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docs: add enhanced Mermaid diagrams to documentation
- Added detailed Mermaid flowcharts to project workflow, monthly challenges, and lunch & learns - Improved visual representation of processes and workflows - Enhanced documentation with clear visual aids for better understanding
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‎docs/lightning-talks/processes/project-workflow.md‎

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@@ -40,134 +40,173 @@ Below is the workflow for the Lightning Talks Event.
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### Planning {#planning-section}
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```mermaid
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%%{init: {'theme':'base', 'themeVariables': {'fontSize':'18px', 'fontFamily':'arial'}}}%%
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flowchart LR
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%% Left Column - Team Formation
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subgraph A[👥 Team Formation]
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A1[📢 Call for Team] --> A2[👥 Onboard Team]
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A2 --> A3[📝 Assign Coordinators]
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subgraph A["👥 Team Formation"]
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direction TB
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A1["📢 Call for<br/>Team Members"]
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A2["👥 Onboard<br/>New Team"]
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A3["📝 Assign<br/>Coordinators"]
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A4["📋 Review<br/>Responsibilities"]
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A1 --> A2 --> A3 --> A4
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end
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%% Right Column - Initial Planning
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subgraph B["📋 Initial Planning"]
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direction TB
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B1["📅 Set<br/>Timeline"]
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B2["🎯 Define<br/>Goals"]
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B3["📝 Create<br/>Checklist"]
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B1 --> B2 --> B3
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end
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A4 --> B1
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%% Styling
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classDef default fill:#f5f5f5,stroke:#2e8555,stroke-width:2px,color:#333;
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classDef process fill:#e6f3ed,stroke:#2e8555,stroke-width:2px,color:#333;
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class A process;
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%% Adjust width to match other sections
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style A width: 300px
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classDef default fill:#f5f5f5,stroke:#2e8555,stroke-width:3px,color:#1a1a1a,padding:15px;
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classDef process fill:#e6f3ed,stroke:#2e8555,stroke-width:3px,color:#1a1a1a;
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class A,B process;
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```
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### 📢 CFP (Call For Proposals) {#cfp-section}
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<div class="mermaid-cfp">
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```mermaid
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%%{init: {'theme':'base', 'themeVariables': {'fontSize':'18px', 'fontFamily':'arial'}}}%%
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flowchart LR
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%% Left Column - Proposal Collection
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subgraph A[📬 Proposal Collection]
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A1[📣 CFP Opens] --> A2[🧾 Collect Proposals]
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A2 --> A3{Enough?}
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A3 -- No --> A4[📢 Extend CFP]
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A4 --> A2
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subgraph A["📬 Proposal Collection"]
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direction TB
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A1["📣 CFP<br/>Opens"]
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A2["🧾 Collect<br/>Proposals"]
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A3{"Enough<br/>Proposals?"}
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A4["📢 Extend<br/>CFP Period"]
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A1 --> A2 --> A3
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A3 -- No --> A4 --> A2
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end
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%% Right Column - Scheduling
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subgraph B[📅 Scheduling]
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B1[👩‍💻 Grouping] --> B2[📅 Schedule Talks]
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B2 --> B3[📝 Send Confirmations]
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B3 --> B4[📅 Add to Calendar]
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B4 --> B5[📢 Share Schedule]
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end
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%% Flow between columns
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A3 -- Yes --> B1
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%% Styling
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classDef default fill:#f0f7ff,stroke:#1976d2,stroke-width:2px,color:#0d47a1;
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classDef process fill:#e3f2fd,stroke:#1976d2,stroke-width:2px,color:#0d47a1;
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classDef decision fill:#fff8e1,stroke:#ff8f00,stroke-width:2px,color:#e65100;
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class A,B process;
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class A3 decision;
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%% Adjust spacing
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style A width: 350px
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style B width: 350px
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%% Right Column - Scheduling
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subgraph B["📅 Scheduling"]
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direction TB
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B1["👩‍💻 Group<br/>by Topic"]
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B2["📅 Schedule<br/>Talks"]
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B3["📝 Send<br/>Confirmations"]
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B4["📅 Add to<br/>Calendar"]
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B5["📢 Share<br/>Schedule"]
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B1 --> B2 --> B3 --> B4 --> B5
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end
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%% Make the diagram more compact
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linkStyle default stroke-width:1.5px,fill:none,stroke:#1976d2
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%% Flow between columns
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A3 -- Yes --> B1
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````
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</div>
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%% Styling
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classDef default fill:#f0f7ff,stroke:#1976d2,stroke-width:3px,color:#0d47a1,padding:15px;
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classDef process fill:#e3f2fd,stroke:#1976d2,stroke-width:3px,color:#0d47a1;
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classDef decision fill:#fff8e1,stroke:#ff8f00,stroke-width:3px,color:#e65100;
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class A,B process;
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class A3 decision;
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```
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#### Speaker Prep
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### Speaker Prep {#speaker-prep-section}
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```mermaid
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%%{init: {'theme':'base', 'themeVariables': {'fontSize':'18px', 'fontFamily':'arial'}}}%%
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flowchart LR
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%% Left Column - Talk Organization
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subgraph A[🗂 Talk Preparation]
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A1[🗂 Organize Talks] --> A2[✅ Checklists]
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A2 --> A3{Missing?}
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A3 -- Yes --> A4[📬 Request Info]
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A4 --> A2
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subgraph A["🗂 Talk Preparation"]
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direction TB
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A1["🗂 Organize<br/>Talks"]
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A2["✅ Send<br/>Checklists"]
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A3{"Info<br/>Missing?"}
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A4["📬 Request<br/>Info"]
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A1 --> A2 --> A3
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A3 -- Yes --> A4 --> A2
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end
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%% Right Column - Speaker Materials
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subgraph B[👤 Speaker Materials]
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B1[📸 Speaker Info] --> B2[📁 Shared Folder]
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subgraph B["👤 Speaker Materials"]
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direction TB
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B1["📸 Collect<br/>Speaker Info"]
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B2["📁 Create<br/>Shared Folder"]
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B3["✅ Verify<br/>Materials"]
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B1 --> B2 --> B3
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end
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%% Flow between columns
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A3 -- No --> B1
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%% Styling
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classDef default fill:#f5f5f5,stroke:#2e8555,stroke-width:2px,color:#333;
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classDef process fill:#e6f3ed,stroke:#2e8555,stroke-width:2px,color:#333;
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classDef default fill:#f5f5f5,stroke:#2e8555,stroke-width:3px,color:#1a1a1a,padding:15px;
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classDef process fill:#e6f3ed,stroke:#2e8555,stroke-width:3px,color:#1a1a1a;
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classDef decision fill:#fff8e1,stroke:#ff8f00,stroke-width:3px,color:#e65100;
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class A,B process;
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````
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class A3 decision;
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```
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#### Event
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### Event {#event-section}
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```mermaid
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%%{init: {'theme':'base', 'themeVariables': {'fontSize':'18px', 'fontFamily':'arial'}}}%%
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flowchart LR
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%% Left Column - Pre-Event
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subgraph A[📋 Pre-Event]
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A1[🧾 Final Prep] --> A2[📨 Directions to Speakers]
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subgraph A["📋 Pre-Event"]
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direction TB
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A1["🧾 Final Prep &<br/>Tech Check"]
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A2["📨 Send Directions<br/>to Speakers"]
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A3["🔗 Share<br/>Event Link"]
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A4["⏰ Set<br/>Reminders"]
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A1 --> A2 --> A3 --> A4
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end
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%% Right Column - Event
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subgraph B[🎤 Event]
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B1[🎬 Start Recording] --> B2[🧑‍🏫 Talks Begin]
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subgraph B["🎤 Event"]
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direction TB
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B1["🎬 Start<br/>Recording"]
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B2["🧑‍🏫 Talks<br/>Begin"]
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B3["❓ Q&A<br/>Session"]
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B1 --> B2 --> B3
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end
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%% Flow between columns
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A2 --> B1
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A4 --> B1
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%% Styling
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classDef default fill:#f5f5f5,stroke:#2e8555,stroke-width:2px,color:#333;
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classDef process fill:#e6f3ed,stroke:#2e8555,stroke-width:2px,color:#333;
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classDef default fill:#f5f5f5,stroke:#2e8555,stroke-width:3px,color:#1a1a1a,padding:15px;
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classDef process fill:#e6f3ed,stroke:#2e8555,stroke-width:3px,color:#1a1a1a;
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class A,B process;
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```
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#### Post-Event
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### Post-Event {#post-event-section}
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```mermaid
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%%{init: {'theme':'base', 'themeVariables': {'fontSize':'18px', 'fontFamily':'arial'}}}%%
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flowchart LR
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%% Left Column - Video Processing
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subgraph A[🎥 Video Processing]
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A1[📹 Process Recording] --> A2[☁️ Upload to YouTube]
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A2 --> A3[📝 Add Description & Tags]
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subgraph A["🎥 Video Processing"]
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direction TB
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A1["📹 Process<br/>Recording"]
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A2["☁️ Upload to<br/>YouTube"]
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A3["📝 Add Description<br/>& Tags"]
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A4["🔗 Share<br/>Video"]
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A1 --> A2 --> A3 --> A4
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end
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%% Right Column - Follow-up
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subgraph B[📣 Follow-up]
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B1[🙏 Thank Speakers] --> B2[📊 Gather Feedback]
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B2 --> B3[📈 Review Metrics]
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subgraph B["📣 Follow-up"]
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direction TB
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B1["🙏 Thank<br/>Speakers"]
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B2["📊 Gather<br/>Feedback"]
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B3["📈 Review<br/>Metrics"]
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B4["📋 Document<br/>Learnings"]
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B1 --> B2 --> B3 --> B4
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end
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%% Flow between columns
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A3 --> B1
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A4 --> B1
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%% Styling
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classDef default fill:#f5f5f5,stroke:#2e8555,stroke-width:2px,color:#333;
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classDef process fill:#e6f3ed,stroke:#2e8555,stroke-width:2px,color:#333;
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classDef default fill:#f5f5f5,stroke:#2e8555,stroke-width:3px,color:#1a1a1a,padding:15px;
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classDef process fill:#e6f3ed,stroke:#2e8555,stroke-width:3px,color:#1a1a1a;
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class A,B process;
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```
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‎docs/lunch-and-learns/process-docs.md‎

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@@ -71,45 +71,58 @@ Includes Editors and Graphics Coordinator (GC) who handle post-event cleanup of
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## Scheduling a Lunch & Learn
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### Lunch & Learn Session Request Is Submitted
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- **KICK-OFF ACTION:** The Speaker fills out a Lunch & Learn request form.
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- A message of confirmation of submission is automatically sent to the Speaker.
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- It informs the Speaker that their request was received and they should hear a response within 3 business days.
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### Lunch & Learn Session Request Is Received
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- The LC and DW receive the form submission.
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### Overview of the Scheduling Process
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#### Scheduling Workflow
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The following diagram shows the workflow for scheduling a Lunch & Learn.
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Here's a visual overview of the scheduling workflow that will be explained in detail below:
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```mermaid
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%%{init: {'theme':'base', 'themeVariables': {'fontSize':'22px', 'fontFamily':'arial'}}}%%
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flowchart LR
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%% Left Column - Initial Request
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subgraph A[📬 Request Submission]
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A1[📅 Speaker Submits Request] --> A2[📋 LC Reviews Request]
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subgraph A["📬 Request Submission"]
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direction TB
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A1["📅 Speaker Submits<br/>Request Form"]
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A2["📋 LC Reviews<br/>Request"]
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A3["✅ Approve<br/>Topic"]
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A1 --> A2 --> A3
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end
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%% Right Column - Date Selection
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subgraph B[📅 Date Coordination]
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B1[🗓 Check Calendar] --> B2[⏰ Check Time Slots]
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B2 --> B3{✅ Options OK?}
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B3 -- Yes --> B4[📅 Date Confirmed]
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B3 -- No --> B5[🔄 Request New Dates]
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B5 --> B1
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subgraph B["📅 Date Coordination"]
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direction TB
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B1["🗓 Check Available<br/>Calendar Dates"]
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B2["⏰ Coordinate<br/>Time Slots"]
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B3["📅 Confirm Date<br/>with Speaker"]
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B1 --> B2 --> B3
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end
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%% Flow between columns
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A2 --> B1
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A3 --> B1
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%% Styling
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classDef default fill:#f5f5f5,stroke:#2e8555,stroke-width:2px,color:#333;
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classDef process fill:#e6f3ed,stroke:#2e8555,stroke-width:2px,color:#333;
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classDef default fill:#f5f5f5,stroke:#2e8555,stroke-width:3px,color:#1a1a1a,padding:15px;
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classDef process fill:#e6f3ed,stroke:#2e8555,stroke-width:3px,color:#1a1a1a;
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class A,B process;
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```
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## Detailed Scheduling Process
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### Lunch & Learn Session Request Is Submitted
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- **KICK-OFF ACTION:** The Speaker fills out a Lunch & Learn request form.
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- A message of confirmation of submission is automatically sent to the Speaker.
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- It informs the Speaker that their request was received and they should hear a response within 3 business days.
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### Lunch & Learn Session Request Is Received
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- The LC and DW receive the form submission.
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### Scheduling Workflow
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Once a request is received, the following workflow is initiated to schedule the Lunch & Learn session. This section provides the detailed steps that follow the overview shown above.
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Here's the step-by-step process for scheduling a Lunch & Learn session:
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1. The LC checks the calendar for availability in order of the Speaker's preferred dates.
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a. If any of the Speaker's suggested time slots are available, continue to step 2.

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