From e5e6e7e56e32ceefb7e8c4f9923678d150d08920 Mon Sep 17 00:00:00 2001 From: Isabell Reedy <113355639+ireedy@users.noreply.github.com> Date: Thu, 2 Oct 2025 23:40:51 +0100 Subject: [PATCH] IHoP > HoP (#33747) + adding step to get CFO spend approval for a new position and record COGS/OPEX/CAC --- handbook/company/communications.md | 10 +++++----- handbook/company/leadership.md | 22 +++++++++++----------- handbook/company/why-this-way.md | 6 +++--- handbook/finance/README.md | 2 +- handbook/people/README.md | 16 ++++++++-------- handbook/product-design/README.md | 2 +- 6 files changed, 29 insertions(+), 29 deletions(-) diff --git a/handbook/company/communications.md b/handbook/company/communications.md index 47db984735..b82a1998ef 100644 --- a/handbook/company/communications.md +++ b/handbook/company/communications.md @@ -54,8 +54,8 @@ Fleet is successful because of our customers and community, and those relationsh | SWAG | _See [🫧 Content Specialist](https://fleetdm.com/handbook/marketing#team)_ | Guides | _See [🌦️ Customer Success & VP of Customer Success](https://fleetdm.com/handbook/customer-success#team)_ | Release article | _See [🦢 Head of Product Design](https://fleetdm.com/handbook/product-design#team)_ -| Onboarding and training | _See [🧑‍🚀 Interim Head of People](https://fleetdm.com/handbook/people#team)_ -| Payroll and benefits | _See [🧑‍🚀 Interim Head of People](https://fleetdm.com/handbook/people#team)_ +| Onboarding and training | _See [🧑‍🚀 Head of People](https://fleetdm.com/handbook/people#team)_ +| Payroll and benefits | _See [🧑‍🚀 Head of People](https://fleetdm.com/handbook/people#team)_ | Information technology (IT) | _See [🌐 IT & Enablement](https://fleetdm.com/handbook/it-and-enablement#team)_ | Internal tools & equipment | _See [🌐 IT & Enablement](https://fleetdm.com/handbook/it-and-enablement#team)_ | Bookkeeping, AR/AP | _See [💸 Finance](https://fleetdm.com/handbook/finance#team)_ @@ -218,7 +218,7 @@ There are [several special email addresses](https://docs.google.com/document/d/1 Fleet uses these levels to standardize a commitment to minimal esotericism across the company. - **Public:** _Share with anyone, anywhere in the world_ - **Confidential:** _Share only with team members who've signed an NDA, consulting agreement, or employment agreement_ -- **Classified:** _Share only with the CEO, Executive Assitant, Interim Head of People, Head of Digital Workplace & GTM Systems, and/or the people involved. e.g., US social security numbers during hiring_ +- **Classified:** _Share only with the CEO, Executive Assitant, Head of People, Head of Digital Workplace & GTM Systems, and/or the people involved. e.g., US social security numbers during hiring_ ### Document titles @@ -227,7 +227,7 @@ Fleet uses these levels to standardize a commitment to minimal esotericism acros - **"Public":** _(Available to public)_ - _(Confidential - for Fleet eyes only)_ - **"¶":** _(E-group - Direct reports the the CEO)_ -- **"¶¶":** _(Classified - CEO, Executive Assistant, Interim Head of People, and Head of Digital Workplace & GTM Systems)_ +- **"¶¶":** _(Classified - CEO, Executive Assistant, Head of People, and Head of Digital Workplace & GTM Systems)_ ## Company database @@ -857,7 +857,7 @@ Variable compensation (i.e. commission) is reviewed and submitted for processing #### Compensation changes -Fleet benchmarks US-based team members based on the United States Dollar (USD). Non-US Fleeties are benchmarked in the local currency. Compensation decisions are re-benchmarked yearly, shortly after the anniversary of a team member's start date. The Interim Head of People is responsible for the process to [update compensation](https://fleetdm.com/handbook/it-and-enablement#update-a-team-members-compensation). +Fleet benchmarks US-based team members based on the United States Dollar (USD). Non-US Fleeties are benchmarked in the local currency. Compensation decisions are re-benchmarked yearly, shortly after the anniversary of a team member's start date. The Head of People is responsible for the process to [update compensation](https://fleetdm.com/handbook/it-and-enablement#update-a-team-members-compensation). #### Exercise stock options diff --git a/handbook/company/leadership.md b/handbook/company/leadership.md index ead9321278..f11e201e93 100644 --- a/handbook/company/leadership.md +++ b/handbook/company/leadership.md @@ -113,11 +113,11 @@ The board meeting and OKR planning happen during the first week of the third mon **Day 4 _Plan and finalize_ (virtual):** - OKR planning (entire E-Group, over Zoom, everyone comes prepared) for 3.5 hours. - - OKR finalization (CEO, EA, Interim Head of People and Head of Digital Workplace & GTM Systems to clean up any details and messaging out to remind/help executives to book time with their teams if it is not booked already for Friday) for 1 hour. + - OKR finalization (CEO, EA, Head of People and Head of Digital Workplace & GTM Systems to clean up any details and messaging out to remind/help executives to book time with their teams if it is not booked already for Friday) for 1 hour. **Day 5 _Communicate_ (virtual):** - Each manager will work with their team to ratify, understand, and raise any objections or initial edits to the OKRs, all the way down to the ICs. - - CEO, EA and Interim Head of People will meet for 1 hour to decide the location of the next board meeting and email board members. + - CEO, EA and Head of People will meet for 1 hour to decide the location of the next board meeting and email board members. ## Key reviews @@ -159,7 +159,7 @@ Fleet uses [certain email templates](https://docs.google.com/document/d/1VAMWIH8 At Fleet, we use the contact form and email to communicate with future team members. Community members will often inquire about positions that aren't currently being hired for. The DRI for receiving applications is Fleet's VP of Customer Success, whose team uses a set of template responses and updates Fleet's HRIS with new applicants. Fleet's SLA for responding to applicants is 1 business day, though this doesn't necessarily mean that the hiring manager has bandwidth to take further action after that initial reply. In that initial reply, candidates are encouraged to apply for future positions if they don't hear back further within a few days. -> Recommending someone for an [open position](https://fleetdm.com/handbook/company#open-positions) at Fleet? [Add their info to the spreadsheet](https://fleetdm.com/handbook/people#track-a-fleet-applicant) and leave a Google Doc comment at-mentioning the hiring manager or [Interim Head of People](https://fleetdm.com/handbook/people#team). +> Recommending someone for an [open position](https://fleetdm.com/handbook/company#open-positions) at Fleet? [Add their info to the spreadsheet](https://fleetdm.com/handbook/people#track-a-fleet-applicant) and leave a Google Doc comment at-mentioning the hiring manager or [Head of People](https://fleetdm.com/handbook/people#team). Department-specific interviewing instructions: - [Engineering](https://fleetdm.com/handbook/engineering#interview-a-developer-candidate) @@ -216,7 +216,7 @@ Core team members: - are paid as part of the standard payroll ritual for the place they work and their employment classification. -> _Employment classification isn't what makes someone a fleetie. Some Fleet team members are contractors and others are employees. The distinction between "contractor" and "employee" varies in different geographies, and the appropriate employment classification and agreement for any given team member and the place where they work is determined by Interim Head of People during the process of making an offer._ +> _Employment classification isn't what makes someone a fleetie. Some Fleet team members are contractors and others are employees. The distinction between "contractor" and "employee" varies in different geographies, and the appropriate employment classification and agreement for any given team member and the place where they work is determined by Head of People during the process of making an offer._ ## Creating a new role at Fleet @@ -270,14 +270,14 @@ A completed open position entry should look something like this: > The "living" URL where the new page will eventually exist on fleetdm.com won't ACTUALLY exist until your pull request is merged. A link will be added in the ["Open positions" section](https://fleetdm.com/handbook/company#open-positions) of the company handbook page. 3. **Link to pull request in "Fleeties:"** Include a link to your GitHub pull request in the "Job description" column for the new row you just added in "Fleeties". -4. **Get it approved and merged:** When you submit your proposed job description, the Interim Head of People will be automatically tagged for review. He will work with the CEO, CFO, and the rest of [the E-group](https://fleetdm.com/handbook/company/communications#e-group) to [approve the new position](https://fleetdm.com/handbook/people#approve-a-new-position) or postpone for now. +4. **Get it approved and merged:** When you submit your proposed job description, the Head of People will be automatically tagged for review. He will work with the CEO, CFO, and the rest of [the E-group](https://fleetdm.com/handbook/company/communications#e-group) to [approve the new position](https://fleetdm.com/handbook/people#approve-a-new-position) or postpone for now. > _**Why bother with approvals?** We avoid canceling or significantly changing a role after opening it. It hurts candidates too much. Instead, get the position approved first, before you start recruiting and interviewing. This gives you a sounding board and avoids misunderstandings._ ## Hiring a new team member -Use this section to fill an already approved position. At Fleet, the [Interim Head of People](https://fleetdm.com/handbook/people) is the DRI for setting the interview process for all open positions. Interview steps vary by role, but before an offer is made, every successful candidate will have interviewed with the Interim Head of People and the CEO. +Use this section to fill an already approved position. At Fleet, the [Head of People](https://fleetdm.com/handbook/people) is the DRI for setting the interview process for all open positions. Interview steps vary by role, but before an offer is made, every successful candidate will have interviewed with the Head of People and the CEO. To start the interview process, the hiring manager will create a copy of the [🛸 Why hire document (internal Google doc)](https://docs.google.com/document/d/1Hoq7qeZT683JErYeqPYs0v2mIoQCw2lvWOepsZn9IDg/edit?tab=t.d2akkisfwhxy/copy) for each candidate. All feedback will be kept in the cadidate's 🛸 Why hire document as they move through the process. @@ -320,8 +320,8 @@ CEO shadows join all meetings on the [CEO's calendar](https://calendar.google.co Although it's sad to see someone go, Fleet understands that not everything is meant to be forever [like open-source is](https://fleetdm.com/handbook/company/why-this-way#why-open-source). There are a few steps that the company needs to take to facilitate a departure. -1. **Departing team member's manager:** Create a private "#YYYY-offboarding-xxxxxx" Slack channel (replace "xxxxxx" with the Fleetie's name and YYYY with current year) for discussion and invite the CEO and Interim Head of People. Document any context about the departure via "FYI:" in the ["¶ 🗣 E-Group weekly" (confidential Google Doc)](https://docs.google.com/document/d/13fjq3T0bZGOUah9cqHVxngckv0EB2R24A3gfl5cH7eo/edit). -3. **People**: The Interim Head of People will coordinate the team member's last day, offboarding, and exit meeting, then create and begin completing [offboarding issue](https://github.com/fleetdm/classified/blob/main/.github/ISSUE_TEMPLATE/%F0%9F%9A%AA-offboarding-____________.md), to include coordinating team member's last day, offboarding, and exit meeting. At the appropriate time, The Interim Head of People will post in #g-e to inform the E-group of the team member's departure, asking E-group members to inform any other managers on their teams. +1. **Departing team member's manager:** Create a private "#YYYY-offboarding-xxxxxx" Slack channel (replace "xxxxxx" with the Fleetie's name and YYYY with current year) for discussion and invite the CEO and Head of People. Document any context about the departure via "FYI:" in the ["¶ 🗣 E-Group weekly" (confidential Google Doc)](https://docs.google.com/document/d/13fjq3T0bZGOUah9cqHVxngckv0EB2R24A3gfl5cH7eo/edit). +3. **People**: The Head of People will coordinate the team member's last day, offboarding, and exit meeting, then create and begin completing [offboarding issue](https://github.com/fleetdm/classified/blob/main/.github/ISSUE_TEMPLATE/%F0%9F%9A%AA-offboarding-____________.md), to include coordinating team member's last day, offboarding, and exit meeting. At the appropriate time, The Head of People will post in #g-e to inform the E-group of the team member's departure, asking E-group members to inform any other managers on their teams. 4. **CEO**: The CEO will make an announcement during the "🌈 Weekly Update" post on Friday in the `#general` channel on Slack. @@ -329,9 +329,9 @@ Although it's sad to see someone go, Fleet understands that not everything is me From time to time, someone's job title changes. The hiring manager can use the following steps to change someone's position: -1. Create Slack channel: Create a private "#YYYY-change-title-for-xxxxxx" Slack channel (replace "xxxxxx" with the Fleetie's name and YYYY with current year) for discussion and invite the CEO and Interim Head of People. -2. `@`mention the Interim Head of People in the new channel with any context regarding the title change and share any related documents. -3. After review and approval, the [Interim Head of People](https://fleetdm.com/handbook/people#team) will take the necessary steps to [change the fleetie's job title](https://fleetdm.com/handbook/people#change-a-fleeties-role). +1. Create Slack channel: Create a private "#YYYY-change-title-for-xxxxxx" Slack channel (replace "xxxxxx" with the Fleetie's name and YYYY with current year) for discussion and invite the CEO and Head of People. +2. `@`mention the Head of People in the new channel with any context regarding the title change and share any related documents. +3. After review and approval, the [Head of People](https://fleetdm.com/handbook/people#team) will take the necessary steps to [change the fleetie's job title](https://fleetdm.com/handbook/people#change-a-fleeties-role). ## Delivering performance feedback diff --git a/handbook/company/why-this-way.md b/handbook/company/why-this-way.md index d6bd182a35..e391ef91e7 100644 --- a/handbook/company/why-this-way.md +++ b/handbook/company/why-this-way.md @@ -69,10 +69,10 @@ Investing in people and providing generous, prioritized training, especially up Here are a few examples of how Fleet prioritizes training: - the first 3 days at the company for every new team member are reserved for working on the tasks and training in their onboarding issue. -- during the first 2 weeks at the company, every new fleetie joins a **daily 1:1 meeting** with their manager to check in and see how they're doing, and if they have any questions or blockers. If the manager is not available for this meeting, the CEO (pending availability) or the Interim Head of People will join this short daily meeting with them instead. +- during the first 2 weeks at the company, every new fleetie joins a **daily 1:1 meeting** with their manager to check in and see how they're doing, and if they have any questions or blockers. If the manager is not available for this meeting, the CEO (pending availability) or the Head of People will join this short daily meeting with them instead. - In their first few days, every new fleetie joins: - - hands-on contributor experience training session with the Interim Head of People where they share their screen, check the configuration of their tools, complete any remaining setup, and discuss best practices. - - a short sightseeing tour with the Interim Head of People to show them around and welcome them to the company. + - hands-on contributor experience training session with the Head of People where they share their screen, check the configuration of their tools, complete any remaining setup, and discuss best practices. + - a short sightseeing tour with the Head of People to show them around and welcome them to the company. ## Why direct responsibility? diff --git a/handbook/finance/README.md b/handbook/finance/README.md index c7699b443f..17970c4fa4 100644 --- a/handbook/finance/README.md +++ b/handbook/finance/README.md @@ -478,7 +478,7 @@ When an agreement is routed to the [CFO](https://fleetdm.com/handbook/finance#te 3. Click on a test, then click on "Tasks". 4. Click on "Create task." Then, "Create GitHub issue." 5. This will bring you to a screen where you can select the appropriate DRIs and GitHub labels (multiple, if necessary, but always include the ":help-finance" label). Vanta will autopopulate the issue with a brief description of the test due and what needs to be remediated. You can manually add details if necessary. -6. Follow up with the DRI of each issue daily until it's resolved. As needed, loop in their manager, the [Interim Head of People](https://fleetdm.com/handbook/people#team),Fleet's CTO, or the Head of Digital Workplace & GTM Systems. If the test is within 3 days of being overdue, DM the fleetie and their manager, asking to have the issue prioritized and completed before the due date. +6. Follow up with the DRI of each issue daily until it's resolved. As needed, loop in their manager, the [Head of People](https://fleetdm.com/handbook/people#team),Fleet's CTO, or the Head of Digital Workplace & GTM Systems. If the test is within 3 days of being overdue, DM the fleetie and their manager, asking to have the issue prioritized and completed before the due date. ### Check GitHub terms diff --git a/handbook/people/README.md b/handbook/people/README.md index 1eb17b429f..59e826ffb5 100644 --- a/handbook/people/README.md +++ b/handbook/people/README.md @@ -7,7 +7,7 @@ This page details processes specific to working [with](#contact-us) and [within] | Role | Contributor(s) |:--------------------------------|:----------------------------------------------------------------------| -| Interim Head of People | [Isabell Reedy](https://www.linkedin.com/in/isabell-reedy-202aa3123/) _([@ireedy](https://github.com/ireedy))_ +| Head of People | [Isabell Reedy](https://www.linkedin.com/in/isabell-reedy-202aa3123/) _([@ireedy](https://github.com/ireedy))_ ## Contact us @@ -26,13 +26,13 @@ The People department is directly responsible for Fleet's culture, human resourc ### Approve a new position -When review is requested on a proposal to open a new position, the Interim Head of People will complete the following steps when reviewing the pull request: -1. Confirm the new row in "Fleeties" has a manager, job title, and department, that it doesn't have any corrupted spreadsheet formulas or formatting, and that the start date is set to the first Monday of the next month. +When review is requested on a proposal to open a new position, the Head of People will complete the following steps when reviewing the pull request: +1. In “Fleeties,” confirm the new row has manager, job title, department, COGS/OPEX, and CAC-inclusion filled in, that there are no broken formulas or formatting, and the start date is the first Monday of next month. 2. Confirm the job description consists only of changes to "Responsibilities" and "Experience," with an appropriate filename, and that the content looks accurate, is grammatically correct, and is otherwise ready to post in a public job description on fleetdm.com. 3. Ballpark and document compensation research for the role based on - _Add screenshot:_ Scroll to the very bottom of ["¶¶ 💌 Compensation decisions (offer math)"](https://docs.google.com/document/d/1NQ-IjcOTbyFluCWqsFLMfP4SvnopoXDcX0civ-STS5c/edit#heading=h.slomq4whmyas) and add a new heading for the role, pattern-matching off of the names of other nearby role headings. Then create written documentation of your research for future reference. The easiest way to do this is to take screenshots of the [relevant benchmarks in Pave](https://pave.com) and paste those screenshots under the new heading. 4. Decide whether to approve this role or to consider it a different time. If approving, then: - - _Update financial model:_ Update ["¶ Financial model"](https://docs.google.com/spreadsheets/d/1tIcuwhmOKolnwNJqQ0zH5rWCqjawYzySDsKTb98RvxI/edit?gid=1184088923#gid=1184088923) + - _Update financial model:_ Send the CFO a link to the position in ["¶¶ 💌 Compensation decisions (offer math)"](https://docs.google.com/document/d/1NQ-IjcOTbyFluCWqsFLMfP4SvnopoXDcX0civ-STS5c/edit#heading=h.slomq4whmyas) and request approval for the spend. Once approved, the CFO will add the new position to the financial model. - _Update team database:_ Update the row in ["¶¶ 🥧 Equity plan"](https://docs.google.com/spreadsheets/d/1_GJlqnWWIQBiZFOoyl9YbTr72bg5qdSSp4O3kuKm1Jc/edit#gid=0) using the benchmarked compensation and share count. - _Salary:_ Enter the salary: If the role has variable compensation, use the role's OTE (on-target earning estimate) as the budgeted salary amount, and leave a note in the "Notes (¶¶)" cell clarifying the role's bonus or commission structure. - _Equity:_ Enter the equity as a number of shares, watching the percentage that is automatically calculated in the next cell. Keep guessing different numbers of shares until you get the derived percentage looking like what you want to see. @@ -113,7 +113,7 @@ When a Fleetie, consultant or advisor requests an update to their personnel deta ### Change a Fleetie's role -When People receives [notification of a Fleetie's role changing](https://fleetdm.com/handbook/company/leadership#request-a-role-change-for-a-fleetie), The Interim Head of People will bring the proposed title change to the next Roundup meeting with the CEO for approval. If the proposed change is rejected, the Interim Head of People will inform the requesting manager as to why. If approved, use the following steps to change a Fleetie's role: +When People receives [notification of a Fleetie's role changing](https://fleetdm.com/handbook/company/leadership#request-a-role-change-for-a-fleetie), The Head of People will bring the proposed title change to the next Roundup meeting with the CEO for approval. If the proposed change is rejected, the Head of People will inform the requesting manager as to why. If approved, use the following steps to change a Fleetie's role: 1. Update ["🧑‍🚀 Fleeties"](https://docs.google.com/spreadsheets/d/1OSLn-ZCbGSjPusHPiR5dwQhheH1K8-xqyZdsOe9y7qc/edit#gid=0): - Search the spreadsheet for the Fleetie in need of a job title change. - Input the new job title in the Fleetie's row in the "Job title" cell. @@ -242,9 +242,9 @@ At Fleet, everyone is recognized on their [workiversary](https://fleetdm.com/han To [change a teammate's compensation](https://fleetdm.com/handbook/company/communications#compensation-changes), follow these steps: 1. Create a copy of the ["Values assessment" template](https://docs.google.com/spreadsheets/d/1P5TyRV2v-YN0aR_X8vd8GksKcr3uHfUDdshqpVzamV8/edit?usp=drive_link) and move it to the teammate's [personnel folder in Google Drive](https://drive.google.com/drive/folders/1UL7o3BzkTKnpvIS4hm_RtbOilSABo3oG?usp=drive_link). -2. Share the values assessment document with the manager via Slack DM (include the Interim Head of People) and ask the manager to fill out the values assessment. -3. Once the values assessment is complete, [prepare salary benchmarking information](#prepare-salary-benchmarking-information) and at-mention the Interim Head of People in the workiversary issue. Add a "DISCUSS" item to the roundup doc so the compensation change can be reviewed with the CEO. -4. Once compensation decisions have been finalized, the Interim Head of People will send the teammate's manager a Slack DM to communicate the compensation decision and asking them to inform the teammate. +2. Share the values assessment document with the manager via Slack DM (include the Head of People) and ask the manager to fill out the values assessment. +3. Once the values assessment is complete, [prepare salary benchmarking information](#prepare-salary-benchmarking-information) and at-mention the Head of People in the workiversary issue. Add a "DISCUSS" item to the roundup doc so the compensation change can be reviewed with the CEO. +4. Once compensation decisions have been finalized, the Head of People will send the teammate's manager a Slack DM to communicate the compensation decision and asking them to inform the teammate. 5. Update the respective payroll platform (Gusto or Plane) by navigating to the personnel page, selecting salary field, and updating with an effective date that makes the next payroll. 6. Update the [equity spreadsheet](https://docs.google.com/spreadsheets/d/1_GJlqnWWIQBiZFOoyl9YbTr72bg5qdSSp4O3kuKm1Jc/edit?usp=sharing) (internal doc) by copying Adding to the "Notes" cell. - Update the "¶¶ Annual OTE ($)" column with the new compensation information. diff --git a/handbook/product-design/README.md b/handbook/product-design/README.md index 07f5c6e6aa..0cb8bbc208 100644 --- a/handbook/product-design/README.md +++ b/handbook/product-design/README.md @@ -171,7 +171,7 @@ Ensure the interview process follows these steps in order. This process must fol 1. **Reach out**: Send an email or LinkedIn message introducing yourself. Include the URL for the position, your Calendly URL, and invite the candidate to schedule a 30 minute introduction call. 2. **Conduct screening call**: Discuss the requirements of the position with the candidate, and answer any questions they have about Fleet. Look for alignment with [Fleet's values](https://fleetdm.com/handbook/company#values) and technical expertise necessary to meet the requirements of the role. -3. **IHOP interview**: Via email or LinkedIn message, connect the candidate with Fleet's Interim Head of People (IHOP) to set up the IHOP interview. +3. **HOP interview**: Via email or LinkedIn message, connect the candidate with Fleet's Head of People (HOP) to set up the HOP interview. 4. **Deliver design challenge and schedule interview**: Share the [design challenge](https://docs.google.com/document/d/1S4fD5fPUU9YUjlKy2YAbRZPb_IK4EPkmmO7j09iPWR8/edit) and send a Calendly link for 1 hour call to review the candidate's project. The goal is to understand the design capabilities of the candidate. An additional Product Designer can optionally join if available. 5. **Schedule EM interview**: Send the candidate a calendly link for 30m talk with the Engineering Manager (EM) of the [product group](https://fleetdm.com/handbook/company/product-groups#current-product-groups) the candidate will be working with. 6. **Schedule CTO interview**: Send the candidate a calendly link for 30m talk with our CTO @lukeheath.