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handbook/communications: equipment (#14687)
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@ -69,6 +69,20 @@ Many of these processes are automated, but it's vital to check Gusto and Plane m
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## Responsibilities
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### Secure company-issued equipment for a team member
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As soon as an offer is accepted, Fleet provides laptops and YubiKey security keys for core team members to use while working at Fleet. The BizOps engineer will work with the new team member to get their equipment requested and shipped to them on time.
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- [**Check the Fleet IT warehouse**](https://docs.google.com/spreadsheets/d/1hFlymLlRWIaWeVh14IRz03yE-ytBLfUaqVz0VVmmoGI/edit#gid=0) before purchasing any equipment including laptops, monitors, and Yubikeys to ensure we efficiently [utilize existing assets before spending money](https://fleetdm.com/handbook/company/why-this-way#why-spend-less). If Fleet IT warehouse inventory can meet the needs of the request, file a [warehouse request](https://github.com/fleetdm/confidential/issues/new?assignees=sampfluger88&labels=%23g-ceo&projects=&template=warehouse-request.md&title=%F0%9F%92%BB+Warehouse+request).
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- Apple computers shipping to the United States and Canada are ordered using the Apple [eCommerce Portal](https://ecommerce2.apple.com/asb2bstorefront/asb2b/en/USD/?accountselected=true), or by contacting the business team at an Apple Store or contacting the online sales team at [800-854-3680](tel:18008543680). The BizOps team can arrange for same-day pickup at a store local to the Fleetie if needed.
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- **Note:** Most Fleeties use 16-inch MacBook Pros. Team members are free to choose any laptop or operating system that works for them, as long as the price [is within reason](https://www.fleetdm.com/handbook/communications#spending-company-money).
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- When ordering through the Apple eCommerce Portal, look for a banner with *Apple Store for FLEET DEVICE MANAGEMENT | Welcome [Your Name].* Hovering over *Welcome* should display *Your Profile.* If Fleet's account number is displayed, purchases will be automatically made available in Apple Business Manager (ABM).
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- Apple computers for Fleeties in other countries should be purchased through an authorized reseller to ensure the device is enrolled in ADE. In countries that Apple does not operate or that do not allow ADE, work with the authorized reseller to find the best solution, or consider shipping to a US based Fleetie and then shipping on to the teammate.
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> A 3-year AppleCare+ Protection Plan (APP) should be considered default for Apple computers >$1500. Base MacBook Airs, Mac minis, etc. do not need APP unless configured beyond the $1500 price point. APP provides 24/7 support, and global repair coverage in case of accidental screen damage or liquid spill, and battery service.
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### Add a seat to Salesforce
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Here are the steps we take to grant appropriate Salesforce licenses to a new hire:
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1. Go to ["My Account"](https://fleetdm.lightning.force.com/lightning/n/standard-OnlineSalesHome).
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@ -558,57 +558,19 @@ At the end of their first two weeks of onboarding at Fleet, every new team membe
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Fleet prioritizes a [bias for action](https://fleetdm.com/handbook/company#ownership). If possible, apply onboarding feedback to the handbook and issue templates in realtime, during this call. This avoids backlogging tasks that may just get out of date before we get around to them anyway.
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## Equipment
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Fleet provides laptops and YubiKey security keys for core team members to use while working at Fleet. As soon as an offer is accepted, Business Operations will reach out to the new team member to start this process and will work with the new team member to get their equipment requested and shipped to them on time. From time to time, team members need to purchase additional equipment in the interest of the company.
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From time to time, team members need to purchase additional equipment in the interest of the company.
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If you are in need of additional equipment for any reason, [contact the Business Operations department](https://fleetdm.com/handbook/business-operations#contact-us). When possible, Fleet will pull from its warehouse of existing assets before spending [more money on new equipment](https://fleetdm.com/handbook/company/why-this-way#why-spend-less).
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If you are in need of additional equipment for any reason, [create an equipment request](https://github.com/fleetdm/confidential/issues/new?assignees=jostableford&labels=%23g-business-operations&projects=&template=equipment-request.md&title=%F0%9F%92%BB+Equipment+request).
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- **Tracking equipment:** When a device has been purchased, it's added to the [spreadsheet of company equipment](https://docs.google.com/spreadsheets/d/1hFlymLlRWIaWeVh14IRz03yE-ytBLfUaqVz0VVmmoGI/edit#gid=0) where we keep track of devices and equipment, purchased by Fleet. When you receive your new computer, complete the entry by adding a description, model, and serial number to the spreadsheet.
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When possible, Fleet will pull from its warehouse of existing assets before spending [more money on new equipment](https://fleetdm.com/handbook/company/why-this-way#why-spend-less).
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- **Returning equipment:** Apple computers with remaining AppleCare Protection Plans should be reprovisioned to other Fleeties who may have older or less-capable computers. Equipment should be returned once offboarded for reprovisioning. Coordinate offboarding and return with the Head of Business Operations. Please return all equipment to the Fleet IT warehouse using Fleet's FedEx account (address and account # in 1Password).
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### Purchase company-issued equipment
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Fleet provides laptops and YubiKey security keys for core team members to use while working at Fleet. As soon as an offer is accepted, Business Operations will reach out to the new team member to start this process and will work with the new team member to get their equipment requested and shipped to them on time.
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Apple computers shipping to the United States and Canada are ordered using the Apple [eCommerce Portal](https://ecommerce2.apple.com/asb2bstorefront/asb2b/en/USD/?accountselected=true), or by contacting the business team at an Apple Store or contacting the online sales team at [800-854-3680](tel:18008543680). The business team can arrange for same-day pickup at a store local to the Fleetie if needed.
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When ordering through the Apple eCommerce Portal, look for a banner with *Apple Store for FLEET DEVICE MANAGEMENT | Welcome [Your Name].* Hovering over *Welcome* should display *Your Profile.* If Fleet's account number is displayed, purchases will be automatically made available in Apple Business Manager (ABM).
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Apple computers for Fleeties in other countries should be purchased through an authorized reseller to ensure the device is enrolled in ADE. In countries that Apple does not operate or that do not allow ADE, work with the authorized reseller to find the best solution, or consider shipping to a US based Fleetie and then shipping on to the teammate.
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#### Selecting a laptop
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Most Fleeties use 16-inch MacBook Pros. Team members are free to choose any laptop or operating system that works for them, as long as the price [is within reason](#spending-company-money) and supported by our device management solution. (Good news: Since Fleet uses Fleet for device management, every operating system is supported!)
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When selecting a new laptop for a team member, optimize their configuration to:
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1. Have a reasonably large storage (at least 512GB of storage, and if there's any concern go bigger)
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2. Look for pre-configured models with the desired memory and storage requirements. These tend to be available for delivery or pickup as quickly as possible and before the start date.
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> If delivery timelines are a concern with no devices in stock, play around with build until it ships as quickly as possible. Sometimes small changes lead to much faster ship times. More standard configurations (with fewer customizations) usually ship more quickly. Sometimes MacBook Pros ship more quickly than MacBook Airs, and vice versa. This varies. Remember: Always play around with the build and optimize for something that will **ship quickly**!
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For example, someone in sales, marketing, or business operations might like to use a 14-inch Macbook Air, whereas someone in an engineering, product, or design role might use a 16-inch MacBook Pro. **Default to a 16-inch MacBook Pro.**
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> A 3-year AppleCare+ Protection Plan (APP) should be considered default for Apple computers >$1500. Base MacBook Airs, Mac minis, etc. do not need APP unless configured beyond the $1500 price point. APP provides 24/7 support, and global repair coverage in case of accidental screen damage or liquid spill, and battery service.
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Windows and Linux devices are available upon request for team members in product and engineering. (See [Buying other new equipment](#buying-other-new-equipment).)
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### Tracking equipment
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When a device has been purchased, it's added to the [spreadsheet of company equipment](https://docs.google.com/spreadsheets/d/1hFlymLlRWIaWeVh14IRz03yE-ytBLfUaqVz0VVmmoGI/edit#gid=0) where we keep track of devices and equipment, purchased by Fleet.
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When you receive your new computer, complete the entry by adding a description, model, and serial number to the spreadsheet.
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### Returning equipment
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Equipment should be returned once offboarded for reprovisioning. Coordinate offboarding and return with the Head of Business Operations.
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### Reprovisioning equipment
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Apple computers with remaining AppleCare Protection Plans should be reprovisioned to other Fleeties who may have older or less-capable computers.
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### Equipment retention and replacement
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Older equipment results in lost productivity of Fleeties and should be considered for replacement. Replacement candidates are computers that are no longer under an AppleCare+ Protection Plan (or another warranty plan), are >3 years from the [discontinued date](https://everymac.com/systems/apple/macbook_pro/index-macbookpro.html#specs), or when the "Battery condition" status in Fleet is less than "Normal". The old equipment should be evaluated for return or retention as a test environment.
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- **Equipment retention and replacement:** Older equipment results in lost productivity of Fleeties and should be considered for replacement. Replacement candidates are computers that are no longer under an AppleCare+ Protection Plan (or another warranty plan), are >3 years from the [discontinued date](https://everymac.com/systems/apple/macbook_pro/index-macbookpro.html#specs), or when the "Battery condition" status in Fleet is less than "Normal". The old equipment should be evaluated for return or retention as a test environment.
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> If your Apple device is less than 3 years old, has normal battery condition, but is experiencing operating difficulties, you should first contact Apple support and troubleshoot performance issues before requesting a new device.
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## Writing
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Learn how to communicate as Fleet with guidelines for tone of voice, our approach, grammar and mechanics, and more.
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@ -1403,10 +1365,17 @@ This glossary provides definitions to commonly used terms within our space.
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#### Stubs
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The following stubs are included only to make links backward compatible.
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Please see 📖[handbook/company/communications#purchase-company-issued-equipment](https://fleetdm.com/handbook/company/communications#equipment) for below.
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##### Equipment retention and replacement
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##### Returning equipment
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##### Tracking equipment
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##### Reprovisioning equipment
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##### Buying other new equipment
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Please see 📖[handbook/company/communications#purchase-company-issued-equipment](https://fleetdm.com/handbook/company/communications#equipment).
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Please see 📖[handbook/company/communications#purchase-company-issued-equipment](https://fleetdm.com/handbook/company/communications#equipment) for above.
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##### Purchasing a company-issued device
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Please see 📖[handbook/company/communications#purchase-company-issued-equipment](https://fleetdm.com/handbook/company/communications#travel).
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Please see 📖[handbook/business-operations/#secure-company-issued-equipment-for-a-team-member](https://fleetdm.com/handbook/business-operations/#secure-company-issued-equipment-for-a-team-member).
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##### Company travel
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Please see 📖[handbook/company/communications#travel](https://fleetdm.com/handbook/company/communications#travel).
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