Adjust and move comms subteam progress issue to templates

release-team/role-handbooks/communications/templates/progress-tracking-issue.md → .github/ISSUE_TEMPLATE/release-comms-subteam-progress.md

@@ -1,4 +1,14 @@
-# Progress Tracking Issue
+---
+name: Release Comms Subteam Cycle Progress
+about: Used to track release comms subteam work which needs to be done every release cycle 
+title: '[v1.XX] Release Comms Subteam Cycle Progress'
+labels: sig/release, area/release-eng, area/release-team
+---
+
+<!--
+This template is used for tracking tasks that the Release Comms Subteam needs to do in a release cycle.
+
+The issue should be kept open for the entirety of the release cycle, until all tasks are completed.
 
 The below is the content full content of the progress tracking issue. Replace all the `v1.XX` references to the target release.
 
@@ -8,17 +18,29 @@ Example tickets:
 - v1.33 https://github.com/kubernetes/sig-release/issues/2718
 - v1.32 https://github.com/kubernetes/sig-release/issues/2625
 
------
+-->
 
 > [!NOTE]
-> This ticket follows the [Release Team Lead Cycle Progress ticket](https://github.com/kubernetes/sig-release/issues/XXXX), and is curated for Comms specific actions and plans. More of release information can be found in [/releases/release-1.XX/README.md](https://github.com/kubernetes/sig-release/blob/master/releases/release-1.XX/README.md).
+> This ticket follows the [Release Team Lead Cycle Progress ticket](https://github.com/kubernetes/sig-release/issues/XXXX), and is curated for Comms specific actions and plans. Additional information about Comms actions can be found in the [release comms handbook](https://github.com/kubernetes/sig-release/tree/master/release-team/role-handbooks/communications). If tasks are not needed to be done or additional tasks are required, make sure to update the issue template!
+> More information about the release can be found in [/releases/release-1.XX/README.md](https://github.com/kubernetes/sig-release/blob/master/releases/release-1.XX/README.md).
+
 
+<!--
+Example Release Team Lead Cycle Progress tickets:
+
+- v1.34 https://github.com/kubernetes/sig-release/issues/2779
+- v1.33 https://github.com/kubernetes/sig-release/issues/2705
+- v1.32 https://github.com/kubernetes/sig-release/issues/2603
+
+-->
 
 # Overview
 
 ## Latest Update
 
-As of Monday, xx January (week 1)
+<!-- Use this section to provide the latest updates on the progress of the Release Comms Subteam. This is not necessary, but could be useful.-->
+
+As of Monday, xx January (week 1):
 - Lorem ipsum dolor sit amet, consectetur adipiscing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua.
 
 ## Currently Tracked Goals
@@ -39,6 +61,8 @@ As of Monday, xx January (week 1)
 
 ## Useful Links
 
+<!-- Use this section to link to useful resources and Release Comms deliverables -->
+
 - [v1.XX Schedule and Information](https://github.com/kubernetes/sig-release/blob/master/releases/release-1.XX/README.md)
 - [Templates for various reach-out / drafts](https://github.com/kubernetes/sig-release/tree/master/release-team/role-handbooks/communications/templates)
 - Enhancement Tracking Board: _(TBC)_
@@ -57,27 +81,29 @@ As of Monday, xx January (week 1)
 
 # Schedule and Details
 
-## Week 1, 2: Onboarding
+## Week 1, 2, 3: Onboarding and planning
 
-Comms work tend to focus more towards the latter half of the release schedule, and thus this is the time to prepare for the team setup.
+Comms work tends to focus more towards the latter half of the release schedule, and thus this is the time to prepare for the team setup.
 
 ### For Lead
-
+* [ ] With the release schedule finalized, update this progress issue by completing the deadlines and adjusting the weeks and tasks as necessary
 * [ ] Onboard the shadows
   * [ ] Select the shadows
   * [ ] Prepare the onboarding presentation
   * [ ] Run down Comms expectation in a meeting
   * [ ] Provide all the relevant information for the action items for the shadows
   * [ ] Update contact details for the shadows in the release contact sheet
+* [ ] Update `k/sig-release`’s /releases/release-1.XX/release-team.md with the shadows' information
 * [ ] Update the `k/org`'s [/config/kubernetes/sig-release/teams.yaml](https://github.com/kubernetes/org/blob/main/config/kubernetes/sig-release/teams.yaml)
-  - This gives access to the [Comms Project Board](https://github.com/orgs/kubernetes/projects/195/views/4) (Link to be fixed)
+  - This gives access to the [Comms Project Board](TBC)
   - We need the lead and shadows to be listed as milestone maintainers
   * [ ] Add the lead
   * [ ] Add the shadows
 * [ ] Setup Comms Project Board
   * [ ] Copy "Comms - All" project board
   * [ ] Copy "Comms - Feature Blogs" project board
   * [ ] Adjust the filter setup for "Comms - Feature Blogs" to ensure anyone can find the current progress with Feature Blog status
+  * [ ] Align column values with the new Comms team members
 
 ### For Shadows
 
@@ -87,6 +113,9 @@ Comms work tend to focus more towards the latter half of the release schedule, a
 * [ ] Create [membership request issue](https://github.com/kubernetes/org/issues/new?template=membership.yml) in `k/org` (if not already members)
 * [ ] Sign the CLA
 * [ ] Subscribe to the Kubernetes release calendar
+  - [kubernetes-release-team](https://groups.google.com/a/kubernetes.io/g/release-team)
+  - [kubernetes-sig-release](https://groups.google.com/g/kubernetes-sig-release)
+  - [kubernetes-sig-docs](https://groups.google.com/g/kubernetes-sig-docs)
 * [ ] Join the Slack channels related to Release Teams
   - [#sig-release](https://kubernetes.slack.com/archives/C2C40FMNF)
   - [#sig-docs](https://kubernetes.slack.com/archives/C1J0BPD2M)
@@ -103,21 +132,24 @@ Comms work tend to focus more towards the latter half of the release schedule, a
 
 ### Status Summary / Note for Reference
 
+<!-- Use this section to provide any relevant notes or summary for this period. This is not necessary, but could be useful for future Release Comms Leads.-->
+
 - TBC
 
-## Week 3, 4, 5, 6, 7: Tracking
+## Week 4, 5, 6, 7: Tracking
 
 The main tracking starts as the enhancement freeze comes into play.
 
-For v1.XX, the enhancement freeze takes place on week {{X}}.
+For v1.XX, the enhancement freeze takes place on week {{X}}: {{ENHANCEMENTS FREEZE DATE}}.
 
 ### For Lead
 
 * [ ] Have a clear picture of what to expect with Release Lead and other Subteam Leads
   * [ ] List all major changes to be included in this release with the Release Lead and Enhancements Lead
   * [ ] List most noteworthy deliverables post-Enhancements freeze with Enhancements and Docs Leads
+* [ ] Work with the Release Team and decide if the release warrants a Mid Cycle Blog
 * [ ] Prepare the Comms board with Feature Blog opt-in reach-out assignees
-* [ ] With Enhancement freeze in effect (in week 5), prepare for Release Highlights
+* [ ] With Enhancement freeze in effect (around week 5), prepare for Release Highlights
   * [ ] Create a GitHub Discussion: _(TBC)_
     - This can be used to collect the Release Highlights from various SIGs and KEP owners
     - [Template](https://github.com/kubernetes/sig-release/blob/master/release-team/role-handbooks/communications/templates/release-highlights-discussion.md)
@@ -126,28 +158,29 @@ For v1.XX, the enhancement freeze takes place on week {{X}}.
     - This is more for internal tracking within Comms team
     - [Template](https://github.com/kubernetes/sig-release/blob/master/release-team/role-handbooks/communications/templates/release-highlights-tracking-issue.md)
     - Example: [v1.32](https://github.com/kubernetes/sig-release/issues/2640), [v1.33](https://github.com/kubernetes/sig-release/issues/2735)
-* [ ] Work with the Release Team and decide if the release warrants a Mid Cycle Blog
 
 ### For Lead and Shadows
 
-* [ ] Start reaching out for Feature Blog opt-in for each KEP
+* [ ] With Enhancement freeze in effect (around week 5), start reaching out for Feature Blog opt-in for each KEP
   * [ ] Complete the first round of reach-out
   * [ ] Complete the second round of reach-out
 * [ ] Reach out to all SIGs for their input on Release Highlights
   - The deadline would be much later, and we should mark the initial reach-out
 
 ### Status Summary / Note for Reference
 
+<!-- Use this section to provide any relevant notes or summary for this period. This is not necessary, but could be useful for future Release Comms Leads.-->
+
 - TBC
 
-## Week 8: Feature Blog Deadline + Mid Cycle Blog
+## Week 8: Feature Blog opt-in freeze + Mid Cycle Blog draft start
 
-TBC
+For v1.XX, the Feature Blog opt-in freeze takes place on week {{X}}: {{OPT-IN FREEZE DATE}}. Also, the Mid Cycle blog is set to be published on week {{X}}: {{MID CYCLE BLOG PUBLICATION DATE}}.
 
 <!--
 Update as necessary. The below is for reference from v1.33.
 
-For v1.33, the Feature Blog freeze takes place on week 8. Also, the Mid Cycle Sneak Peek blog is set to be published on week 11, and thus we would need to start the sneak peek blog draft early enough. The week 8 is a good target to keep in mind.
+For v1.33, the Feature Blog freeze takes place on week 8. Also, the Mid Cycle Sneak Peek blog is set to be published on week 11, and thus we would need to start the sneak peek blog draft early enough. The week 8 is a good target to keep in mind since major changes and noteworthy deliverables should be known by this point.
 -->
 
 ### For Lead
@@ -157,9 +190,14 @@ For v1.33, the Feature Blog freeze takes place on week 8. Also, the Mid Cycle Sn
 
 ### For Lead and Shadows
 * [ ] Update and finalise the Feature Blog status in the Project Board
+* [ ] Consider pairing Feature Blog authors together following SIG Docs' writing buddy process
+* [ ] Work on the mid cycle sneak peek blog draft
+
 
 ### Status Summary / Note for Reference
 
+<!-- Use this section to provide any relevant notes or summary for this period. This is not necessary, but could be useful for future Release Comms Leads.-->
+
 - TBC
 
 ## Week 9: Focus on Mid Cycle Blog
@@ -180,12 +218,16 @@ As the mid cycle blog needs to be reviewed by the SIG Docs Blog team, the target
 
 ### For Lead and Shadows
 * [ ] Send another reminder to SIGs about Release Highlights
+* [ ] Work on mid cycle sneak peek blog PR review comments
 
 ### Status Summary / Note for Reference
 
+<!-- Use this section to provide any relevant notes or summary for this period. This is not necessary, but could be useful for future Release Comms Leads.-->
+
 - TBC
 
 ## Week 10: Release Blog Draft & Mid Way Retro
+
 TBC
 
 <!--
@@ -202,8 +244,12 @@ For v1.33, the code freeze takes place this week. The deadline of Release Highli
 ### For Lead and Shadows
 A bit of slow time other than the mid cycle blog to be finalised.
 * [ ] Join retrospective for sharing anything you learned from the cycle so far
+* [ ] Send final reminder about the Release Highlights
 
 ### Status Summary / Note for Reference
+
+<!-- Use this section to provide any relevant notes or summary for this period. This is not necessary, but could be useful for future Release Comms Leads.-->
+
 - TBC
 
 ## Week 11: Mid Cycle Blog Published + Start of Burndown Meetings
@@ -216,14 +262,14 @@ The mid cycle blog goes out, and Release Highlight deadline is on this week. Wit
 -->
 
 ### For Lead
-There are many items in week, and anything that couldn't get completed should be carried over in the week after (which is during KubeCon).
+There are many items this week, and anything that couldn't get completed should be carried over in the week after (which is during KubeCon).
 
-* [ ] Publish the mid cycle sneak peek blog (24th March, 2025)
+* [ ] Publish the mid cycle sneak peek blog
 * [ ] Make sure Release Highlights details are shared in the discussion ticket
   - This is to ensure transparency for all the Release teams
 * [ ] Review Feature Blog assignment following the code freeze, and re-assign as necessary
 * [ ] Run down the Release Announcement details for the team
-* [ ] Schedule the release Live Webinar with CNCF by emailing `webinars@cncf.io`. You may be referred to [Calendly](https://calendly.com/cncfonlineprograms). The webinar is typically scheduled for 3-4 weeks after the release.
+* [ ] Schedule the release Live Webinar with CNCF by emailing `webinars@cncf.io`. You may be referred to [CNCF's marketing form](http://marketingform.cncf.io/). The webinar is typically scheduled for 3-4 weeks after the release.
 * [ ] Schedule press and analyst pre-briefings and interviews for the release lead with CNCF by emailing `pr@cncf.io`
 * [ ] Schedule release blog and press embargo with the CNCF
 * [ ] Discuss the Release Highlights status with the Release Lead, Enhancements Lead, and Docs Lead (during the RT meeting)
@@ -232,11 +278,9 @@ There are many items in week, and anything that couldn't get completed should be
 * [ ] Choose the next Comms Lead
 
 ### For Lead and Shadows
-* [ ] Send final reminder about the Release Highlights (the deadline is on Tuesday, 25th March, 2025)
 * [ ] Join burndown meetings
-  - As of writing (22nd March), the burndown meeting is likely to take place asynchronously on Slack
   - Lead or shadows will be asked to provide the RAG (Red Amber Green) status
-* [ ] Send a reminder to Feature Blog authors (deadline on week 13)
+* [ ] Send a reminder to Feature Blog authors (ready-to-review deadline around week 13)
   - Once the write-up is ready for review, we need to ensure we have the right parties engaged in the review (sig-docs-blog, associated SIGs, etc.).
 * [ ] Prepare Feature Blog publication schedule internally
   - Once finalised, the schedule needs to be shared in `#sig-docs-blog`
@@ -245,9 +289,13 @@ There are many items in week, and anything that couldn't get completed should be
   - Ensure each of the Release Highlights gets a one-to-two paragraph summary, following updates from SIGs
 
 ### Status Summary / Note for Reference
+
+<!-- Use this section to provide any relevant notes or summary for this period. This is not necessary, but could be useful for future Release Comms Leads.-->
+
 - TBC
 
 ## Week 12: Placeholder (KubeCon)
+
 TBC
 
 <!--
@@ -259,13 +307,14 @@ Also, if you are attending KubeCon, join the maintainer summit to meet the team!
 -->
 
 
-## Week 13: Crunch time
-TBC
+## Week 13: Release Announcement and Feature Blogs ready-to-review deadlines
+
+For v1.XX, the Release Announcement ready-to-review deadline is on week {{X}}. Also, Feature Blog reviews start taking place from week {{X}}.
 
 <!--
-Update as necessary. The below is for reference from v1.33.
+Update as necessary. The below is for reference from v1.34.
 
-For v1.33, Feature Blog reviews start taking place from week 13.
+For v1.34, the Release Announcement ready-to-review deadline is on week 13. Also, Feature Blog reviews start taking place from week 13.
 -->
 
 ### For Lead
@@ -274,14 +323,16 @@ For v1.33, Feature Blog reviews start taking place from week 13.
 * [ ] Connect with Release Lead to ensure theme and release logo will be ready for release blog (not required for draft)
 * [ ] Finalize Release Announcement blog draft and start review cycle, ensure it's ready for Docs Lead to publish on release day
 * [ ] Share the Release Announcement blog PR in #chairs-and-techleads channel to get technical reviews
-* [ ] Send release blog draft to CNCF (week 13)
+* [ ] Send release blog draft to CNCF (around week 13)
 * [ ] Ensure first few Feature Blogs are ready to publish and that review and merge plans are in place for any still outstanding.
 
 ### For Lead and Shadows
-* [ ] TBC
+* [ ] Continue to work on the Release Announcement blog draft
 
 ### Status Summary / Note for Reference
 
+<!-- Use this section to provide any relevant notes or summary for this period. This is not necessary, but could be useful for future Release Comms Leads.-->
+
 - TBC
 
 ## Week 14: Getting Ready for Release
@@ -296,17 +347,23 @@ As the release coming up so near, we should be done with most of the actions by
 
 ### Status Summary / Note for Reference
 
+<!-- Use this section to provide any relevant notes or summary for this period. This is not necessary, but could be useful for future Release Comms Leads.-->
+
 - TBC
 
 ## Week 15: Release + Post Release Actions
-For v1.33, the release is planned on **Wednesday 23rd April 2025**. At this point, there shouldn't be too much that we need to handle other than last minute juggling...
+
+For v1.XX, the release date is on week {{X}}: {{RELEASE DATE}}.
+
+At this point, there shouldn't be too much that we need to handle other than last minute juggling...
 
 ### For Lead
 * [ ] Update the Release Announcement blog with the logo and release name!
 * [ ] Once the Release Announcement is published, post in #announcements
-* [ ] Continue to facilitate publication of remaining Feature Blogs, until all PRs are merged with the right publication date
 * [ ] Update the Comms handbook with what you've learnt as leader (example PR: [here](https://github.com/kubernetes/sig-release/pull/2624))
-* [ ] Organize the slides for the CNCF release webinar, and send to the CNCF for review at least one week ahead of the scheduled date. (see example slides [here](https://docs.google.com/presentation/d/1FPeZNnvAAkj7s0Xd9A_XyD6DdcITyg8I26GLFtcx13w/edit?usp=sharing))
+* [ ] Organize the slides for the CNCF release webinar, and send to the CNCF for review at least one week ahead of the scheduled date.
+  - Previous Webinar Decks: [v1.32](https://docs.google.com/presentation/d/1FPeZNnvAAkj7s0Xd9A_XyD6DdcITyg8I26GLFtcx13w/edit?usp=sharing), [v1.33](https://github.com/kubernetes/sig-release/blob/master/releases/release-1.33/Kubernetes%20v1.33%20Release%20Webinar.pdf), [v1.34](https://github.com/kubernetes/sig-release/blob/master/releases/release-1.34/Kubernetes%20v1.34%20Release%20Webinar.pptx)
+* [ ] Update `k/sig-release`’s /releases/release-1.XX with the webinar deck
 * [ ] Close all the outstanding tickets
   - This ticket for tracking Comms progress
   - Release Highlight discussion
@@ -315,20 +372,13 @@ For v1.33, the release is planned on **Wednesday 23rd April 2025**. At this poin
 
 ### For Lead and Shadows
 * [ ] Participate in release retro
+* [ ] Continue to facilitate publication of remaining Feature Blogs, until all PRs are merged with the right publication date
 
 ### Status Summary / Note for Reference
 
-- TBC
-
-## Other Follow-up Actions and Notes
+<!-- Use this section to provide any relevant notes or summary for this period. This is not necessary, but could be useful for future Release Comms Leads.-->
 
-- We should make clarification on when the Feature Blog opt-in reach-outs to happen (it was a bit vague)
-- In the opt-in reach-out, we should consider whether Feature Blog write-up was done in the past
-- We should remove the duplicated Project Board view, and adjust the column and field wording
-- Make sure all the templates use the consistent KEP referencing of something like: `[KEP-4974: Deprecate v1.Endpoints](https://kep.k8s.io/4974)`
-- Document the version should be "v" prefixed
-- Update the blog status field to prefix with some numbers (the current "ready for review", "review in progress", "ready to publish" are all so similar and hard to see which one's which...)
-- When getting the placeholder blog PRs for Feature Blogs, we will need to get the KEP authors to come back to us in the KEP. Additionally, monitor https://github.com/kubernetes/website/pulls between weeks 5 and 8 (Feature Blog opt-in period), check with the author and use labels `sig/release` and `area/blog` to keep track of any submissions not notified in the KEP thread.
+- TBC
 
 ## Old Updates