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ProcessesCats HackathonWeekly Check-ins

Weekly Check-in Calls

Throughout the CATS Hackathon (November 1, 2024 - January 6, 2025), Next Trend Hub hosts bi-weekly check-in calls to track progress, answer questions, and provide guidance to all participants and teams.

Schedule

Regular Meeting Times

đź“… Wednesdays
Time: 6:00 PM WAT (West Africa Time)
Duration: 45-60 minutes
Focus: Progress updates, Q&A, troubleshooting

đź“… Saturdays
Time: 1:00 PM WAT (West Africa Time)
Duration: 45-60 minutes
Focus: Milestone reviews, planning ahead, community building

Meeting Platform

Platform: [To be announced - likely Zoom or Google Meet]
Link: Shared in Telegram group before each call
Recording: Calls are recorded and shared post-meeting

Call Format

Typical Agenda (45-60 mins)

  1. Welcome & Attendance (5 mins)

    • Roll call / check-in
    • Agenda overview

  2. Previous Week Recap (5 mins)

  3. Team/Participant Updates (20-25 mins)

    • Teams share progress (2-3 mins each)
    • Challenges encountered
    • Wins and breakthroughs

  4. Guidance & Teaching (10-15 mins)

    • Mini-lessons on relevant topics
    • Methodology deep-dives
    • Technical tips

  5. Q&A Session (10-15 mins)

    • Open floor for questions
    • Problem-solving together
    • Resource sharing

  6. Next Steps & Assignments (5 mins)

    • What to accomplish before next call
    • Upcoming deadlines
    • Reminders

What to Prepare

Before Each Check-in Call

Individual Participants (Phases 1-3):

  • âś… Summary of community research conducted
  • âś… Key findings or observations
  • âś… Questions or blockers
  • âś… Progress on assigned tasks

Teams (Phases 4-8):

  • âś… What we accomplished this week
  • âś… What we’re working on now
  • âś… Challenges we need help with
  • âś… Questions for mentors or organizers

Everyone:

  • âś… Review previous meeting minutes
  • âś… Bring specific questions (not just “we’re stuck”)
  • âś… Be ready to share screen if demonstrating work

Reporting Format

Phase 1-2 (Individual Updates)

When sharing your update, cover:

  1. Community Research: Where did you go? Who did you talk to?
  2. Findings: What problems did you discover?
  3. Evidence: What voice notes or documentation do you have?
  4. Questions: What do you need clarity on?

Phase 3-4 (Team Formation Updates)

When sharing your update, cover:

  1. Team Status: Team name, members, roles
  2. Problem Focus: Which problem are you pursuing?
  3. Research Progress: Additional validation done?
  4. Concept Status: Early solution ideas?

Phase 5-7 (Build Updates)

When sharing your update, cover:

  1. Progress: What features/components were built?
  2. Technical Stack: Any changes or decisions?
  3. Blockers: What’s slowing you down?
  4. Next Steps: What will you work on next?
  5. Demo: (If applicable) Show what you’ve built

Attendance Policy

Expected Participation

  • Strongly recommended: Attend every check-in call
  • Minimum requirement: Attend at least 1 call per week (Wednesday OR Saturday)
  • Critical calls: Phase milestone check-ins (noted in advance)

If You Must Miss a Call

  1. Notify in advance - Post in Telegram group
  2. Review the recording - Catch up on what you missed
  3. Read the meeting minutes - Posted after each call
  4. Reach out with questions - Don’t let gaps accumulate

Special Check-in Calls

Milestone Check-ins

Certain check-ins mark major milestones:

Nov 6/9: First check-in - Program orientation complete
Nov 20/23: Pre-Idea-Shaping - Prep for first in-person session
Dec 4/7: Pre-Prototyping - Prep for second in-person session
Dec 10: Pre-submission - First prototype due
Dec 12: Final prep - Last call before Final Hack Day

These calls are especially important to attend.

Communication Channels

Between Check-ins

For urgent questions:

  • Telegram group chat (fastest response)
  • WhatsApp community
  • Email to Next Trend Hub organizers

For non-urgent updates:

  • Post in Telegram group
  • Wait for next check-in call
  • Document in your team’s process page

Emergency Support

If your team faces a critical blocker:

  • Don’t wait for the next call
  • Tag @organizers in Telegram
  • Request ad-hoc meeting if needed
  • Next Trend Hub will respond within 24 hours

Meeting Etiquette

Do’s ✅

  • Join on time
  • Mute when not speaking
  • Turn on video if possible (builds community)
  • Share specific, actionable questions
  • Take notes during the call
  • Respect others’ speaking time

Don’ts ❌

  • Join late without notification
  • Dominate conversation time
  • Ask questions already answered in docs
  • Multitask obviously (coding, gaming, etc.)
  • Talk over others
  • Leave early without notice

What You’ll Learn in Check-ins

Throughout the program, check-in calls will cover:

Phase 1-2: Research Skills

  • How to conduct effective interviews
  • Voice note best practices
  • Pattern recognition in qualitative data
  • Avoiding research bias

Phase 3-4: Problem Definition

  • Refining problem statements
  • Validating assumptions
  • Choosing which problem to solve
  • Team formation best practices

Phase 5-6: Solution Development

  • Prototyping strategies
  • Cardano integration options
  • User testing approaches
  • Time management during build sprint

Phase 7-8: Presentation & Evaluation

  • Pitching your solution
  • Documentation requirements
  • What judges look for
  • Post-hackathon next steps

Meeting Minutes & Recordings

After each check-in call, Next Trend Hub publishes:

📝 Meeting Minutes →

  • Key discussion points
  • Decisions made
  • Action items assigned
  • Upcoming deadlines

🎥 Recordings (shared in Telegram)

  • Full call recording
  • Available for those who missed it
  • Reference for complex discussions

Check-in Calendar

Full Schedule (Nov 1 - Jan 6)

DateTypePhaseKey Topics
Nov 6 (Wed)Check-inPhase 1Orientation follow-up
Nov 9 (Sat)Check-inPhase 2Research begins
Nov 13 (Wed)Check-inPhase 2Research progress
Nov 16 (Sat)Check-inPhase 2Findings review
Nov 20 (Wed)Check-inPhase 2Pre-Idea-Shaping prep
Nov 22 (Sat)In-PersonPhase 3Idea Shaping Session
Nov 27 (Wed)Check-inPhase 4Team formation
Nov 30 (Sat)Check-inPhase 4Concept development
Dec 4 (Wed)Check-inPhase 4Pre-Prototyping prep
Dec 6 (Sat)In-PersonPhase 5Prototyping Workshop
Dec 10 (Tue)Check-inPhase 6First prototype due
Dec 12 (Fri)Check-inPhase 6Final prep
Dec 13 (Sat)In-PersonPhase 7Final Hack Day
Dec 18 (Wed)OptionalPhase 8Post-event check-in

Note: Dates subject to minor adjustments. Check Telegram for confirmations.

Questions?

If you’re unclear about check-in expectations:

  • Ask in Telegram group
  • Email Next Trend Hub
  • Bring questions to the next call

Back to Hackathon Overview | View Meeting Minutes

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