From 04d4cbd647829e3c095afa47b6987da4064c3e41 Mon Sep 17 00:00:00 2001 From: Sam Pfluger <108141731+Sampfluger88@users.noreply.github.com> Date: Sat, 23 Mar 2024 15:39:46 -0500 Subject: [PATCH] Add "Archive a document" responsibility (#17824) --- handbook/digital-experience/README.md | 44 ++++++++++++--------------- 1 file changed, 19 insertions(+), 25 deletions(-) diff --git a/handbook/digital-experience/README.md b/handbook/digital-experience/README.md index de58d211fd..e8d0626b78 100644 --- a/handbook/digital-experience/README.md +++ b/handbook/digital-experience/README.md @@ -185,6 +185,18 @@ Fleet's public relations firm is directly responsible for the accuracy of event 2. Update the workbook with the latest location, dates, and CFP deadlines from the website. +### Archive a document +Follow these steps to archive any document: +1. Create a copy of the document prefixed with the date using the format "`YYYY-MM-DD` Backup of `DOCUMENT_NAME`" (e.g. "2024-03-22 Backup of πŸͺ‚πŸ—žοΈ Customer voice"). +2. Be sure to "Share it with the same people", "Copy comments and suggestions", and "Include resolved comments and suggestions" as shown below. + +Screenshot 2024-03-23 at 12 14 00β€―PM + +3. Save this backup copy to the same location in Google Drive where the original is found. +4. Link to the backup copy at the top of the original document. Be sure to use the full URL, no abbreviated pill links (e.g. "Notes from last time: URL_OF_MOST_RECENT_BACKUP_DOCUMENT"). +5. Delete all non-structural content from the original document, including past meeting notes and current answers to "evergreen" questions. + + ### Schedule CEO interview From time to time, you will need to schedule an interview between a candidate and the CEO: 1. [Make a copy of the "ΒΆΒΆ CEO interview template"](https://docs.google.com/document/d/1yARlH6iZY-cP9cQbmL3z6TbMy-Ii7lO64RbuolpWQzI/copy) (private Google doc) @@ -382,34 +394,16 @@ You can also grab a copy of the [original slides](https://fleetdm.com/handbook/c ### Process and backup Sid agenda Every two weeks, our CEO Mike has a meeting with Sid Sijbrandij. The CEO uses dedicated (blocked, recurring) time to prepare for this meeting earlier in the week. - -30 minutes After each meeting (to allow all parties to collect action items), the Apprentice makes a copy of the "πŸ’» Sid : Mike(Fleet)" doc and renames it "YYYY-MM-DD Backup of πŸ’» Sid : Mike(Fleet)". Then moves the backup version into the [(ΒΆΒΆ) Sid archive](https://drive.google.com/drive/folders/1izVfIBt2nr4APlkm36E6DJg1k1PDjmae) - -Then process the backup Sid agenda by: -- Leaving google doc comments assigning all Fleet TODOs to correct Fleeties. -- In the ¢¢¢¢🦿πŸŒͺ️CEO Roundup doc, update the URL in `Sam: FYI: Agenda from last time:` [LINK](link). - -**Being sure to preserve agenda format**, process the πŸ’» Sid : Mike(Fleet) master doc by: -- (Unless otherwise prefixed) Delete all agenda items, **being sure to leave 3 empty bullets in every section**. +1. 30 minutes After each meeting [archive the "πŸ’» Sid : Mike(Fleet)" agenda](https://fleetdm.com/handbook/digital-experience#archive-a-document), moving it to the [(ΒΆΒΆ) Sid archive](https://drive.google.com/drive/folders/1izVfIBt2nr4APlkm36E6DJg1k1PDjmae) folder in Google Drive. +2. **In the backup copy**, leave Google Doc comments assigning all Fleet TODOs to the correct DRI. +3. In the ¢¢¢¢🦿πŸŒͺ️CEO Roundup doc, update the URL in `Sam: FYI: Agenda from last time:` [LINK](link). ### Process and backup E-group agenda -Immediately after every e-group the Apprentice makes a copy of the E-group agenda doc and renames it "YYYY-MM-DD backup of E-group agenda". Then saves it to the [(ΒΆΒΆ) E-group archive](https://drive.google.com/drive/u/0/folders/1IsSGMgbt4pDcP8gSnLj8Z8NGY7_6UTt6). - -Then process the backup E-group agenda by: -- Leaving google doc comments assigning all TODOs to correct individuals. -- In the E-group master doc, update the URL in `Sam: FYI: Agenda from last time:` [LINK](link). - -**Being sure to preserve agenda format**, process the E-group master doc by: -- Clearing all bullets from the "Mike: Hear from each department" section. - - Delete the "Blockers" and "Last week" bullets from each department's section. - - Move contents from "This week" to "Last week". -- (Unless otherwise prefixed) Delete all agenda items from the "Mike: This weeks focus" section. -- (Unless otherwise prefixed) Delete all agenda items from the "Today's other topics" section. - -If it's the day of an All hands: - - Remove any spotlights that aren't a permanent staple (e.g. Mike: Every time: Pick a value, present on it.). - +Follow these steps to process and backup the E-group agenda: +1. [Archive the E-group agenda](https://fleetdm.com/handbook/digital-experience#archive-a-document) after each meeting, moving it to the ["ΒΆΒΆ E-group archive"](https://drive.google.com/drive/u/0/folders/1IsSGMgbt4pDcP8gSnLj8Z8NGY7_6UTt6) folder in Google Drive. +2. **In the backup copy**, leave Google Doc comments assigning all TODOs to the correct DRI. +3. If the "All hands" meeting has happened today ### Check LinkedIn for unread messages Once a day the Apprentice will confirm check LinkedIn for unread messages.