admin?

The recurring tasks are named: reviewing new issues on GitHubGitHub GitHub is a website that offers online implementation of git repositories that can easily be shared, copied and modified by other developers. Public repositories are free to host, private repositories require a paid subscription. GitHub introduced the concept of the ‘pull request’ where code changes done in branches by contributors can be reviewed and discussed before being merged by the repository owner. https://github.com/ and setting their status, going through Help Scout feedback on existing content, creating issues from it and closing the tickets, and the meeting itself.

On ownership, there was a clarification that goes beyond organization. The questions should be answered not by the team reps, but by the group that does the work. The team reps explain and support; if a process turns out not to work after six months, the group reorganizes itself. The group’s first goal is to reduce the number of open issues.

On format: start monthly rather than every two weeks, and on Zoom rather than only in Slack, because commitment is higher. A format like this takes three to five months to become established and should run regularly even with few attendees. It was also suggested to hold a short admin meeting right before the weekly meeting to decide which five or so tickets to present there.

A point about commitment belongs here too: anyone who takes on a task reports either that it is done or why it is not. Illness, lack of time and lack of knowledge are valid reasons; silence is not. If no update comes, the task goes to someone else.

The Triage meeting

The Triage meeting has been mentioned in the Tuesday meeting every week for years and does not take place; the last time it actually happened was many months ago. In substance, it is the same as the TT-Admins meeting. Either it takes place, or it should no longer be mentioned.

Scoping the formats

As long as it is unclear what the Tuesday meeting, the Office Hours, the TT-Admins meeting and the Coffee Hour are each for, low participation is understandable.

The proposed split: the Office Hours are for the big, cross-cutting questions and the issues that come out of them. Following up on those issues and checking their progress belongs to the TT-Admins. The Coffee Hour is meant for newcomers with questions and is currently absorbed into the Office Hours.

The sessions as well as the subgroups, such as the TT-Admins or the local Training Teams, need to be clearly defined in the handbook. This includes their tasks and goals, who belongs to them and who the contact person is. This has to happen soon: without a clear definition, the people behind these formats lose motivation and stop.

In practice, a short description of the Office Hours is missing that can be shared with newcomers: what the format is, who can take part, that questions can also be asked about one’s own language, what happens when nobody in the room can help, who can moderate and how to get Zoom access. The full concept is in the proposal, and the detailed information is in the Office Hours GitHub repository; what is needed is a short version. A draft is now available in the repository README and will be reviewed together with Sumit.

Announcing and scheduling the next Office Hours

A short reminder in the #training channel on the Monday before the session has been agreed, with date, time, Zoom link, moderator and topic. Before that comes the process already agreed in August: put three topics up for selection, fix the topic, add the guiding questions and remind people once more.

New is a trial: the last weekend sessions had low attendance, so the next Office Hours will take place on a weekday as a trial. Monday and Friday will be avoided, because those are the busiest workdays. The known objection remains: during the day on weekdays most people are at work, and in the evening the time clashes with meetups. That is exactly why Saturday was chosen in the first place.

Sumit will present the trial as a proposal at the next Tuesday meeting and then set the date and time, as well as the moderator and note-taker. October 21 or 22 and October 28 or 29 were mentioned. After the session, Sumit suggested the last week of October because of Navratri and Dussehra in India (October 11 to 20). This leaves Tuesday, October 27, Wednesday, October 28, and Thursday, October 29.

Thumbnails as a starter task

There is a list of around 120 to 130 lessons with a missing or outdated thumbnail, compiled from about 45 pages of the lesson overview. A first contributor is working through the list after watching the Contributor Day tutorial on WordPress.tv.

The task is well suited for getting started: easy to explain, doable without prior knowledge and with a visible result. It will also be needed at the Contributor DayContributor Day Contributor Days are standalone days, frequently held before or after WordCamps but they can also happen at any time. They are events where people get together to work on various areas of https://make.wordpress.org/ There are many teams that people can participate in, each with a different focus. https://make.wordpress.org/support/handbook/getting-started/getting-started-at-a-contributor-day/ of WordCampWordCamp WordCamps are casual, locally-organized conferences covering everything related to WordPress. They're one of the places where the WordPress community comes together to teach one another what they’ve learned throughout the year and share the joy. Learn more. Switzerland. Whether the Activity Kits also need thumbnails is still open.

Multilingual support, lesson order and up-to-date lessons

Work on multilingual support for the Learn website is ongoing. A related problem needs to be solved first: the order of the lessons is not right today, and the beginner course is missing Playground. As soon as lessons are inserted, the language versions drift apart in their order and the language connection no longer works.

On top of that comes the known gap in keeping content current: most beginner lessons predate WordPress 6.9. In a test with beginners, almost every lesson required explaining four to five differences between the description and the actual interface. Beginners conclude that they did something wrong themselves.

Keeping decisions visible

A point that affects every format: decisions are recorded in the recap, and the recap reaches too few people. The decision to move away from long videos is the example; it has been settled for two sessions and has had no effect. There is no place where decisions are recorded and followed up. No proposal for this was made yet.

Decisions

#	Decision
1	The proposals for the Tuesday meeting from Vasant’s document are accepted. They go to the team reps with the request to implement them as soon as possible
2	Sumit will invite all team reps and TT-Admins by email in the coming week to a monthly TT-Admins meeting; starting monthly, not every two weeks, on Zoom
3	The next Office Hours will take place on a weekday as a trial; Monday and Friday will be avoided. The time is still open
4	Sumit will present the trial as a proposal at the next Tuesday meeting and then set the date and time
5	Sumit will assign the moderator and note-taker for the next session once the date is set. If nobody volunteers, he takes it on himself; if he is unavailable, Rico steps in
6	Rico will provide a draft for a short description of the Office Hours format; Sumit will review it together with Rico and publish it, ideally before the next Tuesday meeting
7	Before each Office Hours, a short reminder is posted in the #training channel on Monday with date, time, Zoom link, moderator and topic
8	Rico will write the recap of this session and share it with all attendees for review before publication

Recommendations

#	Recommendation	Consensus of attendees
1	Change the section order of the Tuesday meeting: Contributor Updates and Contribution Acknowledgement to the front, News toward the end	Yes
2	Leave out sections with nothing to report in a given week instead of keeping them empty	Yes
3	Welcome new team members by name and tag an existing member to accompany them	Yes
4	Do not repeat News items for more than two to three weeks	Yes
5	In “Come and Contribute”, address two to three issues to named people and leave one open	Yes; unclear issues and missing rights are resolved by the TT-Admins or the team reps
6	Rename Contributor Updates to “Contributor Spotlight” and address two to three active people directly	Yes
7	Give props in the Tuesday meeting in a way that they appear on the WordPress.org profile without contributors having to ask for it	Yes, as a proposal
8	Open the Open Discussion with a real, current question; someone other than the moderator asks it, and the moderator joins the discussion	Yes
9	Change the recap deadline in the meeting script to Friday	Yes
10	Hold a short TT-Admins meeting right before the weekly meeting and select the tickets for the Tuesday meeting there	Yes, as a proposal
11	Create short tutorial videos for recurring admin tasks	Yes, as a proposal

Action Items

Issue	Task	Owner	Status
#3641	Run and document the September 26 Office Hours, publish the minutes	vasantrajput	open
#3644	Set up the TT-Admins meeting: invitation by email, monthly, on Zoom	sumitsinghwp	open
#3644	Write a short description of the Office Hours format, review it together and publish it	sumitsinghwp (draft: rfluethi)	draft available
#3644	Define the sessions and subgroups in the handbook: tasks, goals, members, contact person	sumitsinghwp	open
#3646	Change the recap deadline to Friday and link the existing template from the meeting script	vasantrajput	open
#3642	Clarify the lesson order before the language connection is rolled out	rjekic	open
#3676	Hand the accepted proposals to the team reps and revise the Tuesday meeting format	vasantrajput	new
#3677	Create missing and outdated lesson thumbnails	vasantrajput	new
#3678	Record and follow up on decisions	team-reps (@devmuhib009 @rjekic @sumitsinghwp)	new
#3679	Present the weekday trial as a proposal at the Tuesday meeting and set the date	sumitsinghwp	new
#3679	Assign moderator and note-taker for the next Office Hours once the date is set	sumitsinghwp	new

Next meeting

• Date: open. The session will take place on a weekday as a trial, avoiding Monday and Friday. Because of Navratri and Dussehra in India (October 11 to 20), it will take place in the last week of October: Tuesday, October 27, Wednesday, October 28, or Thursday, October 29, 2026. Sumit will set the date and time after the proposal at the Tuesday meeting
• Time: open, to be set together with the date
• Moderator: open, to be assigned by Sumit once the date is set
• Note-taker: open, to be assigned by Sumit once the date is set

Focus topic: open. Following the established process, the moderator will put three topics up for selection at the Tuesday meeting and then announce the chosen topic on Slack.

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