From 50be17b85cf5ea6d4e6e85d0e47345c138028c49 Mon Sep 17 00:00:00 2001 From: Mike McNeil Date: Sat, 19 Aug 2023 17:46:38 -0500 Subject: [PATCH] =?UTF-8?q?Handbook:=20Update=20CEO=20handbook=20page=20to?= =?UTF-8?q?=20be=20the=20model=20for=20other=20departme=E2=80=A6=20(#13398?= =?UTF-8?q?)?= MIME-Version: 1.0 Content-Type: text/plain; charset=UTF-8 Content-Transfer-Encoding: 8bit …ntal pages --- handbook/ceo.md | 341 ++++++++++------------------------- handbook/company/rituals.yml | 4 +- 2 files changed, 98 insertions(+), 247 deletions(-) diff --git a/handbook/ceo.md b/handbook/ceo.md index 3b796875b1..1636c5154b 100644 --- a/handbook/ceo.md +++ b/handbook/ceo.md @@ -1,51 +1,29 @@ # CEO -This page details processes specific to Mike McNeil, co-founder and Chief Executive Officer of Fleet. +This page details processes specific to working with Mike McNeil, co-founder and Chief Executive Officer of Fleet, and the 🦿 CEO support team. -Need quick Answers? -* [How can I...](#how-can-i) -* [How to...(#Tasks)](#tasks) -* [Who will...(#Rituals)](#rituals) -Need to create a [GitHub issue](#intake)? +## What we do +The CEO is the [directly responsible individual](https://fleetdm.com/handbook/company/why-this-way#why-direct-responsibility) for pricing, [final review of UI or behavioral changes to fleetdm.com and the core product](https://fleetdm.com/handbook/company/product-groups#making-changes), signatures, changes to parts of the handbook, and various other aspects of the company. +- **Note** When the CEO is out of office, these responsibilities are either paused, delegated, or coordinated through the Apprentice to the CEO so they can be handled promptly. (It depends on the responsibility and the situation.) The process for the CEO going out of office is a [work in progress](https://docs.google.com/document/d/1mtFP_92zQKMXW630ZyixBmwQeMY_q_cqW080ZTHFX5E/edit). ## Team -The 🦿 CEO support team is made up of these people: - - -| Contributor | Role +| Role | Contributor(s) |:-----------------------------------------------|:----------------------------------------------------------------------| -| Mike McNeil ([@mikermcneil](https://github.com/mikermcneil)) | [CEO](https://www.linkedin.com/in/mikermcneil/) -| Sam Pfluger ([@sampfluger88](https://github.com/sampfluger88)) | [Apprentice to the CEO (AttC)](https://www.linkedin.com/in/sampfluger88/) +| CEO | [Mike McNeil](https://www.linkedin.com/in/mikermcneil) ([@mikermcneil](https://github.com/mikermcneil)) +| Apprentice to the CEO (AttC) | [Sam Pfluger](https://www.linkedin.com/in/sampfluger88/) ([@sampfluger88](https://github.com/sampfluger88)) -### Flaws and feedback +## Contact us -[![SC2021 - Keynote: The Voyage of Sails - Mike McNeil](https://img.youtube.com/vi/_T-UR9mU4-o/0.jpg)](https://www.youtube.com/watch?v=_T-UR9mU4-o) +- If you mention the CEO from within a Slack thread, he will not read your message. +- If urgent or personal, send a Slack direct message (DM) to `@mikermcneil` right away. +- If it can wait, add your message to the "🐈‍⬛🗣️ CEO office minutes (#g-ceo)" agenda and @mention the [Attc](https://fleetdm.com/handbook/ceo#team) in the [#g-ceo Slack channel](https://fleetdm.slack.com/archives/C05K87USYUV) +- Any Fleet team member can view the [🐈‍⬛#g-ceo kanban board](https://app.zenhub.com/workspaces/-g-ceo-645b0eab68a4d40c0795ff61/board) (confidential) for this team, including pending tasks and requests. -"[Broken links and bugs](https://gist.github.com/mikermcneil/0ce44f6c4f803ff6b4f6), fleas, dance tights, [focus](https://kevin.burke.dev/kevin/dont-use-sails-or-waterline/), [running out of money](https://nathanleclaire.com/blog/2013/12/28/the-good-the-bad-and-the-ugly-of-sails-dot-js-realtime-javascript-mvc-framework/), etc." -- I talk to think. -- I can speak quickly. It is ok to say “Whoa, hold on a second. Let me take some notes.” -- I can be quick to criticism, especially if something looks almost done. It is ok to ask “What do you see?” If helpful, you can add “What are three bright spots?” -- I can hurry to decisions when I think something is time sensitive or nearly ready to ship. It is ok to say “I’m looking for early feedback.” It is ok to say “I’m not yet 70% sure I’m 100% done with this." -- When ideas differ I start at "what I would do", then talk myself backward toward the original idea - - -## Responsibilities -The CEO is the [directly responsible](https://fleetdm.com/handbook/company/why-this-way#why-direct-responsibility) for pricing, [final review of UI or behavioral changes to fleetdm.com and the core product](https://fleetdm.com/handbook/company/product-groups#making-changes), signatures, changes to parts of the handbook, and various other aspects of the company. -- **Note** When the CEO is out of office, these responsibilities are either paused, delegated, or coordinated through the Apprentice to the CEO so they can be handled promptly. (It depends on the responsibility and the situation.) The process for the CEO going out of office is a [work in progress](https://docs.google.com/document/d/1mtFP_92zQKMXW630ZyixBmwQeMY_q_cqW080ZTHFX5E/edit). - - -## How can I... - - -### Contact the CEO - -If urgent or personal, send a Slack direct message (DM) right away. -If you mention the CEO from within a Slack thread, he will not read your message. -Please find a different way to get in touch: -- If it can wait, add your message to the "🐈‍⬛🗣️ CEO office minutes (#g-ceo)" agenda and @mention the [Attc](https://fleetdm.com/handbook/company/ceo#team) in the [#g-ceo Slack channel](https://fleetdm.slack.com/archives/C05K87USYUV) -- Ask: who is the directly responsible individual (DRI) for this decision? Is it the CEO? -- Unsure? Ask your manager for help. (Add it to your 1:1 agenda, or send your manager a DM.) + + + + ### Schedule time with the CEO @@ -66,41 +44,69 @@ All items on Mike's calendar are subject to change by the CEO to better serve th Last-minute changes or cancellations must be communicated to Mike via [direct message (DM) only](#why-not-mention-the-ceo-in-slack-threads). -## Tasks -(How to...) +### Why not mention the CEO in Slack threads? +Everyone else who works at Fleet is expected to read and reply (or acknowledge with an emoji reaction) every time they're mentioned in Slack, even deep inside long threads. -- ***Time-sensitive tasks*** (⏰) require reminders to be created and set for the following times (CT): - - 9:30 AM /before start of business - - 12:30 PM /begging of "reserved block" - - 6:30 PM /post-mortem days meetings +[Too often](https://docs.google.com/document/d/1vK-Dy2BVrw7doYUzabOPyCiN4RfolWFgOKMm23l91s0/edit) the CEO gets mentioned. + +From Mike: + +
+ Staying on top of your Slack mentions (including in threads!) is very important. Please use them. +But now that the company has grown, in my role as CEO, I get mentioned in Slack very often. + +I held on as long as I could. But due to volume, in late 2022, I made the decision to no longer read Slack threads where I am mentioned. + + What do I still read? + + - If you mention me in a top-level channel message, I'll see and read it in 1 business day. + - If you send me a direct message, I'll see and read that ASAP. + +Keep in mind I am often in meetings all day, and may not be able to reply promptly. + +When in doubt, you can look at my calendar and join whatever meeting I'm in. If none of that works, and there is an emergency where you need my immediate attention, get help from Zach Wasserman. +Thank you so much!" 🙇 +
-### Schedule and adjust CEO meetings -- ⏰ If Mike agrees to a meeting at 9 am or earlier, the Apprentice will schedule a "DOTO: Mike" on his calendar the night before reminding him that he has a meeting before 9 am Central the following day. +## CEO flaws -Morning times should be held for team members and external folks whose time zones make it harder for them to meet later in the day. - - The Apprentice to the CEO will confirm that recipients have accepted invites. - - If a recipient has not accepted, the Apprentice to the CEO will reach out to confirm attendance at least 24 hours before the meeting is scheduled to begin. +Openness is one of [Fleet's values](https://fleetdm.com/handbook/company#values) and I want to live that by sharing the flaws I know I have. I’m fully responsible for improving the things below, listing them is no excuse. They are listed here for two reasons. The first one is so that people know it is not them but my fault. The second one is so I can improve, I hope that listing them lets people know I appreciate when people speak up about them. -Do not schedule over: -- Design reviews -- Puppet show -- E-group -- ❌Reserved until day of (extreme prejudice) +- I often need to talk to think. +- I can speak quickly. It is ok to say “Whoa, hold on a second. Let me take some notes.” +- I can be quick to criticism, especially if something looks almost done. It is ok to ask “What do you see?” If helpful, you can add “What are three bright spots?” +- I can hurry to decisions when I think something is time sensitive or nearly ready to ship. It is ok to say “I’m looking for early feedback.” It is ok to say “I’m not yet 70% sure I’m 100% done with this." + + + + + + +## Responsibilities ### Process the CEO's calendar -- ⏰ Time management for the CEO is essential at all times. -The AttC processes the CEO's calendar by checking for and correcting any double-booking (e.g. two meetings scheduled for overlapping times that the CEO needs to attend) or new meetings added. +Time management for the CEO is essential. The AttC processes the CEO's calendar by checking for and correcting any double-booking (e.g. two meetings scheduled for overlapping times that the CEO needs to attend) or new meetings added. Prioritizing in order of importance: - - External meetings - Travel and personal commitments - - Investor meetings (eg Sid) - - Additional product design review sessions - - Opportunities to support teams on customer calls + - External meetings + - Board meetings + - Priority design reviews + - E-group + - ❌ Reserved until day of + - Customer or prospect calls _(up to the first 4 hours per week)_ + - Design reviews + - Puppet show _External meetings, travel, and personal commitments cannot be moved without the CEO's approval._ @@ -117,9 +123,10 @@ In the notes document include: - Google Drive Be sure to do this from Mike's browser so as to not lock him out of any meeting docs. + ### Process the CEO's inbox -- ⏰ The Apprentice to the CEO is [responsible](https://fleetdm.com/handbook/company/why-this-way#why-direct-responsibility) for [processing all email traffic](https://docs.google.com/document/d/1gH3IRRgptrqSYzBFy-77g98JROTL8wqrazJIMkp-Gb4/edit#heading=h.i7mkhr6m123r) prior to CEO review. +- The Apprentice to the CEO is [responsible](https://fleetdm.com/handbook/company/why-this-way#why-direct-responsibility) for [processing all email traffic](https://docs.google.com/document/d/1gH3IRRgptrqSYzBFy-77g98JROTL8wqrazJIMkp-Gb4/edit#heading=h.i7mkhr6m123r) prior to CEO review. The [AttC](#team) will reduce the scope of Mike's inbox to only include necessary and actionable communication. - Marking spam emails as read (same for emails Mike doesn't actually need to read). - Escalate actionable sales communication and update Mike directly. @@ -184,6 +191,7 @@ Every month the Apprentice will do the prep work for the monthly "✌️ All han The day before the All hands, Mike will prepare slides that reflect the CEO vision and focus. #### After the All hands +TODO: rename to imperative mood (see rituals.yml) The Apprentice will post a link to the All hands Gong recording and slide deck in Slack. @@ -209,15 +217,16 @@ You can also grab a copy of the [original slides](https://fleetdm.com/handbook/b 📬 **Send it!** -### Connect on osquery and MacAdmins Slack +### Connect with recently active community members -Go through (live) 3 recent questions asked in [osquery](https://osquery.slack.com/archives/C01DXJL16D8) or [MacAdmins](https://macadmins.slack.com/archives/C19MR7EM9) Slack. Find the contributor on [LinkedIn](https://www.linkedin.com/search/results/all/?sid=54z). -Send connect request (blank), Then jump into the conversation in Slack, based on what we learned from LinkedIn. +Read the three 3 most recent questions asked in [osquery](https://osquery.slack.com/archives/C01DXJL16D8) and [MacAdmins](https://macadmins.slack.com/archives/C19MR7EM9) Slack. Find each contributor on [LinkedIn](https://www.linkedin.com/search/results/all/?sid=54z). +Send connect request (blank). -Goal: chum up the water. No one else is currently LinkedIn connecting with community Slack participants. +Goal: No one else is currently LinkedIn connecting with community Slack participants. This puts a face to the project and welcomes them to Fleet. ### 💻 Sid : Mike +TODO: rename to imperative mood (see rituals.yml) Every two weeks, our CEO Mike has a 1:1 meeting with Sid Sijbrandij. The CEO uses dedicated (blocked, recurring) time to prepare for this meeting earlier in the week. @@ -226,6 +235,7 @@ After each meeting, the CEO's apprentice makes a copy of the original document a image ### Post-e-group archival +TODO: rename to imperative mood (see rituals.yml) - Immediately after every e-group the AttC duplicates the e-group agenda doc as a backup copy saved to ["Classified" shared drive](https://drive.google.com/drive/u/0/folders/1IsSGMgbt4pDcP8gSnLj8Z8NGY7_6UTt6). Rename it to "YYYY-MM-DD backup of e-group agenda". Then clear out all agenda items from the e-group doc (the ones that people add, not the standard fixtures), and replace them with a single item: `Sam: FYI: Agenda from last time (YYYY-MM-DD):` [LINK](link) @@ -239,203 +249,44 @@ From time to time the CEO will ask the Apprentice to the CEO to unroll a Slack t 4. Reapply formatting manually (be mindful of quotes, links, and images). - To copy images right-click+copy and then paste in the doc (some resizing may be necessary to fit the page). -### Gong -#### Delete accidental Gong recordings and transcripts +### Delete an accidental meeting recording +It's not enough to just "delete" a recording of a meeting in Gong. Instead, use these steps: -- [Sign in to Gong](https://us-65885.app.gong.io/deals?company-id=2676443513846037003&workspace-id=9148397688380544352&board-id=8761946992754097113&view-mode=DEALS&tab-idx=0&account-activity=true&owner-ids=&owner-team-ids=5778354842532790437×pan-id=34&sort-by=DealActivity&sort-field=%7B%22type%22%3A%22RegularField%22%2C%22name%22%3A%22DealActivity%22%7D&sort-order=DESC&owner-id=5778354842532790437&include-team=true) trough the CEO's browser +- Wait for at least 30 minutes after the meeting has ended to ensure the recording and transcript exist and can be deleted. +- [Sign in to Gong](https://us-65885.app.gong.io/deals?company-id=2676443513846037003&workspace-id=9148397688380544352&board-id=8761946992754097113&view-mode=DEALS&tab-idx=0&account-activity=true&owner-ids=&owner-team-ids=5778354842532790437×pan-id=34&sort-by=DealActivity&sort-field=%7B%22type%22%3A%22RegularField%22%2C%22name%22%3A%22DealActivity%22%7D&sort-order=DESC&owner-id=5778354842532790437&include-team=true) through the CEO's browser. - Click `Conversations` - Select the call recording no longer needed - Click the "hotdog" menu in the right-hand corner image - - `Delete recording` -- Always check back to ensure the recording **and** transcript were both deleted +- Search for the title of the meeting Google Drive and delete the auto-generated Google Doc containing the transcript. +- Always check back to ensure the recording **and** transcript were both deleted. -#### File Gong recordings +### Process the #help-being-ceo channel +The [#help-being-ceo Slack channel](https://fleetdm.slack.com/archives/C03U703J0G5) is a private [hallway](https://about.gitlab.com/handbook/leadership/1-1/suggested-agenda-format/#hallway) for the CEO to drop tasks and personal scheduling information. -Marking as _"private"_ in Gong doesn't limit access, instead, use this process: - 1. Move to ¶¶ recording in google drive. - 2. Download video from Gong, then delete it from Gong (promptly) and instead upload mp4 to appropriate ¶¶ folder in google drive. - 3. Move generated transcript doc in google drive (promptly) instead into appropriate ¶¶ folder in google drive. - 4. **For both video and transcript**: Double-checked permissions to make sure they are only ¶¶ viewers. - 5. Include the links to ¶¶ video and transcript here in this doc: - - If appropriate, make this doc "¶¶," plus fleeties who were on the call. - - Include in the doc "link to video:" - - Include in the doc "link to transcript:" - - -### Why not mention the CEO in Slack threads? -Everyone else who works at Fleet is expected to read and reply (or acknowledge with an emoji reaction) every time they're mentioned in Slack, even deep inside long threads. - -[Too often](https://docs.google.com/document/d/1vK-Dy2BVrw7doYUzabOPyCiN4RfolWFgOKMm23l91s0/edit) the CEO gets mentioned. - -From Mike: - -
- Staying on top of your Slack mentions (including in threads!) is very important. Please use them. -But now that the company has grown, in my role as CEO, I get mentioned in Slack very often. - -I held on as long as I could. But due to volume, in late 2022, I made the decision to no longer read Slack threads where I am mentioned. - - What do I still read? - - - If you mention me in a top-level channel message, I'll see and read it in 1 business day. - - If you send me a direct message, I'll see and read that ASAP. - -Keep in mind I am often in meetings all day, and may not be able to reply promptly. - -When in doubt, you can look at my calendar and join whatever meeting I'm in. If none of that works, and there is an emergency where you need my immediate attention, get help from Zach Wasserman. -Thank you so much!" 🙇 -
- - -## Intake - -To make a request of the business operations department, [create an issue using one of our issue templates](https://github.com/fleetdm/confidential/issues/new/choose). If you don't see what you need, or you are unsure, [create a custom request issue](https://github.com/fleetdm/confidential/issues/new/choose) and someone in business operations will reply within 1 business day. - - -## Kanban - -Any Fleet team member can view the [🐈‍⬛#g-ceo kanban board](https://app.zenhub.com/workspaces/-g-ceo-645b0eab68a4d40c0795ff61/board) (confidential) for this department, including pending tasks in the active sprint and any new or pending requests. +When processing new requests from this channel, consider this: +- Be extremely careful about confidentiality, especially tiny details in the text and screenshots. +- Include screenshots and other images sent. +- When creating a GitHub issue: + - Use the issue description rather than comments. + - Write an issue as a single-sentence user story is very helpful. _(As the CEO, I want to X, so that Y.)_ + - Don't assume people will scroll down. Put big honking screenshots at the bottom of the description, when possible (or make them smaller), rather than including them first above other text in the description. + - Any link can be lost in the internet space time continuum, and "website time machine" doesn't always work. For ALL social media links, and maybe some other links, if the external content is necessary to understand the goal of the issue, include a copy of it in the issue description. ## Rituals -(Who will...) + +- Note: Some rituals are especially time-sensitive and require attention multiple times per day (⏰). Set reminders for the following times (CT): + - 9:30 AM /before start of business + - 12:30 PM /beginning of "reserved block" + - 6:30 PM /post-mortem days meetings -## Slack channels -| Channel | Purpose | Standard Operating Procedure | DRI | -| ------- | ------- | ---------------------------- | --- | -| [g-ceo](https://fleetdm.slack.com/archives/C05K87USYUV) | Open line of communication for Fleeties to make requests of the 🦿 [CEO support team](https://fleetdm.com/handbook/company/ceo#team) | Reach out to the AttC with requests or to add an item on the | Sampfluger88 | -| [help-being-ceo](https://fleetdm.slack.com/archives/C03U703J0G5) | Private [hallway](https://about.gitlab.com/handbook/leadership/1-1/suggested-agenda-format/#hallway) for the CEO to drop tasks and personal scheduling information | - Mark items with 👀 (emoji reaction) to indicate that you are working on the task. - Mark requests with ✅ (emoji reaction) to indicate that you completed or filed away the task | Sampfluger88 | - - - - - diff --git a/handbook/company/rituals.yml b/handbook/company/rituals.yml index 0d95218b84..d26af86eb3 100644 --- a/handbook/company/rituals.yml +++ b/handbook/company/rituals.yml @@ -14,14 +14,14 @@ - task: "Process the CEO's inbox" startedOn: "2023-07-29" - frequency: "Daily, 4 times" + frequency: "Daily ⏰" description: "TODO" moreInfoUrl: "https://fleetdm.com/handbook/company/ceo#process-the-ceos-email" dri: "sampfluger88" - task: "Process the CEO's calendar" startedOn: "2023-07-29" - frequency: "Daily, 4 times" + frequency: "Daily ⏰" description: "TODO" moreInfoUrl: "https://fleetdm.com/handbook/company/ceo#process-the-ceos-calendar" dri: "sampfluger88"